Commission on the Status of Women

CSW ByLaws (2006--)

Mission Statement

The mission of Northern Arizona University's Commission on the Status of Women is to foster a positive climate that promotes full and equal opportunity for women in the university community. The Commission's objective is to educate the university community and make recommendations to the President about women's issues so that concerns in university policies, practices, and programs that affect women can be addressed to bring about constructive changes.

Purposes and Functions

The primary purpose of the Northern Arizona University Commission on the Status of Women is to help create a campus environment that is favorable and equitable for women. In doing this, the Commission advises and reviews all relevant university issues and policies that impact the status of women on campus. More specifically, Commissioners and Advocates actively participate on projects that design, conduct, and/or publish studies that illuminate trends or challenges relating to gender equity, career development, and campus climate for women. As with most studies, some areas of concern can be identified along with recommendations to tackle these concerns. Members of the Commission meet with the University President to submit these recommendations to the Cabinet and other appropriate university administrators for final recommendation to the President. After approval, the recommendations are put into effect and a plan of action is created to address issues at hand.

Members of the Commission also assume the responsibility of bringing an awareness of women’s issues to NAU’s campus through directories, forums, lectures, luncheons, and workshops. Commissioners share with others their knowledge and understanding of women’s concerns and interests, for it is through education, information, and support that the Commission believes women will reach their fullest potential.

Membership and Term

The Commission on the Status of Women at NAU, a standing university committee and member of the Tri-University Commission on the Status of Women, draws its strength from the participation of all segments of the university community and consists of a diverse group of women and men from across campus, including administrators, faculty, academic professionals, service professionals, classified staff and students. In order to best fulfill its mission, the Commission recognizes the importance of drawing from each of the aforementioned groups and from a diverse cross section of units on campus.

The structure of CSW is as follows:

A. 1 Active and 1 Advisory Co-Chair

B. Leadership Committee (Ten members with five rotating off each year. Members serve a two year commitment to the Leadership Committee.)

1. Each year the new ASWI President (or proxy) also sits on the Leadership Committee.

C. 30-50 Commissioners appointed by the President

D. Unlimited Advocates

E. Ex-Officio

1. NAU President

2. Special Assistant to the President

3. Executive Vice-President of NAU

4. Director of the Women’s Studies Program

5. Director of Human Resources

Application Process

Applications for commissioners and advocates may be submitted at any time, and received by the office of CSW. In addition, the commission will campaign for new membership in the Spring. For this activity, application packets will be distributed to all campus Deans, directors, unit heads and interested campus members at least 6 weeks prior to the Election meeting (see below Election/Appointment Process). Application packets will also be distributed at Commission events and the first All- Commission meeting in the spring semester. The application packet includes: Commission mission statement, role, structure, contact information and the application. For the Spring membership campaign, signed applications are due to Commission office at least 2 weeks prior to the Election meeting.

Election/Appointment Process

A special Leadership Committee meeting for the purpose of elections is held in March. The CSW graduate assistant will determine how many Commissioner vacancies exist, collect the Commission applications and distribute a copy of them to all Leadership Committee members one week prior to the Election meeting. The CSW graduate assistant will also determine and notify the Leadership committee if there are under-represented campus units and/or constituent groups in the current membership of the Commission. The Commission’s need for representation from the various constituent groups and campus units to maintain Commission diversity will be considered first during the election process. Discussion of applications and voting to fill the vacancies will occur with the Active Co-chair determining final results in the case of ties. The Commission will forward to the President, the names of those individuals it recommends for appointment to the Commission and the number of vacancies to be filled along with the names of those individuals recommended as Advocates. The President will notify both the Commission and those whom he appoints to the Commission. All Applicants not appointed as Commissioners will become Advocates.

New members of the Commission and Advocates shall be notified of their status so that they may attend the last All-Commission meeting of the year.

