CONSTITUTION

OF THE

STUDENT PSYCHOLOGY ASSOCIATION

STUDENT PSYCHOLOGY ASSOCIATION

1) NAME OF THE ORGANIZATION

The official name of the Association is the STUDENT PSYCHOLOGY ASSOCIATION and its members consist of people interested in Psychology and matters related to Psychology.

2) OBJECTIVES

The objective of the Student Psychology Association is to promote the discipline of Psychology within both the University and the wider society by:

a) Encouraging scholarly, practical exchange and cooperation among those engaged in Psychology or any area related to Psychology

b) Strengthening students’ understanding of Psychology as a academic discipline

c) Illustrating how Psychology can be used as a means toward self and national development.

d) Organizing lectures, seminars, workshops and panel discussions designed to illustrate the importance and applications of the discipline of Psychology

e) Actively pursuing by means of training, the proper conduct of program within the university which require a psychological point of view

f) Supporting Psychological research and advancement on campus and in the wider community

3) MEMBERSHIP

a) To become a member of the Association, the person must be:

i. A registered University student or a legitimate member of the campus community (e.g. non-academic staff) interested in Psychology, OR

ii. Pursuing studies within the scope of Psychology or interested in learning about it

b) The Association shall consist of three (3) types of membership:

i. FULL MEMBERS

Psychology major and minor students attending the University of the West Indies, registered with S.P.A

ii. ASSOCIATE MEMBERS

All other non-psychology students of the University of the West Indies

iii. HONORARY MEMBERS

Professionals, experts or authorities within the discipline or any persons specially invited to join the Association in light of their talents, knowledge and expertise.

All past Psychology majors/minor students of the University of the West Indies.

4) VOTING RIGHTS AND NOMINATIONS

d) a) Only FULL and ASSOCIATE members shall have the right to nominate individuals for the Executive Board. An individual must be a member for at least one full semester to voting and nomination rights.

b) All nominees must be Psychology major/minor students or Postgraduate students majoring in any area in Psychology

c) Only FULL and ASSOCIATE members shall have voting rights. HONORARY members have non-voting rights

e) In order for members with voting rights to participate in nominations and/ or voting, members must be in ‘good standing’. ‘Good Standing’ is deemed by the Executive Board.

f) Nominations must be submitted at least two weeks prior to the election date. All nominees must submit a written election manifest by a date determined by the Executive Board.

5) FEES

a) Registration fees for members shall be determined by the Executive Board

b) All registration fees for new membership and renewal of membership shall be paid upon submission of the registration form. These fees are to be paid annually.

c) All fees are non-refundable

d) All HONORARY MEMBERS are exempt from payment of fees. (They are encouraged to make contributions).

6) EXECUTIVE BOARD

a) The Executive Board shall administer the affairs of the Association. They shall:

i. Pursue the outlined objectives of the Association

ii. Form the policies of the Association

iii. Determine the date and place of the general meeting and outline the program of the meeting

iv. Ratify the budget of the Association

v. Determine the annual membership fees

vi. Appoint members of the project committees

vii. Negotiate with other bodies on behalf of the Association

viii. Have the power to act and make decisions in cases of emergency

b) All decisions made on behalf of the members without prior consultation must be reported within two (2) weeks of their being taken

c) All Executive Board decisions must be supported at least 75% of the Board

d) The Executive Board shall consist of the following officers:

i. PRESIDENT

ii. VICE PRESIDENT

iii. EXECUTIVE SECRETARY

iv. TREASURER

v. TWO (2) PUBLIC RELATIONS OFFICER

vi. ASSISTANT SECRETARY AND TREASURER

vii. UNDERGRADUATE STUDENT REPRESENTATIVE

viii. EVENING UNIVERSITY REPRESENTATIVE

e) The functions of the Executive Members are as follows:

i. PRESIDENT

• Shall be the Chief Executive of the Association.
• Shall represent the Association at all formal gatherings.
• Shall preside over meetings of the Executive Board and General Meetings.
• All letters from SPA shall be reviewed by executive committee and signed by the president or the vice president in the absence of the president.

ii. VICE PRESIDENT

• Shall preside over meetings of the Association in the absence of the President
• Shall be empowered to conduct all necessary business of the Association in the event that a vacancy exists in the office of the President or upon incapacity or disability of the President.
• Shall be responsible for, and chair all committees.

iii. EXECUTIVE SECRETARY

• Shall keep the archive, records and minutes of the Association
• Shall compile accurate minutes and proceedings of all meetings
• Shall keep records of all members in a MEMBERSHIP DIRECTORY
• Shall keep records of all Executive Members.
• Shall be responsible for informing all executive members of upcoming meetings with a two-day prior notice.

