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TABLE OF CONTENT ABOUT .............................................................................................................. 3
Mission Statement .......................................................................................... 3
Structure & Roles Summary............................................................................. 3
POSITIONS...................................................................................................... 4 Chair................................................................................................................. 4 Vice-Chair......................................................................................................... 4
Event Lead....................................................................................................... 5
Volunteer......................................................................................................... 5
SELECTION..................................................................................................... 6
Chair & Vice Chair............................................................................................ 6
Event Lead....................................................................................................... 6
MEETINGS...................................................................................................... 7
Board Retreats ................................................................................................ 7
Chair Meetings ................................................................................................ 7
Board Meetings ............................................................................................... 7
Interest Meetings............................................................................................. 7
Event Meetings ............................................................................................... 7
GUIDELINES................................................................................................... 8
Attendance...................................................................................................... 8
By-laws Amendments...................................................................................... 8
GEC Director .................................................................................................... 8
Expectations.................................................................................................... 8
Appendix A...................................................................................................... 9 2
ABOUT
MISSION STATEMENT The goal of the LGBTQ+ Program Advisory Board is that all students feel safe, included, and empowered to succeed at the University of Oklahoma. We will reach this goal by maintaining an intersectional lens as we foster LGBTQ+ leadership, provide opportunities for community, and build awareness of LGBTQ+ issues on campus.
STRUCTURE & ROLES ADVISOR
CHAIR
VICE CHAIR
EVENT CHAIR
EVENT CHAIR
EVENT CHAIR
EVENT CHAIR
VOLUNTEERS
ADVISOR LGBTQ+ Program Coordinator GEC Full-time Staff Member Advises Chair & Vice Chairs CHAIR LGBTQ+ Programs Intern (10 hr/week) Leads Event Chairs Manages budget Plan board meetings VICE CHAIR Promote involvement Leads volunteers Manages contact information Takes meeting minutes Plans information meetings, including reservation & catering EVENT CHAIR Plans programs with reservation & catering Promotes programs Supports board members by attending events Attends meetings 3
POSITIONS CHAIR
i. Ensures that the Board operates effectively in pursuit of its mission, as agreed upon by all members of the Board ii. Runs all Board meetings and maintains accessible and complete records of business, including event attendance 1. Schedules Board meetings and reserves meeting rooms 2. Sends reminders before meetings 3. Sends meeting summary after meetings, which includes minutes and assigned action items for Event Leads iii. Coordinates budgets for all events in cooperation with LGBTQ Programs Coordinator and Event Leads iv. Other duties as assigned by the LGBTQ Programs Coordinator or the Board including but not limited to serving as an external representative for the Board, the GEC, and LGBTQ Programs, acting as a liaison to other LGBTQ groups, etc. v. Expectations 1. Makes their Chairship their primary, voluntary student- leadership position on campus 2. Completes all responsibilities as described above 3. Attends all Board events, with exceptions for work/class 4. Attends chair meetings once per week 5. Attends Board meetings every other week 6. Commits 10 hours per week to Board activities, either during office hours, at meetings, or at events
VICE-CHAIR
i. Serves as Acting Chair when the Chair is unable to attend a meeting or fulfill an obligation ii. Takes minutes during Board meetings iii. Manages the LGBTQ volunteer program 1. Runs all interest meetings a. Schedules interest meetings, reserves meeting rooms, and orders catering b. Completes a social media plan for publicity c. Sends meeting summary after meetings to follow up with volunteers and Event Leads 2. Maintains up-to-date records of interested volunteers and contact information 3. Schedules volunteers to assist with events at the request of Event Leads 4
iv. Other duties as assigned by the LGBTQ Programs Coordinator or the Board (including but not limited to serving as an external representative for the Board, the GEC, and LGBTQ Programs, acting as a liaison to other LGBTQ groups, etc.) v. Expectations 1. Completes all responsibilities as described above 2. Attends all Board events, with exceptions for work/class 3. Attends chair meetings once per week 4. Attends Board meetings every other week 5. Attends interest meetings once a month
EVENT LEAD
i. Responsible for planning and executing the LGBTQ+ PAB Signature Event that they were assigned, including: 1. Runs all event meetings to coordinate volunteers 2. Recruits and schedules guest speakers 3. Reserves rooms and orders catering 4. Submits a budget to the Chair 5. Completes a social media plan 6. Other duties as necessary (See Event Planning Guide) ii. Aids other Event Leads in the execution of their event iii. Expectations 1. Completes all responsibilities as described above 2. Attends their own events 3. Attends other Board events as possible 4. Attends Board meetings every other week 5. Attends interest meetings when relevant to their event 6. Attends their own event meetings
VOLUNTEER
i. Aids Event Lead in execution of event 1. Setting up for event 2. Cleaning up after event 3. Other duties as assigned by Event Lead ii. Expectations 1. Completes all responsibilities as described above 2. Attends event meetings
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SELECTION CHAIR & VICE CHAIR
i. Eligibility 1. Candidates must have volunteered or chaired at least one LGBTQ+ PAB event. 2. Candidates must be in good standing with their academic college at the time of filing and remain in good standing throughout their tenure. 3. Candidates must be enrolled full time and be a Norman-based student for the duration of their service. ii. Filing 1. The LGBTQ+ Program Coordinator will publish applications in the first week of April and filing will close at the end of the second week of April. 2. Candidates must be in good standing with their academic college at the time of filing and remain in good standing throughout their tenure. 3. Candidates must be enrolled full time and be a Norman-based student for the duration of their service. iii. Elections 1. The Chair and Vice Chair are elected by volunteers and members of the LGBTQ+ Program Advisory Board. 2. The online ballot will be made available on the student engagement platform and remain open for 24 hours. 3. All volunteers and members of the LGBTQ+ PAB will be eligible voters and notified via email.
