WMS

Article I: THE WHITEHEAD MEDICAL SOCIETY

Section 1:    The Whitehead Medical Society (hereafter referred to as WMS) consists of all students in the M.D. degree program at the UNC School of Medicine (UNC SOM), including students on leave (e.g. for research, dual-degree programs) as well as all past Whitehead Lecturers.

Section 2:   Functions / Mission Statement

The Whitehead Medical Society is the officially recognized student government of the UNC SOM and serves the social, educational and personal interests of the UNC SOM medical students.

Section 3:   The Whitehead Medical Society Constitution

This official document, approved by the UNC SOM medical student body, outlines the purpose, structure, procedures, and traditions of the WMS.   The document is organized in two parts to insure both durability and flexibility:

A.      The Main Body (Articles I-VI) outlines all matters pertaining to WMS that require approval of the student body prior to establishment or amendment. Article VI, Section 1.A delineates how the Main Body may be amended.

B.       The Appendices outline all matters pertaining to WMS that may be established or amended by the leadership of WMS, and do not require the explicit approval of the student body. Article VIII, Sect. 1.B delineates how the Appendices may be amended. The Appendices may not conflict with the Main Body.

Section 4:   Officers of the WMS

A.      The official leaders of the WMS shall be called the WMS Officers. 

B.      WMS Officers are primarily responsible for the decision-making capacity within the organization in addition to each office's individual duties and responsibilities outlined elsewhere in the constitution.

C.      ****No WMS Officer may hold more than one WMS position (e.g. cannot be Student Attorney General and Class President).

D.     Officers are required to perform job in a manner that is consistent with the WMS Constitution, UNC-SOM policy, University policy, Local, State and Federal Law, and in the best interest of the entire UNC-SOM student body.

E.      ***Individual officers can be removed if not performing job, not attending meetings, engaged in gross misconduct, violating the Honor Code, or if student is no longer enrolled in the MD curriculum (vs. no longer a member of the WMS, with the exception of students on leave for educational endeavors, e.g. research, other degree programs).  Procedures for removal of officers and subsequent replacement are described in Article VI, Section 2.

F.       The following are official WMS Offices. Duties of each office are outlined in Appendix A:
 

(1)     WMS Co-Presidents: Two positions filled by students who serve as Co-Presidents and have completed the MS3 year of medical school. Term is one year, elected by a vote of the Student Body.

(2)     Class Co-Presidents: Eight positions filled by two students from each of the four classes in the UNC-SOM medical school. Term is one year, elected by a vote of students in the corresponding class.

(3)     Chief Mentors: Filled by students who have completed the MS2 year of medical school. Term is two years, elected by a vote of the Student Body. 

(4)     Vice Presidents (VP): Typically filled by students in the rising MS2 class, as specified by the position.  Term is one year, elected by a vote of the Student Body. See Appendix A for current VP positions.

(5)     Assistant Vice Presidents (AVP): Typically filled by students in the MS1 class, as specified by the position.  Term is one year, elected by a vote of the MS1 class. See Appendix A for current AVP positions.

(6)     Senior Vice Presidents (SVP): Filled by students who have completed the MS2 or MS3 year, as specified by the office. Term is one or two years as specified by office, elected by a vote of the Student Body. See Appendix A for current SVP positions.

Section 5:   Leadership Structure

The WMS Officers are subdivided in to the following groups:

A.      Executive Council:  Composed of WMS Co-Presidents and Class Co-Presidents (ten members in total; eight prior to the election of the MS1 Class Presidents), this Council serves as the initial voting body for all WMS official business. The Council is chaired by the WMS Co-Presidents.

B.       WMS Non-Executive Officers:  Comprised of all officers who are not members of the Executive Council.  In addition to responsibilities of individual offices, may propose items, such as policies, budgets, or amendments to the appendices, to be voted on by the Executive Council.

Section 6:   WMS Officer Meetings and Procedures

A.      The Whitehead Officers should meet at regular intervals throughout the academic year (e.g. once a month). WMS Co-Presidents are responsible for setting the times and locations of WMS meetings.

B.      All members of the WMS Executive Council and at least one representative from each non-executive office are expected to attend all WMS meetings.

