CONSTITUTION

Article I.                  Name and Purpose

Section 1.01         The name of the organization established by this constitution shall be the University of North Dakota School of Medicine and Health Sciences Emergency Medicine Interest Group (EMIG).

Section 1.02         The purposes of the UNDSMHS Emergency Medicine Interest Group (EMIG) are:

(a)       Promote and foster student interest in Emergency Medicine (EM) and related fields;

(b)       Provide leadership opportunities for students who are interested in EM as a career;

(c)        Disseminate information relating to preparing for and applying to an EM residency program;

(d)      Disseminate information about current trends in EM as reported in various journals of the field;

(e)       Encourage students interested in EM as a career to become student members of national EM organizations

·        American College of Emergency Physicians-ACEP

·        Emergency Medicine Residents’ Association-EMRA

·        American Academy of Emergency Medicine-AAEM

·        Society for Academic Emergency Medicine-SAEM

(f)         Provide workshops through which students can be introduced to various clinical skills used in EM; and

(g)       Secure funding for various workshops and activities.

Section 1.03         Affiliations

(a)       This organization is not affiliated with any local, state, or national group.   

Article II.               Non-discrimination statement

Section 2.01         Membership in this organization shall be without regard to race, color, gender, national origin, disability, age, marital status, veteran status, political belief or affiliation, religion, creed, sexual orientation, or membership or non-membership in any organization

Article III.             Membership

Section 3.01         Requirements for membership

(a)       Membership is open to anyone who:

                                                                 (i)    Is a student enrolled in any degree program at the University of North Dakota (UND); and/or

                                                               (ii)    Is a faculty or staff member of UND.

(b)       The official membership roster shall consist of those individuals who have paid any required dues and indicated their preference to be placed on the EMIG electronic listserve.

(c)        Voting members shall consist of all members who:

                                                                 (i)    Are students currently enrolled in the UNDSMHS MD or MD/PhD program;

                                                               (ii)    Are regularly present at general session meetings of EMIG;

                                                             (iii)    Indicate their voting preference regarding a specific issue by contacting the EMIG President and casting an absentee paper or electronic ballot prior to the meeting, if that member must be absent from the meeting.

(d)      Each member will be allowed one vote regarding matters brought before the general assembly.

(e)       Non-students cannot vote on the following:

                                                                 (i)    Election or removal of officers.

                                                               (ii)    Removal of members.

                                                             (iii)    Amendments to the constitution or bylaws.

                                                             (iv)    Financial matters.

(f)         No academic credit shall be offered for participation and/or membership in this organization.

Section 3.02         Removal of Members

(a)       Grounds for removal of members include:

                                                                 (i)    Violation of University Policy

                                                               (ii)    Violation of the UND Code of Student Life; and/or

                                                             (iii)    Violation of the UNDSMHS Honor Code

(b)       A member may be removed by the following process:

                                                                 (i)    A petition to remove the member should be submitted to the President of EMIG.  Such a petition must contain the signatures of at least 10% of the voting members.  When such a petition is received, the President shall call a meeting of the executive committee to decide upon removal.

                                                               (ii)    The grounds for removal are to be presented by the President at a meeting of the executive committee of the organization.

                                                             (iii)    The member in question shall be provided two weeks to present a defense either in person or in writing.

                                                             (iv)    Voting is not to occur sooner than ½ hour after the presentation of the grounds and defense have been made.  In order for a vote for removal to take place, the entire executive committee must attend the meeting, and a 2/3 vote of the officers present at that meeting is required for removal.

Section 3.03         Appeal of Removal of Members

(a)       Members may appeal their removal, but an appeal must be made in writing within one (1) week of the vote for removal by requesting the President to call a special meeting of the organization.  The President shall notify all members of this meeting, which is to occur at least one week and not more than one month after the appeal request is received by the President.

(b)       The decision to repeal the vote for removal shall require at least 2/3 of the voting membership to attend the meeting, and a simple majority vote of the members present at the special meeting.

Article IV.            Officers

Section 4.01         Elected Officers

(a)       The officers of this organization will be:

                                                                 (i)    President

                                                               (ii)    Vice President

                                                             (iii)    Delegates

1)        MS-I Delegate

2)        MS-III/IV Campus Delegate

a)      Southeast Campus – Fargo

b)     Southwest Campus – Bismarck

c)      Northeast Campus – Grand Forks

d)     Northwest Campus - Minot

3)        MS-IV Delegate

                                                             (iv)    At-Large Delegate

                                                               (v)    Secretary

                                                             (vi)    Treasurer

Section 4.02         Qualifications for Holding Office

(a)       In order to be eligible to hold an office in this organization, the following qualifications must be met:

(b)       The candidate must be a student member of the organization

(c)        The Vice President shall be an MS-II student

(d)      The President shall be an MS-III student

(e)       In the event that an MS-II or MS-III student is not interested in seeking or available to seek the office of Vice President or President, the offices will be made available to the outgoing Vice President or President for continuation of their term of service, with approval of the membership following regular election protocol.

