Untitled Document

UNDERGRADUATE STUDENT GUIDELINES

The University of North Carolina at Chapel Hill

Guidelines for Student Ministry

Mission Statement

The student ministry of Presbyterian Campus Ministry is intended to provide a community of faith and a spiritual home for students attending the University of North Carolina at Chapel Hill . Its goals are both to challenge and to encourage the development of each member’s faith. Its activities include weekly fellowship dinners and faith-based programs, outreach to and service in the local community, participation in University-wide ecumenical events, yearly mission trips, and communication with the partner churches of the UNC Presbyterian Campus Ministry. A campus minister and a team of nine students, here called the Leadership Team, are responsible for managing and running the weekly activities of PCM.

TITLE I – Expectations and Composition of the Leadership Team

Section 100: Expectations

A position on the Leadership Team is a position of service in Christ’s name. This team of nine undergraduate students and one (optional) graduate student representative helps to lead the programming and direction of this campus ministry. The team members should take an active part in the activities of PCM. The team meets every other week during the semester for about two hours and at least twice each year for a planning retreat: an overnight in the summer, and either a day or overnight retreat in January. Each member assumes a primary area of responsibility, which is determined at the end of each Spring Semester. While each leader is responsible for a specific area of work, all leaders share in helping PCM carry out its mission and in helping involve other members of PCM in leadership roles.
The role of the Leadership Team is to:

Facilitate the programming of PCM
Delegate Responsibility
Enable as many members of the body to use their skills (leadership and others) within PCM as much as feasibly possible.
Be responsive to the views and opinions of the PCM body, while ensuring that programming remains consistent with the teachings of the church.

Section 101: The President

Serves as moderator of Leadership Team meetings
Sets meeting times and agendas
Serves as student contact person for PCM (in mailings, etc.)
Either serves on the PCM Board and attends their monthly meetings or delegates a member of PCM to do so.
Delegates special events and responsibilities to members
Keeps and updates President’s Notebook to be passed down each year
Completes application for University recognition annually

Section 102: The Treasurer

Oversees PCM student budget for retreats, conferences, dinners, and special programs.
Collects dinner money, retreat deposits, etc.
Communicates with PCM Board Treasurer
Handles reimbursement and deposits of dinner and retreat expenses
Works with PCM office assistant to balance PCM checkbook and computer finance program
Prepares annual budget request for the Student Government Annual Budget Process and submits to the Office of the Student Body Treasurer (when necessary).

Section 103: Interfaith Council / Campus Outreach

Serves on the Interfaith CMA Student Council
Publicizes campus events at PCM – (e.g., MLK Vigil and Baccalaureate Service)
Builds ties with other campus ministries at UNC and at other schools
Involves PCM with the campus as appropriate
Posts information about campus interfaith events on the PCM bulletin board and/or works with Webmaster to send the information electronically
Coordinates programs in which PCM is reaching out to the UNC community (e.g. special speakers, forums, concerts)
Maintains communication with statewide PCM organizations, including the statewide Presbyterian Collegiate Council.

Section 104: Service

Organizes and publicizes service opportunities and programs

In the past this has included serving breakfast at IFC, Habitat work, tutoring for the Elliot Woods Community at the Church of Reconciliation, fall and spring break service trips, and others as appropriate

Identifies and develops new areas of service in the University and town communities

Section 105: Hospitality

Assures PCM center is set up for programs and dinner, and is cleaned up appropriately. This does not include cleaning the kitchen area, which will be the responsibility of the Kitchen Coordinator.
Meets and greets at the front of PCM and at Sunday Worship (and/or coordinates Worship Greeters and PCM Greeters)
Sets up and takes down “hospitality table”
Keeps track of new/returning PCM members and helps maintain information about them

Note: The best way to do this is to have new members fill out information cards. The information provided through these cards can be passed on the to PCM office assistant to be entered in an electronic database.