The process for election of the Active Co-Chair is as follows. Applications for Co-Chair are available one month prior to the scheduled Election meeting. Completed applications are distributed to the Leadership Committee at least one week prior to the Election meeting. Active Co-Chair applications will include a personal statement on CSW and list any relevant service or experience. At the Election meeting, each Active Co-Chair applicant will read her/his statement and answer any questions from the Leadership Committee. Voting will be by paper ballot with the results tallied by the commission’s Graduate Assistant and announced at the meeting. In the case of a tie, another vote by ballot will occur including only the candidates who were tied. If that second vote is still a tie, the current Active Co-Chair will cast the deciding vote. After a one-year term, the Active Co-Chair serves an additional year as the Advisory Co-Chair.

Vacancies

A vacancy in office can result from voluntary resignation or after an individual incurs three unexcused absences from mandatory All-Commission meetings, within an academic year. Prior notice of absence will qualify as excused.

If the office of Active Co-Chair becomes vacant, the Leadership Committee shall nominate a successor followed by a vote. Consideration for the office will first be given to former Chairs and Co-Chairs of the Commission.

If an office of Leadership Committee becomes vacant, members of that committee will elect a new member, notifying the Active Co-Chair of their decision before the next Leadership Committee meeting.

Temporary Vacancies

Every CSW member will have two options available to her/him if she/he has to leave NAU temporarily for up to one year. Such reasons for a temporary vacancy could include, but are not limited to: sabbatical, maternity leave, personal illness, family emergency or any other situation that requires the individual to take a temporary leave of absence from NAU. Individuals will decide whether they would like to be “temporary inactive members” or resign their positions completely. A “temporarily inactive member” will not be required to attend meetings or participate on a committee, but will keep her/his current CSW status. The Membership committee will review all requests. The request will then be reviewed and voted upon by the Leadership Committee.

Organizational Leadership

A. All CSW members (Co-Chairs, Leadership Committee members, Commissioners, and Advocates) have voting rights on all issues. Members must be present to exercise their right to vote. However, a majority vote of all members present can agree to hold a vote via email. In the case of an individual without access to email, the CSW Graduate Assistant will mail the ballot and provide adequate time to respond.

B. Active Co-Chair duties

1. Provide vision and leadership.

2. Assist the Leadership Committee in identifying the annual goals and objectives.

3. Facilitate All-Commission and Leadership Committee meetings.

4. Distribution of materials and information, which include the Commission’s or a committee name, will be permitted at the discretion of the Active and Advisory Co-Chairs.

5. Report accomplishments to the University President and the Arizona Board of Regents.

6. Act as a representative for the Commission to the campus, community, and state.

7. Work directly with the Commission Chairs at ASU and U of A.

8. Respond to inquiries from the press and other groups regarding CSW actions, events, and positions.

9. Provide leadership, support, direction, and guidance to the Graduate Assistant.

10. Attend the Way-Up Conference.

C. Advisory Co-Chair duties

1. Act as advisor to the Active Co-Chair on all issues and matters relating to CSW.

2. Assist Active Co-Chair with providing vision and leadership.

3. Assist Active Co-Chair with reporting accomplishments to the University President and the ABOR.

4. Distribution of materials and information, which include the Commission’s or a committee name, will be permitted at the discretion of the Active and Advisory Co-Chairs.

5. Act as a representative for the Commission to the campus, community, and state.

6. Assist the Active Co-Chair in providing leadership, support, direction, and guidance to the Graduate Assistant.

7. Attend All-Commission meetings and Leadership Committee meetings.

8. Attend Way-Up Conference.

D. Leadership Committee duties

1. Lead a commission project

2. Provide vision and leadership to members of that committee.

3. Schedule and facilitate project committee meetings.

4. Assist the Active Co-Chair in identifying the annual goals and objectives.

5. Will receive permission from the Co-Chairs prior to distributing materials and information, which include the Commission’s or a committee name.

