amended March 2009
NAME
MISSION AND PURPOSE
MEMBERSHIP
COMMISSION PERSONNEL
MEETINGS
COMMITTEES
I. NAME
The name of the commission is the UNH President's Commission on the
Status of Women.
II. MISSION AND PURPOSE
The mission of the UNH President's Commission on the Status of Women
is to create equal educational and employment opportunities for UNH
women promoting an environment free of sexism and discrimination through
policy, advocacy and education. The commission achieves its goals
by: creating policies that improve the status of women and ensure
an environment of equal education and employment opportunities for
women at UNH; recommending policies related to the status of women
to the UNH president, to other university administrators, and to UNH
administrative and governance groups; collaborating and developing
alliances with existing organizations and structures within the university
community for the purpose of promoting an environment free of sexism
and discrimination; informing the university community of the status
of women on UNH campus by collecting and disseminating data, initiating
and supporting educational and outreach programs, and preparing and
disseminating informational publications; providing informational
and educational programs and materials to help women on the UNH campus
develop their skills, continue their education, and increase their
networking opportunities.
III. MEMBERSHIP
A. Classification of Members
1. General members
General membership shall consist of:
(4) UNH students (2 undergraduate and 2 graduate, if possible),
(4) UNH staff (OS and PAT), and
(4) UNH faculty (full- and part-time).
(1) UNH Alum or Community member
2. Adjunct members
The commission general membership may invite the participation of
up to five (5) adjunct members at any given time. Adjunct members
will fully participate in commission decision making within a working group.
3. Ex-officio Members
Ex-Officio memberships are appointed by the President and shall consist of:
- The Vice Provost for Diversity
- One member of the Office of Equity and Affirmative Action
- Personnel from the President's Commissions Office
- One staff member from SHARPP
Ex-officio members are not voting members but are expected to participate in the work of the CSW.
4. Commission administrators
The commission chair or co-chairs are considered general members of the commission.
B. Appointment of Members
Nothing in these by-laws preclude the appointment of members by the President at his or her discretion upon consultation with the commission membership.
1. General members
General members are appointed by the President, upon recommendation of the membership
committee (see VI, C.1) and approval of the commission membership.
2. Adjunct members
Adjunct members are approved by the President, upon recommendation of the membership committee and approval of the commission.
3. Ex-officio members
Ex-officio members are appointed by the President
4. Replacing members midterm
If a general member leaves the commission prior to the end of the
term of appointment, a new general member may be appointed by the President to serve
the remainder of the term, upon recommendation of the membership committee
and approval of the commission.
C. Term of Office
1. Length of term/reappointment
General members serve two-year terms and may serve 2 consecutive terms. Adjunct members serve one-year
terms. Student members may be appointed for a one-year term if they
are in their final year at the university. General members may serve two (2) consecutive two-year terms; adjunct members may serve three (3) consecutive one-year terms. Current general members must be re-nominated by the Membership Committee, approved by the Commission membership and reappointed by the university president. Current adjunct members are re nominated and approved by the general membership, and approved by the President.
2. Beginning of term
The term of office begins on June 1st and ends on May 31 for both general members
and adjunct members. Members joining the commission midterm will also end
their terms on May 31st.
IV. COMMISSION PERSONNEL
A. Chair or Co-Chairs
1. Appointment
The commission will be administered by either chair and vice chair positions or two co-chairs. These individuals will be appointed by the president upon
recommendation of the commission members. These positions are normally selected
from among the established faculty and staff members of the commission
who have served as commission members for at least one year. Each chair/co-chair's
term shall normally be for one-year running from June 1 through May
31, but the President may appoint the chair/co-chairs to serve a second term. The chair/co-chairs may receive a work load adjustment as determined
in consultation with the President. The appointment of these positions shall be completed
by May of the year prior to assuming office.
2. Responsibilities
The responsibilities of the chair/co-chairs include but are not limited
to facilitating and organizing the work of the commission, promoting a nondiscriminatory environment, recommending
policies to the UNH President and UNH Community, and providing leadership
in the development and implementation of education and outreach programs;
and other roles and responsibilities as defined elsewhere in the policies
and procedures. The chair/co-chairs will be responsible for meeting with the other President's Commission chairs and the President on a monthly basis, and additional times as needed. Appendix D contains a list of such offices and organizations.