                                                                 (i)    If there are still no candidates for the office of Vice President or President, the candidacy will be opened to all members of the organization, with preference of Presidential candidacy going to senior members.

Section 4.03         Elections

(a)       The officers of the organization shall be elected for a term of one year, beginning with the date of election and ending with the date of the election the following year

                                                                 (i)    Members may be elected to a specific office for only one term, with the exception of the At-Large Delegate office, which may be held for more than one term.

(b)       Elections will be held during the second week of September.

(c)        Election to office will be by simple majority vote of the members present, including votes submitted by proxy or electronically.

 

Section 4.04         Duties of the Officers

(a)       The President shall be the principal executive officer and shall have the following duties:

                                                                 (i)    To preside over all meetings of EMIG;

                                                               (ii)    To call special meetings of the organization, when required;

                                                             (iii)    To submit an Officer Roster Card at the beginning of each semester to the Coordinator of Student Organizations;

                                                             (iv)    To schedule all activities of the organization, and to obtain appropriate facilities for these activities;

                                                               (v)    To maintain the EMIG-list@medicine.nodak.edu electronic forum;

                                                             (vi)    To prepare and file any report required by the University;

                                                           (vii)    To appoint committee chair people subject to the approval of the Executive Committee;

                                                         (viii)    To cast a vote in the event of a tie;

                                                             (ix)    To perform other duties as specified in the bylaws; and

                                                               (x)    To prepare and maintain a manual/binder related to the office and to review all materials in the transition of the incoming President prior to giving up the office.

                                                             (xi)    The President may delegate any of these and other responsibilities when appropriate.

(b)       The Vice President shall assume the duties of President in the event of absence of the President.  In addition, the Vice President shall have the following duties:

                                                                 (i)    To assume the duties of the President in the event of a vacancy in the office;

                                                               (ii)    Act as a liaison between EMIG and UNDSMHS Student Council by openly communicating with the Student Council President and participating in Student Council meetings as needed;

                                                             (iii)    Perform other duties as assigned by the President or as specified in the bylaws;

                                                             (iv)    Be a voting member of the executive committee and general assembly; and

                                                               (v)    To prepare and maintain a manual/binder related to the office and to review all materials in the transition of the incoming Vice President prior to giving up the office.

(c)        The Campus Delegates shall

                                                                 (i)    Represent the interests of EMIG at their respective campuses;

                                                               (ii)    Maintain and/or improve upon the professional and education relationships that exist (or may exist) between EMIG and physician-educators at that campus;

                                                             (iii)    Perform other duties as assigned by the president or as specified in the bylaws;

                                                             (iv)    Be a voting member of the executive committee and general assembly; and

                                                               (v)    To prepare and maintain a manual/binder related to the office and to review all materials in the transition of the incoming Delegates prior to giving up the office.

(d)      The MS I Delegate shall have the following duties:

                                                                 (i)    Represent the MS-I class and its interests;

                                                               (ii)    Recruit new members for EMIG from the MS-I class;

                                                             (iii)    Perform other duties as assigned by the President or as specified in the bylaws;

                                                             (iv)    Be a voting member of the executive committee and general assembly; and

                                                               (v)    To prepare and maintain a manual/binder related to the office and to review all materials in the transition of the incoming Delegate prior to giving up the office.

(e)       The MS-IV Delegate shall have the following duties:

                                                                 (i)    Represent the MS-IV class and its interests;

                                                               (ii)    Maintain and improve the Residency Information Library;

                                                             (iii)    Help recruit other MS-IV students who match in EM to speak to underclassmen about the residency application, interview, and Match process;

                                                             (iv)    Perform other duties as assigned by the President or as specified in the bylaws;

                                                               (v)    Be a voting member of the executive committee and general assembly; and

                                                             (vi)    To prepare and maintain a manual/binder related to the office and to review all materials in the transition of the incoming Delegate prior to giving up the office.

