The Constitution and Codes of the
University of Houston Chapter of the
Collegiate Cancer Council
I. Definitions
Active: An attendance of 90 percent of all meetings and all events per semester.
Alumni: A Collegiate Cancer Council Officer that has graduated from that university.
Collegiate: Of, relating to, or held to resemble a college.
Constitution: The Supreme law of the Collegiate Cancer Council. It can only be amended by a majority vote of the Executive Board of the Collegiate Cancer Council. Originally ratified in Summer 2004. Amended in Summer 2005.
Council: A body of people appointed to serve as the Advisory Committee, the Honorary Committee, the Executive Board, and the General Membership.
Term: One continuous school year.
II. Purpose and Action
Through a sustained and expanding national commitment to improve the health of one community at a time, Collegiate Cancer Councils aim to:
- Educate the public about cancer prevention and the additional risks associated with health disparities.
- Educate ourselves on existing health knowledge and practices to prevent cancer
- Appreciate the causes and pursue solutions to reduce health disparities
- Work with community leaders to reach at-risk populations with potentially life saving information
- Influence health policy to reduce overall morbidity and mortality as well as health disparities.
- Educate ourselves on existing health policies that are known to influence public health and access to quality cancer care
- Appreciate the causes and pursue solutions to reduce health disparities through public policy
- Work with community leaders in local, state, and federal government to effect positive changes
- Promote careers in cancer among all students and disciplines with an emphasis on under-represented minorities.
- Educate ourselves on the breadth and depth of career opportunities in cancer
- Appreciate the causes and solutions of the workforce shortages and low representation of minorities in the health workforce
- Work with students and campus leaders to encourage careers in cancer
III. The National Council
- National Advisory Committee: This committee is comprised of the faculty at the National Office and the founders of each CCC chapter. This committee will be responsible for helping the CCC find sponsors and make sure that they are kept updated on all functions of the different CCC Chapters around the country.
- National Honorary Committee: This committee is comprised of all the members given and agreed upon the title of Honorary Member by the National Office of the CCC These members are community members with whom the CCC interacts and those who have a vested interest in the purpose and goals of the CCC
IV. The Local Chapter of the Collegiate Cancer Council
- Advisory Committee: This committee is comprised of faculty advisors, founders, and alumni of the Collegiate Cancer Council from the local campus and surrounding community. Members of this committee will help maintain continuity among new and established members to maintain the goals and purpose of the CCC The founders and graduating officers are asked to serve a minimum of one (1) year on this committee. Given the role that this group can play in helping establish and stabilize a chapter, it is recommended that this committee meet with the President and the Vice President on a monthly basis.
- Chapter Board of Directors and Committees: The board is comprised of the President, Vice President, and Chairs of Committees responsible for key functions in the organization: Communications and Publicity, Education, Events, Finance, History, Recruitment, and the Website. The general responsibilities of the board are to:
- Provide leadership for the CCC through its offices and committees to fulfill its organizational purpose and promote its action;
- Attend board meetings and events;
- Ratify a slate of officers for election by a majority vote of the membership; and
- Amend to the constitution and codes with pre-approval from the National Office.
Members who have been active for a minimum of one year can be considered for nomination to the election slate for the Board of Directors. The Board terms begins at the end of one academic year, typically in the spring, and lasts until the end of the next academic year. Each officer can be elected for a maximum of two consecutive terms. Members of the Board of Directors are asked to contribute an annual membership fee of half the rate of members (currently, $10.00).
- President: The President serves as a primary representative of the organization and its mission and holds primary responsibility for overseeing its internal and external activities. The President's duties typically include:
- Serving as a liaison to your campus's student governing body to understand the rules by which the CCC must abide, to establish and maintain its status as an official student organization, and to secure any funding available from the college/university to support CCC activities;
- Establishing the basic infrastructure of the organization such as defining administrative procedures and systems for recruiting, tracking, and communicating with members as well as acquiring supplies to support CCC operations (office space, supplies, and stationary);
- Establishing the organization's status as a campus organization and/or nonprofit organization;
- Convening the CCC Membership on a monthly basis for meeting or events;
- Convening a Board meeting with the Committee Chairs on a monthly basis;
- Convening an Advisory Committee meeting on a quarterly basis;
- Fostering a collaborative environment among the membership; and
- Ensuring a smooth transition of officers from year to year.
- Vice President: The Vice President supports the President in all duties and fulfills the duties of the President in his/her absence.
The Committees:
- Communications and Publicity Committee: The Communications and Publicity Committee is responsible for communicating with sponsors and honorary members in the region or state regarding CCC events and activities. The Chair of Communications and Publicity is responsible for leading the efforts of the committee. Typical duties include:
- Writing and/or reviewing correspondence with sponsors and honorary members in your state;
- Developing a publicity plan for events and activities targeting key community and media contacts;
- Providing the Honorary Members with the monthly newsletter; and
- Updating the list of the Honorary Members with the National Office.
