Become an officer

- Officers -

Officer Eligibility:

PVMA officers (a.k.a executive board) must be enrolled in a minimum of six (6) semester hours at Baylor University, both at the time of election and during the officer term. Officers must have a minimum cumulative GPA of 2.67 at the time of election and throughout their tenures. Officers must also meet active membership requirements prior to and during their terms. All officers must be designated on the pre-veterinary medicine track.

Eligibility for President:

A member desiring to run for the position of President must:

Have completed a minimum of 60 semester hours.

Be a current officer on the executive board and an active member of the organization.

Elections Process:

Members who wish to run for an officer position will submit a formal notice to the President by a communicated deadline at the executive board’s discretion.

Elections will be held in the spring semester of each academic year during the final general meeting of the organization. Members running for a position will provide a speech during the election, detailing their reasons for desiring the position. Candidates will be elected according to a ⅔ majority vote from active members during the meeting.

Officer Positions and Responsibilities

All Officers:

Prepare the agenda for each PVMA meeting.
Meet biweekly to conduct relevant organization business.
Coordinate and schedule a calendar of events for each semester.
Provide for the well-being and efficiency of the organization.
Attend a minimum of five (5) out of the six (6) meetings per semester.
Maintain communication between each other, the advisor(s), and general members.

President:

Represent the organization at all necessary functions on campus and in the community.
Communicate with other pre-health organizations and the pre-health office.
Act as a liaison between PVMA and Student Activities.
Support and encourage each member of the executive board.
Seek approval from Student Activities for general meetings.
Call and preside over all meetings, both general and officer.
Delegate responsibilities as deemed necessary for the administration of the office.
Assist in the coordination of group activities and events.
Oversee the elections process.
Keep advisor(s) informed about PVMA business and events.
Serve on the Judicial Review Board.
Abide by duties designated to the executive board.

Vice President:

Assume the powers and responsibilities of the President upon his/her absence.
Delegate responsibilities as deemed necessary for the administration of the office.
Book rooms or other areas for meetings and activities.
Plan major All-University and organization events.
Seek approval from Student Activities for organization events.
Keep the organization connected and up-to-date with university events and other student organizations.
May serve on the Judicial Review Board at the discretion of the faculty advisor(s).
Abide by the duties designated to the executive board.

Secretary:

Maintain all organization documents and files and have them conveniently arranged.
Prepare a membership roster at the beginning of each semester and ensure access by each officer and advisor.
Keep a record of attendance at organization functions.
Consult the President for delegation of responsibilities as deemed necessary for the administration of the office.
Update and maintain the list of participation points for each member.
Email meeting minutes and updated points weekly to organization members.
Notify any member who is placed on probation.
May serve on the Judicial Review Board at the discretion of the faculty advisor(s).
Abide by the duties designated to the executive board.

Treasurer:

Oversee all monetary transactions including, but not limited to, fundraising, social, and service activities.
Prepare and maintain a budget with the cooperation of the other officers and the advisor(s).
Collect dues at the beginning of each semester and keep a record of paid members.
Ensure any member that is on probation pays the probationary fine.
Oversee the bank account.
Coordinate the ordering, selling, and inventory of PVMA apparel and merchandise.
May serve on the Judicial Review Board at the discretion of the faculty advisor(s).
Abide by the duties designated to the executive board.

Historian:

Maintain and update as necessary the PVMA website.
Record updates of the officers and organization on the website.
Oversee the creation of slideshows used during meetings.
Ensure that pictures are taken at all organization events.
Serve as or appoint the position of photographer.
Maintain alumni records.
Aid the Public Relations Chair in making graphics.
Design PVMA apparel and merchandise.
May serve on the Judicial Review Board at the discretion of the faculty advisor(s).
Abide by the duties designated to the executive board.

Service Chair:

Organize weekly service activities for PVMA members.
Encourage members to attain service hour requirements.
Decide upon, with agreement from the executive board, a variety of service partners in the community.
Maintain a relationship with service partners.
Lead the Trap-Neuter-Return initiative on campus.
Organize large group service activities.
Help ensure members have rides to service events or opportunities.
Record each member’s service hours.
May serve on the Judicial Review Board at the discretion of the faculty advisor(s).
Abide by the duties designated to the executive board.

Membership Engagement Chair:

Plan a variety of social events throughout the semester.
Help ensure members have rides to social events.
Promote camaraderie within the organization.
Oversee the academic status of each member.
Record each member’s social event attendance.
Plan the end-of-year dinner.
Work with the Treasurer to ensure all events remain within budgeted costs.
May serve on the Judicial Review Board at the discretion of the faculty advisor(s).
Abide by the duties designated to the executive board.

Public Relations Chair:

Manage all social media accounts (Instagram, Facebook, etc.).
Coordinate with Chapel to advertise interest meetings.
Create graphics to advertise meetings and events.
Locate university-borne and Waco-borne opportunities to advertise PVMA (Homecoming, awards, etc.)
Work with the Vice President in publicizing All-University events and organization-based events.
Aid the President and Vice President in maintaining relationships with other student organizations.
Assist the Historian in PVMA apparel and merchandise design.
Promote any and all fundraising efforts, including mission trip fundraising.
May serve on the Judicial Review Board at the discretion of the faculty advisor(s).
Abide by the duties designated to the executive board.

Missions Chair:

Locate and decide on a country and organization to work with.
Find and approve two (2) faculty sponsors for the trip.
Submit a mission trip proposal to Baylor Missions by their communicated deadline.
Work with Baylor Missions to finalize a budget and schedule for the mission trip.
Cooperate with any and all deadlines communicated by Baylor Missions.
Appropriately advertise the mission trip to members of PVMA and to other prospective students.
Direct and oversee all group-fundraising efforts for the mission trip.
Work with faculty sponsors to finalize a mission trip team.
Grant team acceptance priority to members of PVMA.
Meet at least once a month with the designated team prior to the trip.
Communicate frequently with Baylor Missions, faculty sponsors, and the mission trip team about deadlines, costs, and other important information.
Communicate frequently with the selected missions partner to stabilize a relationship and build trust between them and PVMA.
May serve on the Judicial Review Board at the discretion of the faculty advisor(s).
Abide by the duties designated to the executive board.

Officer Removal:

Failure to adhere to membership requirements and responsibilities outlined by this Constitution may result in an investigation of the officer in violation. Removal from office as a punishment for this offense must be preceded by a formal investigation conducted by the President, one or more faculty advisors, one general member, and a member of the executive board chosen by the advisor(s). This group of members will be referred to as the Judicial Review. Should the President be in question, the Vice President shall claim this duty of investigation. Removed officers are allowed to remain a member of PVMA under this Constitution’s requirements.

Vacancies:

Upon vacancy of the President’s position, the Vice President shall assume the duties of the President. Upon vacancy of an officer, excluding the President, replacement will be by nomination by the executive board. Confirmation of the replacement will be done via a simple majority of attending members at the next general meeting. This simple majority is defined as half of the members present plus one.

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