iv. TREASURER

• Shall keep accurate set of member rolls indicating whether each member has paid their membership dues
• Shall invoice, receive and keep all monies due to the Association and be prepared at all times to render an account of its income and disbursements upon request
• Shall draw all warrants of the Association and sign them for payment of the Association’s expenses.
• Any withdrawal made by the Treasurer must be approved by the President and any other Executive Member in writing.
• Signatories to the Association’s account shall include President, Treasurer and any other Executive Board member.
• Shall sign a treasury transfer form alongside the new Treasurer for the transfer of money and responsibilities.
• Shall keep proper records of all monetary transaction.
• Shall give a monthly update of funds.
• To be head of fundraising committee and to organize fundraisers when the need for funds arise.
• Purchase and distribute T-shirts. Distributions would include via email, telephone and or notice to collect and making provisions for them to be collected. T-shirts must be paid in full in advance. Persons who have paid and not collected their t-shirts after three (3) months will not be refunded and they would be resold.

v. PUBLIC RELATIONS OFFICERS

• Shall represent the Association (independently or with the President) in areas or on occasions in which the public is directly involved.
• Shall interface with the media on behalf of the Association.
• Shall advertise and promote to the general public all activities being hosted by the Association.
• Shall liaise with the representatives of all external members.
• Shall keep all records of all sponsors in a sponsorship directory.
• Shall share the responsibilities of the Outreach Program.

vi. ASSISTANT SECRETARY/TREASURER

• Shall assist the executive secretary in his/her duties
• Shall assist the treasurer in his/her duties
• Shall assume their positions in their absence, incapacity or disability

vii. UNDERGRADUATE STUDENT REPRESENTATIVE

• Shall serve as an intermediary between the Board and its members
• Shall report to the Board any issues directly affecting any of the members in their charge.

7) COMMITTEES

a) The Executive Board shall appoint different committees to assist in the various projects that may be undertaken by the Association. Consisting of but not limiting too:

1. Finance

2. Hall representatives

3. Logistics

4. Marketing

5. Outreach

6. Research and Design

b) There would be guidelines regulating the behaviour and duties of such persons forming these committees

c) These committees must submit a report after each event to the Assigned Executive Leader, which will be kept at the Association Headquarters for the benefit of future committees.

d) Members must contribute at least 24 hours to one or more of the committees in order to receive a Certificate of Participation. Other contributions made to SPA will also be recognised.

8) ELECTIONS

a) Elections shall take the form of secret ballots.

b) Within a two week period after nomination deadline and election date a forum must be held in which all nominees present themselves and their election manifest to general members.

c) Elections shall take place once per academic year. In the event that a vacancy arises due to resignation or removal of an officer, bi- elections will be held. However, this depends on the proximity of the next general elections. In this regard, another officer may assume the duties until the calling of the next elections.

c) Announcement of results of the election of officers shall occur during the general meeting following the elections each year and general meeting shall be held within one week of the elections.

d) Newly elected persons shall take office at the close of the meeting scheduled in 8c.

e) There shall be a two-week initiation period whereby members previously holding office shall hand over their duties to the newly elected officers.

f) Elections shall be held in March/April each year.

g) Elections would be supervised by any past executive member that was not re-nominated

h) All elected members shall serve a term of office one (1) year. No member shall serve more than two (2) consecutive years unless they have been re-elected.

i) Any officer of the Association may be removed during his/her term by a membership referendum initiated either by three quarters (3/4) vote of the Executive Board or by a petition of 30 % of the members, majority of the membership shall be required to vote affirmatively for the removal to occur.

j) Any member of the Board who will not be able to attend an election meeting shall be able to cast a written vote to the President.

9) MEETINGS

a) EXECUTIVE BOARD MEETINGS

i. The Executive Board shall meet at least twice per month.

ii. Executive meetings shall be chaired by the President

iii. The time and date will be determined by the consensus of

the members

iv. If an unscheduled meeting is to be called, one-week notice shall be given. However, members of the Executive Board should be prepared to congregate for emergency meetings as deemed by the President.

v. Not less than two (2) days prior to the scheduled Board meeting any document to be viewed at the forthcoming meeting and agenda shall be forwarded or made known to all members by the Executive Secretary.

b) GENERAL MEETINGS

i. General meetings of the Association shall be held at least once a month.

ii. The time, date and place will be determined by the

iii. Executive Board

iv. The Secretary must give written notice of the meeting at least a week in advance to full members and Associate Level 1 members.

v. General Meetings should be chaired either by the President or The Vice President

10) ASSOCIATION PUBLICATION

a) The Association will publish a Newsletter, which will be distributed to all members and non-members.

b) The Newsletter shall be in the charge of Marketing and Research and Design.

c) The Newsletter shall be published at least once per semester in its first quarter.

11) CODE OF ETHICS

a) There shall be a Code of Ethics that shall provide direction on the disciplining of members (both General and Executive).

b) A disciplinary committee shall also be formed to resolve any complaints and issues brought before the Board.

c) The Code of Ethics shall also provide confidentiality guidelines for all the Executive Members about compilation and membership of the Membership Directory.

12) AMENDMENTS TO CONSTITUTION

a) The new Executive Board should review the constitution each year.

b) Due notice of approved amendments to the Constitution must be given.

c) Any section of the Constitution may be amended by two-thirds (2/3) vote of the Executive Board.

d) A record shall be kept of amendments to the constitution and shall be attached with a copy of the former constitution.