C.      All WMS Officer Meetings are open to any member of the WMS society.

D.     Unless otherwise specified, voting and meetings will be conducted according to Robert's Rules of Order (see “The Code of Permanent Laws of the Student Government at the University of North Carolina at Chapel Hill,” as prescribed by the UNC-CH Student Congress).

E.      Quorum shall be defined by the WMS Co-Presidents at the beginning of each term considering the total number of filled positions that term.  (see “The Code of Permanent Laws of the Student Government at the University of North Carolina at Chapel Hill,” as prescribed by the UNC-CH Student Congress). 

F.       Motions passed by the WMS Executive Council require a simple majority (50% + 1) vote of the members of the WMS Executive Council unless otherwise specified.

G.     Information regarding motions passed by the WMS Executive Council shall be made available to all members of the WMS Society (e.g. posting meeting minutes).

H.     Motions passed by the WMS Executive Council shall go into effect without further need for voting or approval.  A passed motion may be overturned by one of the following procedures:

(1)     Veto by both of the WMS Co-Presidents.

(2)     A 2/3 majority vote of the Non-Executive Officers.  Any policy decision (e.g. the WMS budget) that was overridden by the Non-Executive Officers must subsequently be approved by a simple majority of these officers if it is re-approved (in revised or original form) by the Executive Council.

(3)     For policies regarding the distribution of student funds to student groups (e.g. budget or budget policy):

(a)     The duly appointed leaders of these groups my reject the proposal with 2/3 majority vote. 

(b)    Each officially recognized group is allowed one vote and no single individual may represent more than one group. 

(c)     Subsequent resubmissions of this proposal will require approval by a simple majority of this group.

(4)     Any policy controversy/decision may ultimately be decided by referendum of the entire student body by the procedure outlined in Article VI, Section 5. This is considered the ultimate word on a policy decision and can only be overturned by a subsequent referendum. A referendum is the only measure that may overturn a veto of both WMS Co-Presidents.

Section 7:   Interpretation of Constitution

A.      Questions of Constitutional interpretation are to be decided by the Honor Court.  A majority vote (50%-plus -one votes) of the WMS Executive Council is required to send the question to the Honor Court

B.      The Honor Court is expected to rule on it by the next scheduled meeting or in 2 weeks, which ever is longer.  

Article II: WHITEHEAD MEDICAL SOCIETY ELECTIONS

Section 1:    Fall Elections

A.      Elections for MS1 Positions, including MS1 Class Presidents and Assistant VPs positions

B.      Timing at discretion of WMS Presidents, but ideally will be held 6-8 weeks after the start of the MS1 calendar year.

C.      Positions representing the entire SOM medical school student body are to include MS1-MS4 students.

Section 2:   Spring Elections

A.      For all other WMS Elected Officers, including WMS Presidents, Chief Mentors, WMS Vice Presidents, MS2-4 Class Presidents, Senior Vice Presidents.

B.      Timing at discretion of WMS Presidents, but must be completed with sufficient time to transition new officers (e.g at least one month before graduation).

C.      Positions representing the entire SOM medical school student body are to include MS1-MS3 students.

Section 3:   Conduction of Elections

A.      WMS Presidents will conduct the elections with the assistance of designated VPs

B.      The election is to be certified by the Student Attorney General before election results are official.

C.      For positions filled by a single candidate or a single pair of candidates (e.g. class presidents), run-offs will be held until a candidate(s) wins majority (50%-plus-one votes) of ballots submitted.

D.     For positions filled by multiple candidates running separately (e.g. Chief Mentors), the candidates with the highest number of votes will fill the positions even if the candidates receive fewer than the majority (50% +1 votes).  Ties for the last available position in that office will be decided by a run-off election.

E.      Timeline for the election is to be designated by the WMS Co-Presidents. 

F.       Each candidate must create a one-page campaign advertisement.  The format of this campaign page (e.g. HTML website on their personal SOM web space) is to be designated by the WMS Co-Presidents.

G.     No additional campaigning is permitted (e.g. no signs, emails, flyers, speeches or forum postings).  Additional campaigning may be considered an honor code violation as determined by the Honor Court.