- Education Committee: The Education Committee is responsible for managing the educational resources that the CCC uses to educate the membership and the community on cancer and health disparities. This committee is also responsible for running the Monthly Student Journal Club. The Chair of Education is responsible for leading the efforts of the committee. Typical duties include:
- Establishing and maintaining good relationships with local, state, and national cancer education resources including by not limited to hospitals and cancer centers, local advocacy and professional organizations, public and university libraries, state and local health departments (see resource list on pages 46 and 47);
- Collecting and organizing educational materials (e.g. brochures, books, pamphlets, posters, anatomical demonstration models) that are utilized by the CCC at community and university events;
- Securing and managing grants that fund public education projects on cancer and/or health disparities;
- Working with the Board to secure relevant speakers for each general meeting of the CCC;
- Working with the Chair of Events to provide appropriate educational material for any CCC event; and
- Supervising the Student Journal Club.
- Events Committee: The Events Committee is responsible for planning and executing events that allow the organization to accomplish its purpose based upon recommendations from the Board and the Membership. The Chair of Events is responsible for leading the efforts of the committee. Typical duties include:
- Soliciting event ideas from the Board and Membership;
- Coordinating the planning and execution of all events; and
- Developing and maintaining awareness of other events that are occurring within the state, relating to cancer and health disparities.
- Chair of Finance: The Chair of Finance is responsible for managing the financial stability of the organization. The Chair of Finance will work with the Board to determine the funding needs of each committee in the form of an annual budget and seek funding sources from the university and outside sources. In collaboration with the Board, the Chair of Finance will seek grant funding as well as monetary and in-kind donation to pursue the work of the CCC The Chair of Finance is responsible for overseeing financial matters for the organization. Typical duties include:
- Initiating good communication with the committees to ensure precise budget planning for projects;
- Maintaining sound financial records, files, and practices including invoices, bills, vouchers, or other documents;
- Managing all checks and deposits and balancing the bank account on a monthly basis;
- Creating reports on a regular and ad hoc basis to keep the board appraised of the organization's financial status;
- Seeking funding and resources including potential donors; and
- Securing nonprofit status and attending to any tax obligations if needed.
- History Committee: The History Committee is responsible for keeping a record of all events and meetings accomplished all the different chapters around the country. The Chair of History is responsible for leading the efforts of the committee. Typical duties include:
- Sending a report to the National Office two times during the first academic year of the chapter's existence (one after six months and then the second one after 12 months from the first day of the chapter's existence) and then once every academic year.
- Recording the history of the chapter of the Collegiate Cancer Council for the purpose of creating a repository of information about the membership, meeting minutes, event calendars, pictures, and accomplishments;
- Promoting use of the information to ease the execution and promote the success of future actions;
- Providing photos for use on the website, in newsletters, and in other promotional publications.
- Consider creating a slide show for the biennial meeting or other promotional events; and
- Collaborating with the Chair of Recruitment to ensure that the information used on promotional materials and the website are updated.
- Recruitment Committee: The Recruitment Committee is responsible for recruiting and retaining an active membership and for communicating with members and potential members regarding CCC events. Notification of events should be made in a timely manner to ensure adequate notice (i.e. 1 week in advance for routine events; 3-4 weeks for special event). This committee is also in charge of planning general membership meetings (i.e. a biennial banquet including members, sponsors, and the councils). The Chair of Recruitment is responsible for leading the efforts of the committee. Typical duties include:
- Seeking new members and processing applications for new members;
- Maintaining a record of member attendance and assessing membership participation on a regular basis;
- Managing communication with the members including the distribution of flyers, telephone calls, and e-mails; and
- Maintaining records of the general membership applications and database.
- Webmaster: The Webmaster is responsible for creating and maintaining the website so that members have easy access to current information on all goals and events of the CCC This position requires knowledge of web design. Typical duties include:
- Obtaining an URL for a website, organizational e-mail address, and LISTSERV from the Information Technology Office at your university;
- Maintaining the CCC website with current information so members have easy access to all events, missions, and goals of the CCC;
- Posting pictures of the various activities, committee meeting minutes, and general meeting minutes; and
- Linking the website to other chapters and coordinating with other chapters to improve communication.
V. Election of Officer
- All Members who have been active in the CCC for 1 year are eligible to be nominated for a position on the Board of Directors. Members interested in being considered for a leadership position should complete an application form. A Nominating Committee composed of the President, Vice President, and 3 At Large Members will review the applications and recommend a slate to the Board of Directors. With approval from the Board of Directors, an election will be conducted with the general membership.
- In order to have a slate of officers in place for the academic year, the following timeline is recommended:
- Members interested in Board positions should submit their applications to the President 3 months prior to the end of the spring term (prior to Spring Break in most schools.)
- The Nominating Committee will review applications, conduct interviews, and propose a slate to the Board of Directors within a month of the application deadline.
- A general election among the Membership will be conducted in person, by email, fax, or mail, or according to the standards established by your campus organization.
- The newly elected Board of Directors will take office at the conclusion of the spring term and last until the end of the spring term the following year.
VI. Membership
- A. Members of the CCC agree to:
- Maintain status as a student (either part-time or full-time), faculty, staff, or alumni of the university.
- Pay an Annual Membership fee (currently $20.00) if financially feasible.
- Attend meetings and events to the best of his or her ability.
- Participate in at least one committee.
- Advance the cause of the organization.
- Adhere to the Student Life policies of the university to the best of his or her ability.
- Abide by the organizational constitution and codes.
