Structure and Guidelines

Local Structure and Membership Guidelines

  • Anyone can be a supporter of Student Coalition for Educational Justice or volunteer with any our programs or events.
  • Student Coalition for Educational Justice members only have voting rights
  • Student Coalition for Educational Justice membership is open to all people who fill out an information packet and agree with the founding principles of Student Coalition for Educational Justice.
  • All new members are added by consensus of the membership body.
  • All new members must attend an orientation and no membership fees are charged.

Membership Criteria (Quantitative Assessment of membership participation)

The following criteria define what a Supporter, General Member, Active Member of Student Coalition for Educational Justice. Student Coalition for Educational are only allowed voting on proposals of the general meeting. Active members are only allowed to hold positions.
Supporter – Someone who supports Student Coalition for Educational Justice and attends some meetings and events but is not a General or Active Member. Supporters receive announcement of Student Coalition for Educational Justice meetings, events, and engagements.

General Membership– Individuals have an understanding of and adhere to the organizational aims and structure of Student Coalition for Educational Justice and are committed to the mission of Student Coalition for Educational Justice. General Members receive announcement Student Coalition for Educational Justice meetings, events, and engagements.

Active membership– General members that attend 75% of Student Coalition for Educational Justice General Meetings and 75% of Student Coalition for Educational Justice actions and/or Coalition Events. The Student Coalition for Educational Justice secretary takes count of General Assembly attendance. The Assembly expects general/active members to keep a written account, in good faith, of events attended in the last fiscal quarter. Active members are expected to be engaged in 75% of Student Coalition for Educational Justice work. Activity Work Sheets will be distributed and collected at every Student Coalition for Educational Justice Meetings by the Co-Chairs. Activity works sheet organize members work on a biweekly basis and quantitatively measure performance. An evaluation of each member occurs at the end of each quarter regardless of start date within Student Coalition for Educational Justice Meetings. Only active members can hold positions based on the last quarters’ evaluation attendance and work

Position

Student Coalition for Educational Justice meetings has created certain rotating positions to handle specific tasks at the general meetings needs to accomplish to maintain itself as a functioning organism.

Co-Chairpersons
Responsibilities:  Facilitate meetings, drive and coordinate movement activity.  Make sure people fulfill their commitments, maintain time-tables to keep track of commitments and events.  Act as a spokesperson when needed, and maintain relationships and connections with external groups.  Coordinate fundraising efforts.

Spokesperson
Responsibilities:  Speaks for Student Coalition for Educational Justice with support and advice from core members. Defers to co-chair if unavailable.    Handles and accumulates Press/Media contacts and relationships and adds them to email account. Responds to emails sent to group and forwards to appropriate members if necessary within 24 hours..  Represents Student Coalition for Educational Justice at events and public speaking.  Knowledgeable and involved.  Deferred to on inquiries unless circumstances dictate otherwise.  Acts as support to Outreach Coordinator in implementing outreach strategy. Writes position papers with aid of group for events Student Coalition for Educational Justice has chosen to endorse.  Follows protocol for engaging in Public forums and speaking on behalf of Student Coalition for Educational Justice at Public Events and Speaking engagements.

Secretary
Responsibilities: Administrative duties of the organization, keeping and publicizing minutes, maintaining membership lists, list-serves, websites, social media sources.  Responsible for building a database of supporters and potential supporters.

Treasurer
Responsibilities: Manage funds when collected, in charge of distribution, and administration of funds.  Reports back to membership meetings.

Outreach Coordinator
Responsibilities: Design and implement outreach strategies to expand membership and participation, work towards building coalitions.  (Secretary’s note: will probably need to have a hand in website, newsletter, and social media outlets).  Directly manages Facebook and Twitter, as well as publishes newsletter!

These positions are chosen by the General Membership from the Active Membership–those members who contribute and participate in the work of the organization.  They can be recalled at any time.