H.     Campaign pages will be posted so that the entire WMS has access to them prior to the election.

I.        Elections will be conducted by secure electronic and/or paper ballot.

J.        Automatic disqualification or later forfeiture of the WMS position will result for any candidate found to have fabricated information in the application statement or campaign page.  Such an act may be considered an Honor Code Violation and may be pursued at the discretion of the Student Attorney General and the Honor Court.

Article III: UNC-SOM HONOR COURT

Section 1:    Roles

A.      Honor Court Chair

(1)     The SOM Honor Court will be chaired by the SOM Student Attorney General.

(2)     Appointment is by the WMS Presidents, the outgoing Student Attorney General, and any past Student Attorney Generals still in Whitehead Medical Society. 

(3)     The SOM Student Attorney General is chosen from rising MS2 SOM Honor Court applicants who declare their interest in this position.

B.      Honor Court Members

New Honor Court Members are selected for a three-year term from rising MS2 applicants by the outgoing WMS Presidents and two most recent Student Attorneys General.

Section 2:   Responsibilities

A.      To carry out the mission of the Honor Court as detailed in the UNC-CH Instrument of Student Judicial Governance.

B.      To rule on Constitutional questions sent from the Whitehead Executive Officers.

Article IV: WHITEHEAD COMMITTEES

Section 1:    Student Members of the UNC SOM Admissions Committee

A.      There will be at least two Student Members from each of the four classes on the UNC SOM Admissions Committee.  Additional members may be added at the request of the Associate Dean for Admissions and will be appointed by the WMS Co-Presidents and the Student Chairs of the Admissions Committee.

B.      During their fourth year of service, two Student Members will serve as the Student Chairs of the Admissions Committee

C.      New members to the committee are selected as MS1s to serve four-year terms.  The selection of the new members is at the discretion of the WMS Co-Presidents and the Student Chairs of the Admissions Committee.  Guidelines for the selection process may be found in the Appendices.

D.     Students who will be members of WMS for greater than four years may continue in this capacity with the approval of the WMC Co-Presidents and the rising Student Chairs of the Admissions Committee.

E.      The Student Chairs of the Admissions Committee will meet regularly with the WMS Co-Presidents to keep them informed of relevant issues.

F.       Each Student Representative to the UNC SOM Admissions Committee shall serve as a representative of the entire student body, and not solely represent the views of his or her class.

Section 2:   Whitehead Curriculum Committee (WCC)

A.      The WCC is responsible for addressing all curriculum concerns for the UNC SOM student body.

B.      The WCC a forum for students to discuss their concerns, opinions, and initiatives relating to any and all aspects of the UNC medical school curriculum with curriculum leaders among the administration, faculty, and staff.   Each student member of the WCC is to be committed to bringing about improvements to the curriculum that enhance the educational experience within the SOM.

C.      All students are welcome to participate in the WCC. Any student may become a member of and participate in the WCC (at-large student members) through active participation in the committee's meetings and activities.  Any student may also bring concerns or opinions about the curriculum to the WCC through their curriculum representatives (i.e. the VPs, Assistant VPs, or Senior VPs for Curriculum).

D.     The WCC is chaired by the WMS VPs for Curriculum Affairs.

E.      Specific WCC structural and procedural matters and listed in the Appendices.

Section 3:   New Standing Committees

A.      New WMS Standing Committees may be created with the approval of the WMS Executive Council or through a vote of the student body.

B.      Additional WMS Committee descriptions may be found in the Appendices.

Section 4:   Ad Hoc Committees & Task Forces

A.      The WMS Presidents may create and appoint ad hoc committees or task forces to handle, manage, or investigate special topics as they arise.

B.      The term and selection of the members is at the discretion of the WMS Presidents, but can not exceed the term of the current WMS Co-Presidents. Existing task ad hoc committees or task forces must be reappointed by the newly elected WMS Co-Presidents to continue in their functions.

C.      These committees or task forces will report their activities to the Whitehead Officers at each WMS Meeting.

Article V: PUBLICATIONS/ WMS WEBSITE

Section 1:    The WMS will publish an online WMS Student Directory each academic year. 

Section 2:   The WMS will maintain a web page with contact information for current officers and helpful links for students.

