Program Governance

WOMEN’S and GENDER STUDIES ADVISORY BOARD

GOVERNANCE DOCUMENT

THE ADVISORY BOARD

Section 1.0

1.1 Composition of the Advisory Board

The Advisory Board shall consist of the following categories of representation:

1.1 [a] Faculty [Voting Members]

[1] All full-time faculty members who teach or have taught Women's and Gender Studies courses within a 5-year period will, in the Fall of each academic year, be invited by the Director to serve on the Board as voting members.  Anyone interested in serving on the Board must send a written expression of intent to the Director at the beginning of each academic year.

[2] Voting status is maintained by attending at least two meetings a year.

[3] Full-time faculty who will be absent because of participation in faculty exchange programs, sabbatical leaves, or leaves of absence will not lose voting status if they miss meetings during the duration of these leaves.

[4] A member who has lost voting status is encouraged to attend meetings as a non-voting member and, after attending two meetings, may regain voting status in the next academic year.

[5] Other interested faculty, including those who are involved in creating new Women's and Gender Studies courses, are invited to attend meetings and provide input but will be non-voting members.

1.1 [b] Students [Non-Voting Members]

Women's and Gender Studies majors and minors will be invited to attend  Advisory Board meetings and participate as non-voting members.

1.1 [c] Women's Center Director [Non-Voting Member]

The Women's Center Director or designee is invited to serve on the Board as a non-voting member.

1.1 [d] Professional Staff and Librarians [Non-Voting Members]

Professionals Staff and librarians who have a particular interest in Women's and Gender Studies or who work in areas related to Women's and Gender Studies should be invited to serve on the Board and provide input but will be non-voting members.

1.2 Duties of the Advisory Board

The Advisory Board shall function as a policy-making group and its decisions shall be binding upon the Director.  It is deemed to be the final decision-making unit of the Program.

1.2 [a] Members are expected to attend meetings and respond to communications received from the Director.

THE DIRECTOR

2.0

2.1 Eligibility

2.1 [a] In order to be eligible to serve as Director of the Women's and Gender Studies Program, an individual must have served on the Advisory Board at some time during the previous five [5] years, must have taught Women's and Gender Studies courses at least once in the two [2] years prior to the election, and must be a full-time member of the faculty.  An incumbent is eligible for nomination for re-election.

2.1 [b] Administrative released time accompanies the position.

2.2 Term of Office

The Director shall be elected by the voting members of the Advisory Board for a term of three [3] years and may serve consecutive terms.

2.3 Vacancy/Extended Absence

Should the position be vacated by resignation, sabbatical leave, or extended illness, the Steering Committee shall receive nominations and conduct a special election to fill the position promptly, for either a permanent replacement [resignation] or an Acting Director [sabbatical leave, extended illness, etc.].  The replacement shall serve the remainder of the term vacated by the original incumbent or until the incumbent returns.

2.4 Duties of the Director

The Director reports to both the Steering Committee and the Advisory Board.

2.4 [a] Administrative

[1] To provide leadership and advocacy in all matters relating to the academic program.

[2] To initiate short and long range planning and develop the strategic plan for the Program.

[3] To prepare and maintain documents of the Program, including the Annual Report.

[4] To establish, at the beginning of the Fall semester, the schedule of Advisory Board and Steering Committee meetings for the academic year; to provide at least two [2] meetings per semester for each group; to convene these meetings.

[5] To work with Chairs of Departments for release of faculty to the Program.

[6] To announce information about conferences, lectures, funding, and faculty openings.

[7] To attend Chairs' Council and represent the Program in all appropriate circumstances, including advocating the Program to the School and University administration, to the professional community, and to the public at large.

[8] To generate publicity, including articles on newsworthy items, for the promotion of the Program.

[9] To work with academic advisors and provide in-service education to create broader understanding of the importance of Women's and Gender Studies.

[10] To involve the entire Advisory Board in the planning of events for Women's History Month and other campus lectures.

[11] To maintain a well-functioning office including, but not limited to, scheduling, book ordering, and facilitating room changes.

[12] To keep a current list of Women's and Gender Studies Resources and Referrals.

