UCCPS Constitution

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Approved August 3, 2006

Charter Bylaws

Article I. Name
The name of this organization is the University of California Council of Postdoctoral Scholars (abbr. UC CPS). The official website address is http://www.ucpostdoc.org. This organization serves and represents the postdoctoral scholars of the University of California system-wide.

Article II. Mission
The mission of the UC CPS is to provide a unified organization for postdoctoral scholars within the UC system; to foster communication between UC postdoctoral scholars, administration, and faculty; to work together with UC to enhance resources and opportunities for all UC postdoctoral scholars; and to facilitate a productive climate for postdoctoral training on local campuses.
A. General Membership
1. UC CPS membership is limited to postdoctoral scholars with a current appointment at one of the UC campuses (with the exception of adjunct members, section 2E).
2. Campuses may provide up to three postdoctoral scholar representatives for membership (one voting member and two alternates). Membership on CPS needs to be approved by the chair.
3. In the case that a postdoctoral scholars association exists on the UC campus, the CPS member must be approved by their local postdoctoral scholars association before acceptance.
4. If a CPS member can no longer serve on the council, that member shall search for a replacement.
5. Adjunct membership from other, non-UC Universities and Academic Research Institutes shall be allowed when deemed appropriate by the CPS members to broaden the perspective, scope, and interactions of the CPS. Adjunct members shall not be voting members.
B. Ex-Officio Membership
1. UC CPS ex-officio membership may be obtained upon approval via a Council vote.
2. UC CPS ex-officio membership is limited to (a) postdoctoral scholars with a current academic appointment at a University or other Academic Institutional campus within the state of California and (b) representatives from the UC administration.
C. Subcommittees
1. Subcommittees shall be created by the CPS as needed, by general consensus.
2. The subcommittee will be comprised of volunteers from which a chair is selected.
3. The goals and duties of the subcommittee will be outlined at its formation and approved by the CPS.

Article III. Officers and Duties
A. Executive Commitee
1. The UC CPS Executive Committee (EC) includes the most recent former Chair, the outgoing Chair, and the incoming Chair.
2. The Executive Committee will work together to develop meeting agendas and to carry out CPS business through the quarter of time between 2 consecutive meetings.
B. Rotating Chair
1. No elections are necessary unless two or more individuals volunteer for a position. In this case, candidates will provide a short statement for review by other CPS members (via e-mail). Ballots for selection can be cast either in the same meeting or via e-mail.
2. Rotating Chairs will be appointed for the duration of time between 2 consecutive meetings (approximately 4-6 months). A Chair shall provide advance warning to fellow CPS Executive Committee members in the event that he/she is unable to perform the Chair duties.
3. The incoming Chair will be responsible for the following duties:
a. Setting the date and location for the upcoming CPS meeting.
b. Facilitating and presiding over CPS meetings
c. Serve as the official CPS representative for communications (e.g., administration, media).
d. Find a volunteer to record the CPS minutes of the upcoming CPS meeting.
e. Attendance to the Council of Graduate Deans meeting when one is held.
4. The outgoing Chair will be responsible for the following duties:
a. Overseeing the timely appointment of the new Chair.
b. Reviewing the minutes from the most recent previous meeting,
editing them as necessary, and disseminating a draft of the minutes
to CPS members for review prior to the next meeting. The
outgoing Chair will also post any corrections or additions to the
minutes following approval of the minutes by the Council.
5. The Secretary will acquire all the Chair’s responsibilities when the Chair is unable to perform them. The Secretary will also post any corrections or additions to the minutes following approval of the minutes.

C. Faculty Advisors
1. Two faculty advisors will be appointed by the CPS. One will be from a Northern California campus and the other from a Southern California campus.
2. Faculty advisors can be nominated by Council members.
3. Faculty advisors will be appointed after a formal vote by the voting CPS members.
4. Faculty advisors shall serve a two-year term. The advisor from northern California will be selected in even years and the advisor from Southern California in odd years. There are no term limits.
5. In the event that an advisor’s position becomes vacant, the Council will select a replacement for the remainder of the term.

D. Outreach Director
1. The Outreach Director shall be appointed for the duration of time between 2 consecutive meetings (approximately 4-6 months).
2. The Outreach Director will be responsible for the following duties:
a. Recruiting and maintaining CPS membership.
b. Maintaining active roster and contact information for CPS members.
c. Contacting UC campuses when membership has lapsed.

Article III. Conduct of the CPS Business Meetings
A. Meetings shall be held at least twice a year, and the location will alternate between Northern/Central and Southern California.
B. Attendees of the CPS Business meetings shall include members only, except by special invitation by the Council.
C. Agendas and meeting time/location shall be announced via e-mail.
D. The Chair will call the meeting to order.
E. The meeting will proceed according to the agenda.
F. The agenda shall include approval of the minutes from the last meeting. The Chair shall ask if there are any additions or corrections to the minutes. After general consent, the minutes will be declared “approved” or “approved as amended” by the Chair.
G. Proposed changes to the agenda, including meeting guests, must be submitted to the Chair no less than 2 weeks prior to the meeting and must be approved by the Chair.
H. Campus Reports will be prepared by one Council member (official and ex-officio) per campus and presented during the CPS business meeting.
I. Each meeting will include a “campus of the semester,” which will be a UC campus that is in particular need of CPS assistance. The Council will do the best to its abilities to address the needs and deficiencies of the “campus of the semester,” which may include site visits.

Article IV. Voting Protocol
A. Each of the UC campuses shall have one voting member. If a voting member from one of the campuses cannot be present at a meeting, the primary or secondary alternate from that campus will act as a substitute-voting member for that campus.
B. Ex-officio members will not have a vote, but are encouraged to participate in discussion.
C. Voting motions can be made by any member when the Chair considers it appropriate. Another voting CPS member must second the motion.
D. After a voting motion is made, the Chair will ask for further discussion. The Chair will preside over the discussion/debate on the voting motion.
E. A quorum of at least five CPS members must vote in favor of or against the issue in question for the vote to be legitimate. If fewer than five members vote, the issue will remain undecided until another vote is undertaken and the quorum is met.
F. Decisions shall be made by majority vote. The vote from the Chair shall have no additional weight.
G. In the event of a tie, the issue is considered deadlocked until another vote is undertaken.
H. In the event of an urgent or lengthy matter that cannot be decided upon at a meeting, the Chair may request a vote by correspondence (e.g. email, postal mail). At least five of the campuses must vote for legitimacy.

Article V. Review of Bylaws
A. Review of Bylaws
1. The bylaws can be reviewed by the CPS at any time.
2. Proposed changes to the bylaws can be made by any member. The proposed changes shall be voted upon as previously outlined.
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