Section 106: Kitchen Coordinator

Organizes and assures that there are cooks and clean up persons for weekly dinners
Contacts individuals who are cooking and cleaning with weekly reminders
Stocks lunch closet with snacks and drinks
Stocks paper products such as plates, big cups, and napkins
Regular maintenance of the kitchen including general clean up and organization

Note: Special attention should be paid to making sure the dishwasher is cleaned out and dishes are placed back in the cabinets

Section 107: Historian / Secretary

Responsible for taking pictures and displaying in student center
Responsible for updating and maintaining PCM Scrapbook and bulletin boards
Takes minutes at Leadership Team meetings
E-mails the minutes to Leadership Team members as soon as possible and makes sure the minutes are then posted in the way that is most easily accessible for PCM members to review

Note: It is suggested that they be attached in the next regularly scheduled e-mail sent to the body and/or that they are posted in the PCM student center.

Organizes slide show at the end of the year

Section 108: Newsletter Editor

Oversees Publication of the PCM newsletter, which is published periodically throughout the fall and spring semesters
Distributes information about PCM to partner churches

Communicates with partner churches to put announcements in their bulletins

Collects information about partner churches to inform the PCM body of activities of partner churches

Section 109: Webmaster

Oversees production and maintenance of PCM webpage

Note: Special attention should be paid to transferring this position each year, as the transition can require approval from UNC’s information technology departments

Communicates regularly events and news on PCM listserv

Section 110: Graduate Student Representative (optional)

May be filled by either a graduate student at UNC or an undergraduate who is still attending the University after his or her fourth year
May be appointed at the discretion of the Leadership Team and the campus minister if they decide there is an area of leadership at PCM for which the member would be well-suited
May attend Leadership Team meetings as necessary in a non-voting capacity

Section 111: Campus Minister

The Campus Minister is chosen by a Pastoral Nominating Committee of University Presbyterian Church, called by UPC after a vote of approval of the UPC congregation, and with the concurrence of Presbytery.
The Campus Minister oversees the student ministry of PCM. He or she is responsible for ensuring that PCM’s student programs are spiritually nurturing, are consistent with the tenets of the Presbyterian Church (USA), and encourage the development of leadership skills.

TITLE II – Election Procedures

Section 200: Nominating Committee

A nominating committee will be constructed for the purpose of identifying a slate of candidates for election to the Leadership Team.
Members of the nominating committee will be appointed by the Leadership Team and the Campus Minister during the first Leadership Team meeting in March.
The committee shall consist of two senior Leadership Team members and two other members of the PCM body, with preference given to non-Leadership Team seniors. The Campus Minister will sit on the committee, and one of the senior Leadership Team members shall serve as moderator.
Members of the nominating committee are not eligible to be candidates for election.

Section 201: Nomination Procedure

The committee will strive to identify x +2 candidates for each class (where x is the number of open positions)
If there are not any irregular vacancies on the L-team, then each year one rising senior, one rising junior, and two rising sophomores would be elected through the general election process

1. If there are irregular vacancies, refer to Section 204.

The committee will have at least 10 and no more than 15 school days after being constructed to identify, interview, and present prospective candidates to the PCM body.
The committee will email or contact the PCM body immediately after being created to announce that they have been created and to ask for nominee considerations . The committee will also be given a comprehensive, current list of all undergraduate PCM members, from which to consider nominees.
The committee will present the slate during the first Thursday night program after they have deliberated and come to a final decision. The Campus Minister or his/her designee will also send an email to the Listserv after nominations have been presented to further inform the PCM body of the slate of nominees
Nominations will be taken from the floor on the Thursday night that the nominating committee presents its slate to the PCM body.
Those nominated from the floor must inform the campus minister of his/her consent either when they are nominated or prior to being nominated in order to be included on the final ballot.

