Clinic Vols Constitution and By-Laws

ARTICLE I: NAME & PURPOSE

Section A: Name – The name of this club shall be Clinic Vols.

Section B: Purpose – The purpose of this club shall be:

1. To provide an opportunity to students on campus to volunteer in their local

community

2. To provide support to local school health clinics

3. To expose students to a different culture than what they might have grown up in

4. To give students an opportunity to explore their interests in medicine or

philanthropy

ARTICLE II: MEMBERSHIP & DUES

Section A: Eligibility - Membership is open to all students, faculty, and staff

members where appropriate, regardless of race, color, national origin, religion, sex,
pregnancy, marital status, sexual orientation, gender identity, age, physical or mental
disability, or covered veteran status.
Section B: Training Fees – Training fees shall be $30. This cost can only be reduced
if fundraising efforts allow. When students pay their fees, they will be given a receipt
and their fees will be deposited promptly.

ARTICLE III: OFFICERS

Section A: Eligibility – Officers must be full-time students and be in good academic

standing at the time of appointment and during their time as an officer. A student
may be considered ineligible if the student is on disciplinary probation for violating
any Student Standards of Conduct.

Section B: Executive Board – The executive board shall be a President, Vice-

President, Senior Advisor (as needed), Head Chair, Secretary, Volunteer Service
Coordinator, Head Trainer, Assistant Head Trainer, New Member Coordinator,
Assistant New Member Coordinator, Vol Recruit, and 5K Coordinator.

Section C: Officers – The officers shall be Clinic Chairs and Committee members.

Section D: Eligibility – Officers must have been trained in Clinic Vols in First Aid.
 Section E: Appointing the Executive Board and Officers – The executive board
and officers shall be chosen by the current and future President and Vice-President
through an application and interview process.

Section F: Term – The executive board and officers shall serve for one year and
their term of office shall begin at the commencement of the fall semester. If chosen
by President and Vice-President again, officers my serve more than one year.

Section G: Vacancy – If a vacancy occurs in the office of President, the Vice-

President shall assume the office for the remainder of the term and vacancies in any
other office shall be filled by recommendation from the President and Vice-President.

ARTICLE IV: DUTIES OF OFFICERS

Section A: President – it shall be the duty of the President to:

 Coordinate all activities of the club

 Appoint all executive board and officer positions
 Oversee all club proceedings
 Approve all club expenditures
 Prepare a yearly financial statement for the advisor

Section B: Vice-President – It shall be the duty of the Vice-President to:

 Preside in the absence of the President

 Support the President in any way possible

Section C: Senior Advisor – It shall be the duty of the Senior Advisor to:

 Advise President and Vice-President

 Recommend effective actions based on their past executive experiences
 This position is as needed by the President and Vice-President

Section D: Head Chair – It shall be the duty of the Head Chair to:

 Communicate with and manage all school chairs

 Collect individual school schedules
 Keep track of all needs for supplies of the school clinics
 Receive hours from school chairs each month
 Alert Executive Board of missing hour reports

Section E: Secretary – It shall be the duty of the Secretary to:

  Maintain updated calendar on website
 Send out monthly newsletter
 Work closely with the executive board to keep active members informed via
email and Facebook
 Contact list overhaul at the beginning of each year

Section F: Volunteer Service Coordinator – It shall be the duty of the Volunteer

Service Coordinator to:

 Receive excel document from each school every month with recorded
absences
 Send out warning email to volunteers who have three absences
 Revoke “good standing” status of volunteers with more than three absences
 Record community service hour for each volunteer each semester
 Revoke standing of volunteers who do not complete this hour

Section G: Head Trainer and Assistant Head Trainer – It shall be the duty of the
Head Trainer and Assistant Head Trainer to:

 Organize logistics of the training sessions

 Schedule interested members
 Lead the training sessions
 Delegate teaching responsibilities

Section H: New Member Coordinator and Assistant New Member Coordinator –

It shall be the duty of the New Member Coordinator and Assistant New Member
Coordinator to:

 Instruct initiation of background checks

 Send follow up emails after training session
 Schedule t-shirt and name badge pickup after background checks have cleared

Section I: Vol Recruit – It shall be the duty of the Vol Recruit to:

 Coordinate summer orientation showcase

 Promote Clinic Vols at Welcome Week
 Communicate with interested members
 Increase awareness of Clinic Vols around campus

