Women's Initiative Constitution
Article I: Purpose
Women's Initiative is a student group at the Massachusetts Institute of Technology dedicated to encouraging more women to pursue degrees and careers in Engineering. During the month of January, enthusiastic women from the School of Engineering at MIT are selected to speak with high school and middle school girls nationwide about the excitement of careers in engineering. The presentations include activities to engage students in thinking about engineering concepts, demonstrations of projects on which the presenters have worked, and information about the different engineering fields and the life of an engineering student. In this way, the goal of the program can be described as A.I.D.: Activation, Information, Demonstration.
Article II: Membership
1. Any member of the MIT community is eligible to become a member of this organization. One is considered a member of this organization in any given academic term if she has attended at least one club activity and one meeting in the preceding or current term.
2. The organization's membership will at all times consist of at least 5 MIT students and be more than half MIT students.
3. This organization will not discriminate based on any characteristic listed in MIT's Nondiscrimination Statement.
4. If this organization charges any monetary dues, there will be exceptions made for students that cannot afford these dues.
Article III: Directors
1. This organization will have ten directors, though some roles can be taken by one person:
a. Lead Point Person -
The Lead Point Person is charged with gathering and retaining all documentation for the group (namely the Annual Report and Women's Initiative Handbook). This person will also be in charge of keeping the group on track for deadlines, funding, etc. and will help keep directors in contact with each other should the need arise.
b. Secretary -
The Secretary will coordinate meetings for the group and will keep notes at these meetings. At the end of the current school year, the Secretary will compile the Annual Report for the group (with assistance from the other directors).
c. Treasurer -
The Treasurer is in charge of keeping the group up-to-date on the budget/account balance as the year progresses. This includes informing the other directors when funds from a sponsor have been received. The Treasurer must also receive Financial Signatory training in September of the current school year and will work with the SAO Point Person to reimburse the presenters for said school year.
d. SAO Point Person -
The SAO Point Person is charged with maintaining contact with the SAO throughout the year to ensure that all the necessary forms are received and processed in a timely manner. The SAO Point Person must also receive Financial Signatory training in September of the current school year and will work with the Treasurer to reimburse the presenters for said school year.
e. Webmaster -
The Webmaster is in charge of keeping the Women's Initiative website and deadlines current, and all links up-to-date. The Webmaster will also be in charge of monitoring the school application Google Doc, and keeping the WI email lists up-to-date using WebMoira.
f. Logistics Coordinator -
The Logistics Coordinator is in charge of coordinating with the Travel Office and the SAO to ensure all necessary forms are received and processed, and that reimbursements are distributed to the presenters in a timely manner. The Logistics Coordinator must also remain knowledgeable of current SAO requirements. She must also attend Financial Signatory training in September of the current school year and will work with the Treasurer and SAO Point Person to interface and reimburse the presenters.
g. Sponsorship Team -
The Sponsorship Team (consisting of at least three directors) is in charge of raising funds for Women's Initiative. This includes reaching out to past company contacts as well as finding new contacts. The Sponsorship Team will be considered the point people for a fundraising dinner held to increase corporate contacts in the spring of the current school year. Finally, the Sponsorship Team will be in charge of applying for grants and funding through MIT and other external sources.
h. Publicist -
The Publicist will be in charge of advertising and publicizing Women's Initiative to undergraduate and graduate women at MIT. The Publicist will also be in charge of making contact with interested women and maintaining the final presenters list. In conjunction with the Sponsorship Team, the Publicist will publicize and help to coordinate the fundraising dinner for corporate contacts in the spring of the current school year. Finally, the Publicist will be in charge of organizing the media gathered from the presentations so that the information may be used in the following year.
i. School Coordinator -
The School Coordinator will ensure that schools are being contacted early and often during the summer and will reach out to any schools contacting WI with questions (or designate another person to respond to specific questions if necessary). The School Coordinator will also keep in contact with the point person for the school districts chosen to ensure a smooth transition for the presenters.
j. Alumni Coordinator -
The Alumni Coordinator will be in charge of keeping WI alumni involved with the program (getting quotes/testimonials, bringing them to the fundraising dinner, etc.).
2. Recommended Division of Roles, depending on number of Directors in any given year:
If there are twelve or more Women's Initiative Directors, this is the recommended division of roles:
1. One director shall fill each role, excluding the Sponsorship team (which will have at least three people).
2. If there are more than twelve directors, there should be two Publicists (one graduate woman and one undergraduate woman) to send information to their respective groups at MIT.
3. If there are more than twelve directors, more directors can be involved in the Sponsorship Team or can work with the School Coordinator to contact schools prior to the start of the program.
In the event that there are fewer than twelve Women's Initiative Directors, this is the recommended division of roles:
1. The Lead Point Person shall also be a participant on the Sponsorship Team.
2. The Webmaster shall also be the Alumni Coordinator and will fulfill all the roles of that position.
3. The Logistics Coordinator and the SAO Point Person positions shall be merged into a single position, and the Treasurer will work with the person filling this position to provide reimbursements to the presenters. In the case that there are not enough presenters for this, the Treasurer will assume the duties of the Logistics Coordinator and the SAO Point Person (with any help needed from the other directors).
4. One director will fill each of the other positions.
*Please note that this is simply a recommendation for the division of roles amongst the directors, based on number of current directors and the experience of previous directors. Depending on the scope of Women's Initiative in the years to come, these recommendations may or may not be the best division of roles. If it is the case that these recommendations become obsolete, please update this portion of the Handbook.
3. The Lead Point Person and Treasurer must be distinct persons and MIT students. All other directors of this organization must be MIT students (or past MIT students).
4. Elections:
a. Division of roles will occur in the final week of April of the previous school year.
b. Any member of this organization is eligible to become a director.
c. The term of directorship runs from April of the previous school year to the following February.
Article IV: Meetings
1. Meetings shall be held at least once during April, October, and the following February. There shall also be training sessions during the month of November for the entire group.
2. Meetings shall be presided over by the lead point person, unless she is absent, and in that case the Secretary or Treasurer shall preside.
3. All decisions shall be made by a majority vote of all members present.
4. Quorum for a meeting shall be one fourth of the directors of the organization.
Article V: Amendments
1. Amendments shall be presented by any director of the organization.
2. Amendments shall be passed by a two-thirds vote of the directors present.
3. Quorum for amending this constitution shall be two-thirds of the directors of the organization.
Article VI: ASA Governance Clause
The Women's Initiative organization agrees to abide by the rules and regulations of the Association of Student Activities, and its executive board. This constitution, amendments to it, and the by-laws of this organization shall be subject to review by the ASA Executive Board to insure that they are in accordance with the aforementioned rules and regulations.
