Table of Contents

1. Introduction
2. Officers of the Executive Board
3. Members of the Executive Board
4. Standing Committees: Descriptions and Positions
5. Constitution of the UABPDA
   
   1. Article I - Name and Purpose
   2. Article II - Membership
   3. Article III - Meeting
6. Bylaws of the UABPDA
   
   1. Article I - Membership
   2. Article II - Removal of Members
   3. Article III - Meeting
   4. Article IV - Governance
   5. Article V - Committees
   6. Article 6 - Official Statements
   7. Article 7 - Amendments
   8. Article 8 - Ratification

The constituency of the UABPDA, the postdoctoral scholars at UAB I, rely upon the Executive Board (EB) to bring about positive change to the postdoctoral training and environment at UAB which will result in improved career outcomes. Working in concert with and with the guidance of the Associate Dean for Postdoctoral Education and the staff of the Office of Postdoctoral Education (OPE), the EB is tasked with defining the needs of postdoctoral fellows at UAB and advocating for specific changes to achieve this goal. The EB works through the efforts of four officers and eight board members, who play important roles in implementing the goals of the UABPDA.

Officers of the Executive Board

A. Chair

Role and responsibilities:

1. The Chair defines the overall vision and direction of the UABPDA efforts during the next 12 months, while being responsive to input from the EB.
2. The Chair organizes and runs the business meetings of the EB and is responsible for timely notification to the EB of meeting times and locations, as well as preparation and timely dissemination of the agenda for the meetings and any other information or materials that the EB needs in order to address the issues. While also expressing his/her own views, the Chair must encourage and ensure that all EB members are given an opportunity to voice their opinion or input at meetings.
3. The Chair should lead by example. The Chair should be engaged in all committees, assisting each committee chair in making progress on the committee's yearly goals.
4. The Chair serves as the point of contact for the UABPDA in any official communications.
5. The Chair works closely with and shares responsibilities with the Vice-Chair, as appropriate.
6. The Chair should acknowledge and respond to all email communication in a timely manner, including communication of any known absence of availability (e.g. vacation, attendance at meetings) to the EB in advance.
7. The Chair is responsible for presenting the goals and accomplishments of the UABPDA to postdoctoral scholars during the Postdoctoral Orientation. Be a point of contact and information for newly arrived postdoctoral scholars to help the transition of living and working at UAB.
8. The Chair is responsible for scheduling the monthly EB meeting, both the room and sending out reminder emails.
9. The Chair should recruit volunteers for committees and service on the EB.

Necessary skills/tools:

• The Chair should have experience as a postdoc and a clear idea of the needs and concerns of postdocs, with particular emphasis on the needs of postdocs at UAB and Southern Research Institute (SRI).
• The chair will have sat on the EB for at least 6 months in order to understand the past efforts and history as well as any contacts which might be helpful in achieving the goals of the UABPDA. Substantial differences exist between graduate student organizations and postdoctoral associations and the postdoctoral scholar who assumes the Chair position should be cognizant of these differences. Experience as a postdoc, experience with UAB in some capacity (e.g. graduate student, staff), or perhaps service on another professional board might also be important credentials.
• The Chair should exhibit strong leadership and people skills and be receptive to constructive input from the EB, the Associate Dean for Postdoctoral Education or other interested parties in defining the goals of the UABPDA. Strong team-building, motivational and communication skills will facilitate not only the monthly meetings, but also the interactions of board members in the various activities.
• The ability to delegate is important, however, the Chair should have sufficient time to dedicate effort in assisting Committee Chairs and be able to step in and take over the responsibilities of any position vacated until it is filled.
• As the official point of contact, the Chair should have sufficient time to devote to handling email and phone interactions.
• The Chair should demonstrate an ability to work well with the Vice-Chair, ensuring a smooth transition of responsibilities if necessary.
• Ultimately, the ability of the chair to effectively lead will determine the success rate of the EB.

B. Vice-Chair

Role and responsibilities:

1. The Vice-Chair should work closely with the Chair as a collaborator. In the event that the Chair steps down, the Vice-Chair must be able to step in and take over the responsibilities of the Chair.
2. The Vice-Chair should be fully versed in the status of all projects and the overall vision of the UABPDA as defined by the Chair.
3. In addition, the Vice-Chair functions as the liaison for the additions/corrections to the website, which are done by staff of the Office of Postdoctoral Education or other administrative entity.
4. The Vice-Chair should acknowledge and respond to all email communication in a timely manner, including communication of any known absence of availability (e.g. vacation, attendance at meetings) to the EB in advance.
5. The Vice-Chair should recruit volunteers for committees and service on the EB.

