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Student enjoying coffee in St Davids

(Adopted 5 August 1987 and amended 27 July 1990, 5 August 1993, 19 July 2000, 19 July 2007, 3 August 2010 and 17 September 2025.)

Name

The name of the organisation shall be the Staff Women’s Caucus (SWC).

Purpose

We are a collective of staff who advocate for equity, celebrate women’s achievements, and build a strong, visible community of support for women across the University of Otago | Ōtākou Whakaihu Waka. We aim to create a more inclusive and equitable university where women thrive, lead, and are recognised for their contributions.

Vision

All women at the University of Otago | Ōtākou Whakaihu Waka feel supported, connected, celebrated, and empowered to lead change—today and for future generations.

Mission

To build a vibrant, inclusive, and supportive community that champions gender equity, showcases women’s expertise, and advocates for systemic change across the University of Otago | Ōtākou Whakaihu Waka.

Membership

  1. All University of Otago | Ōtākou Whakaihu Waka staff who identify as women or non-binary people
  2. Those elected as honorary members
  3. Membership shall be by addition or continuation of name and email address in the SWC email list
  4. Members who retire from the University may opt to continue their membership by providing an alternate email address if applicable.

Meetings

  1. There shall be an Annual General Meeting of members each year for the purpose of:
    1. Election of an Executive Committee and Office-Bearers
    2. Presentation of an Annual Report and Annual Accounts
    3. Setting the amount of the subscriptions for the ensuing year, if any
    4. Appointment of an Auditor and representatives to other bodies where necessary.
  2. A Special General Meeting may be called by both Co-Presidents on receipt of a written request from five members.
  3. Fourteen days' notice in writing must be given for an Annual or Special General meeting.
  4. Twenty members shall constitute a quorum at an Annual or Special General Meeting.
  5. Nominations for Executive Committee and Office-bearers, except for ex officio members, shall be made in writing and signed by the nominee and the mover, both of whom must be members of the Staff Women's Caucus. Nominations will not be accepted after the commencement of the Annual meeting except when insufficient nominations have been received for the number of vacancies occurring.
  6. Amendments to the constitution:
    1. Shall only occur at an Annual General Meeting or at a Special General Meeting
    2. Require a simple majority of the votes cast for each proposed amendment
    3. Shall take effect immediately upon acceptance.

Governance and Structure

  1. The Executive Committee shall consist of:
    1. Two Co-Presidents (one academic and one professional staff member)
    2. Treasurer
    3. Secretary
    4. Head of Organisational Development, HR or nominated representative (ex officio)
    5. A woman/non-binary representative from the University of Otago branch of TEU (ex officio)
    6. Representative from the Equity Advisory Group (ex officio)
    7. Immediate Past Co-Presidents (ex officio)
    8. Up to nine general members.
  2. The Executive Committee shall have the discretion to co-opt up to three additional members.
  3. Co-presidents serve for 1 year, with possibility of renewal at the will of the Committee.
  4. Decisions are made by consensus, or majority if consensus cannot be reached.

Finance

  1. Any funds received shall be used solely for SWC activities.
  2. A Treasurer (or delegated role) will maintain accurate records.
  3. The Executive Committee must approve all expenditure
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