The Asklepiads Pre-Med Society is a student-run organization at the University of Oregon open to all students interested in the medical field. We also provide pre-med students with the opportunity to meet one another and share their fears, experiences and aspirations about pursuing a career in the medical field. Additionally, Asklepiads strives to provide its club members with resources to help them in their path to medicine including: connecting them with medical professional, coordinating volunteer and leadership opportunities, and visiting medical schools. When possible, Asklepiads aims to collaborate with other UO pre-health clubs to build connections within our community and the future health-professionals community.

 

Bylaws

I. Statement of Organizational Purpose, Goals

1. The name of this organization is Asklepiads (UO Premed)
2. The original UO honorary society was founded by pre-medical students in 1929, and they selected the name, Asklepiads, themselves. Professor Huestis as their first advisor. The student council granted a charter to the organization in 1930. Women were not allowed to be members until 1970, when the first female members were initiated.
3. The Asklepiads Pre-Med Society is a student-run organization at the University of Oregon open to all students interested in the medical field. We also provide pre-med students with the opportunity to meet one another and share their fears, experiences and aspirations about pursuing a career in the medical field. Additionally, Asklepiads strives to provide its club members with resources to help them in their path to medicine including: connecting them with medical professional, coordinating volunteer and leadership opportunities, and visiting medical schools. When possible, Asklepiads aims to collaborate with other UO pre-health clubs to build connections within our community and the future health-professionals community.

II. Membership

A. Membership must be open to all fee-paying students:

1. To become a member, students must complete the ‘application for membership’ form on orgsync.

B. Equal Opportunity Statement

1. Exec. R 82.1 Equal Opportunity: The ASUO affirms the right of all individuals to equal opportunity in education, employment and access to incidental fee-funded programs and their funded activities, without regard to race, color, religion, sex, sexual orientation, age, different ability, national origin, marital status, veteran’s status, or any other considerations not directly and substantially related to effective participation.

2. Exec. R 88.1 Membership: No individual can be excluded from a program on the basis of political ideology, but every individual in a program must be sincere to the goals of the program.

3. Exec R 83.1 Elections: Membership in a program may be defined by the program as long as the membership rules allow an equal opportunity for all students to participate in the program and there is no other violation of the rules of the ASUO, the University of Oregon, or the State of Oregon.

**C. Authority and Responsibility of members

1. Members have the responsibility to stay informed about club activities, including reading weekly e-mails, checking the Engage and Facebook pages.

D. Define active membership (example: an active member must attend 2 number of general meetings per term)

1. Active members must attend biweekly club meetings and at least one event per term

III. Officers and their Job Descriptions and Responsibilities

All officers must attend at least two meetings per month.

A. Co-Presidents (2)

1. Presidents are in charge of running weekly meetings, board meetings, and creating a to do list for each board meeting. They will appoint members of the club to committees and bear the overall responsibility for the success of Asklepiads programs. They, along with the Programs Coordinator, will be in charge of planning and coordinating all of our events which may or may not include the Pre-health conference, UC Davis Trip, OHSU Trip, Relay for Life, and the Elementary School Program.They are also in charge of keeping up with any new ASUO regulations such as attending the Programs Council Meeting and filling out the monthly stipend form.
2. One academic school year.

B. Treasurer

1. Treasurer will handle all financial matter for the club. Most importantly, completing the budget process for the next year and watching over all present-year expenses. Treasurer will be in charge of obtaining the majority of the POs and for purchasing all items needed for events or meetings. They will also be in charge of transferring funds from different line items if needed, fundraising, applying for more money through senate surplus, exec or outside funds, etc
2. One academic school year.

C. Programs Coordinator

1. Programs coordinator is responsible for contacting medical professionals to set up guest speakers for the club as well as finding speakers for our events. Additionally, they are in charge of setting up at least one medical training training for the academic year and are responsible for the volunteer partnership with SPICE. They, along with the co-presidents, will be in charge of planning and holding all of our events which may or may not include the Pre-health conference, UC Davis Trip, OHSU Trip, Relay for Life, and the Elementary School Program.
2. One academic school year.