V. MEETINGS
Personnel from the Office of the President's Commissions will be responsible for creating an annual monthly meeting schedule, distributing meeting agendas, coordinating expense transactions with the Business Service Center, management of the commission's budget, provide web site editing, take the meeting minutes and maintain a listing of contact information of current commission members as well as archive files of all commission business.
A. Types of Meetings
1. Monthly
Monthly meetings of the commission will be held during the academic year on a day and time established by
the membership. Either the chair/vice chair or co-chairs will facilitate all meetings.
2. Annual Retreat/Advance
The commission will normally hold a retreat before the end of the academic
year to evaluate commission activities of the academic year ending
and to set goals for the upcoming academic year. (See Appendix A for
suggested planning process.) Both retiring and new commission members
will attend the annual retreat.
3. Special
Special meetings of the commission may be called as needed by the
chair/co-chairs or by the general membership. The chair/co-chairs are responsible for working with the commission support staff to notify all commission
members of special meeting times and for distributing an agenda prior
to the meeting.
B. Membership Attendance
1. Regular attendance
All commission members are expected to attend and participate in all
regular and special meetings of the commission.
2. Absences
A member who cannot attend a regular or special meeting is responsible
for notifying the chair/co-chairs, or commission support staff of the absence
and for learning what transpired at the meeting.
3. Excessive absences
a. If a member misses two (2) consecutive regular commission
meetings, and/or misses meetings frequently during the academic year,
the Membership Committee will meet with this member to discuss whether they have the time and/or commitment to continue as a commission
member and to discuss whether this person should resign (or be asked
to resign) from the commission.
b. When a general commission member resigns, a new member may
be appointed to complete the term, following the procedure in outlined
in III.B.5.
D. Decision Making
At the beginning of each academic year, the commission will discuss and decide which model of decision-making will best serve their purposes that year. The commission can use a consensus, voting, or other model of decision-making.
1. Quorum
A quorum is defined as at least 60% (8 people) of the active (non-ex officio) commission membership,
including the commission chair/co-chairs.
Should a quorum of members not be present at a commission meeting,
a binding decision cannot be made.
2. Consensus model
Consensus is defined as reaching a decision that
is most beneficial for the group as a whole through considering all
the many viewpoints and concerns of the group. Consensus implies that
each individual within the group respects differences and is willing
to reconsider their own position to move toward a position that everyone
in the group can support. (See Appendix B for an outline of consensus
decision making.)
3. Voting
If consensus cannot be reached on a question, assuming that a quorum
of members is present, the membership may agree to vote. At least
51% of the members present must agree to change to a voting process.
If this change is agreed upon, a decision can be made only with a
60% majority vote.
VI. COMMITTEES
A. Member Participation
1. Selection
Commission members are expected to work on at least (1) on action project. Members will select
their group preferably at the annual retreat, but no later than the first regular meeting in the fall.
2. Project Leadership
Project leaders will be selected by each project working group's members. All group leaders will be general commission members.
B. Standing Committees
1. Membership Committee
a. The Membership Committee will normally consist of at least two (2) general members, the chair/or a co-chair, and two (2) former commission members. Commission members will serve for at least one year.
b. This Committee is responsible for the recruitment, selection, orientation and retention of both general and adjunct members. The committee is also responsible for recommending the replacement of members who cannot serve out their term.
2. Publications and Reports Committee
a. The Publications Committee will consist of at least three (3)
general members. Up to two (2) non-commission members appointed by the CSW chair/co-chairs, may also serve
on this committee as needed. Commission members will serve for at least one
year.
b. This committee is responsible for the commission
newsletter that is produced jointly with the other Presidential Commissions. They are also responsible for liaison to the Office of Institutional Research or other appropriate office or body to request and arrange for periodic reports on the status of women at UNH. Other duties may include but are not limited to: updating the commission's web site with timely articles and resource information as well as soliciting/writing articles for the Campus Journal, and The New Hampshire for Women's History Month.