Necessary skills/tools:

• Since the duties of the Chair and Vice-Chair potentially overlap, the Vice-Chair should have similar experience as the Chair and have sat on the EB for at least 6 months.
• Leadership and people skills as well as strong communication and team-building skills are important.
• Although the Vice-Chair does not need as much background in a leadership position as the Chair, this position should be seen as a natural step towards Chair, with the year as Vice-Chair an opportunity to become fully acquainted with UAB, the OPE and the EB and how they work together to improve the lives and training of postdocs.

C. Secretary

Role and responsibilities:

1. The Secretary is responsible for taking minutes at the monthly EB meetings and composing and disseminating a synopsis of these shortly after each meeting.
2. The Secretary is responsible for communication with the OPE regarding advertisement of events to postdocs via email as well as making certain that events are advertised in the UAB Reporter or other venues appropriate for communication with postdocs.
3. The secretary should acknowledge and respond to all email communication in a timely manner, including communication of any known absence of availability (e.g. vacation, attendance at meetings) to the EB in advance.
4. The Secretary should recruit volunteers for committees and service on the EB.

Necessary skills/tools:

• Because the Secretary is the main point of communication in the EB, he/she should exhibit strong organizational and writing skills and be able to manage inflow and outflow of information effectively.

Members of the Executive Board

The members of the EB are made up of emeriti members, standalone members, the chairs of all the committees, and the officers. The emeriti members are made up of individuals who previously served on the EB, but transitioned out of the postdoctoral category, and maintains an interest in seeing the PDA evolve. The standalone members are made up of postdocs who are involved in one of the committees, but are not a chair of the committee.

All EB members should embrace the following role and responsibilities on top of any other duties needed in the PDA.

Role and responsibilities:

1. EB members must represent the views of postdocs at UAB and SRI.
2. All members of the executive board should be on at least one committee. As members of any committee, each EB member should contribute recognizable effort to the activities of any committee on which he/she is a member. The following are list of standing committees.
   1. Postdoctoral Research Day
   2. PDA Newsletter
   3. Social/Involvement
   4. Balance in Science
3. As chair of a standing committee, the EB member must clearly define and direct the activities of the members of his/her standing committee and communicate effectively with the EB to facilitate completion of the committee's yearly goals.
4. EB members should acknowledge and respond to all email communication in a timely manner, including communication of any known absence of availability (e.g. vacation, attendance at meetings) to the EB in advance.
5. Help plan and carry out the annual Town Hall Meeting, where UAB and SRI postdoctoral scholars can gain insight into issues affecting their status and progress at UAB.
6. Help develop and plan a comprehensive and evolving series of seminars and workshops to address various concepts of fundamental, scientific, administrative and career preparation.
7. The EB members should recruit volunteers for committees and service on the EB.
8. When an EB member attends a conference outside of UAB, they are required to obtain recruitment materials from the OPE office.These materials should be displayed at some point during the conference to advance UAB’s mission to recruit more postdocs. Please notify the OPE office in advance so that they will have enough material available.

Necessary skills/tools:

• Enthusiasm for issues associated with the goals of the PDA is essential.
• Board Members should demonstrate an ability to work well in teams and communicate ideas, in both written and verbal form.
• Board Members should have an ability to convey the importance and fun of being on the EB of the UABPDA to prospective volunteers. Ideally, a Board Member who leaves the EB should identify a potential replacement before or at the time he/she resigns.
• Chairing a committee is an excellent vehicle for development of leadership and networking skills and Board Members should exhibit enthusiasm for taking on these challenges.

Standing Committees: Descriptions and Positions

Each committee requires a minimum of one chair person to oversee the committee. The committees are made up of individuals from the executive board as well as UAB postdocs that want to become more involved.

All committees need to perform surveys on a regular basis to ensure that we are meeting the needs of the postdoctoral community.

PDA Newsletter

Goals: To continue to increase awareness about the PDA’s activities at UAB, the benefits available to all postdocs at UAB, and highlight important issues faced by the postdoctoral community. Additionally, this is an avenue for postdocs to become more involved.