Section 202: General Election Procedure

Elections shall be held on the Thursday following the nominating committee’s presentation of nominees.
Ballots shall be printed before 5:30 p.m. EST on the day of general elections.
The names of the nominees shall be listed according to class, and then sorted alphabetically by surname, on the ballots.
The PCM President shall call the Business Meeting to order for the purpose of electing new members to the Leadership Team. The PCM President shall moderate the Business Meeting or designate a member of PCM to do so.
Any UNC student present at PCM on the day of elections shall be entitled to vote in the general election. However, persons who are new to the group or who are unfamiliar with most of the candidates are encouraged not to vote.
Nominees shall not be allowed to make public addresses to the body, nor shall there be public discussion of the candidates.
The Campus Minister, with the assistance of moderator of the nominating committee and any other designees, shall count the ballots and certify the results. Once the results have been certified, the Campus Minister shall announce the results to the body.
The votes shall be counted by preferential balloting.
In the event of a tie, the nominating committee will decide the best course of action.

1. Suggestion: Have the Campus Minister cast a vote to break the tie.

When each PCM member casts a vote, he or she will seal it with the blood of a Dook cheerleader and growl, “Sarah, Denny and Matt are the coolest!”

Section 203: Absentee Voting

An active member of PCM may cast an absentee vote if they know they will be unable to attend the general election.
Absentee votes shall be accepted from the time the final ballot is created and published to the PCM body, until 5:30 p.m. EST on the day of general elections.
Absentee votes shall be sent via email to the Campus Minister.
Absentee voters may submit write-in nominations until 5:30 p.m. EST on the tenth school day after the nominating committee announces its creation. These nominations will be presented as nominations from the floor by the nominating committee along with the final slate.
The Campus Minister shall not accept any absentee vote that is time-stamped by his/her email server as having been sent after 5:30 p.m. EST on the day of general elections.

Section 204: Vacancies

There may arise vacancies in the Leadership Team. These may be either temporary or permanent in nature (e.g., study abroad, stepping down).
A member of the Leadership Team may temporarily vacate his/her office for a period not to exceed one academic year and retain his/her office upon return.
When a member of the Leadership Team temporarily vacates his/her office, a Special Election may be called under the provisions of Section 205 to elect a Fill-In to a term lasting until the vacating member returns, but not to exceed one year.
The Leadership Team and the Campus Minister reserve the right to call a Special Election to fill temporary vacancies; when such vacancies occur, the Leadership Team and the Campus Minister shall discuss whether or not they can absorb the duties of the absent member.
When temporarily absent members return, Fill-Ins vacate the term.
In the case of a permanent vacancy, the vacancy shall be treated differently depending on whether it appears during the fall or spring semester.

If possible, the vacancy should be filled through general election procedures during the spring. In this case, the person elected to fill the vacancy shall hold the position as if he/she was elected normally.
In other cases, a special election shall be called to elect a Fill-In to fill the vacancy until general elections the following spring, at which time a permanent replacement shall be elected (Note: this takes into account the differing compositions of the voting PCM body during the fall and spring semesters).

Section 205: Special Elections

Special Elections may be called when a Leadership Team member temporarily or permanently vacates his/her position. A member elected to the Leadership Team during a Special Election shall serve until the office is resumed by a temporarily absent member.
If the Leadership Team and the Campus Minister feel that the duties of the absent member are too great to be absorbed by the remaining members, then the Leadership Team and the Campus Minister may call a Special Election.
Special Elections are to be held separately from, and if possible, after general elections.
The Leadership Team and the Campus Minister shall serve as the nominating committee for Special Elections.
Fill-Ins shall be given no special treatment in future general elections.
The Special Elections nominating committee will identify the number of positions plus one to be nominated for the Leadership Team vacancies. (For example, if there are two vacancies on the Leadership Team, then three individuals will be nominated).
Members of the vacating member’s class and graduating seniors shall be given preference in choosing a Fill-In.
The Special Elections nominating committee will identify the nominees as quickly as possible and inform the PCM body of the slate. This includes informing PCM members abroad.
The Special Election will be held the Thursday after the Special Elections nominating committee has identified an appropriate number of nominees (making sure to give the PCM body at least five school days before the election).
Ballots shall be printed by 5:30 p.m. EST on the day of the Special Election, at which time any absentee voters must have submitted their ballots to the Campus Minister.
Voting will be done by preferential ballot.
Positions will be decided later by the Campus Minister and the new Leadership Team.

