Mission Statement and ByLaws

1. Mission Statement

The Yale Postgraduate Association (YPGA) seeks to enhance the postgraduate experience by fostering a supportive environment for postgraduate trainees, during a transitional phase of their careers. Through professional development and social initiatives, the YPGA is dedicated to create a dynamic community that nurtures the holistic growth of all postgraduate trainees and research assistants towards achieving their career goals. Our commitment to excellence is reflected in the following strategies that drive our mission:

Advocate for the rights and needs of postgraduates by acting as a reliable liaison between the postgraduate community, the Office for Postdoctoral Affairs (OPA) Yale University.
Strengthen the skill sets of postgraduates through the development of a comprehensive professional development program that is defined by a dynamic blend of engaging workshops, compelling science communication series, tailored mentorship programs, and networking opportunities.
Champion a culture of inclusivity and diversity by celebrating the unique backgrounds and perspectives of all postgraduates at Yale University. The YPGA promotes the inclusion of all postgraduates irrespective of race, ethnicity, sex, sexual orientation, gender identity, age, disability, nationality, religion, socioeconomic, family, or marital status across all disciplines at Yale.
Build a sense of belonging by fostering meaningful connections, and develop a highly collaborative and interpersonal community of trainees.
Disseminate vital information to the postgraduate community via an extensive array of communication platforms and ensure that crucial updates, resources, and opportunities are readily accessible to all in the community.

Bylaws

2. Membership

The YPGA extends membership to all individuals holding the titles of Postgraduate Associate, Postgraduate Fellow (hereafter referred to as postgrads), and Research Assistant (hereafter referred to as RAs) at Yale University. Consequently, YPGA membership is automatically conferred upon all eligible postgrads and RAs currently at Yale University. Individuals holding equivalent positions may also be considered for YPGA membership on an individual basis. To ensure a harmonious and respectful environment, all YPGA members are expected to adhere to the YPGA Code of Conduct as outlined in section 9 when engaging in YPGA events and activities.

3. Organization

(A) Executive Board Structure

The YPGA is governed by an elected board of postgraduate trainees, referred to as the E-Board. The E-Board is tasked with overseeing the creation and execution of initiatives in alignment with the mission of the YPGA. The structure of the E-Board, in order of hierarchy, is as follows:

Office of Postdoctoral Affairs (OPA) Advisory Board
Presidents (two elected trainees)
Vice-Presidents (VP) (two elected trainees for each committee)

The YPGA E-Board stays in office for a duration of six months, and VP positions may be extended an additional six months upon the discretion of the Presidents.

(B) Committee Structure

Each elected VP is tasked with leading an individual committee, setting goals and objectives, and ensuring that they are met. The YPGA is composed of seven constituent committees, as follows:

Advocacy & DEI
Community Service
Finance
Professional Development
Programming
Public Relations
Symposium

Committees may be further subdivided as follows:

Vice Presidents
Directors
Managers
Any other titles that may seem appropriate

(C) Changes in the organizational structure

The YPGA Presidents and/or VP’s may deem it necessary to modify the organizational structure under extenuating circumstances. A general process is provided below:

Two or more committees may merge, provided their missions are consolidated and the name of the new committee is appropriately adjusted. Any changes to the YPGA structure must be made with the primary goal of ensuring sustainability in managing the YPGA.
Temporary and ad hoc positions can take the form of commissions, consultants, proxies, or assignees as determined by the E-Board.
Temporary subcommittees can be formed to oversee special activities, given there is sufficient oversight from the VP of the hosting committee.
- Subcommittees may designate lead organizers who oversee activities and provide updates on behalf of the subcommittee; however, sub-committee leaders are not considered members of the E-Board.
- Subcommittees shall be featured on the YPGA webpage.
Temporary subcommittees can be elevated to the status of an independent committee within the YPGA structure if their activities are likely to continue indefinitely or have substantially diverged from the mission of the hosting committee. Any decision to establish a new committee must be based on careful assessment of the overlap in mission and committee members. Proposals for new committees must be formally announced during an E-Board Meeting. A majority vote would determine the formal creation.

4. Committee Expectations

(A) Committee expectations

Formal recognition of committee membership will be acknowledged on the YPGA website to individuals who have made substantial contributions to the committee. This acknowledgement is contingent upon active participation in committee meetings and the fulfillment of expectations outlined by the VPs, such as assuming responsibilities, engaging in constructive discussions, and actively contributing to event planning and execution.