Activities: Creates, writes, and distributes newsletter to increase number of persons reading/utilizing newsletter.

Required Positions

UABPDA Newsletter Editors. As this is a very involved entity, this will require the need for two individuals to be co-editors.

Role and responsibilities:

1. The PDA Newsletter Editor is responsible for developing and maintaining a quarterly newsletter discussing issues that postdocs at UAB and SRI face, as well as solutions developed by the PDA towards the issues.
2. The Editor is in charge of developing the format for the newsletter.
3. The Editor should recruit volunteers to write brief pieces for the newsletter.
4. The Editor should recruit volunteers for committees and service on the EB.

Balance in Science

Goals: To stimulate discussion of how postdoctoral scholars can balance their work with family and personal responsibilities.

Activities: Plans mentoring luncheon where postdoctoral scholars can discuss their concerns about balancing their work and other aspects of life with a faculty member in a small group setting. Also plans seminars regarding aspects of time management, such as "Seven habits of highly effective scientists" and the WorkLife workshop "How do I manage?" that addresses personality differences in the workplace.

Required Positions

Committee Chairs. This committee will include two co-chairs to oversee all activities.

Role and responsibilities:

1. The Chair organizes and runs the committee, ensuring that they meet the goals of the committee.
2. The Chair is the liaison between the committee and the executive board, so that the executive board is aware of the needs of the postdoctoral community as a whole.

Social/Involvement

Goals: To encourage involvement of the UABPDA members in activities of the Association and in interaction with each other.

Activities: Plans monthly networking meetings and special events throughout the year to facilitate the interaction of postdoctoral scholars at UAB and SRI across disciplines and departments. This includes the yearly Postdoc Appreciation Events in September. Additionally, they are responsible for maintaining our media relations, including Facebook and LinkedIn.

Required Positions

Chair of the Committee.

Role and responsibilities:

1. The Chair organizes and runs the committee, ensuring that they meet the goals of the committee.
2. The Chair is the liaison between the committee and the executive board, so that the executive board is aware of the needs of the postdoctoral community as a whole.

Postdoctoral Research Day

Goals: To plan and carry out the annual Postdoctoral Research Day, where UAB and SRI postdoctoral scholars can present research results and compete for monetary prizes.

Activities: Plans the Postdoctoral Research Day, including obtaining funding for catering and awards.

Required Positions

Committee Chairs. As this is a very involved entity, this will require the need for two individuals to be co-chairs.

Role and responsibilities:

1. The Co-Chairs organizes and runs the committee, ensuring that they meet the goals of the committee.
2. The Co-Chairs are the liaisons between the committee and the executive board, so that the executive board is aware of the needs of the postdoctoral community as a whole.
3. The Co-Chairs are responsible for the fundraising necessary for this event in order to award cash prizes.
4. The Co-Chairs are involved in ensuring that the event has enough judges and that they come from a variety of backgrounds.
5. The Co-Chairs are responsible for determining the rules and guidelines for the event.
6. The Co-Chairs are involved in the placement of postdocs in the appropriate sections of Postdoctoral Research Day.

Constitution of the UAB Postdoctoral Association

May 4, 2004

Amended June 16, 2012

ARTICLE I - NAME AND PURPOSE

1.1 Name

The name of the organization shall be the University of Alabama at Birmingham Postdoctoral Association, hereinafter referred to as the "UABPDA" or the "Association."

1.2 Purpose

The purpose of the UABPDA is to establish a self-sustaining organization to provide a voice for postdoctoral fellows and scholars (hereafter referred to as postdocs) and advocate for their interests.

1.3 Activities

The UABPDA shall work to provide a voice for the interests of postdocs. The UABPDA will:

1. gather information and build consensus regarding "best-practice" policies for postdocs,
2. work with the Office of Postdoctoral Education (OPE) to develop educational initiatives for the dissemination of these policies to postdocs and the University administration and encourage their implementation into institutional policy, and
3. enter into meaningful and constructive dialogue with the OPE, the Council of Postdoctoral Education, University administration, professional organizations and other relevant organizations to advocate for improvements in policies affecting postdoctoral scholars.