EVENT LEAD
i. Event Leads for the following calendar year will be selected by a panel consisting of the incoming Chair, outgoing Chair, the LGBTQ Programs Coordinator, and other members as appointed by the LGBTQ Programs Coordinator ii. Event Leads must plan to be full-time students on the Norman campus for the following calendar year iii. New Event Leads shall be selected on the basis of an online application iv. Returning Event Leads (applying for another year) shall be selected on the basis of an evaluation of the previous year’s event, attendance at events and meetings, and overall performance in the previous year
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MEETINGS see Appendix A - pg 15
BOARD RETREATS
(LGBTQ Programs Coordinator, Chair, Vice-Chair, and all Event Leads) will be held once a semester at a time chosen by the LGBTQ Programs Coordinator i. Led by LGBTQ Programs Coordinator ii. Purpose: for Chair, Vice-Chair, and Event Leads to brainstorm secondary event ideas for the semester and to evaluate the effectiveness of the Board in carrying out its mission
CHAIR MEETINGS
(LGBTQ Programs Coordinator, Chair, and Vice-Chair) will be held once a week at a time agreed upon by all parties i. Led by LGBTQ Programs Coordinator ii. Purpose: for Chair and Vice-Chair to inform LGBTQ Programs Coordinator about event planning progress and for LGBTQ Programs Coordinator to provide updates on budget and attendance
BOARD MEETINGS
(Chair, Vice-Chair, and all Event Leads) will be held every other week at a time agreed upon by all parties i. Led by Chair ii. Purpose: for Event Leads to inform Chair and Vice-Chair about event planning progress and for Chair and Vice-Chair to assign budget and volunteers
INTEREST MEETINGS
(Chair, Vice-Chair, all Event Leads with upcoming events, and Volunteers) will be held once a month i. Led by Vice-Chair ii. Purpose: for Event Leads to share information about upcoming events, for Vice-Chair to recruit interested volunteers, and for Volunteers to learn more
EVENT MEETINGS
(Event Leads and Volunteers) will be held at the discretion of the Event Lead as needed i. Led by Event Leads ii. Purpose: for Event Leads to coordinate event logistics with Volunteers and prepare for events
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GUIDELINES ATTENDANCE
i. All Board members should strive to be at required meetings and events (see Appendix A). Three unexcused absences will result in a meeting with the Chair and LGBTQ Program Advisor to discuss possible expulsion from the Board ii. An absence is unexcused if the member does not contact the LGBTQ Programs Advisor within 24 hours of the event (either before or after) and provide a valid reason explaining their absence iii. “Valid” shall be at the discretion of the LGBTQ Programs Advisor iv. Excessive excused absences, especially for the Chair and Vice-Chair, may result in a meeting with the LGBTQ Programs Advisor at the Advisor’s discretion
BY-LAWS AMENDMENTS
i. These by-laws may be amended by a vote of two-thirds of the Board at a regular meeting, pending approval from the LGBTQ Programs Coordinator
GEC DIRECTOR
i. It is understood that the Director of the GEC has all powers above enumerated to the LGBTQ Programs Advisor, including the veto of by-law amendments and the ability to appoint individuals to the selection panel
EXPECTATIONS FOR EVERYONE
• Reliability and timeliness. Follow through on commitments. Arrive on time for meetings and events. Help set up or take down before and after events. Help publicize events on campus and/or on social media. Check your emails and GroupMe messages and respond in a timely manner. • Transparency and communication. If you will be absent from a commitment or need help on a task, let your team know as soon as possible. When delegating tasks, give clear instructions and expectations. If you’re confused, ask for clarification or guidance. • Flexibility and patience. Accept that even the best plans cannot always be perfect and strive to adapt as needed. In addition, be patient and understanding with others as they also adapt to changing circumstances. • Respect and trust. Respect other people’s time, boundaries, and identities. Listen to instructions. Communicate feedback and criticism in a productive and respectful 8
manner. Be mindful of the space you occupy and the responsibilities that you committed to. Help without taking over for someone. • Commitment to continual growth. Make an effort to educate yourself on social justice issues, not only in the LGBTQ+ community, but in other marginalized communities as well. Share that knowledge with others. Learn from criticism and be patient with others who are learning.
FOR VOLUNTEERS
• If you want to be an Event Chair, take initiative and demonstrate commitment • Be motivated and enthusiastic about volunteering • Let the Event Chair know how to support you
FOR EVENT CHAIRS
• Provide guidance for Volunteers • Support other Event Chairs by attending their events and providing guidance • Let the Chair, Vice Chair, Advisor, and other Event Chairs know how to support you
FOR VICE CHAIR
• Provide guidance for Event Chairs and Volunteers • Let the Chair, Advisor, and Event Chairs know how to support you
FOR CHAIR
• Provide guidance for Event Chairs and Volunteers • Let the Vice Chair, Advisor, and Event Chairs know how to support you
FOR ADVISOR
• Provide guidance for Event Chairs, Vice Chair, Chair, and Volunteers
APPENDIX A Board Retreat
Chair Meeting
Board Meeting
LGBTQ+ Programs Coordinator
L
L
A
Interest Meeting
Event Meeting
Board Event A
Chair
A
A
L
A
A
Vice-Chair
A
A
A
L
A
Event Lead
A
A
A
L
L
A
A
A
Volunteer
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