PROGRESSIVE STUDENT NETWORK
PAPER ON STRUCTURE, OPERATION, AND MEMBERSHIP
I. INTRO
The following is a Paper on Structure, Operation and
Membership that the University of Illinois at Urbana-Champaign
PSN affiliate, the Progressive Resource/Action Cooperative
(PRC), has put together. We used as resources the PSN Working
Paper on Membership and Steering Committee (written in 1986),
the updated PSN leaflet, discussion at the PSN Steering
Committee Meeting, and the collective experience of the
membership of the Progressive Resource/Action Cooperative. We
hope that this paper and its proposals stimulate discussion
and contribute to the more efficient functioning of the
Network as a whole. This paper was passed at the PSN Network
Membership Meeting June 17, 1990 at the University of Illinois
at Chicago.
II. MEETING STRUCTURE
In order to facilitate various networking functions, the
PSN has adopted three basic types of meetings: Steering
Committee, Network Membership, and Conference. These are held
a total of four times per year at various affiliate campus
locations (usually in the Midwest). Following are brief
descriptions of these meetings and their aims.
A. CONFERENCES
The Conferences are large, two-day meetings desigend
primarily to introduce new people to the PSN and the issues
with which it deals. As such, the bulk of these meetings
consists in issue-workshops of both an activist and
educational nature, and caucuses of oppressed groups along
with alternative group meetings. Conferences are open to all
people interested and often other organizations are invited to
attend, give presentations, and participate in the workshops.
A Conference usually concludes with a plenary session during
which statements from the caucuses and workshops are read and
discussed by the whole group. As the Conference is intended
to produce issue-oriented discussion and debate, PSN decision
making does not occur here. A cultural event or party is
usually scheduled for the evening of the first day.
Conferences are generally held on weekends during the Fall.
B. NETWORK MEMBERSHIP MEETINGS
This is the official decision-making forum of the PSN.
All members of the PSN are encouraged to come and help
formulate PSN policy. Held in the Spring, these two-day
meetings are medium-sized sessions intended to produce the
central policies that effect the network, although some time
for issue-workshops, caucuses, and alternative groups is
provided. The plenary is held on the second day during which
decisions can be finalized (see V. DECISION MAKING). All PSN
members vote at Network Membership Meetings. A cultural event
or party usually follows the end of the first day's work.
C. STEETING COMMITTEE MEETINGS
This is the smallest and most brass-tacks oriented
meeting of the PSN. Here, the Steering Committee
representatives from each campus work out internal matters and
business details that effect the network, as well as plan for
other meetings, conferences, and events. As such, workshops
should be de-emphasized during these meetings. The Steering
Committee generally meets once per Winter and once per Summer.
Although primarily intended for the Steering Committee itself,
these meetings are open to all members. Each campus
delegation has two voting members (at least one Woman) and
should make every effort to attain a gender (50%) and racial
(20%) balance among those members attending. If campuses
bring large delegations, the Steering Committee
representatives should be recognized, and those actively
participating in discussion should be no more than 5.
III. STEERING COMMITTEE -- FUNCTIONS
The Steering Committee was created towards the ends of
increased democracy, efficiency, and productivity throughout
the Network. It consists of two representatives from each
affiliate organization and one from any interested but not yet
affiliated group, who should be chosen along affirmative
action guidelines. During each meeting, the Steering
Committee representatives should be acknowledged, so people
know who they are. On their honor, these representatives are
obligated to vote and act with the views of their whole
organization in mind, not merely according to their personal
opinions. Following are the general functions of the Steering
Committee and the specific responsibilities of the
representatives:
FUNCTIONS:
1) to improve communication among PSN chapters &
the Network
2) to have a central group to produce & distribute
resources & literature
3) to make decisions and deal with business in
between meetings
RESPONSIBILITIES:
1) maintain communication with local affiliate
group
2) PSN meetings: agendas and outreach
3) maintain contact with ongoing PSN projects
4) quick decision making
5) contact with caucuses
6) identify and bring forward new leadership
7) fundraising
8) PSN News distribution
9) make sure work reports are written and
submitted
10) outreach
a) update sister schools about News, local
information & assistance
b) search for & work with organizations from
other schools to bring into the network
c) maintain contact with other organizations
IV. CAUCUSES & ALTERNATIVE GROUPS
Caucuses are scheduled times during meetings when members
of an oppressed group gather autonomously. Caucuses provide
support and empowerment to oppressed groups and encourage the
leadership of the oppressed. The caucuses usually develop
proposals to bring back to the general body for discussion
thereby providing leadership to the PSN as a whole. The
caucuses also provide a forum to challenge and eradicate
oppressive tendencies within the PSN itself. The Caucuses for
People of Color, Women, and Lesbians/Gays/Bisexuals are
currently an integral part of the PSN. PSN respects the
independent character of the caucuses and their necessity
within the Network.
While caucuses are in progress, alternative groups meet
to discuss their proper role in the struggle against
oppression. Although oppressed groups may call for caucuses
during the agenda revision period at the start of any meeting,
caucuses are usually scheduled into the agenda beforehand.
The Women's Caucus also holds an independent meeting each
summer to discuss issues pertaining to Women and to further
promote the leadership of Women in the PSN.