The UABPDA is not, and shall not become, a union. The UABPDA does not represent, or seek to represent, any class of individuals for the purpose of collective bargaining with any organization or organizations. The UABPDA shall not use, or cause to be used on its behalf, lobbying activities. The UABPDA shall seek to use a collaborative, educational and non-adversarial approach to its relationships with all relevant parties for the pursuit of the aims of the Association.

ARTICLE II - MEMBERSHIP

2.1 Eligibility

All postdocs at the University of Alabama at Birmingham or Southern Research Institute (SRI) are automatically members of the UABPDA.

2.2 Rights and Obligations

All members shall have the right to petition the Executive Board (EB, section 4.1) with respect to any matter of relevance to the purpose of the UABPDA, nominate or be nominated for positions on the EB, propose policy initiatives to the EB, serve on committees of the UABPDA as established in the By-Laws, vote for members of the EB, vote on amendments to the Constitution, and attend the Annual Meeting. Members shall be obligated to observe the By-Laws of the UABPDA.

2.3 Nondiscrimination

The UABPDA shall not discriminate against any individual or organization on the basis of age, socioeconomic status, disability, ethnic or national origin, gender, marital status, political orientation, race, religion or sexual orientation.

ARTICLE III - MEETING

3.1 Annual Meeting

The UABPDA shall hold an annual national meeting open to all members of the UABPDA, prospective members, and interested parties, to further the purpose of the Association, provide a forum for open discussion of issues relevant to postdoctoral scholars, debate the policies and vision of the Association, and carry out the necessary democratic processes of the Association. The annual meeting location and details shall be decided by the Executive Board.

3.2 Notification of Annual Meeting

Printed and electronic notification of the Annual Meeting of the UABPDA, including the date, time and place shall be widely disseminated.

Bylaws of the UAB Postdoctoral Association

May 4, 2004

Amended June 16, 2012

ARTICLE I - MEMBERSHIP

1.1 Membership

Membership of the UAB Postdoctoral Association (the "UABPDA" or the "Association") shall consist of all postdoctoral fellows and scholars (hereinafter referred to as postdocs) at the University of Alabama at Birmingham or Southern Research Institute (SRI).

1.2 Voting Privileges

The voting privileges of the Association (the "voting members") shall apply to all members of the Association. Each individual or institutional member shall be entitled to one vote.

1.3 UABPDA Definition of a Postdoc

For the purposes of the UABPDA the term postdoc shall be defined as follows: an individual holding a doctoral degree or equivalent (e.g. PhD, MD, DVM), appointed to pursue research and scholarship under the direction of a mentor. The postdoctoral appointment is not a permanent position, and is undertaken for the purpose of further developing professional skills that will benefit the postdoctoral fellow in pursuing the career path of his/her choice. In addition to research activities, postdocs may provide instruction to undergraduate, graduate and medical students, and write or assist in the writing of grants or fellowships, publications in peer-reviewed journals, and other scholarly works.

ARTICLE II - REMOVAL OF MEMBERS

2.1 Removal

Members who violate any provision of these By-Laws or act in an injurious manner towards the Association may be removed by a two-thirds vote of the members of the Executive Board present at a meeting in consideration of the matter.

ARTICLE III - MEETING

3.1 Annual Meeting

The UABPDA shall hold an Annual Meeting open to all members of the UABPDA, prospective members, and interested parties, to further the purpose of the Association, provide a forum for open discussion of issues relevant postdoctoral scientists, debate the policies and vision of the Association, and carry out the necessary democratic processes of the Association in compliance with the UABPDA Constitution.

ARTICLE IV - GOVERNANCE

4.1 Executive Board

The UABPDA shall be governed by an Executive Board ("EB") of up to 15 persons. Each member of the EB must be a member of the UABPDA at the time of his/her election and may serve for a maximum of two consecutive two-year terms (four years) unless a petition for an extension of one year is allowed by a majority vote of the EB. One of the maximal 15 EB positions will be available for a postdoctoral representative from SRI. SRI will be responsible for determining that individual and informing the UABPDA EB. If an SRI postdoc is not elected, appointed, available or notification from SRI that a postdoctoral representative exists to occupy that one EB position, by default that one position may be filled by any of the remaining UABPDA members Each member of the EB shall be entitled to one vote on each matter of substance submitted to a vote of the EB. Vacant positions on the EB arising between elections shall be filled by a majority vote of the EB within 60 days of the vacancy and the appointed individual shall serve the remainder of the unexpired term. The Chair, Vice-Chair, and Secretary, shall be elected from the EB for one-year terms by majority vote of the EB.

