UWHEN - UVU Chapter Bylaws

ARTICLE I: NAME  

The name of the organization shall be the Utah Women in Higher Education Network - Utah Valley University Chapter (UWHEN - UVU Chapter). The organization is affiliated with the state UWHEN which is associated with the American Council on Education (ACE) Women’s Network.

ARTICLE II: MISSION AND PURPOSE

The UWHEN - UVU Chapter is an employee organization committed to advancing women’s equity and leadership in higher education. Aligned with the state-wide network, we engage all who identify as female and allies in our campus community by:

  • Encouraging and developing the leadership abilities of and opportunities for female identifying faculty and staff by uplifting them into leadership roles.
  • Supporting personal and professional growth through peer and mentor sponsorships.
  • Nurturing a culture of collective empowerment that is committed to building equity by confronting discrimination, racism, sexism, homophobia, and other forms of oppression that limit the full potential of female identified staff and faculty.

UWHEN - UVU Chapter supports UVU’s commitment to the Women’s Leadership Institute’s ElevateHER Challenge.

ARTICLE III: MEMBERSHIP

SECTION 1: Membership. Organizational membership is open to all employees, including student employees, at Utah Valley University. Employees can become a member of UWHEN - UVU Chapter by signing up for the monthly newsletter.

SECTION 2: Responsibilities. Each member is encouraged to attend regular meetings and events of the organization.

SECTION 3: Voting. Each member shall be entitled to one vote on each matter submitted for a vote to the membership.

ARTICLE IV: BOARD MEMBERS

SECTION 1: Leadership of the UWHEN - UVU Chapter shall be as follows: 

A. Past-President 

B. President 

C. President-Elect 

D. Chief of Staff

E. Treasurer

F.  Book Club Coordinator

G. Marketing Coordinator

H. Engagement Coordinator

I.   Event Coordinator - Programming

J.  Event Coordinator - Logistics

K.  Ambassadors

L. Campus Advisors

The Executive Officers consist of the Past-President, President, President-Elect, Chief of Staff, and Treasurer. 

SECTION 2: Terms of Service

A. President-Elect/President/Past-President

The person serving as President-Elect/President/Past-President will commit to  three years of service, moving between roles consecutively each year.

B. Executive Roles

No executive shall serve for more than two consecutive years in the same role. Time served in filling a vacancy for an unexpired term shall not be counted as part of the period of limitation on the term of office. A member may be considered for re-election to an executive role after an absence of one year. Board members can assist as chairs of committees that are formed for particular functions as needed. 

ARTICLE V: DUTIES OF OFFICERS

A. President 

  • Maintain and distribute board meeting agendas and host board meetings.
  • Serve as liaison to UVU Women's Council.
  • Manage UWHEN - UVU Chapter budget, email account, end-of-year report, etc.
  • Represent UWHEN - UVU Chapter in various campus initiatives.
  • Serve as official spokesperson for UWHEN - UVU Chapter.

B. Past-President 

  • Serve as State UWHEN Board Representative.
  • Apply for state UWHEN grants and pay chapter dues.
  • Provide chapter history and context to maintain continuity.

C. President-Elect 

  • Prepare to assume the office of President.
  • Step in if President is absent, or if a board member is unable to perform their duties.
  • Assist the President in the coordination and execution of duties.
  • Organize and run nominations and elections.
  • Ensure all committees are chaired.
  • If vacant, fill the office of the President for the remainder of that term and then, subsequently, fulfill the full term as President (the term that would result from the original President-Elect position) thereafter.

D. Chief of Staff

  • Schedule board meetings.
  • Maintain and distribute board meeting reminders and minutes.
  • Coordinate board communication and assist the President with other duties as assigned.

E. Treasurer 

  • Track funds and expenses, reconcile accounts, and provide financial report to board.
  • Work with admin to order items, transfer funds, obtain VP approvals, etc.

F.  Book Club Coordinator

  • Coordinate book choice discussions, book order processes, and book storage.
  • Facilitate monthly Book Club sessions.

G.  Marketing Coordinator

  • Manage newsletter, website, and UV Announce.
  • Prepare digital and print graphics and marketing materials.
  • Partner with Engagement Coordinator.