(f)         The Secretary shall have the following duties:

                                                                 (i)    Keep a record of all members of the organization;

                                                               (ii)    Keep a record of all activities of the organization;

                                                             (iii)    Keep and distribute minutes of each meeting of the organization;

                                                             (iv)    Notify all members of meetings;

                                                               (v)    Handle all official correspondence of the organization, including Thank-you notes to speakers, physicians, etc. who provide their assistance and expertise to the organization;

                                                             (vi)    Perform other duties as assigned by the President or as specified in the bylaws;

                                                           (vii)    Be a voting member of the executive committee and general assembly;

                                                         (viii)    Submit information to the Coordinator of Student Organizations and UNDSMHS Student Council when required, including duties listed in VI:4.07-a ;

                                                             (ix)    Provide a report at each meeting of EMIG, to include review of minutes from the prior meeting;

                                                               (x)    Provide up-to-date copies of the EMIG Constitution to the UNDSMHS Student Senate (and other offices as needed);

                                                             (xi)    To prepare and maintain a manual/binder related to the office and to review all materials in the transition of the incoming Delegate prior to giving up the office; and

                                                           (xii)    Maintain the EMIG files located in the Student Council Conference Room, including:

1)        A roster of members

2)        A list of contacts and information resources

3)        A calendar of EMIG events

4)        EMIG Constitution.

(g)       The Treasurer shall have the following duties:

                                                                 (i)    Keep all financial records of the organization;

                                                               (ii)    Prepare and submit financial reports to the members;

                                                             (iii)    Prepare the annual budget;

                                                             (iv)    Present all requests for funds to the executive committee for approval;

                                                               (v)    Submit financial records for an annual audit to the Coordinator of Student Organizations at the end of spring semester;

                                                             (vi)    Perform other duties as assigned by the President or as specified in the bylaws;

                                                           (vii)    Be a voting member of the executive committee and general assembly;

                                                         (viii)    Complete and submit appropriate fund requests to the UNDSMHS Student Council, Intercollegiate Academic Fund, Office of Student Affairs, and/or other organizations and individuals; and

                                                             (ix)    To prepare and maintain a manual/binder related to the office and to review all materials in the transition of the incoming Delegate prior to giving up the office.

Section 4.05         Vacancy of an Office

(a)       In the event of a vacancy in an office other than the President before the expiration of a full term, a special election shall be called by the President within two weeks to fill the vacancy.

Section 4.06         Removal of Officers

(a)       Grounds for removal of an officer include:

                                                                 (i)    Violation of University Policy;

                                                               (ii)    Violation of the UND Code of Student Life;

                                                             (iii)    Violation of University or School of Medicine and Health Sciences Policy;

                                                             (iv)    Violation of the UNDSMHS Honor Code;

                                                               (v)    Failure to perform the duties of the office as set forth in the constitution and bylaws of the organization; and/or

                                                             (vi)    Failure to uphold the provision of this constitution and bylaws.

(b)       An officer may be removed by the following process:

                                                                 (i)    A petition to remove the officer should be submitted to another officer of EMIG.  Such a petition must contain the signatures of at least 10% of the voting members.  When such a petition is received, the officer shall call a meeting of the executive organization to decide upon removal.

                                                               (ii)    The grounds for removal are to be presented by the presiding officer at a regular or special meeting of the organization

                                                             (iii)    The officer in question shall be provided two weeks to present a defense either in person or in writing.

                                                             (iv)    Voting will occur immediately following presentation of the grounds and defense and any discussion thereto.

                                                               (v)    A vote for or against removal requires  2/3 of the organization to attend the meeting and a 2/3 majority vote of the members present is required for action to occur.

Section 4.07         Appeal of Removal of an Officer

(a)       An officer may appeal his/her removal, but such appeal must be made within one (1) week of the vote for removal by requesting a special appeal meeting of the organization.  The President, or Vice President if the President is the officer being removed, shall notify all members of this meeting which is not to occur less than one week and not more than three weeks after the appeal request is received.

(b)       A quorum for repeal of the removal from office shall require at least 2/3 of the voting membership.

(c)        A vote to repeal the removal shall require at least a 2/3 majority vote of the quorum.

Section 4.08         Changes in Officers

(a)       All changes in officers or mailing addresses shall be submitted to the Coordinator of Student Organizations and UNDSMHS Student Council within two weeks of such a change.

Article V.              Advisor

Section 5.01         Advisor selection

(a)       The Primary Advisor to this organization must be a member of the UND Faculty, Staff, or UNDSMHS clinical faculty.

(b)       Secondary (Campus) Advisors to this organization will ideally be members of the UND Faculty, Staff, or UNDSMHS clinical faculty

                                                                 (i)    If the advisor is not a Faculty/Staff member, EMIG will provide assistance to that advisor in obtaining that status.