[13] To hire, train, supervise and evaluate office personnel (including, but not limited to, unclassified staff, student assistants, and Federal Work Study student employees).

[14] To insure appropriate representation of Women's and Gender Studies faculty on any faculty joint hire search committees and to evaluate faculty joint hires in accordance with standard MSU faculty personnel policies.

[15] To hire, mentor, and evaluate adjunct faculty.

[16] To work with Visiting Committees and Certification Committees.

2.4 [b] Budget

[1] To create and review the budget with the Steering Committee; to maintain and advocate the budget of the Program.

[2] To advocate for needed resources and support.

[3] To apply for grants and funding sources through the Office of Sponsored Programs.

[4] To utilize on-campus resources such as media and library acquisitions and computer budgets for the benefit of the Program.

[5] To work with the Office of Institutional Advancement on corporate and personal gifts/endowments.

2.4 [c] Student Advisement and Placement

[1] To provide for advisement of students enrolled in the Women's and Gender Studies Program, including Independent Study students and others as needed.

[2] To arrange for faculty participation in student orientations and registration sessions to represent the Women's and Gender Studies Program.

[3] To work with Second Career students academically and in career development.

[4] To work with Career Services and/or Cooperative Education to develop internship and placement opportunities.

GLBTQ Studies Program Coordinator

Eligibility:

[1] In order to be eligible to serve as GLBTQ Studies Program Coordinator, an individual must have taught in the GLBTQ Studies minor at least once in the two [2] years prior to the election, and must be a full-time member of the faculty.  An incumbent is eligible for nomination for re-election.

 [2] Administrative released time accompanies the position.

Term of Office

[1] The Program Coordinator shall be elected by the voting members of the WMGS Advisory Board during the spring election cycle for a term of two [2] years and may serve consecutive terms.

Vacancy/Extended Absence

Should the position be vacated by resignation, sabbatical leave, or extended illness, the WMGS Advisory Board shall receive nominations and conduct a special election to fill the position promptly, for either a permanent replacement [resignation] or an Acting Program Coordinator [sabbatical leave, extended illness, etc.].  The replacement shall serve the remainder of the term vacated by the original incumbent or until the incumbent returns.

 Duties of the Coordinator:

The GLBTQ Studies Program Coordinator represents the GLBTQ Studies Committee on the WMGS Steering Committee, and reports to the WMGS Director.

[1] To provide leadership and advocacy in all matters relating to the minor.

[2] To initiate short- and long- range planning, and develop a strategic plan for the minor in consultation with the GLBTQ Studies Committee for presentation to the WMGS Director and WMGS Advisory Board.

[3] To contribute to the WMGS Annual Report; to maintain administrative reports and records pertaining to the minor (in the WMGS office).

[4] To establish, at the beginning of the Fall semester, a meeting schedule for the GLBTQ Studies Committee; to provide at least one [1] meeting per semester for the Committee; to convene these meetings.

[5] To work, in consultation with the WMGS Director, to do outreach to Chairs of Departments for release of faculty to teach in the minor.

[6] To announce information about conferences, lectures, funding, and faculty openings.

[7] To consult with and advise the WMGS Director on appropriate financial expenditures for the minor

[8] In concert with the WMGS Director, to work with the Office of Institutional Advancement on corporate and personal gifts/endowments

[9] To do outreach to other GLBTQ  organizations and centers on campus.

[10]  To provide for advisement of students enrolled in the GLBTQ Studies minor  as needed.

[11] To arrange for faculty participation in student orientations and registration sessions to represent the GLBTQ Studies minor.

[12] To work with Second Career students academically and in career development.

[13] To work with Career Services and/or Cooperative Education to develop internship and placement opportunities.

 

 

STEERING COMMITTEE

3.0

3.1 Composition of the Steering Committee

The Steering Committee shall consist of six [6] members, with one seat reserved for the GLBTQ Studies Program Coordinator  of the Advisory Board.

3.2 Eligibility

In order to serve on the Steering Committee, individuals must have taught Women's and Gender Studies courses at least once in the two [2] years prior to the election and be full-time members of the faculty.  An incumbent is eligible for nomination for re-election.