Section J: 5K Coordinator – It shall be the duty of the 5K Coordinator to:

  Coordinate with Race Day Events to establish new race date
 Advertise to club members, student body, and Knoxville community
 Raise money to pay for club expenses and Red Cross donations
 Organize and delegate to 5K committee members
 Schedule meeting with committee as needed

Section K: School Chairs – It shall be the duty of the School Chairs to pick between
two duties:

 Hours and Attendance

o Report hours and attendance
o Send data each month to Head Chair and Vol Service Coordinator
 Scheduling
o Make schedule for each semester
 Remind previous volunteers to fill out scheduling request form
each semester
o Send new volunteers school orientation email

ARTICLE V: MEETINGS

Section A: Meetings – New volunteers will meet for first aid training, filling out
background checks, and badge and t-shirt pickup. The Executive Board will meet
monthly. Officers will meet twice a semester. Committees will meet on an as-needed
basis. There are no regular meetings for all members.

Section B: Special Meeting – Special meetings may be called by the President.

ARTICLE VI: EXECUTIVE BOARD

Section A: Responsibility – Management of this club shall be vested in an

Executive Board responsible to the entire membership to uphold these bylaws.

Section B: Membership – This board shall consist of the President, Vice-President,

Senior Advisor (as needed), Head Chair, Secretary, Volunteer Service Coordinator,
Head Trainer, Assistant Head Trainer, New Member Coordinator, Assistant New
Member Coordinator, Vol Recruit, and 5K Coordinator. The faculty advisor will help
in making important decisions in the club.

Section C: Meetings – This board shall meet once a month to oversee the
functioning of the club.

ARTICLE VII: ADVISOR

Section A: Selection – There shall be a faculty/staff advisor who is always the
faculty advisor, unless he cannot perform his duties.

Section B: Duties – The responsibilities of the faculty advisor shall be to:

 Maintain an awareness of the activities and programs sponsored by the student

club
 Meet on a regular basis with the leader of the student club to discuss upcoming
meetings, long range plans, goals, and problems of the club
 Explain and clarify campus policy and procedures that apply to the club.
 Maintain contact with the Center for Student Engagement
 Inform club members of those factors that constitute unacceptable behavior on
the part of the club members, and the possible consequence of said behaviors
 Keep MOUs with East Tennessee Children’s Hospital, Knox County Schools,
and the University of Tennessee up-to-date
 Notify the Clinic Vols Executive Board of cleared background checks

ARTICLE VIII: COMMITTEES

Section A: 5K Committee – A committee will be appointed by the President, Vice-

President to assist the 5K Coordinator in organizing and volunteering at the annual
5K.

Section B: Training Committee – The committee will be appointed by the President

and Vice-President to assist the Head Trainer in organizing and teaching the training
sessions. This committee will be trained by East Tennessee Children’s Hospital prior
to teaching the class.

ARTICLE IX: AMENDMENTS

Section A: Selection – These bylaws may be amended by the President and Vice-
President. If needed, the faculty advisor will give direction.

Section B: Notice – All members shall receive notice of the amendment.

ARTICLE X: SPONSORSHIP

Section A: First Aid Training – First Aid Training for all Clinic Vols members will be
directed by East Tennessee Children’s Hospital. The Head Trainer, Assistant Head
Trainer, and all Trainers must be trained by a designated person from East
Tennessee Children’s Hospital. First Aid Training and Instructor First Aid Training is
valid throughout a student’s college career.
Section B: Monetary Sponsorship – Clinic Vols will not receive monetary
sponsorship from East Tennessee Children’s Hospital.

Section C: MOU – An MOU will exist between the University of Tennessee and East
Tennessee Children’s Hospital and between Knox County Schools and East
Tennessee Children’s Hospital.

Section D: Disposition of Funds – In the event of the dissolution of Clinic Vols,

East Tennessee Children’s Hospital will receive all remaining funds belonging to
Clinic Vols as a donation.

ARTICLE XI: MEMBERS

Section A: Membership Retention – To keep membership in Clinic Vols, members

must:

 Volunteer 1 hour per week in the clinic

 Have less than 3 absences from volunteering for one semester
 Send any absence requests to the school chair to be approved prior to
volunteer time slot
 Have one hour of Clinic Vols approved community service each semester