3. Celebration/Awards Committee
a. The Celebration and Awards Committee will consist of members of the commission as well as non-members. Members will serve for one year
b. This committee will be responsible for the award nomination and review process as well as the agenda for the luncheon, including suggestions for keynote speaker. (see Appendix E for information on awards and nomination process)
4. Programming Committee:
a. The Programming Committee will consist of members of the
commission as well as the Educational Program Coordinator from the President's Commissions Office.
b. This committee will design and present to the full commission, program proposals for implementation to groups of faculty, staff, students and community members.
5. Committee on Violence Against Women
a. The VAW will be responsible for their own membership but may consult with the CSW Membership Committee as needed. Members of this committee will be appointed by the President and the Provost.
b.
The Committee on Violence Against Women will advise the commission, in making recommendations to the President, what policies and programs are necessary to address violence against women on the UNH campus and in the UNH community, maintain an overview of campus and community efforts and initiatives to reduce violence against women, work with other campus groups, offices and organizations which are also involved in these efforts, and perform other functions as directed by the President and Provost.
C. Ad Hoc Committees and Working Groups
1. General policy
Ad hoc committees or working groups will be established to accomplish specific commission
tasks. Appointment of members to such committees or working groups may be made during the annual retreat, regular meetings or special meetings. All members must participate in at least (1) one ad hoc committee or working group.
2. Policies and Procedures
The policies and procedures committee shall be formed as needed to review, and revise the commission's
policies and procedures. Members will serve for the period needed. Any changes to the policies and procedures
proposed by the committee shall be subject to approval of the commission
membership.
3. Strategic Plan and/or Evaluation Working Group
a. The strategic plan and/or evaluation working group shall be formed at least every three
(3) years to evaluate the work and workings of the commission.
b. The working group will consist of at least four (4)
but not more than six (6) members: 2 or 3 general commission members,
at least one of whom has served on the commission for at least one
year, and at least one of whom is a new general member; one (1) former
commission members; and one (1) non-commission members. Working group members will be selected by the commission membership, taking
into account any direction from the university president. Members will serve for a period of one year.
c. The chairperson of the working group will report to the chairperson of the Commission regarding the activities of the working group.
d. The external evaluation of the commission by the evaluation
task force includes, but is not limited to: revision of evaluation
forms and formats as needed; commission activities during the time
since the last evaluation; commission organization and structure;
responsibilities and duties of the coordinator. The task force will
interpret, discuss, and present the results of the evaluation with
the commission membership and with the university president.
4. Other Ad hoc Working Groups
Working groups will be established at the annual retreat, or as necessary, to plan strategy, program, and/or to conduct research in project areas chosen by the commission. These groups are responsible for informing the commission membership of plans, progress, events and assistance needed relative to their project areas. They are also responsible for preparing a report on their activities during the year for inclusion in the year-end report. Each commission member is expected to serve on at least one working group. Non-commission members appointed by the CSW chair/co-chair may also serve on working groups.
Appendix A
The Planning Process
1. At the annual retreat, the commission will begin
developing goals and objectives for the next academic year. These
goals and objectives will take into consideration the results of the
commission's work during the year just ending. Depending on the goals and objectives developed and the availability of members, committees and working groups may begin activities during the summer. Early in the fall semester, the commission membership will
reconvene to review summer activities,
and readdress goals and objectives set at the annual retreat. Commission membership will develop an overall plan of action
for the current academic year, including a time-line and commission and committee
responsibilities.
At the beginning of the second semester, the action plan
will be reviewed and revised as needed. Standing committees
and working groups will present their progress to date, problems, and alternative strategies
to the membership. Revisions to the action plan will be approved by
the commission membership.
Appendix B
Consensus Decision Making
This framework is to be used as a tool for understanding and employing
consensus. Consensus values the ideas and understanding of all participants.
Consensus offers the possibility to work through differences to reach
mutually satisfactory decisions. For this to happen, the input of
all members needs to be heard so the ideas and values of individual
members are not lost in the process. The fundamental essence of consensus
allows all members the right and obligation to express their ideas
and feelings and assures the right of all members to speak and to
be heard.