H.  Engagement Coordinator

  • Manage social media and digital signage.
  • Work with Ambassadors to connect directly with contacts in colleges, divisions, and satellite campuses to market events and opportunities.
  • Partner with Marketing Coordinator.

I.  Event Coordinator - Programming

  • Provide opportunities for growth, engagement, professional development, mentorship,and leadership.
  • Coordinate: presenters, theme, dates, times, location, etc. for main events.
  • Collaborate with other campus groups, as well as Marketing, Engagement, and Logistics Coordinators.

J.  Event Coordinator - Logistics

  • Coordinate: space, food, registration, set-up, livestreaming, attendance, schedule, etc. for main events.
  • Collaborate with Marketing, Engagement, and Programming Coordinators.

K. Ambassador

  • Function as liaison to assigned audience segments, including conducting needs analyses, communicating UWHEN - UVU Chapter events and opportunities, representing constituents in board meetings, etc.
  • Collaborate with UWHEN - UVU Chapter Coordinators and other campus groups in planningof events and opportunities for assigned audience (e.g., Staff Ambassador collaborates with PACE Staff Association).

L. Campus Advisor

  • Includes senior leadership from Women’s Success Center, Women’s Council, or other affiliated entity.
  • Lends experience and insight to board decision-making and planning.
  • Board must vote in a Campus Advisor based on needs and qualifications.

ARTICLE VI: COMMITTEES

Upon creation of select committees, duties of committee positions will be determined. Committee chairs shall serve one (1) year with an option to renew for one additional year. Terms coincide with the University’s fiscal year (begin July 1 and end June 30). Terms may be extended based on the availability of a suitable replacement. General members can serve as committee members.

ARTICLE VII: ELECTIONS

A. Election Process: UWHEN - UVU Chapter will conduct elections during late March each year. The President-Elect will be responsible for supervising elections, soliciting nominations for board member vacancies, verifying nominees’ willingness to serve, securing supervisor approval for nominees, bringing nominations to the board for approval, developing the ballot, and sharing election results with the board. The board will attempt to ensure equal representation between faculty and staff on the board.

B. Voting Process: Each year, elections will be held online for a minimum period of 7 days, and all UVU faculty and staff will be eligible to vote.

C. Election Results: Elections are determined by a simple majority of votes cast. In the case of a tie, the board will cast a deciding vote.

D. Results Announcements: Election results are announced via campus electronic communication.

E. New Board Members: New members are introduced at the next UWHEN - UVU Chapter meeting; however, they may begin serving on the board immediately to shadow current board members and to allow for a smooth transition.

F. Vacant Positions: If at any time during their term of service, a board member is unable to fulfill their duties for any reason, the member may be released from their role, and a replacement may be appointed by consensus when a simple majority of the UWHEN - UVU Chapter Board, including the President or President-Elect, is present. When consensus is impossible, a simple majority of those members present will prevail.

ARTICLE VIII: DECISION-MAKING PROCESS

A quorum is constituted when a simple majority of the UWHEN - UVU Chapter Board, including the President or President­‐Elect, is present. Decisions of the UWHEN - UVU Chapter Board will be made by consensus whenever possible. When consensus is impossible, a simple majority of those members present will prevail.

ARTICLE IX: COMMUNICATION

The official sources of communication for the organization are email, social media, and the UWHEN - UVU Chapter website. Press releases are generally issued as needed through UVU Marketing.

ARTICLE X: MEETINGS 

There shall be at least two regular meetings/events of the general membership each year. The President and President-Elect are responsible for planning and coordinating the regular meetings/events or delegating to the Event Coordinators. 

ARTICLE XI: AMENDMENTS 

Members of UWHEN - UVU Chapter shall have the right to make, alter, or repeal the Bylaws. Any fifteen (15) members may submit a statement to the President of the proposed change in the Bylaws and request proposed changes be included for approval by the UWHEN - UVU Chapter Board. Such proposed change(s) shall become part of the Bylaws upon a 2/3 affirmative vote of the UWHEN - UVU Chapter Board, provided a quorum is present.

ARTICLE XII: FISCAL YEAR 

The fiscal year of the Board shall begin July 1 and end June 30.

ARTICLE XIII: FINANCES AND BUDGET 

All financial and budgetary decisions will be approved by the Executive Officers without exception. Decisions regarding finances and budgets will be made in accordance to the mission statement and goals of UWHEN - UVU Chapter.