Section 206 – Emergency Provisions

Under circumstances where neither general nor special election is possible to fill a vacancy (e.g., time does not permit), the Leadership Team and the Campus Minister will jointly decide the best course of action.

TITLE III – General Governance

Section 300 – Amending the Guidelines

If a situation arises that these guidelines are inadequate to deal with, the Leadership Team and the Campus Minister may create a committee to recommend changes.
This guidelines committee shall consist of the Campus Minister, two Leadership Team members, and at least two at-large members of the PCM body. Members shall be selected at the discretion of the Campus Minister and the Leadership Team.
The Leadership Team position descriptions laid out in Title I may be amended by the Leadership Team with a simple majority.
The guidelines committee shall meet for as long as necessary to revise and/or rewrite the guidelines. The committee shall recommend a revision to the Leadership Team, which will approve or reject each recommendation by a majority vote.
Before making their recommendations to the Leadership Team, the guidelines committee shall present the suggestions to the PCM body and ask for input.

Section 301: Business Meetings

Business meetings are meetings of the PCM body.
A business meeting may be called for the following purposes:

To announce the slate of nominees for elections and to elect new members to the Leadership Team
To make a special request of the PCM Board
To take action upon non-binding resolutions

The Campus Minister or the PCM President may call a business meeting of the PCM body at any time. At least one week’s notice of the meeting shall be given and its purpose stated.
The Leadership Team may call a business meeting of the PCM body by a 2/3 vote at any time. At least one week’s notice of the meeting shall be given and its purpose stated.
Any member of the PCM body who wishes to have a business meeting called should ask the Campus Minister or the PCM President to do so. The Campus Minister and/or the President may then call a business meeting or defer the decision to the Leadership Team. In this circumstance, a majority vote of the Leadership Team shall be sufficient to call a business meeting.
The Book of Order of the Presbyterian Church, USA, shall guide the procedure of the business meetings.
The PCM president shall moderate all business meetings or designate a member of PCM to do so.

Section 302: Other Provisions

These guidelines shall supercede all previous legislation but shall not supercede the Covenant Agreement and/or By-laws of the PCM Board or the Book of Order of the Presbyterian Church, USA
All Leadership Team meetings are open meetings. Any interested party may attend to observe and comment on the issues discussed there.
The dates and times of Leadership Team meetings shall be announced to the PCM body (e.g., by e-mail, newsletter, announcement, or whatever means seems best).
UNC-Presbyterian Campus Ministry is open to membership without regard to race, color, religion, national origin, disability, age, veteran status, sexual orientation, and gender.
Enrollment and registration as a full-time student at The University of North Carolina at Chapel Hill is required for service on the Leadership Team.

Suggested Procedure:

1. Each person voting shall vote for each nominee listed on the ballot by preference in descending order. If, for example if there are three candidates called Candidate A, Candidate B, and Candidate C, and the voter’s first choice is Candidate B, then voter would place a 1 beside Candidate B. If Candidate C is the voter’s second choice, then the voter would place a 2 beside Candidate C, and finally the voter would place a 3 beside Candidate A. If there are 10 candidates, the voter must rank all 10 in this manner. Improperly marked ballots shall be invalidated and no votes from them shall be counted.

2. Each ballot shall be placed in a stack based upon who is marked as the voter’s first choice.

3. Whichever candidate receives the least number of 1st choice votes shall be removed from consideration and those ballots shall be added to the stack corresponding to each voter’s second choice.

4. Whichever candidate now has the least number of ballots in his stack shall be removed from consideration and those ballots shall be added to the stack corresponding to each voter’s next choice.

5. This process shall be repeated until the number of candidates remaining equals the number of spaces to be filled.

Approved by PCM Board of Directors Spring, 2005