Working Groups

Those in positions are charged with the facilitation of certain working groups.
Community Empowerment Working Group

Facilitated by Spokesperson and Outreach Coordinator, it works to develop outreach strategies and ways which build power in the community and connect to our principles.  Folks involved with Student Coalition for Educational Justice projects go there to update and strategize, form committees to implement ideas, etc.  They hold regular meetings, publicly at their own discretion to develop a process.

Steering Committee

Made up of Co-Chairs, Treasurer, and Secretary.  Meetings weekly, open to all who wish to come (although location may be requested, not publicized) set the agenda for General Meeting—with input from membership, oversee and handle administrative tasks.

Procedures and Processes

General Overview of the Meeting procedures and Guidelines

  • Assemblies are held twice a month on Sundays or what Membership decides is meeting times.
  • Assembly are open to working members, potential members, invited guest or volunteers.
  • Assembly chairs will be rotated.
  • Everyone participating in the Assembly is expected to be civil (ground rules), avoid foul
  • Language, on task/point and considerate of time limits. No drugs or alcohol use at meetings.
  • Members will be given two warnings before being asked to leave the meeting for a few moments to cool down.
  • Pictures, filming, or recording are not to be taken during meetings without permission.

Decision Making Process

All decisions are reached through consensus. If consensus cannot be reached the floor is opened to hearing concerns. After concerns are heard the floor is open to amend the proposals. The proposal can at this time be tabled and heard at a following meeting or it may be read with the new amendments. The second reading of the proposal is decided upon by a super majority of 75%.

All votes, proposals, agenda’s and minutes must be posted on the website for peer review at least 72 hours before a meeting and up to 48 hours after a meeting. Special consideration will be given to all proposal brought to the meeting that are unable to be submitted electronically.

All passed/defeated proposals can be challenged, amended or reviewed 60 days after becoming effective or being defeated. This ensures the ability of the group to adapt to changing situations and opinions.

At least 75% of group participation is required for voting process. Group participation minimum is determined by averaging the last four attendance record totals.

General Meeting (Templates)

  1. Call to Order

Chair Calls meeting to order, greets everyone

  1. Appoint Stacker/Time Keeper

Chair asks for people to volunteer for a Stacker and a Time Keeper, to keep order of those who wish to speak on a given discussion and to keep time to an allotted period per person, respectively.

  1. Agenda Overview and Approval
    Chair reads over the agenda and sees if membership has anything to add and modify.
  2. Membership
    Secretary goes over requirements to become a member and active member.
    Secretary does a roll call and lists coalition and/or Student Coalition for Educational Justice events different members attended
  3. Read and approve previous minutes
    Secretary Reads last meetings minutes and sees that they’re approved by the group.
  4. Brief Announcements and Communications
    Stack is opened for BRIEF announcements and communications which require no discussion
  5. Reports
    Members provide reports on events, working-group meetings, tasks completed from last meeting, ETC.  Again, nothing     that needs discussing
  6. Old Business/Proposals (proposals tabled or unfinished)
    Proposals from previous meeting which were tabled or need more work or need another decision to be made are heard.  Proposals are read, if people have amendments or concerns they are heard and discussed.  Proposal is proposed, if no consensus, it is amended…passes with 75% or more approval, it is agreed to.
  7. New Business/Proposals

New proposals that need discussing and/or agreement

  1. Discussion Items and Tasks
    Tasks to accomplished based on proposals heard.
    Items to discuss which can’t come to agreement yet because they’re still in formation.  General issues of Student Coalition for Educational Justice
  2.  Next meeting location/time and Chair and Meeting critique.
    Pick next chair, critique the meeting on how it was, what went well, what went wrong, and how it could be better, how the chair did.
  3. Welfare
    How are folks doing generally?