During discussion, a proposal is put forward. Amendments
and modifications are made to the proposal through discussion by the
group.
Open exchange of ideas is critical for the success of the
consensus process. Members need to express their opinions and reservations
clearly. It is the responsibility of those who are troubled by the
proposal to provide alternative suggestions.The proposal should be modified to address the stated reservations
if at all possible.When a proposal appears to be understood by everyone, and
no new modifications have been proposed, the facilitator should ask
if there are any further reservations with or objections to the proposal.
If none are voiced, the facilitator calls for consensus by asking
once more if there are any objections. After a moment of silence,
if no one objects, consensus has been reached.If it appears that consensus cannot be reached, there are
several ways to proceed. The proposal could be withdrawn. Those with
reservations could:
a. Express non-support ("I don't see the need for this,
but I'll go along.")
b. Express reservations ("I think this may be a mistake
but I can live with it.")
c. Stand aside ("I personally can't support this, but
I won't stop it.")
d. Block ("I cannot support this or allow the group to
support this.")
If the group feels that the proposal merits action and cannot achieve
consensus, the membership can agree to vote. Refer to V.D.2.
The role of the facilitator is to aid the group in defining
the decisions that need to be made. The facilitator helps to direct
the process of the meeting, not its content. The facilitator: keeps
the meeting moving; focuses the discussion on the proposal; ensures
that everyone has the opportunity to participate in the discussion;
and tests to discover if consensus has been reached.
Appendix C
Guidelines for Membership Committee
I. Vacancies
Recommendations received by the commission are sent a letter of invitation, which includes material for them to consider about membership on the commission. Candidates who respond will come in to speak with the members of the membership committee. The candidates will be invited to ask questions about the work of the commission. Potential new members are proposed by email to the general membership. If consensus is achieved, the potential member's name will be submitted to the President for approval and appointment.
The Membership Committee is responsible to fill vacant positions, conducting interviews with candidates for membership on the commission, and making decisions about which candidates should be asked to join the commission. For normally occurring vacancies (at the end of member's terms), advertising should begin no later than six (6) weeks before the term ends. The Membership Committee may ask members whose terms are expiring if they wish to be re nominated. General members may be re-nominated for one (1) additional two-year term; adjunct members may be re-nominated for two (2) additional one-year terms.
If the pool of candidates is not sufficient to fill all
vacant membership positions, the membership committee should re-advertise.
Interviewing
The Membership Committee will conduct the interviews with the
candidates for commission membership. As part of the interview, they will also
explain the time commitment and responsibilities of membership. Each candidate for membership will be given the opportunity
to respond to a set of basic, core questions. They may include:
What prompted you to apply for the position (or why do you believe you were nominated)?
What is your perception of what the commission does and how it functions?
What do you perceive to be the most urgent needs of women on this
campus?
What skills, background or experiences do you have which might be
useful to the commission and UNH women?
Do you have any previous experience in working on women's issues?
How supportive is your supervisor of the "outside" time
commitment?
Are there needs specific to a group or community within UNH that you identify with and wish to bring forward (e.g. persons of color, lesbians, students, etc)?
Selection
The Membership Committee shall use consensus in making the
decision of which of the candidates to recommend for membership in the commission.If the Membership Committee has more qualified candidates
than positions to fill, the committee can, with support from the commission
membership, ask those candidates who will not be recommended for appointment, if they would be interested in serving on one of the working groups as a non-commission member. Priority shall be given to diversity among the commission members.The Membership Committee will present the list of candidates for membership to the commission members for concurrence in recommending them for appointment by the President. Re-nominated members shall excuse themselves from the approval process as it applies to reappointed members.
Orientation
The Membership Committee, in conjunction with the Commission's Office support staff, will provide orientation for
new members and provide a packet of materials to include: goals of the previous year; how the commission makes decisions; Policies & Procedures, Statement of Purpose, list of commission members; the "Connections" newsletter; and anything else that would assist the new member(s) in being comfortable, involved and effective within the commission.