Upon reaching this requisite level of engagement, the VPs are responsible for submitting a request to the Public Relations committee for the addition of the individual to the committee webpage. VPs should conduct a review of their committee members every 6 months (coinciding with the election cycles) and promptly remove any inactive members from the roster.

(B) E-Board Code of Engagement

Committee VP’s are required to attend all biweekly E-Board meetings as scheduled by the Presidents, unless extenuating circumstances arise.
Each newly elected VP is required to complete a “Committee Agreement” form, which details committee goals, actionable plans, and associated timelines. Assessment of the VP’s level of engagement and initiative are conducted relative to the goals set out on this document.
Committee VPs are strongly encouraged to review their goals, maintain regular communication with the OPA advisory board, and effectively delegate tasks among committee members in order to ensure the successful operation and management of their respective committees. Failure to demonstrate effort in achieving their designated goals and/or failure to communicate promptly on YPGA business will result in the implementation of disciplinary measures outlined below.
The VPs are responsible for documenting, distributing (to committee members), and archiving accurate records of committee meetings and proceedings. The YPGA’s online repository serves as the designated long-term storage for all committee-related information. It is imperative for E-Board members to maintain a transition document, highlighting all initiatives that they have carried out, any contacts they have established, and a general process for subsequent VPs to follow.

(C) Disciplinary Actions

Failure to attend three consecutive E-Board meetings (equating to 1.5 months of inactivity) without providing updates on the committee’s progress will prompt a disciplinary meeting with the Presidents and the OPA advisory board.
A general lack of initiative and/or contributions towards the committee, as deemed by the Presidents and outlined above, will result in a disciplinary meeting.
During the disciplinary meeting, the VP will be given the opportunity to voice their reason for lack of commitment towards the committee. An open discussion on strategies for improvement will be initiated.
The President’s reserve the option to request the individual to step down from the VP position if no improvement is observed. A unanimous decision from the Presidents and the OPA advisory board will culminate in the final termination of the individual from the VP position.

5. Committee Descriptions

(A) Presidents

The Presidents of the YPGA drive the mission and vision of the YPGA in collaboration with the E-Board and hold the final say in decisions pertaining to the YPGA. The responsibilities of the YPGA Presidents encompass the following key areas:

Coordinate the scheduling of YPGA Open Forums and ensure timely dissemination of meeting agendas to the YPGA community.
Forge effective collaboration between the YPGA and key entities and organizations at Yale (including the Provost’s Office and the OPA).
Foster active engagement and collaboration among members of the E-Board.
1. Promote a cohesive working environment.
2. Arrange and oversee bi-weekly YPGA E-Board Meetings.
3. Ensure the smooth conduct of essential organizational decision-making processes.
4. Provide oversight, when necessary, of committee activities and their respective VPs.
5. Offer guidance and support to facilitate successful execution of VP responsibilities.
Promote an environment of open dialogue and proactive problem-solving.
Manage the YPGA email address by promptly responding to emails or directing them to the appropriate YPGA committee for timely resolution.
Foster transparency and effective communication with the wider postgraduate community to encourage active participation.
Conduct meetings with relevant committee VPs as and when required to ensure coordination and alignment of organizational objectives.
Facilitate the scheduling of the E-Board Bylaws Meeting to review and amend the Mission/Bylaws of the YPGA.
1. Encourage continual improvement and alignment with the YPGA’s evolving goals and vision.

(B) Advocacy & DEI

The Advocacy & DEI plays a pivotal role in establishing an inclusive and supportive YPGA community at Yale University, advocating for postgrads/RAs who hold marginalized identities. The Advocacy & DEI Committee values diversity in all forms, whether it be gender, race, ethnicity, national origin, age, sexual orientation or identity, education, or ability. Grounded in these core values of diversity and inclusivity, committee members aim to center and amplify marginalized voices. To this end, the responsibilities of the Advocacy & DEI Committee are as follows:

Identify underrepresented groups within the Yale University community and actively educate the broader community about the challenges faced by these marginalized groups.
Recruit committee members to serve as advocates for marginalized members within the YPGA (including but not limited to postgrads of color, LGBTQIA+, parents) or to advocate for specific issues (such as mental health, visas, humanitarian causes).
Establish a welcoming and inclusive space for all that promotes a sense of community, engagement, and belonging at Yale University.
Build and sustain a diverse community empowered through advocacy and support.
Identify solutions for issues encountered by postgrads/RAs at Yale University, such as working environment, affordable and safe housing, health insurance, and fair wages.
Conceptualize YPGA events that celebrate diversity and inclusion of all postgrads within Yale University.
1. Collaborate with the Public Relations committee to publicize these events and ensure broad participation.
Maintain strong relationships with key campus entities, including the Office for Postdoctoral Affairs (OPA), the Office of Diversity, Equity & Inclusion (ODEI), and the Office of Institutional Equity & Accessibility (OIEA), in order to represent postgrad/RA needs and to facilitate meaningful action for underrepresented postgrads at Yale University.
Serve as a primary point of contact and establish networks with relevant departmental offices, groups, and individuals who may be suitable collaborations for the committee.
Communicate relevant on-campus and off-campus events that support and celebrate a diverse Yale University/New Haven community.
Curate a comprehensive collection of on-campus and off-campus resources to empower the postgrad community, particularly members of underrepresented groups, individuals with disabilities, and those facing discrimination or harassment.
Maintain and update a repository of Diversity, Equity, and Inclusion (DEI) resources accessible to the broader postgrad community.
Host a diverse range of events, including speakers’ series, discussions, film viewings, and workshops centered around themes of DEI.
Support local activism and social justice initiatives within the New Haven community.
1. Reflect the YPGA’s commitment to fostering positive social change beyond the university campus.

(C) Community Service

The Community Service committee plays an important role in orchestrating a substantial and lasting positive influence within our local community. With a focus on meaningful engagement, the Community Service committee endeavors to provide postgrads with avenues to dedicate their time through volunteering and fundraising. Community Service committee members are committed to effecting proactive advocacy, prompt responses, and resolution of pertinent matters not only within our immediate locality but also on a broader scale. This mission is fortified by the committee’s active involvement within the dynamic postgrad community. Therefore, the responsibilities of the Community Service Committee are as follows:

Conduct round table discussions to identify key initiatives that the YPGA and the broader postgrad community can contribute to.
1. Implement a collaborative approach towards community engagement and improvement.
Tap into fundraising events within the Yale University/New Haven community.
Develop long-lasting and productive relationships with volunteer organizations within the New Haven county.
1. Foster a robust and sustainable network for community support and development.
Curate an exhaustive list of on-campus and off-campus resources that cater to the interests of the postgrad community.
1. Provide valuable guidance and information for those seeking meaningful volunteering opportunities for community service.
Forge partnerships with local community stakeholders, nonprofits, and advocacy groups to develop collaborative initiatives that address critical community needs and promote positive social change.
Coordinate and lead community service projects that foster collaboration and inclusivity.
Promote a culture of service and civic engagement within the YPGA and the broader Yale University.
1. Emphasize the value of active participation as essential components of responsible citizenship and community building.
Regularly assess the impact of community service initiatives and events.
1. Collect feedback to continuously improve and expand the scope of the committee’s efforts.
Provide guidance and support to postgrads interested in organizing their own community service projects.
1. Nurture a culture of empowerment and initiative within the postgraduate community.

(D) Finance

The Finance committee plays an essential role in the meticulous management of YPGA funds by strategically allocating resources amongst the organization’s seven constituent committees. The Finance committee’s mandate encompasses the judicious allocation of these funds as well as the cultivation of financial resources from both internal and external entities. This strategic endeavor is geared towards empowering the committees to effectively realize their objectives and advance the interests of the postgrad community. Therefore, the responsibilities of the Finance committee are as follows:

Collaborate closely with the VPs of all existing committees to develop a comprehensive budget spending plan at the outset of the fiscal year .
1. Ensure effective financial planning and resource allocation aligned with the goals and initiatives of each committee.
Document thoroughly any sponsorship received and maintain detailed records of all financial contributions to the YPGA.
1. Foster transparency and accountability in all financial transactions.
Adhere to and uphold Yale fundraising regulations and the common communications code of conduct.
1. Ensure strict compliance with all pertinent financial guidelines and ethical standards.
Monitor the usage of the purchasing card between the OPA and YPGA event organizers.
1. Facilitate seamless financial tracking and accountability.
Request financial reports and verify that all expenses and receipts are accurately accounted for and synchronized with the OPA.
Prepare a budget proposal for the Presidents to use in securing institutional support for the YPGA for the upcoming fiscal year.
1. Emphasize the organization’s strategic priorities and financial requirements.
Draft and maintain a running budget plan and record money allocation of funds among the E-Board.
1. Verify effective use of financial resources in support of the YPGA’s overarching mission and objectives.
Intermediate the purchase and sale of official YPGA Merchandise, consistently adhering in accordance with the Yale Trademark Licensing guidelines and regulations.