Section 3:   Responsibility for WMS publications and the relationship between the WMS and UNC-SOM student publications is spelled out in the Appendices

Article VI: SPECIAL RULES AND PROCEDURES

Section 1:    Altering the Constitution

A.      The Main Body (Articles I-VI):  

(1)     Any alterations in the Main Body of the WMS Constitution must be put to referendum of the entire SOM student body.

(2)     At least 25% of all students must vote and a majority (50% +1) of all votes cast must be for the changes in order for the changes to be passed.

B.      The Appendices:

(1)     Alterations in the Appendix must be approved by a 2/3 majority of the WMS Executive Council.

(2)     Alterations to the Appendices may be proposed by any member of the WMS.

Section 2:   Removal of Officers, Committee Members, or other WMS appointees.

A.      Grounds for removal: unable to fulfill duties, not performing job as outlined in the WMS Constitution and as set forth by the WMS Co-Presidents, not attending meetings, engaging in gross misconduct, committing and Honor Code violation, or if student is no longer a member of the WMS (e.g. dismissed from medical school). 

B.      Procedure for Removal

(1)     For anyone except Executive Council Members: 2/3 vote of the Executive Council.

(2)     For members of the Executive Council:  2/3 vote of the remaining members of the Executive Council.

(3)     Anyone can be dismissed by an official student referendum.

Section 3:   Filling of Vacant Offices

A.      Any office that goes unfilled following an election made be filled by appointment.

B.      Appointments are nominated by the WMS Co-Presidents and approved by a simple majority (50%+1) vote of the WMS Executive Council.

C.      WMS Co-Presidents are expected to make this nomination in consultation with the remaining officers affiliated with the vacated offices (e.g. consult with the VP for IT to fill a vacant Assistant VP for IT position).

D.     Offices that become vacant due to resignation or removal may be filled by this same procedure.  Alternatively, if an election is eminent, the office may be filled via election.  The method employed to fill the office is at the discretion of the WMS Co-President(s) or interim WMS Co-Presidents.

E.      If one of the WMS Co-President positions is vacant, then the remaining WMS Co-President is to nominate a replacement.

F.       If both the WMS Co-President positions are vacant, then the MS4 Co-Presidents with serve as interim WMS Co-Presidents until new WMS Co-Presidents are nominated and appointed or elected.  (The interim WMS Co-Presidents may nominate themselves.)

G.     Vacant or interim positions are to be filled in a timely manner.

Section 4:   Transfer of WMS Officers

A.      In order to assure a smooth transition of WMS officers, all outgoing officers are to meet with their newly elected counterpart following the spring election.  At this meeting the outgoing officer is to explain the duties of the office, update the newly elected officer of all activities performed by that office during the outgoing officers’ term, and alert the newly elected officer to any unresolved or pending issues.  Written documentation of this information is encouraged.

B.      The outgoing and incoming WMS Presidents will schedule a transition meeting to facilitate this transfer of information.  Any set of incoming and outgoing officers unable to attend this meeting are responsible for arranging their own separate meeting and communicating this to the outgoing and incoming WMS Presidents.  For offices with two members, at least one outgoing member of the office and one newly elected member of that office must be able to attend the meeting

C.      The outgoing officer is officially relieved of his or her office and the newly elected officer officially assumes the office at the conclusion of the transition meeting for that office. 

D.     All transition meetings should be conducted shortly after the certification of the election results by the Student Attorney General and in the spring must be completed before the graduation date for the SOM medical students.

Section 5:   Official Referenda of the Student Body

A.      Purpose: For various matters, it may be important to elicit an official statement of opinion from the student body. This is to be accomplished through an official referendum of the student body, usually via online polling. Referenda of the student body should be limited to important matters to prevent over-polling.

B.      An official referendum of the student body shall occur only when either:

(1)     Two-thirds majority vote of the WMS Executive Council

(2)     Two-thirds majority vote of the WMS Non-Executive Officers

(3)     20% or more of the student body requests a referendum through petitioning the Whitehead Council.

C.      Referenda of an individual class may be conducted at the discretion of the Class Co-Presidents for that class.

CONSTITUTION APPENDICES - SPRING 2004