D. Outreach Coordinator

1. Outreach coordinator will stay in contact with other health organizations on campus including the HPP to coordinate events that we plan on holding. They will work together with the Programs Coordinator and the co-presidents to makes sure all events run smoothly. They will also meet with our advisor at least once per month to update them on what we are doing, our plans, and get any advice from our advisor. They are also in charge of the Pre-health Conference held in the spring term and will work with all other health organizations on campus to hold the event.
2. One academic school year.

E. Secretary

1. Secretary will send all weekly or biweekly e-mails regarding club meetings and upcoming opportunities both internal to the club and through outside organizers that are relevant to the medical field. They will update Orgsync, our facebook page, as well as our instagram account on all the events we hold as well as meeting times. They are in charge of all scheduling such as scheduling rooms for events/meetings, vans, hotel rooms, etc. They are also in charge of creating fliers for big events, advertising, checking emails, informing the group of important emails, and creating polls to determine best meeting/event times.
2. One academic school year.

IV. Board Member Appointments

1. Exec. R 83.1 Student Organizations may elect their directors and other staff provided the following criteria are met:
2. All candidates must be afforded the same opportunity to disseminate information to the electorate.
3. The electoral process must insure that every constituent has an equal opportunity to vote, and that every constituent’s vote has equal weight in determining the outcome of the election.
4. Only active student members of the program may vote in an election for any position having authority in an ASUO student organization. Only currently enrolled UO students may hold leadership positions.
5. Membership in a student organization may be defined by the organization as long as the membership rules allow an equal opportunity for all students to participate in the program and there is no other violation of the rules of the ASUO, the University of Oregon or the State of Oregon.
6. Quorum (percentage or number of members need to be present during elections)?
   1. Fifty percent of the members need to be present when elections are taking place.
7. What are the attendance requirements to obtain voting rights?
   1. A club member has to be present in 90% of the total meetings per term.
8. How will the Program publicly announce elections?
   1. Elections will be publicly announced during club meetings, through e-mails and online club accounts.
9. When are elections held? (Winter term is strongly recommended for elections for newly elected officials to shadow current officials to understand how to run the organization.)
   1. Elections for the executive board for the following school year will be held at the end of Winter Term of the current academic year.
10. Who is responsible for overseeing elections?
    1. Graduating seniors on the executive board will be in charge of overseeing applications for board positions. In the event that no current board members are graduating, co-presidents will take over the role of facilitating elections.

F. Process to recall officers/directors/members (state what reasons are valid for recalling)

a. In the event that an officer does not meet the following requirements: attend 80% of all meetings/events each term, effectively completing their job as described in the by-laws -the board may recall the officer position with a 2/3 majority of votes. If a major conflict arises due to the board-member-in-question’s actions, executive board may vote for dismissal with a 2/3 majority. Exception: if previous arrangements have been made prior the start of the school year i.e. prospective board member makes it clear they cannot attend 80% of the meetings, board member may stay on the board.

G. Placement process for resignations

a. Board members intending to resign must give the co-presidents a two week notice. The position will be opened for general members to apply. While the application process takes place, all current board members will share the job responsibilities of that position.

V. Officer Transitioning

A. Transitioning process after electing new leaders

a. Transition will occur Spring Term. Newly appointed board members will shadow old board members for the entirety of the term, taking on more responsibility as the term progresses.

B. Update new officer contact information with the ASUO using OrgSync

a. This will be one of the co-Presidents jobs.

C. Refer to Programs Administrator with any transitioning questions (applies to both old or new leaders)

VII. Meetings

A. Meetings will occur weekly or bi-weekly depending on the current executive board’s decision.

B. Decision-making process

1. The executive board will decide frequency of meeting times with the consent and input (via polls etc…) of the club members.