(E) Professional Development

The Professional Development committee plays a crucial role in facilitating the professional growth and career advancement of postgrads, whether that is aspiring to pursue academia or industry, by promoting an open space for scientific learning and networking. The Professional Development committee aims to provide comprehensive support for pre-med and pre-PhD students throughout their application journey, offering workshops, tutoring, and personalized mentorship. The committee is dedicated to creating opportunities that foster invaluable connections and provide essential support for the professional development of all postgrads at Yale University. To this end, the responsibilities of the Professional Development committee are as follows:

Organize YPGA events tailored to mentorship and professional development and collaborate closely with the Interdepartmental Communications committee to effectively advertise these events and maximize participation.
1. Facilitate biweekly postgraduate research talks, offer one-on-one mentoring support, conduct graduate/medical school workshops, provide tutoring sessions, and host speakers and panel discussions centered around alternative career paths for postgrads.
Ensure that postgrads are informed about available mentorship and professional development opportunities and resources hosted by on-campus and off-campus organizations.
1. Foster a holistic approach to professional growth and career advancement.
Establish strong collaborative partnerships with other professional development organizations on campus to co-host events that cater to the interests of postgrads.
1. Promote a vibrant and supportive professional network within the university community.
Curate a comprehensive hub of resources designed to support the professional development of postgrads.
1. Provide easy access to essential tools, guidance, and information to facilitate their career advancement and educational pursuits.
Build meaningful relationships with external organizations to create diverse and enriching opportunities for YPGA members.
1. Promote access to a wide range of resources beyond the university’s campus.

(F) Programming

The Programming committee plays a vital role in promoting and cultivating a sense of community and belonging among Yale postgrads. The Programming committee aims to boost postgrad morale and social well-being by creating a safe and fun space for postgrads to connect and form meaningful relationships. To this end, the responsibilities of the Programming committee are as follows:

Enhance the overall quality of life for postgrads and elevate their visibility within the Yale University community.
1. Ensure that their needs and interests are well-represented and supported.
Strategically plan a diverse range of both social and educational events.
1. Foster opportunities for postgrads to engage in meaningful and enriching activities that contribute to their personal and professional development.
Expand and diversify the array of social events offered to postgrads.
1. Ensure that there is a selection of activities that cater to a wide range of interests and preferences within the postgraduate community.
Collaborate closely with other committees to host events that promote the respective missions and goals of each committee.
1. Encourage cross-committee engagement and collaboration.
Proactively engage with the general members of the YPGA to gather ideas and suggestions for events.
1. Ensure that the Programming committee’s initiatives are reflective of the diverse and evolving needs and interests of the postgraduate community.

(G) Public Relations

The Public Relations committee plays a key role in enhancing the visibility and impact of the YPGA both on and off-campus by utilizing various media platforms to compile and disseminate valuable resources for current and prospective postgrads. Through effective communication strategies, the committee strives to bring the postgrad community together and keep postgrads well-informed about the latest news and events on campus. With this in mind, the responsibilities of the Public Relations committee are as follows:

Collaborate closely with committee VPs to design and distribute compelling flyers that effectively promote YPGA events and other relevant activities for the postgrad/RA community.
Spearhead the expansion of the current YPGA official website.
1. Ensure that it serves as a user-friendly resource hub for all postgrads and provides access to vital information and updates.
Establish a regular postgrad newsletter that delivers timely updates and valuable insights to the postgraduate community.
1. Establish a strong sense of engagement and connection among its members.
Implement a uniform branding scheme for the YPGA.
1. Create a consistent and recognizable visual identity across all communication channels and platforms.
Work in close collaboration with the OPA to effectively promote the YPGA within the postgrad community.
Assist the YPGA Presidents in facilitating internal communications within the E-Board.
Manage the YPGA email address and ensure timely responses to incoming emails or direct inquiries to the appropriate YPGA committee for prompt resolution.
Oversee communications with YPGA members via direct emails.
Uphold the privacy of postgrads within the scope of its responsibilities while ensuring maximum transparency regarding the usage of data and information.
Promote the mission and values of the YPGA to internal and external communities within and beyond Yale University.
1. Foster greater awareness and support for the organization’s initiatives and objectives.
Manage all of the YPGA’s social media platforms.
1. Maintain a consistent and engaging online presence that effectively communicates the organization’s mission and activities to a broader audience.
Supervise and administer the YPGA’s YaleConnect group.
1. Facilitate the approval of new members and provide support to committees in leveraging this platform for effective communication.
Act as a liaison that sustains productive dialogues and represents the needs of postgrads within the organization and the broader community.
Facilitate the organization of events and ensure that postgrads/RAs are well-informed about available opportunities, resources, and initiatives that contribute to their overall experience at Yale University.

(H) Symposium

The Symposium committee plays a major role in creating a collaborative atmosphere across various academic and research fields by encouraging postgrads to share their research and providing a formal platform for networking among the postgraduate community. With the aim of establishing a vibrant space for professional growth, the Symposium committee takes on the following responsibilities:

Strategically plan and execute the annual YPGA symposium.
1. Ensuring that it serves as a dynamic and enriching forum for postgrads to showcase their research and scholarly contributions.
Promote an inclusive and diverse environment for the exchange of ideas and insights across different academic disciplines and research areas.
Facilitate meaningful interactions among researchers from various fields within Yale University.
1. Promote interdisciplinary dialogue and collaboration that contribute to a holistic understanding of key research themes.
Widely advertise all symposium-related materials across the university.
1. Encourage active participation of all postgrads and enhance the visibility of postgraduates’ research contributions within the university community.
Provide comprehensive guidance to participants in preparing abstracts and presentations.
1. Offer valuable resources and mentorship to assist postgrads in refining their work for presentation and discussion with an engaged audience.
Include a diverse range of presentations that represent a broad spectrum of departments and research areas.
1. Ensure equitable representation across various academic disciplines.
Form subcommittees to oversee the equitable distribution of work and to ensure a transparent and fair evaluation process for abstracts, talks, and poster presentations.
1. Foster a rigorous and inclusive selection process that highlights the best of postgraduate research at Yale University.

6. Statements

The drafting of the YPGA Bylaws has been influenced by the exemplary bylaws of the Yale Postdoctoral Association (YPA). We extend our gratitude to the YPA and the OPA for their valuable inspiration and guidance in this process.

The Office for Postdoctoral Affairs (OPA) and the YPGA are committed to ensuring an enriching and worthwhile research experience for all postgrads/RAs at Yale University. If you encounter any challenges or have any concerns regarding your lab environment or working conditions, we encourage you to reach out to either of the YPGA Presidents. Your well-being is of utmost importance to us, and we are here to provide you with the necessary support throughout your journey at Yale University. The YPGA and the OPA have established resources in place to address your concerns effectively and to guide you through the appropriate steps towards a resolution. We remain dedicated to fostering a supportive environment for your academic and professional growth at Yale University.

7. Meetings

(A) Open Forums

Open forums are an opportunity for the YPGA as an organization to showcase its goals and objectives, with a thorough display of initiatives undertaken by its constituent committees. These meetings serve to increase the visibility of the YPGA, while promoting active engagement with the community. The primary objectives of open forums are:

Addressing any pertinent business of the YPGA that necessitates direct engagement.
Showcasing the planning and implementation of YPGA activities to the broader Yale postgrad/RA community.
Providing a platform for members of the Yale postgrad/RA community to express their viewpoints and engage constructively with the YPGA.

In general, Open Forums shall be organized with the following points in mind:

The YPGA Open Forums should be open to all postgraduate trainees and RAs
Meetings should be held semiannually at a minimum.
Administrative details, including the agenda, date, and location of the forum should be disseminated at least one month prior to the meeting date.
Each open forum should allocate a designated period at the conclusion of the agenda to encourage questions and feedback from the broader postgraduate community.
E-Board members are strongly encouraged to motivate members of their respective YPGA committees to attend and actively contribute to discussions during the YPGA Open Forums.
Open forums should be planned near election cycles or postgrad weeks for optimal participation.
- Postgraduate Week is an initiative established to foster a productive and memorable on-boarding experience for postgraduate trainees, providing an opportunity for postgrads to integrate into the Yale community. In general, the following points should be kept in mind when planning for future postgraduate weeks:
  - Postgraduate weeks are held two times a year, corresponding to the dates where the majority of trainees enter Yale (i.e. summer/winter).
  - Postgraduate weeks generally begin with orientations hosted by the OPA.
  - Each constituent committee of the YPGA is expected to host an individual event to welcome new (and old) trainees.
  - Each committee must place emphasis on promoting the YPGA and their committee, including a call for participation in the committee’s initiatives.
  - Events may take the form of professional development initiatives and/or social initiatives. Ideally, events including elements of professional development, community building, and diversity & inclusion initiatives, are preferred. Past examples include mentorship mixers, E-Board happy hours, and Heidi meet and greets.

(B) E-Board Bylaws Meeting

The YPGA Executive Board Bylaws Meeting will be held annually, to review and amend the mission and bylaws of the YPGA. The meeting will be scheduled by YPGA Presidents and attended by E-Board members. Both VPs of each committee are required to attend.

Meetings should follow the general procedure outlined below:

In preparation for the Bylaws Board Meeting, E-Board members shall propose amendments to the YPGA mission statement and/or bylaws.
The YPGA Presidents shall collect and consolidate these amendments. A non-editable version with all changes tracked will be circulated among E-Board members at least two weeks in advance of the YPGA Executive Board Bylaws Meeting.
Co-VPs shall create a meeting agenda outlining all proposed changes. During the meeting, each proposed change will be discussed, approved or rejected by E-Board members.
Following the formal meeting, the YPGA Presidents will implement all approved changes and subsequently distribute a revised copy of the bylaws to E-Board members within one week of the meeting. The finalized amendments are subject to affirmation by a majority of the E-Board through a formally conducted written or electronic vote.

(C) E-Board Meetings

The YPGA E-Board meetings serve as the primary method of communicating progress of the YPGA’s constituent committees, establishing a platform for open feedback, and providing an opportunity for committee VPs to forge collaborations between committees. In general, the YPGA E-Board meetings shall abide by the following rules:

The YPGA E-Board meetings shall be held biweekly to discuss the ongoing planning and operations of the YPGA.
Only E-Board Members shall attend the meetings.
Meetings shall be scheduled by the YPGA Presidents in consideration of E-Board member availability. Concerns regarding availability should be raised at the time scheduling is being discussed.
Meetings shall be attended by at least one VP of each YPGA committee; however, no single VP shall miss more than three consecutive meetings.
In preparation for each E-Board Meeting, E-Board members shall propose new ideas and provide updates on the progress of their respective committee’s goals, plans, and action steps. To facilitate a structured and productive discussion, committee VPs shall be tasked with consolidating a comprehensive meeting agenda on a shared platform, such as a deck of slides, which shall be subsequently reviewed and deliberated upon by the YPGA Presidents during each E-Board Meeting. This process ensures that all relevant topics and updates are thoroughly addressed and discussed, fostering effective communication among E-Board members.

(D) Committee Meetings

Individual committee meetings shall be held at the discretion of committee VPs; however, it is highly encouraged that committees meet at least once a month.

8. Elections

The elected positions of the E-Board shall be the co-Presidents and the co-VPs of all seven constituent committees: Advocacy & DEI, Community Service, Finance, Professional Development, Programming, Public Relations, and Symposium.
The YPGA Presidents shall announce the open VP positions at least a month prior to the official release date of the YPGA E-Board Application. The procedures described here regarding voting will be uniformly followed regardless of the number of Candidate VPs, guaranteeing fairness and consistency in the electoral process.