Finance

  1. Members in the finance committee/treasurer must make regularly scheduled financial reports at the meeting detailing the wepay account, any web store information, donations, purchases and budget needs.
  1. Student Coalition for Educational Justice will facilitate most of its financial procedures through a third party fiscal sponsor.
  2. Withdrawals or Purchases over $50 must be voted on and approved by group.
  3. All Cash donations must be deposited weekly.
  4. None of the Student Coalition for Educational Justice funds can be utilized for personal usage. In the event that members have dire
    needs special collections or donations from individual members can be utilized.
  5. Failure to adhere to these procedures will result in members being removed from the finance
    committee or from the group in the event of stolen funds.

Social Media Management Process

  1. The Secretary shall manage the website and calendar-reminders, Spokesperson shall handle correspondence email, and Outreach-Coordinator to manage twitter, Facebook, and other social media. Initial external correspondence from or to whatever outside group or persons, will be reported back to group at the Assembly by spokesperson or whoever is in charge of that aspect. This correspondence will be checked at least daily, and follow-up needs to occur w/in 24 hours, or subject to urgency.
  2. Nobody who has contributory access to these media shall speak FOR the group, only with the group. Admins or other persons w/ Social Media access shall leave their initials on information or statements (on behalf of themselves) that they put up, for the sake of mutual accountability and to maintain a separation between what WE say as a group and what each particular member of the group says.
  3. The Secretary or whoever is designated above shall manage the administrators to differing Social Media. However, all password protected information shall be kept under the protection of the Secretary and those mentioned above, and them alone.

Additionally: The Outreach Coordinator is mentioned above has the authority to take-off inactive administrators WITH THEIR CONSULTATION.  They cannot make unilateral decisions on who cannot post as an Admin in social media channels (non-password protected, like the Facebook page), however, if they feel someone needs to be taken off due to some sort of poor performance or wrongdoing (intentional or unintentional), bring it to the group to discuss and decide.  The outreach-Coordinator or those in charge of these channels can, at his/her discretion, appoint new administrators if they request it and if the outreach coordinator feels they’re trustworthy enough to do so under the already set parameters.
4. Once items are posted, no Student Coalition for Educational Justice Member can debate/engage with the online community AS AN ADMINISTRATOR AND/OR UNDER THE AUSPICES OF STUDENT COALITION FOR EDUCATIONAL JUSTICE OFFICIAL DUTIES.

Exigent and Urgent Circumstances Decision-making for Working Groups

Both the Steering and Community Power Working Group can act on behalf of the whole group in the case of urgent or exigent circumstances which require action in between or before Student Coalition for Educational Justice General Meeting

Urgent Circumstances are those which require action by Student Coalition for Educational Justice General Meeting because those circumstances negatively affect the health, welfare, and safety of our membership and require a response.

Exigent Circumstances are those which fall in the orbit of, and require immediate or quick response, to further the Principles of Student Coalition for Educational Justice General Meeting and will positively benefit the Assembly.

  • When these circumstances occur, if the working group requires funds from the general fund, they can—with permission from the treasurer, be entitled for up to $25 if necessary. Any funds over can be requested for re-imbursement at the next Student Coalition for Educational Justice General Meeting.
  • All of these decisions taken in urgent or exigent circumstances need to be ratified by the Assembly as a whole at its next meeting through the previously established decision-making processes. If they do not meet the above criteria, and the assembly does not ratify the decision, the costs are to be paid by the individuals in the group themselves and any money taken from the general fund is owed back to Student Coalition for Educational Justice General Meeting.

Entering into Coalition Projects as Student Coalition for Educational Justice

One of the strategic components of Community Organizing is Coalition Work / Building.  To propose entry into a coalition project, a member must state how that project meets the following criteria, and the general membership will then decide via previously established decision-making processes.

  1. Issues/Goals addressed by Coalition directly impact our community/constituency
  2. Potential to push our agenda and/or political
  3. Issues/Goals addressed by Coalition match or complement our internal goals
  4. Potential to build capacity of Student Coalition for Educational Justice and/or gather important information
  5. What we are giving to and getting from the Coalition are reasonably equal
  6. Potential to bring Student Coalition for Educational Justice’s unique voice and/or base to the issue/goals
  7. Increase name recognition/funding/media opportunities

Nomination of New Position Holders and Evaluation Process of Exiting Position Holders

Purpose: To ensure that nominations of new officers occur quarterly.