Appendix D
Organizations the commission has identified as those with which it
would like to have a formal relationship include, but are not limited
to:
- PAT/OS/EE Councils
- Student and Faculty Senates
- SHARPP
- Women's Studies
- Queer Studies
- Health Services
- Affirmative Action & Equity Office
- Office of International Students & Scholars
- Office of Multicultural Student Affairs
- President's Commission on the Status of People of Color
- President's Commission on the Status of Gay, Lesbian, Bisexual and Transgender
Issues
Appendix E
THE WC AWARDS AND PROCEDURES
Four awards annually: (although sometimes we have given two people or a group or team the award as in the case, for example, of the Student Award going to the UNH Women's Hockey Team or the students of the Society for Women Engineers. Also the Staff Award has been given to the UNH AOP Conference Planners, and the staff at the UNH Women's Health Clinic)
- STUDENT AWARD, based on depth and breadth of contributions, (2) impact on individuals, organizations, programs, and policies; and (3) length of service.
- FACULTY AWARD, based on depth and breadth of contributions, (2) impact on individuals, organizations, programs, and policies; and (3) length of service.
- STEPHANIE THOMAS STAFF AWARD, created in honor of former Registrar, Stephanie Thomas, who was a strong advocate for women's rights at UNH. She died of breast cancer in the 1990s. This award is given to a member of the UNH community who has displayed a long-standing commitment to women's issues and the mission of the Women's Commission
- JOYCE GIBBS AWARD
The Joyce Gibbs Award was created in 1996 to honor Joyce James Gibbs, who served as a senior administrative assistant to the Women's Commission from 1990 - 1997. Joyce died in April 2001. Throughout her life, Joyce was the support and anchor for a wide circle of students, activists, and others in the UNH and Seacoast communities. The Joyce Gibbs Award is given to a community member who has displayed a long-standing commitment to women's issues and the mission of the Women's Commission
The process is as follows
- An Awards Review Committee is formed early in the semester, and a date 2-3 weeks prior to the event is selected to meet to vote on the candidates. The Women’s Commission will recommend the membership of the Women's Commission Awards Review Committee and will appoint committee members.
1 ) The Awards Review Committee will have no more than six, but no less than five
members.
2) The Women's Commission Review Committee will consist of the following members:
- The Women's Commission chair/co-chair or vice-chairperson;
- One Operating Staff member;
- One PAT Staff member;
- One Faculty member
- One Student.
At least one of the above members must be a past Women's Commission Award recipient. If none of these members fits this criteria, a sixth member, who is a past award recipient, will be added to the committee. With the exception of the Women's Commission coordinator and the Women's Commission chair/co-chair (or vice-chairperson), there will be a two, consecutive year time limits for membership on the Women's Commission Awards Review Committee. Members may serve on the committee again after at least a year hiatus. Membership will be staggered so that there is at least one person who is a carry over from the previous year. The Women's Commission chair/co-chair or vice-chairperson will serve as the chairperson for the Women's Commission Award Review Committee.
- The nomination dates and form will be placed on the UNH Online Nomination web site with a link posted on the Commission's web page
- If time permits, an email notice/memo or letter will be sent to the general university community from the UNH President’s Office, announcing the WC awards nomination procedure has begun.
- Publicity notices about the awards nomination will also be placed in the Campus Journal and The New Hampshire
- Nomination forms are collected by the Commission’s Office, divided into categories of students, faculty and staff.
- Copies are made so that each member of the Awards Review Committee has a full packet to work with.
- The Review Committee meets to decide on final awardees. Each recommendation will include a written rationale for why the person should receive the Women's Commission Award
- The Review Committee will then submit their recommendations to the full Women’s Commission group. The Women's Commission will make the final decision of the award recipients using a process of consensus decision making. The names of the award winners will be kept confidential by members until the Annual Women's Commission Awards Celebration.
- Awards are printed at the Commission’s office.
- Members of the Women's Commission Awards Review Committee cannot be nominated for a Women's Commission Award. Likewise, committee members cannot make nominations.
- Faculty, staff and students cannot win the Women's Commission Award more than once. It is suggested that this award is a "lifetime achievement award". The names of previous award recipients can be found at http://www.unh.edu/womens-commission/awardees.htm