(A) Candidacy & Voting Process

Interested trainees will be provided with a leadership application form, at least one month prior to the election date.
The application shall include a concise biography and a statement of interest/purpose, in addition to questions deemed necessary to form an effective leadership board.
Applications will be reviewed by the YPGA Presidents & E-Board, and selected applicants will be invited to introduce themselves and their aspirations as the next candidate VPs during a scheduled open forum. Further, responses to the questions will be disseminated to the postgrad/RA community for informed voting.
Formal elections shall be scheduled to take place during the first week of December for mandates commencing in January and during the first week of June for mandates commencing in July, as part of an open forum.
Upon the commencement of candidate speeches, voting details will be distributed to the postgraduate community.
Each postgrad/RA will have the opportunity to cast a single vote, and the voting process will be recorded anonymously through an online voting system. Access to this system will be restricted to the current Presidents and Public Relations VPs, ensuring the confidentiality and integrity of the voting process. The voting polls will remain open for a duration of two full days (48 hours) to provide ample time for all eligible voters to participate. The election results will be shared with the postgrad/RA community following the closure of the polls.
Only individuals holding the titles of Postgraduate Associate, Postgraduate Fellow, and Research Assistant are eligible to vote.
Communication regarding the election process will be conveyed through the YPGA newsletter and a dedicated email sent by the OPA to all postgrads and RAs.

For each vacancy, the candidate VP with the highest number of votes will be selected as the new YPGA co-President or VP for the respective committee. In the event of a tie, a majority vote of the current E-Board members will be conducted to determine the successful candidate.

(B) Eligibility

Members of the YPGA who possess previous leadership experience or express a desire to cultivate their leadership skills are eligible to stand for the VP positions.
An exception is enforced for co-President positions, where active participation as part of a YPGA committee is strongly recommended for a minimum period of six months.

(C) Vacancy

Vacancies in the E-Board may arise in the following unforeseen situations:

At the time of elections, where there are no candidates for the open positions.
If a committee VP voluntarily steps down from their role, or is asked to step down following a disciplinary hearing.

In these circumstances, the YPGA Presidents will:

Promptly announce the vacancy no later than one month after learning of its existence
Openings will be communicated by the Public Relations committee, ensuring the vacancy is acknowledged by the YPGA community.
Interested candidates will be interviewed by the YPGA presidents and the co-VP of the committee to which they express their candidacy (if co-VP position stands).
The approval of nominated candidates shall be determined through a timely decision made during the biweekly E-Board meeting via a majority vote among the current E-Board members.
It is imperative that candidate co-Presidents or VPs commit to serving the entirety of their six-month term and showcase significant contributions to the YPGA during their tenure. This commitment ensures stability within the leadership structure and the effective realization of the YPGA’s overarching goals and mission. Deviations will result in disciplinary actions, ultimately leading to final requests to step down from their roles.

(D) Internal Nominations

In the event of unexpected vacancies, members of each committee shall have the opportunity to nominate an internal candidate within their committee for official approval of the E-Board before an official announcement goes out to the broader YPGA community. Each committee member shall have the right to vote for a nomination, casting their support for a single candidate through a majority vote in elections organized by the committee VP’s. These elections will be conducted using a secret ballot, either during a committee meeting or through an online platform, to ensure the confidentiality of each vote.

The candidate with the highest number of votes, determined by a simple plurality, will be declared the winner. In the instance of a tie, the candidate with the most seniority, as determined by their attendance and active engagement in committee meetings, will be automatically selected for nomination.

Committees are required to submit their nomination of a single candidate to the YPGA Presidents via email no later than one week before the scheduled approval vote. In this email, committees should provide a detailed description of their nomination process and justifications for their chosen candidate to facilitate a clear understanding of the decision-making process for the YPGA Presidents.

(E) Approval

The YPGA E-Board will conduct a formal approval process for nominated candidates of each open position through a structured vote. This voting procedure shall be carried out during a designated E-Board meeting or facilitated through an appropriate online platform.

Every postgrad/RA is eligible to serve as YPGA co-President or VP provided that they intend, to the best of their knowledge, to remain an E-Board member for the entire duration of their standard six-month term. A VP may extend their term in the same position on the E-Board up to a maximum of twelve months. Current VPs may step down to run for a VP position of a different committee at the end of their term.

9. Code of Conduct for YPGA Members

The YPGA is dedicated to providing a professional and welcoming environment that promotes diversity, equity, inclusion, and the free expression of creativity and ideas. All YPGA members and event attendees are expected to adhere to the following Code of Conduct to ensure a safe and positive environment for all. This Code of Conduct is designed to endorse inclusion, protect diversity, and encourage the free expression of ideas. No part of this code shall be construed in such a way as to limit the good faith debate or expression of ideas, even when controversial.

The YPGA leadership will ensure that all views are respected and considered while conducting YPGA affairs, regardless of personal identity, tenure as a postgrad, or length of active participation in the YPGA. Any YPGA member or event attendee is encouraged to bring forth concerns regarding this Code of Conduct or any other YPGA matter to the YPGA leadership.