6. Report to the Leadership Committee regarding project committee plans and accomplishments.

7. Attend All-Commission meetings and Leadership Committee meetings.

E. Commissioner duties

1. Serve as an active member on one project.

2. Will receive permission from the Co-Chairs prior to distributing materials and information, which include the Commission’s or a committee name.

3. Attend all scheduled committee meetings.

4. Attend All-Commission meetings.

5. Provide one or more contributions to the annual Silent Auction.

6. Campaign for contributions, and participation in CSW events.

7. Highly encouraged to contribute to the CSW Scholarship Fund.

F. Advocate duties

1. Advocates are invited to participate on committees and attend All-Commission meetings and CSW events.

2. Will receive permission from the Co-Chairs prior to distributing materials and information, which include the Commission’s or a committee name.

3. There is no obligation or commitment with the Advocate status.

4. Encouraged to apply for commissioner status.

G. Graduate Assistant duties

1. To maintain and coordinate all functions of the CSW office, including assisting Co-Chairs and communicating with the Leadership Committee, Commissioners and Advocates.

2. To lead and facilitate membership efforts.

3. See current job description for details.

A. Special Committees and Functions

1. Special Committees address current issues and goals as determined by the Leadership Committee and are subject to change.

Projects

Each spring, the Leadership Committee will meet for annual strategic planning and goal setting for the upcoming academic year. During this time, the Leadership Committee will identify an issue theme for the year (i.e. health, careers, politics, family, etc), and define fundraising and profile projects for the year, which will facilitate understanding and awareness for the commission and women’s issues.

Rules of Procedure

A. Reporting

1. Project Committees will formally communicate their undertakings at Leadership Committee meetings.

2. The Commission will report to the University President or Executive Vice President at least twice each semester.

3. A report will be submitted to the Arizona Board of Regents as requested as part of the Tri-University Commission on the Status of Women report.

B. Meetings

1. The Leadership Committee will hold monthly meetings.

2. All-Commission meetings will be held three times per semester.

3. Project Committee meetings should be held as often as necessary to complete the project.

4. Special Committee meetings will be held as deemed necessary.

5. A Tri-University Commission meeting will be held annually.

C. Applicability of Robert’s Rules of Order

1. The rules contained in Robert’s Rules of Order, Revised, shall govern Leadership Committee and All-Commission meetings.

2. These rules may be suspended by a majority vote of the Commission at any meeting, provided that the safeguards or rights as explained in Robert’s Rules of Order, Revised, under the heading “suspension of the rules” shall always be adhered to.

3. The Active Co-Chair of the Commission will determine the agenda for Leadership Committee and All-Commission meetings. Commission members shall submit requests pertaining to the agenda at least one week prior to the meeting.

D. Voting Procedure

1. Leadership Committee Meetings

a. A simple majority of those members attending, providing a quorum is present, shall be necessary to pass a motion.

b. The Leadership Committee will define quorum at the first Leadership Committee meeting of every academic year.

c. The usual method of voting on motions shall be by voice.

d. After a voice vote, any member may call for division visual vote; this call shall require that the vote be registered by a show of hands and that the count be recorded.

e. Voting by other methods:

i. Roll Call: shall require a motion, second, and a majority vote.

ii. Ballot: shall require a motion, second, and a majority vote.

iii. Email: shall require a motion, second, and a majority vote.

f. Any member may request his/her vote in any vote or division.

2. All-Commission Meetings

a. A simple majority of those members attending.

b. The usual method of voting on motions shall be by voice.

c. After a voice vote, any member may call for division visual vote; this call shall require that the vote be registered by a show of hands and that the count be recorded.

d. Voting by other methods:

i. Roll Call: shall require a motion, second, and a majority vote.

ii. Ballot: shall require a motion, second, and a majority vote.

iii. Email: shall require a motion, second, and a majority vote.

e. Any member may request his/her vote in any vote or division.

Amendment of the Bylaws

The bylaws shall be amended by a two-thirds majority vote of the Leadership committee and approved by the University President. Amendment proposals must be submitted no less than one month prior to the Leadership Committee’s vote.