Student representatives to the Advisory Board will be invited to attend the Steering Committee meetings as non-voting members.

3.3 Term of Office

Members of the Steering Committee shall serve for a period of two [2] years.  Terms shall be staggered in order to provide continuity in policy and management.  The staggered terms shall be established by opening two [2] seats for election in the first year and three [3] seats the following year; thereafter, the staggered election pattern shall continue.  The term for the GLBTQ Studies Program Coordinator will be two [2] years, subject to renewal. Members may serve consecutive terms.

3.4 Vacancies/Extended Absence

Vacancies which occur in mid-term, due to resignation, sabbatical leave, extended illness, etc. shall be filled by special election conducted by the Steering Committee.  The replacement shall serve the remainder of the term vacated by the original incumbent or until the incumbent returns.

3.5 Duties

Members of the Steering Committee shall:

3.5 [a] Attend regularly scheduled meetings of the Advisory Board.

3.5 [b] Attend regularly scheduled meetings of the Steering Committee.

3.5 [c] Are expected to reply, on an as needed basis, to requests of the Director for consultation and general advising between regular meetings of the Advisory Board.

3.5 [d] Recommend actions to the Director regarding matters of faculty concern, such as staffing, course development, and allocation of fiscal and human resources.

3.5 [e] Receive nominations and conduct elections for the position of the Director and positions on the Steering Committee itself.  Nominations are to be made by open nomination; self-nominations are accepted.

3.5 [f] Function as a "committee on committees" to create, staff, and dissolve ad hoc committees as needed.

3.5 [g] Suggest to the Director appropriate members of the Women's and Gender Studies faculty to serve on search committees for joint faculty hires.

3.6 Quorum

A quorum shall consist of four [4] members of the Steering Committee.  This number does not include the Director.

STANDING COMMITTEES

4.0

4.1 Formation, Membership, and Reporting

4.1 [a] The Steering Committee and the Director shall reconstitute the Standing Committees listed below each Spring by recruiting members of the Advisory Board who are interested in serving.

4.1 [b] There shall be no limit to the number of members appointed to these committees.

4.1 [c] With the exception of the GLBTQ Studies Committee, each committee shall elect a chair at its first meeting of each academic year and establish its membership for that year.  Once a committee membership is established, no other voting members will be added until the committee is reconstituted in the following academic year; others may attend meetings as non-voting members. The GLBTQ Studies Program Coordinator will chair the GLBTQ Studies Committee. 

4.1 [d] Steering Committee members may serve on Standing Committees.

4.1 [e] The Standing Committees chairs are required to report to the Director on a regular basis and are expected to work closely with the Director.

 

4.2 The Standing Committees

4.2 [a] Curriculum Committee

4.2 [b] Recruitment Committee

4.2 [c] Program Committee

4.2 [d] GLBTQ Studies Committee

4.3 Curriculum Committee

4.3 [a] To assist the Director in the scheduling of all sections of courses offered in the Women's and Gender Studies Program and to ensure sufficient course offerings in the various departments.

4.3 [b] To assist the Director in working with the University administration and faculty to foster and maintain the highest possible standards of academic excellence.

4.3 [c] To oversee the development of Women's and Gender Studies courses for the General Education Requirement [GER].

4.3 [d] To assist and advise the Director in the selection of Selected Topics courses.

4.3 [e] To review and revise existing curriculum and make suggestions for the creation of new courses.

4.3 [f] To advise the Director on the staffing of Women's and Gender Studies courses.

4.3 [g] To encourage faculty development and awareness of Women's and Gender Studies ideas and theory across the disciplines.

4.3 [h] To work with faculty to provide University-wide activities of importance to Women's and Gender Studies.

4.4 Recruitment Committee

4.4 [a] To work with the Director to recruit students, both on and off campus, into the Women's and Gender Studies Program.

4.4 [b] To work with the following recruitment resources:

[1] Montclair State University

  • Admissions Office
  • Academic Counselors
  • Student groups
  • Administrative offices

[2] Off-campus

  • Community Colleges
  • High Schools

4.4 [c] To publicize the Women's and Gender Studies Program in print and online.