  1. Each position is held for one quarter.
  2. Nominations occur 1 month prior to ending of the designated quarter at the Student Coalition for Educational Justice Meeting
  3. Election are held 2 weeks prior the end of the quarter
  4. Secretary automatically moves to one co-chair position.
  5. Newly elected position holders will shadow the complementary position holder.
  6. The newly elected position holder begins on the 1st day of the new quarter.

Nomination Process

  1. Open floor to nomination- 1 person nominates and 1 person seconds (can’t nominate self)
  2. Discussion of each nomination occurs and nominee must exit the room while the assembly discusses if this individuals meets each specific criteria listed of the position

Election Process

  1. Each nominated candidate states whether or not they accept their nomination
  2. Each position is then decided upon using the standard decision making process of Student Coalition for Educational Justice

Evaluation Process of Student Coalition for Educational Justice Exiting Position Holders

Criteria of each position holder is to be discussed and exiting position holders will be prepared to present how they accomplished their designated role and what they could improve upon. The commitment to self-criticism expects that both positives and negatives be discussed by each individual position holder.  This will happen on their last meeting of their tenure of the position they’re in.

Recall Process of Position Holders

Purpose: Position Holders who consistently and consciously fail to understand and adhere to the organizational aims and structures and therefore subject to recall from position and/or membership status.

Process:

  1. All members/positions holders of Student Coalition for Educational Justice are required to engage any position holder/who is not fulfilling the criteria and duties of their stated position. This engagement should be on a personal 1:1 basis and meant to facilitate growth and leadership skills.
  2. If issue still continues with position holder, Co-Chairs are to hold counsel with the other position holder to speak about the issue.
  3. If issue still continues, all position holders meet with individual and discuss matter.
  4. If issue continues recall process of position holder proposed in front of assembly.

Expedient Recall Process of Position Holder

Purpose- To immediately and urgently recall a position holder who commits a grievous act that put the entire organization in jeopardy.
Process: Proposal for position recall is brought before an Emergency General Assembly. To call emergency general assembly follow Urgent/Exigent Decision Making Process.

Membership Booting Process
Purpose- Members who consistently and consciously fail to understand and adhere to the organizational aims and structures of Student Coalition for Educational Justice and therefore are subject to public recall of membership status.
Process:

  1. All members/positions holders of Student Coalition for Educational Justice are required to engage any member who is not adhering to the organizational aims and structures. This engagement should be on a personal 1:1 basis and meant to facilitate growth and leadership skills.
  2. If issue still continues with member, both co-chairs are to hold counsel with the member to speak about the issue.
  3. If issue still continues, all position holders meet with individual and discuss matter.
  4. If issue continues recall process of member proposed in front of assembly.

Spokesperson’s Protocol for Public Forums and Speaking Engagements.

Process for Public Forum type meetings (Police Commissioner’s, City Hall, etc)

1. Issue media advisory/ press release to news contacts and Student Coalition for Educational Justice core group. (atleast one week in advance if possible)

2. Ensure Outreach Coordinator has all appropriate information to create facebook event. (at least one week in advance if possible)

3. Work with interested core members to design talking points. (at least one week in advance if possible)

4. Break up talking points and disseminate to appropriate interested members. (no later than 7pm the night before)

5. Write up overview of talking points and be familiar enough with all points to give effective press interview.

 

Process for Speaking Engagement/ Events (as an Student Coalition for Educational Justice Representative)

1. Have speaking engagement/ event endorsed by members.

2. Get input from core members and design talking points making sure to tie in at least one of our principles. (at least one week in advance if possible)

3. Draft brief position paper stating reason for endorsing event or speaking engagement (if applicable) and forward to Secretary and Outreach Coordinator for posting on website blog and facebook respectively.

4. Be prepared and think ahead of possible questions or critiques that may arise at speaking engagement/ event and have responses ready.

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