ARTICLE 1 – VOTING PROCEDURES
A) Election to MIT PDA’s Board of Directors (BOD)
1) Discrimination based on race, religion, sex, ethnicity, national origin, age, disability, veteran status, sexual orientation, gender expression, or
gender identity is prohibited.
2) Election of PDA officers by all General Members (General Election).
B) The voting for PDA officers in formal elections shall proceed as follows:
1) All members of the PDA, including BOD and General Members, may vote for PDA officers during General Elections.
2) All General Members of the PDA must be present at the election to vote.
3) All BOD members of the PDA must be present at the election to vote except in rare instances where an absence by a BOD member is unavoidable. In these
situations, the BOD member may submit an absentee ballot to the Recording Secretary prior to the meeting.
4) General Elections shall be held annually within the last two weeks of the month of September. The current BOD shall remain in office until the end of
the month of November to ensure adequate knowledge transfer to the elected BOD.
5) Election to an office in the PDA is by a majority of votes during the General Election meeting.
6) If an office is vacated prior to the General Election, the BOD may elect an interim officer by a majority of BOD member votes.
Voting for all PDA-related decisions (with the exception of elections) by BOD
1) The voting for all PDA-related decisions, other than the election of officers, shall proceed as follows:
2) Any BOD member can bring an issue to vote.
3) A PDA officer or committee chair (as applicable) shall give the BOD prior notice of meetings at which it will vote on issues as they pertain to the PDA.
4) Only the BOD may vote.
5) A majority vote of the PDA’s BOD is required to approve the decision.
6) BOD Members unavoidably absent from the meeting at which the vote will be held may submit their ballots to the Recording Secretary prior to the meeting.
ARTICLE 2 – THE PDA BOD
A) Election to Office
All positions in the BOD shall be elected for a term of one year.
1) Officers may be reelected.
2) Vacancies in the PDA offices shall be filled as follows:
a) The Vice President shall succeed the President, and a new interim Vice President voted on by the BOD.
b) The Recording Secretary shall succeed the Corresponding Secretary, and a new interim Recording Secretary will be voted on by the BOD.
c) Other officer vacancies prior to the General Elections shall be elected by majority vote of the BOD, unless the vacancy occurs less than 3 months after the most recent General Elections. In this case, a general Call for Nominations shall be made. Voting for the officer shall follow the Voting Procedures in Article 1.
d) All interim positions are up for re-election at the next election cycle by the PDA (during the last two weeks of September).
B) Duties of the Officers
1) The PDA president shall:
a) Be the executive officer of the PDA
b) Preside at meetings
c) Act as a liaison between the PDA and the VPR Office
d) Act as a liaison between the PDA and FPAC
e) Be responsible for the condition of the PDA and the proper discharge of the duties of its officers
2) The vice president shall:
a) Assist the president
b) Act as president in the absence of the president
3) The Corresponding Secretary shall:
a) Carry on the PDA’s correspondence with the MIT community
4) The Recording Secretary shall:
a) Keep the minutes of the PDA meetings
b) Be responsible for the PDA records
c) Assist the Corresponding Secretary
d) Maintain a biographical record and contact information for all MIT active members and Postdoctoral alumni
e) Maintain an active list of all BOD members of the PDA
5) The Treasurer shall:
a) Follow all MIT financial procedures and keep a systematic financial record of the PDA’s finances
b) Report on PDA’s finances upon the request of the president
c) Work with the PDA Administrator to negotiate MIT funding for the PDA
ARTICLE 3 – COMMITTEES
The PDA BOD shall form an Election Committee to solicit possible candidates to act as Committee Chairs and professional representatives. Committees may have more than one Chair as applicable. Committee Chairs will be elected by majority vote of the PDA General Members during General Election. New Committees may be formed at any time by a majority vote of the BOD. Interim Committee Chairs may be elected off-cycle by a majority vote of the BOD.
B) Standing Committees
The PDA shall have the following standing committees:
1) Advocacy Committee
a) Communicate concerns to the faculty & administration on behalf of the postdocs
b) Address issues pertaining to careers, health care, benefits, salary, immigration, child care, grant-funding mechanisms, gym memberships, etc.
c) Establish a unified postdoc voice and increase the profile of postdocs within the MIT community
2) Professional Development Committee
a) Promote the ethical conduct of research
b) Establish mutually rewarding mentoring relationships with members of the MIT community
c) Organize career-building workshops, research symposiums, industry ventures, etc.
d) Award travel grants to postdoctoral trainees to support travel to conferences
3) Community Building and Outreach Committee
a) Encourage participation and involvement within the MIT community
b) Enlist the support of MIT postdoctoral trainees towards PDA efforts through committee participation and involvement
c) Organize networking and social events that create a supportive peer group and integrate postdocs into the larger MIT community
4) Information Flow & IT Support Committee
a) Set up efficient communication and publicity systems (i.e. Email Listserv, LinkedIn, Twitter, and Facebook groups, etc.)
b) Maintain an up-to-date internet site of resources and information
c) Establish consistency and continuity in the mission, organization, and conduct of the PDA
5) Alumni Committee
a) Serve as liaison between the PDA and the MIT Alumni Association.
b) Work with the PDA Administrator to ensure and maximize inclusion of postdocs in the Infinite Connection
c) Foster an MIT postdoctoral alumni network, including events and communications
6) Fundraising Committee
a) Consists of the Treasurer and at least one more member of the voting member group.
b) Secure funds for the PDA through solicitation and fundraising events
7) Human Affairs Committee
a) Encourage fair treatment, prevent and eliminate discrimination, and foster mutual understanding and respect among all postdocs
b) Initiate and manage health and wellness programs for postdocs (i.e. Postdoc REFS Program, Postdoc Women’s Group, etc.)
8) Budget (Ad-hoc Committee)
a) Consists of the Treasurer, President, and one or more members of the voting member group.
b) Create a budget of PDA finances and submit it to the PDA for approval, within the first month of the fall term of the school year.
9) Auditing (Ad-hoc Committee)
a) Consists of the vice president and two other members of the PDA appointed by the president
b) Audit the books of the Treasurer at least once annually and immediately following the Treasurer’s installation
Temporary Committees. The PDA may instate as many temporary committees as needed. These committees will serve the function to plan and oversee operations
for any event necessary.
ARTICLE 4 – MISCELLANEOUS MEETING PROCEDURES
1. All meetings shall be run in accordance with Roberts Rules
2. Meetings of the voting membership shall occur no less than once a month
3. A quorum will be at least ½ of the expected number of attendees at a given meeting (members who have previously stated they will attend the meeting,
typically via email). Proxies toward a quorum are prohibited.
4. The suggested order of business at PDA meetings shall be as follows:
(1) Call to order
(2) Roll call
(3) Rereading of minutes
(4) Reports of officers
(5) Reports of regular committees
(6) Reports of special committees
(7) Reports from the PDA Administrator
(8) Unfinished business
(9) New business
(10) Election to BOD