(c)        The Primary Advisor shall preferably be Board Certified or Board Eligible (BC/BE) in Emergency Medicine.

(d)      Secondary Advisors shall preferably be BC/BE or current EM residents

(e)       The Primary Advisor shall be appointed by the executive board.

Section 5.02         Role of the Advisors

(a)       The Primary Advisor must co-sign all financial transactions of the organization

(b)       The Advisors shall assist the officers and the members in accomplishing the purpose of this organization.

(c)        The Primary Advisor shall regularly review the financial records of the organization and forward mailings to the appropriate officers.

(d)      The Primary Advisor shall co-sign all grant applications or serve as the primary applicant.

Article VI.            Meetings

Section 6.01         Business meetings

(a)       Business meetings of the organization shall be called by the President at least once each Block.

(b)       Non-business meetings for the purpose of instruction or other activities shall be held following notice of not less than one-week.

Section 6.02         Special meetings

(a)       Special meetings may be called by the President.

(b)       The President shall call a special meeting when requested by 10% of the voting membership

                                                                 (i)    Special meetings must be called for within two (2) days of requests, following the requirements for notification listed in Article VI: 6.02-c.

(c)        Notice of special meetings must be given at least 1 week in advance, except in cases deemed emergent by the President.

Section 6.03         Quorum

(a)       A quorum at business meetings shall consist of a simple majority of the voting membership.

(b)       A quorum is not required to hold non-business meetings.

Article VII.         Parliamentary Authority

Section 7.01         The Parliamentary Authority for this organization shall be the most recent edition of Robert’s Rules of Order.

Article VIII.       Executive Committee

Section 8.01         Responsibility

(a)       Management of this organization shall be vested in an Executive Committee responsible to the entire membership to uphold this constitution.

Section 8.02         Membership

(a)       Membership shall consist of the President, Vice President, Delegates, Secretary, Treasurer, and the Advisor.

Section 8.03         Meetings

(a)       The Executive Committee shall meet at least once each Block to organize and plan future activities and agenda items for meetings.

Section 8.04         Quorum

(a)       A quorum of this committee shall consist of 2/3 of the committee members.

Article IX.            Committees

Section 9.01         Authority to establish committees

(a)       The President shall have the authority to appoint any special committees, with the approval of the Executive Committee.

Section 9.02         Special Committees

(a)       These committees may include, but are not limited to the following:

                                                                 (i)    Wilderness Medicine Committee;

                                                               (ii)    Clinical Activities Committee; and

                                                             (iii)    Publicity Committee.

Article X.               Financial Structure

Section 10.01     University Account

(a)       All funds from University sources must be deposited and maintained in a University of North Dakota account.

(b)       The President and/or the Treasurer shall be authorized to sign all financial transactions dealing with organization funds

(c)        The Advisor of the organization must co-sign all financial transactions of the organization.

(d)      The financial records/ledger of the on-campus account must be submitted for an annual audit to the Coordinator of Student Organizations at the end of the Spring Semester.

Section 10.02     Dues

(a)       Dues shall be approved annually by the executive commiittee of EMIG.

Section 10.03     Grants

(a)       Applications for grant monies will be submitted to appropriate organizations.

Section 10.04     Other funding

(a)       Funding may be requested from UNDSMHS Student Council, and from such other entities and at such times as the Executive council, at its discretion, deems appropriate

(b)       Donations may be solicited from area EM physicians and UNDSMHS alumni who are practicing EM.

Article XI.            Bylaws

Section 11.01     Provision for Bylaws

(a)       The organization may approve bylaws for the specific operation of the organization.

(b)       No bylaw shall be adopted that is contrary to the provisions of this constitution.

Section 11.02     Vote Required.

(a)       The organization may adopt, amend, or rescind any bylaw by a 2/3 majority vote of the membership.

(b)       Any proposed bylaw must be publicized to the members at least one week prior to the meeting at which it is going to be voted upon.

Article XII.          Amendments

Section 12.01     Amendments shall be made to this constitution as needed

(a)       Amendments may be submitted by any active member of EMIG and shall be reviewed by the Executive Committee.

(b)       If an amendment is approved by a simple majority of the Executive Committee, the amendment shall be voted upon by the EMIG voting membership.

(c)        A 2/3 vote of the eligible EMIG membership will be required to pass any amendment.

(d)      All amendments to this constitution shall be approved by the UND Student Policy Committee before they take effect.