Participation in YPGA events should be rewarding and fulfilling for all attendees. Therefore, any form of harassment is not tolerated and strictly prohibited. Harassment is defined by Yale as subjecting an individual/s to objectively offensive, unwelcome conduct when such conduct (i) is severe, persistent, or pervasive and (ii) has the purpose or effect of unreasonably interfering with the individual’s work, academic performance, or participation in YPGA activities, or creating a hostile environment. Harassment can manifest in various ways, including but not limited to:

Offensive comments on career trajectory, research subject, gender, gender identity and expression, sexual orientation, age, disability, physical appearance, body size, race, religion (or lack thereof), or national origin
Intimidation or physical/verbal abuse of any kind
Dismissing the needs of any individual or group of postgrads/RAs, or prioritizing any individual or group at the expense of the broader postgraduate community
Unwelcome sexual attention, including but not limited to: sexist or sexualized comments or jokes, displaying sexually explicit material in public spaces or direct messages, inappropriate touching, groping, or sexual advances.
Stalking, following, unwelcome or surreptitious photography or recording
Sustained or disrespectful disruptions during events organized by the YPGA

While the YPGA maintains a standard that discourages the use of sexual language and imagery, the YPGA acknowledges that certain work-related discussions involving otherwise inappropriate topics may be acceptable. The context of these discussions may require careful consideration. Further details can be found here.

Promoting diversity and inclusion for all YPGA members remains a priority for the YPGA. The YPGA does not tolerate any forms of discrimination. Discrimination is defined as treating an individual adversely based on sex, sexual orientation, gender identity or expression, race, color, national or ethnic origin, religion, age, disability, socioeconomic, marital, or family status.

Any behavior that marginalizes or threatens individual well-being has significant ramifications for our entire organization and the postgraduate community. To establish and enforce a space that promotes equality and inclusiveness, the YPGA expects all participants in any YPGA activities to:

Demonstrate respect and consideration at all times
Value diverse perspectives, ideas, and opinions
Critique ideas rather than individuals; avoid personal attacks directed toward others
Respect venue policies and personnel (e.g. Yale buildings, restaurants, etc)
Be mindful of surroundings and of fellow participants.
Alert security or emergency responders in case of a dangerous situation or individual in distress
Inform YPGA leadership of any concerns regarding violations of this Code of Conduct

Members who are requested to cease any form of harassment or unwanted behavior are expected to comply immediately. If the behavior persists, the member/s may be removed from the activity and/or organization by event coordinators or E-Board members.

Participation in YPGA activities is voluntary for all YPGA members. By participating in any YPGA activity, all YPGA members and event attendees agree to comply with this Code of Conduct.

10. Breach of the Code of Conduct

A breach of the Code of Conduct is defined as any conduct that violates the stipulations outlined in the Code of Conduct in section 9. Failure to discontinue any harassment, discrimination or undesired behavior upon being asked to do so by a member of the E-Board also constitutes a breach of the code. Individuals who experience or witness a breach of the Code of Conduct are encouraged to report such incidents to the Presidents by emailing yalepostgradassociation@yale.edu and/or the Office for Postdoctoral Affairs (postdoc.affairs@yale.edu).

Upon receiving a complaint alleging misconduct, the YPGA will promptly acknowledge its receipt via email. Subsequently, the Presidents will conduct an investigation of the incident(s), which may involve collecting evidence of the alleged misconduct and/or meeting with parties involved in the complaint. If the Presidents determine that there is sufficient evidence of misconduct, and only after communication with both the complainant and the subject of the complaint, the E-Board will be consulted to decide whether the member(s) responsible for the misconduct should face disciplinary action to limit their participation in YPGA and its activities. The E-Board will vote with a simple majority to determine whether to proceed with disciplinary action. A detailed internal document outlining the steps for initially disciplinary actions against member(s) involved in misconduct is available upon request.

If deemed necessary, interim measures may be enacted before an investigation is complete to prevent the continuation of time-sensitive misconduct. If members of the YPGA E-Board determine that an individual has engaged in unacceptable behavior, they shall determine the appropriate course of action to be taken. These measures include but are not limited to expulsion from an event without prior warning or recompense and/or referral to relevant Yale authorities or local law enforcement. The Presidents should be notified promptly if such interim measures are taken.