4.2 Duties and Obligations of the Executive Board

The Executive Board shall act in the best interests of postdoctoral scientists at UAB. The EB shall ensure that the UABPDA is an information and consensus driven organization that provides a constructive means for postdoctoral scientists to advocate for effective change. Specifically, the EB shall:

• endeavor to establish the UABPDA as an organization that provides a voice for the interests of postdoctoral scientists
• gather information and build consensus regarding "best-practice" policies for postdocs, develop educational initiatives to disseminate these policies to postdocs and the university administration, and encourage and facilitate their implementation into institutional policy
• conduct or assist in surveying postdoctoral scientists and policies and tracking progress over time
• host and distribute information and resources of interest to postdoctoral scientists
• adopt resolutions and statements on matters affecting the Association
• propose amendments to the Constitution and amend the By-Laws
• establish standing committees and appoint standing committee chairs
• initiate, supervise, and terminate subcommittees
• appoint administrative officers
• determine the time and place of the annual meetings, have general responsibility for the programs and arrangements for the annual meeting
• authorize public statements on behalf of the Association
• arrange to meet as a group at least four times per year
• take whatever precautions necessary to ensure that the By-Laws and Constitution of the UABPDA are upheld

4.3 Executive Board Chair

The Executive Board Chair (the "Chair") shall be appointed from the EB by a majority vote of the EB. EB members are eligible to be Chair after serving 6 months on the EB. The Chair shall serve a term of one year. The Chair shall convene, preside over and set agendas for meetings of the EB and the UABPDA. The Chair shall act as the representative of the UABPDA to the university administration and Council of Postdoctoral Education, delegate such duties to other EB members as may be required, and ensure that the UABPDA is performing within its Constitution and Bylaws and making progress towards its aims. The EB Chair shall be a member or an ex-officio member of all UABPDA sub-committees.

4.4 Vice-Chair

The Vice-Chair shall assume the responsibilities of the EB Chair when the Chair is unable to perform those functions. If the Chair is unable to function in that role for more than four months for reasons foreseen, or unforeseen, the Vice-Chair shall become the Executive Board Chair. EB members are eligible to be Vice-Chair after serving 6 months on the EB. The Vice-Chair shall be responsible for taking on projects from the Chair when, or if, the Chair is too encumbered to carry them out at the discretion of the Chair. The term of the Vice Chair is one year.

4.5 Secretary

The Secretary shall maintain a current record of all members of the EB, Standing Committees and ad hoc subcommittees, maintain a permanent record of EB, Standing Committees, and ad hoc subcommittees proceedings, and arrange for and approve drafts of official UABPDA correspondence.

4.6 Committee Chairs

Each Standing Committee (Article V) shall have a committee chair who shall be responsible for managing the efforts of the committee, advising the EB of issues of concern to the committee or issues that require the attention of the full EB, providing updates to the UABPDA on committee activities, and providing an annual report on the activities of the committee. Chairs of committees are appointed by the EB, and will be members of the EB.

4.7 Admittance and Elections

Admittance to the EB will be on a rolling admission basis, since all postdocs do not start UAB at the same time. The only time admittance may be denied is if the EB contains is at the maximum number of individuals required to govern the Association. However, if in this situation positions are taken on the EB by emeriti members, then the emeriti members should give their slot to the interested postdoc.

Elections shall be held as needed. This will occur either when the one year term is finished for that position or due to changes in the elected official’s situation. A positions should not be left vacant for greater than sixty days.

Slates for candidates for EB positions shall be published to the members at least 30 days in advance of issuance of ballots. Nominations should be submitted to the EB, and must include the following:

1. A curriculum vitae of the candidate.
2. A biographical statement from the candidate describing their interest in serving on the EB and their relevant experience. This statement will be provided to the electorate with the slate of candidates.

4.8 Leave of Absence

Any member of the EB may request a leave of absence from the Chair, or the Vice-Chair if the Chair is the requesting party. A leave of absence may be no longer than three months, except under extenuating circumstances as determined by the Chair or the Vice-Chair if the Chair is the requesting party. In no circumstance may the leave of absence extend beyond the term of office of the EB member. The Chair, or Vice-Chair if the Chair is the requesting party, upon granting the leave of absence, shall appoint a member of the EB to serve in the vacant position on an interim basis.

