The LJI Postdoctoral Association (LPA) was founded in 2007 to promote the building of community among the approximately 90 Postdoctoral fellows and Research Scientists at LJI. The LPA is focused on addressing serious issues facing Postdocs and Research Scientists at LJI.
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- The mission of the LPA is to improve conditions for Postdoctoral Fellows at LJI by working with Administration and Faculty.
- Primary goals of the Executive Committee (EC) include the following:
- To strive for the professional enrichment and development of Postdocs at LJI.
- To ensure that Postdoctoral salaries and benefits are commensurate with the NIH salary scale and the high cost of living in the San Diego Area.
- To clearly define and communicate the Postdoctoral Fellow status at an institutional level.
- The members of the EC will act as a liaison to the Postdoctoral population at large and represent Postdocs’ interests to the Faculty and Administration of LJI.
- The LPA aims to foster social and professional interactions among Postdocs from all across the Institute.
- All Postdoctoral fellows, defined as individuals carrying a Doctoral degree and conducting research under an LJI faculty member’s supervision, including but not limited to Postdocs with the titles of Postdoctoral Fellow, Scientific Associate, Research Scientist, are recognized as members of the LPA and as such are eligible for membership on the EC.
- The EC will be comprised of a maximum of one member from each laboratory.
- An open call for additional members can be held at any time the total number of members falls below five.
- Regular Members
- The EC will strive to maintain diversity.
- Regular members are appointed by volunteering to participate on the EC and attending more than half of the scheduled meetings.
- If the EC has more volunteers than open slots, new members will be selected by a majority vote of the active members in attendance with consideration given to the current needs of the EC.
- Upon accepting membership in the EC, individuals agree to maintain active membership for a minimum of one year.
- Chair of the EC
- The Chair will be chosen among volunteers from the existing Council membership. The term of the elected Chair will be 1 year. At the end of the 1-year term a new election will be held.
- The Chair will be responsible for setting the agenda of each meeting and facilitating the meetings.
- Additional Officers
- The posts of Treasurer and Secretary will be chosen from among the EC membership. If more than one individual volunteers, the committee will vote on each office.
- All posts will be held for a minimum of one year.
- Special Advisors to the EC
- A Faculty Advisor will be chosen by the Faculty members and approved by the EC.
- EC Members
- Must attend more than half of the scheduled meetings
- Ensure that pertinent information is disseminated to the Postdoctoral population at large
- Communicate concerns to the EC from those Postdocs that they represent
- Inform Postdocs of special events and help organize as needed
- Hold informal meetings with Postdocs as necessary
- The Chair will be responsible for the following:
- Scheduling the monthly meetings.
- Serving as the primary contact for the LJI administration.
- Notification of the EC membership of vacancies on the EC.
- Overseeing the timely appointment and/or election of new members.
- Co-facilitation of scheduled monthly meetings of the EC in accordance with the guidelines herein.
- Serving as the liaisons to Postdoc associations at other Institutes and Universities.
- Approving the meeting minutes.
- Officers of the LPA
- The Treasurer is responsible for managing the LPA budget and will act as a liaison with the Faculty Advisor/Accounting for all financial matters.
- The Treasurer will develop the LPA budget with input from the EC.
- Recording minutes at each EC meeting
- Obtaining approval of the meeting minutes from the Chair.
- Ensuring that information from EC meetings is communicated to all Postdocs. This includes, but is not limited to: to posting approved minutes on the web site, sending approved minutes by email.
- Provide bi-yearly updates for the LJI newsletter
- Maintaining a record of EC meeting attendance, calling the roll if necessary, and determining if quorum is present.
- Faculty Advisor to the EC
- Provide continuity from one LPA EC administration to the next.
- Provide a formal voice for EC at Faculty Meetings.
- Special Advisors do not have voting power within the LPA.
- Appointments to the EC are for a minimum of one year. Members must notify the Chair 2 months prior to the expiration of their term to allow sufficient time for their replacement. This notification should occur at the time of a scheduled EC meeting. Members who are unable to complete their term for any reason should immediately notify the Chair in writing.
- Continued Appointment: To remain in good standing, members must attend more than half of the scheduled monthly meetings. Excused absences should be coordinated with the Chair and preferably in advance.
- Excused absences will not be considered a missed meeting.
- If a member fails to attend 3 meetings in a row, he or she will be notified in writing by the Chair that they are no longer an active member of the EC.
- Resignation of Appointment: If an elected EC officer is unable or unwilling to complete a full years appointment for any reason, he or she may resign by informing the remaining officers of his or her intent. Upon resignation, an email will be circulated to the LJI list requesting nominees for a new appointment. A vote will be taken at the next EC meeting to elect a new officer for the vacated position.
- Termination of Duties: If an elected EC officer is not fulfilling their duties, or conducts in a way that is detrimental to the mission of the EC, a meeting of the remaining elected officers will be held to discuss the issue, and the officer may be requested to resign. If the officer does not resign and it is deemed necessary by the remaining officers that he or she should no longer remain in office, a quorum among the officers will be required to terminate the appointment. Upon termination, an email will be circulated to the LJI list requesting nominees for a new appointment. A vote will be taken at the next Council meeting to elect a new officer for the vacant position.
- Time and Place
- The regular meetings of the EC shall be held once a month in a location to be announced, unless otherwise determined by the EC or the Chair. Meetings will be scheduled for one and a half hours. Unfinished business will be relegated to the next meeting. Members of the Postdoc community are invited to attend and speak at all meetings but are not eligible to vote unless they are members of the EC.
- Greater than half of active members of the EC shall constitute a quorum. A quorum shall be necessary to vote on proposed motions and to amend the EC’s charter.
- Order of Business
- Agendas will be distributed in advance of all scheduled meetings
- Approval of minutes
- Reports of special representatives and standing committees.
- General orders or unfinished business.
- Voting motions shall carry if they receive a majority vote. All members present may vote.
- Determination of topics for the next meeting’s agenda. Additional agenda items can be recommended by any EC member up to the day prior to the next scheduled meeting. Agenda items can be sent to the Chair
- The EC shall review the Charter at least annually to ensure that they remain current.
- The Chair will announce the review period to EC members to allow input from all members
- Proposed changes to the Charter can be made at any time following discussion at a regularly scheduled committee meeting pending the vote of the EC membership
- Proposed changes should be submitted to the Chair and presented for discussion at the next scheduled EC meeting
- All proposed changes will be discussed and approved by a majority vote of the EC members in attend