Page 142 - Smith College Student Handbook 16-17

b. The term for Vice-Chair shall begin following the last meeting of spring semester. The term shall end at the
final meeting of spring semester. The outgoing Vice-Chair should provide the successor with guidance and
best practices.
c. The Vice-Chair shall assist the Chair with executive functions as directed by the Chair.
d. The Vice-Chair shall aid communications between students, orgs, and the administration, and the Chair and
Secretary of the Social Justice and Equity Committee.
e. The Vice-Chair shall directly oversee and aid in the development of events put on by the Social Justice and
Equity Committee.
f. The Vice-Chair shall conduct meetings in the absence of the Chair.
g. In the event that the office of Vice-Chair of the Social Justice and Equity Committee is vacated, it shall be
filled for the remainder of the term by a member of the Social Justice and Equity Committee who shall be
self-nominated and elected by a simple majority of its membership. The student must have been a Social
Justice and Equity Representative for at least one full semester and must have attended Smith College for at
least two semesters.
h. Conduct regular check-ins to with MiniTeam Coordinators, subcommittee leaders, and any other point
people for internal affairs, in order to provide support and hold them accountable.
i. The vice-chair must meet individually with each of the above leaders (subcommittee leaders at the
Vice-Chair’s discretion) at least twice per semester (one in the beginning to set goals, once at the
end to evaluate success)
ii. The vice-chair must keep records of each meeting to refer back to in future meetings
iii. The vice-chair should check-in informally weekly (can be done through weekly eBoard meetings)
i. The vice-chair shall coordinate internal affairs of the committee, including but not limited to retreats,
bonding and community building events, and skill development/workshops for Reps.
j. The vice-chair shall transition new members into their role on the committee, (including but not limited to)
by assigning them to MiniTeams and connecting them to their MiniTeam Coordinator; adding them to the
email list; communicating meeting times to them.
k. The vice-chair shall plan and lead weekly eBoard meetings, in partnership with the Chair and Secretary.
l. The vice-chair shall attend weekly eBoard meetings, and monthly general body meetings, as well as any
meetings required for other SJE commitments.
3. The Secretary of the Social Justice and Equity Committee;
a. The Secretary shall be elected from within the body of outgoing Social Justice and Equity Committee at the
first meeting following the SGA elections each spring and may be of any class year.
b. The term for the Secretary shall begin following the last meeting of spring semester. The term shall end at
the final meeting of spring semester. The secretary should provide the successor with guidance and best
practices.
c. The Secretary shall take notes at each meeting of the Social Justice and Equity Committee and shall be
responsible for maintaining these notes in a manner that they may be passed down to the succeeding
committee, as well as distribute the notes to the entire committee.
d. The Secretary shall be responsible for keeping attendance at all meetings called by the Chair, and notifying
representatives if they are in danger of impeachment on account of their absences.
e. The Secretary shall be responsible for the committee’s publicity.
f. The Secretary may choose to publish Social Justice and Equity Committee news and publicize events through
a newsletter or other means.
g. In the event that the office of Secretary of the Social Justice and Equity Committee is vacated, it shall be
filled for the remainder of the term by a member of the Social Justice and Equity Committee who shall be
self-nominated and elected by a simple majority of its membership. The student must have been a Social
Justice and Equity Representative for at least one full semester and must have attended Smith College for at
least two semesters.
h. Plan and lead weekly eBoard meetings, in partnership with the Chair and Vice-Chair.
i. Attend weekly eBoard meetings, and monthly general body meetings, as well as any meetings required for
other SJE commitments.
j. Set the agenda for eBoard and monthly general body meetings.
k. Work with MiniTeam Coordinators to clarify agendas for MiniTeam weekly meetings.
4. MiniTeam Coordinators
a. Organize and lead weekly MiniTeam meetings; create an agenda for each meeting
i. submit this agenda to Secretary before the meeting takes place
ii. check in with Secretary if MiniTeam Coordinator decides that the group should not meet in
person during any given week
b. Take notes or delegate note-taking to a MiniTeam member and submit them to the Secretary (as detailed as
possible, while respecting confidentiality within the MiniTeam - these notes will be made available to the
committee at large)
c. Use meetings to (including but not limited to): discuss house and group events; provide MiniTeam members
with support in planning events and responding to conflict; provide MiniTeam members with a space to
debrief events and conflicts; time to plan or practice events as a MiniTeam; continue to develop members’
SJE skills.
d. Work to build MiniTeam community, inside and outside of meetings
e. Offer ongoing support to MiniTeam members as needed

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