VIII. Grievances

A. If conflicts arise, those in disagreement must first try and work it out amongst themselves. If resolution between club members or executive members is not possible, members should bring up the issues to the co-presidents to discuss. If co-presidents are in conflict, they must bring up their grievances during a board meeting so that the entire executive board may facilitate mediation.

B. The executive board will be in charge of interpreting the by-laws with the co-presidents getting final say.

C. If mediation is unsuccessful, please refer to the Green Tape notebook Exec. Rules 80.1 and 81.1 (include Student Conflict Resolution Center as a resource and refer to UOPD/conduct if necessary)

IX. Dissolution of the Program

1. How will Program dissolution be determined?
   1. Asklepiads will be dissolved if and when there are no longer members who are willing to join the executive board, i.e. there are 0/6 board member positions filled for the upcoming year.

B. Regarding the dispensation of fundraised money or equipment not purchased with incidental fees or state dollars when the program is dissolved, funds and supplies will be donated to local non-profit organizations (with preference given to medically-related programs.

1. Upon dispensation, Program will submit benefactor(s)’ mission statement to Programs Administrator for approval

C. All equipment and materials purchased with Incidental Fees needs to be returned to the ASUO Executive

X. Amending the By-Laws

1. Amendments will be completed by the current board. Any major changes to the By-Laws (including election processes, membership requirements will be discussed with the entire club first).
2. When proposing an amendment, 2/3 of the executive board must propose it. 3/4 of the executive board must agree on the amendment.
3. A quorum of 15 people need to be present in order for meetings to be official.
4. Signatures from the co-presidents, treasurer, and at least ten members are needed for club petitions.
5. Asklepiads will notify the membership by sending out emails with information.
6. New amendments will be effective once there is approval from at least 2/3 of the executive board.
7. Save updated by-laws to OrgSync.

A. Co-Presidents (2)

1. Presidents are in charge of running weekly meetings and board meetings. They will appoint members of the club to committees and bear the overall responsibility for the success of Asklepiads programs. They, along with the Programs Coordinator, will be in charge of planning and coordinating all of our events which may or may not include the Pre-health conference, UC Davis Trip, OHSU Trip, Relay for Life, and the Elementary School Program. They are in charge of purchasing all necessary items or food for events. They are also in charge of keeping up with any new ASUO regulations such as attending the Programs Council Meeting and filling out the monthly stipend form.
2. One academic school year.

B. Treasurer

1. Treasurer will handle all financial matter for the club. Most importantly, completing the budget process for the next year and watching over all present-year expenses. Treasurer will be in charge of obtaining the majority of the POs and for purchasing all items needed for events or meetings. They will also be in charge of transferring funds from different line items if needed, fundraising, applying for more money through senate surplus, exec or outside funds, etc
2. One academic school year.

C. Programs Coordinator

1. Programs coordinator is responsible for contacting medical professionals to set up guest speakers for the club as well as finding speakers for our events. Additionally, they are in charge of setting up at least one medical training training for the academic year and are responsible for the volunteer partnership with SPICE. They, along with the co-presidents, will be in charge of planning and holding all of our events which may or may not include the Pre-health conference, UC Davis Trip, OHSU Trip, Relay for Life, and the Elementary School Program.
2. One academic school year.

D. Outreach Coordinator

1. Outreach coordinator will stay in contact with other health organizations on campus including the HPP to coordinate events that we plan on holding. They will work together with the Programs Coordinator and the co-presidents to makes sure all events run smoothly. They will also meet with our advisor at least twice per month to update them on what we are doing, our plans, and get any advice from our advisor.
2. One academic school year.

E. Secretary

1. Secretary will send all weekly or biweekly e-mails regarding club meetings and upcoming opportunities both internal to the club and through outside organizers that are relevant to the medical field. They will update Orgsync, our facebook page, as well as our instagram account on all the events we hold as well as meeting times. They are in charge of all scheduling such as scheduling rooms for events/meetings, vans, hotel rooms, etc. They are also in charge of creating fliers for big events, advertising, checking emails, informing the group of important emails, and creating polls to determine best meeting/event times.
2. One academic school year.