4.4 [d] To assist the Director in the retention of students.

4.5 Program Committee

4.5 [a] To work with the Director and students to plan lectures, performances, workshops, receptions and other events throughout the academic year and, in particular, assist in the planning of Women's History Month events each March.

4.5 [b] To assist in the allocation funds for all events.

4.6 GLBTQ Studies Committee

4.6 [a] To advise the GLBTQ Studies Program Coordinator on matters relating to the creation, staffing, and evaluation of the curriculum for the GLBTQ Studies minor.

4.6 [b] To assist and advise the GLBTQ Studies Program Coordinator regarding recruitment strategies for the minor.

4.6 [c] To assist the GLBTQ Studies Program Coordinator in proposing lectures, workshops, and other events throughout the academic year, and, in particular, assist in planning events for October (National Coming Out month).
 

ELECTIONS

5.0

5.1 Guidelines Governing All Elections

All elections shall be conducted under the following general guidelines:

5.1 [a] Whenever there are more candidates for the Steering Committee than the number of seats vacant, more than one candidate for the Directorship of the Program, or more than one candidate for the GLBTQ Studies Program Coordinator, an election shall be conducted via written ballot of all voting members of the Women's and Gender Studies Advisory Board. In the event of multiple candidates for either the position of Director or GLBTQ Studies Program Coordinator position papers may be requested and circulated prior to the election.

5.1 [b] Voting shall be conducted by mail.

5.1 [c] In order to win an election, candidates for Director and GLBTQ Studies Program Coordinator must obtain a "simple majority" and candidates for Steering Committee seats must obtain a "plurality," based on the following calculations and conditions:

[1] Simple majority in electing the Director and the GLBTQ Studies Program Coordinator:

[i] A "simple majority" will be calculated as "one-half-plus-one" of the number of full-time faculty who have submitted a written expression of intent to serve on the Board at the beginning of the academic year, as outlined in Section 1.1 [a] [1] of this document.

[ii] The calculation of "simple majority" will count only those people who have retained their voting status, as outlined in Section 1.1 [a] [2] of this document.

[iii] The number of votes needed to calculate the "simple majority" will be reduced by the number of members who have lost voting status, as outlined in Section 1.1 [a] [3] of this document.

 

[2] Plurality in electing Steering Committee members to the five [5] open seats:  (this does not pertain to the one seat reserved for the GLBTQ Studies Program Coordinator.)

[i] A "plurality" will be calculated as the highest number of full-time faculty who have submitted a written expression of intent to serve on the Board at the beginning of the academic year, as outlined in Section 1.1 [a] [1] of this document.

[ii] The calculation of "plurality" will count only those people who have retained their voting status, as outlined in Section 1.1 [a] [2] of this document.

[iii] The number of votes needed to calculate the "plurality" will be reduced by the number of members who have lost voting status, as outlined in Section 1.1 [a] [3] of this document.

[iv] In applying a "plurality" calculation, the person with the highest number of votes will be the first appointed to the fill a vacancy on the Steering Committee; the person with the second highest number of votes will be appointed to fill a second vacancy, etc. until all vacancies are filled.

5.1 [d] All elections shall be carried out in accordance with Affirmative Action guidelines.

5.1 [e] All elections shall be conducted in the Spring semester unless a Special Election is needed to fill a vacancy.

5.1 [f] Special elections as outlined in Sections 2.3 and 3.4 are to be conducted to fill vacancies as they occur.

 

 

REVISION OF THIS DOCUMENT

6.0

This Governance Document is to be regularly reviewed to determine if it is still relevant to the Program.

6.1 The Document may be reviewed and modified at any time but at no time later than on the fifth [5th] anniversary of its ratification date.

6.2 Any section of this Document that is modified must be submitted to the Advisory Board for ratification by its voting members.

_____________

Revised & Re-ratified 2009

Revised & Re-ratified October 5, 2005

Revised & Re-ratified October 2001
Ratified 12/14/2000
Original By-Laws Ratified & Effective 11/1/91
J. L. Schaffer