4.9 Removal

Any member of the EB may be removed from office for malfeasance, misfeasance, or nonfeasance by a two thirds majority vote of the EB and subject to the following grievance procedure: any person wishing to file a grievance must submit a letter to the Chair of the EB, or the Vice-Chair if the Chair is named in the grievance, outlining the grievance. The Chair, or Vice-Chair if the Chair is named in the grievance letter, shall convene an Adjudication Committee consisting of the EB members not named in the grievance letter. Within 15 days of the receipt of the grievance, this committee shall be provided with the grievance letter, shall contact the parties involved in the dispute and give both sides the opportunity to satisfactorily express their positions in the grievance, shall then discuss the issue and vote on the validity of the removal. A majority vote of the Adjudication Committee shall be required for the removal to take place.

Members who do not attend the EB meeting for three consecutive months without notification to the Chair as to the reason for the absence are eligible for removal.

4.12 Resignation

The resignation of an EB member shall be effective when a written letter of resignation is received by the Chair of the EB, or in the event of a leave of absence exceeding three months in duration without approval of the Chair, or Vice-Chair if the Chair is the involved party.

4.13 Parliamentary Procedure

Robert's Rules of Order, except when inconsistent with the Constitution and By-Laws of the Association, shall govern the meetings of the EB, subcommittees, and annual UABPDA meeting.

ARTICLE V - COMMITTEES

5.1 General Regulations

Committees may be established, charged and, when appropriate, terminated by a majority vote of the EB.

Each committee shall promote the work of the Association, under general direction and oversight by the EB. Meetings of the committees may not incur financial obligation by the Association without prior approval of the EB. The EB shall determine the maximum size of each committee. The EB shall annually review the activities of the committees and, where appropriate, shall provide for rotation of committee membership.

5.2 Standing Committees

Standing Committees necessary to the achievement of the goals of the UABPDA shall be formed by the EB. A committee chair shall be named by the EB, and this chair is responsible for the activities of the committee and for reporting the activities to the EB. Standing Committees are formed as permanent committees, but can be dissolved or reorganized following a majority vote of the EB.

5.3 Ad-hoc Subcommittees

Ad-hoc Subcommittees shall be established within Standing Committees as and when necessary by a majority vote of the EB. In its charge to a committee, the EB shall make explicit the term of the subcommittee's effective life. The EB may subsequently extend that term if, in its judgment, such extension is desirable. Any two members of the UABPDA prepared to work on a Subcommittee may suggest the creation of a Subcommittee and a remit for that Subcommittee.

ARTICLE VI - OFFICIAL STATEMENTS

The Association shall not be responsible for statements or opinions advanced by any of its officers or presented in papers, discussions at meetings of the Association or printed in its publications, except for those authorized by the EB.

ARTICLE VII - AMENDMENTS

7.1 Amendments

Amendments may be made to these By-Laws by a two-thirds majority vote of the EB or the voting members of the UABPDA. Amendments to the By-Laws will become in full effect the next day following the conclusion of the vote. Any By-Law amended by a vote of the EB must be approved by a majority vote of the members of the UABPDA at the next Annual Meeting of the UABPDA. If the amendment is then not accepted by the vote of the members of the UABPDA it shall be repealed.

7.2 Proposal of Amendments

Amendments to the By-Laws may be proposed by any member of the EB or by petition signed by at least 10% of the members of the Association. Proposed amendments shall be submitted in writing, or electronically, the Chair of the EB by any voting member of the UABPDA. A vote by the EB on acceptance of the amendments must occur within sixty (60) days of their acceptance by the Chair of the EB.

7.3 Notification

Proposed amendments must be sent in writing, or electronically, to all members at least thirty (30) days prior to voting.

7.4 Annual Review

The EB shall conduct an annual review of the By-Laws of the UABPDA so as to evaluate and update them if necessary to ensure that they stay current, adapt with the times and remain effective.

ARTICLE VIII - RATIFICATION

8.1 Ratification

The By-Laws of the UABPDA shall take effect immediately pursuant to ratification by a majority vote of the attendees of the inaugural UABPDA meeting.