V. DECISION MAKING
In order for the PSN to operate effectively as a network,
it must have a process for making decisions which define
itself and how it operates. These decisions can range from
internal structure matters to roles in national actions to
endorsement of other actions. The questions that often arise
when the PSN reaches a critical point is how do we decide, who
can decide & what is done with the decision after it is made.
A. PSN DECISION MAKING
In order to foster unity, we use the consensus style
during our discussions. Consensus is a process for making
group decisions without voting. Agreement is reached through
a process of gathering information and viewpoints, discussion,
persuasion, a combination of synthesizing of proposals and or
development of totally new ones. The goal of the consensus
process is to reach a decision whth which everyone can agree.
Consensus does not necessarily mean unanimity. Even when
support seems to be unanimous, though, we should vote on major
decisions using a roll call system to make sure every campus
has an audible voice. This policy should be announced
periodically during all meetings.
A majority in affirmation, 60%, is what should be
required to pass a resolution, taking into account that
abstentions should be counted separately and can block
majority. When a significant number of abstentions occur, and
explanation and discussion of the reasons for abstention
should take place. Dissenting votes and opinions should be
respected - total agreement is not required. We should not
spend inordinate amounts of time attempting to sway a minority
to majority views or vice versa. The chair should set time
limits on discussion, based on the nature of the issues. If a
very controversial matter occurs and some people do not feel
we are ready for a vote, although others do, we should use 60%
approval (from voting members) to call for a vote.
B. WHO VOTES?
Each affiliate group (see VIII. AFFILIATION) is given
two voting delegates (Steering Committee representatives or
their substitutes), who should be chosen following affirmative
action (along gender, and if possible, race) guidelines. Non-
affiliated visiting campuses may have one voting member for no
more than one meeting (excluding Conferences) without
affiliating.
This voting procedure holds only for Steering Committee
meetings. At Membership meetings everyone in attendance
votes. At Conferences, no decisions are made by the whole but
may be made by a meeting of Steering Committee representatives
if necessary. When a Membership meeting or Steering
Committee meeting is winding down on a Sunday afternoon, once
1/3 of the affiliates have left, no major decisions can be
made.
In between meetings when certain immediate response
decisions are required, a phone vote of delegates can make a
decision. Decisions affecting policy or structure changes can
only be made at Network Membership Meetings.
The way Caucuses make decisions should be decided at the
caucuses at the Membership Meeting & adhered to by following
caucuses throughout the year.
C. VOTING BETWEEN MEETINGS
In between meetings, PSN can make decisions on
endorsements for other organizations' events, emergency
response actions, and other decisions that don't change PSN
policy, by the following process:
Whatever chapter wishes to initate the proposal is
respnsible for cantacting every PSN affiliate that was at the
previous PSN meeting, and every other affiliate that has been
present at any previous meeting in the past year. The chapter
responsible must get an affirmative answer from one
representative from 2/3 of those chapters to qualify for
quorum. The campus(es) initiating this phone vote should keep
a record of who voted and which way submit it to the next
meeting so everyone knows who made what decisions.
VI. FACILITATION AND AGENDA
In order for all the meetings of the Network to function
smoothly, they require good facilitation. Facilitation is an
important skill that can be learned and practiced. If
utilized properly, it allows for more democratic participation
in meetings, workshops and caucuses (see attached sheets on
general facilitation skills). The following are important
things to remember in relation to facilitation:
1) Facilitators should be chosen at every meeting
for the following meeting, in accordance with
affirmative action (along gender, and if
possible race) guidelines. This goes for all
areas to be facilitated; general areas,
workshops, caucuses, alternative groups, and
other specific areas.
2) Facilitators for alternative groups should
discuss agendas with caucus facilitators before
meetings if possible. Prepared readings can be
mailed out before meetings to improve the
substance of our discussions.
3) The total meeting agenda should be set and
confirmed before the meeting. The host campus
should be a round of calls for agenda input,
confirm all facilitators, and do mailings well
in advance.
4) It's best to have tow overall facilitators for
each meeting to ensure that the entire meeting
runs smoothly. There should also be two
facilitators for each area, one to mediate and
sum up and the other to keep a speakers list
and watch the clock.
5) All facilitators need to be responsible by
doing adequate preparation and not letting
their personal views override their
responsibilities. Members of the PSN should
respect the job that facilitators take on and
not be unnecessarily critical of them.
VII. FUNDING
The PSN as a whole does not receive any sort of funding,
therefore the PSN must rely on the following ways to raise
money.
A. AFFILIATION DUES (see section VIII.)
B. SUBSCRIPTIONS
Selling yearly subscriptions to the Progressive
Student News for $7.00 helps fund the paper and
keep it going.
C. LOCAL FUNDRAISERS
PSN affiliates should hold one fundraiser per
semester to help cover the cost of the News and
other PSN literature. T-shirt and button sales
should be ongoing fundraisers.
D. UNIVERSITY FUNDING
Each affiliate should explore their University
funding policies to get funds for both local
affiliate and Network expenses.
E. REGISTRATION FEES
These fees are usually charged at Conferences,
Network Membership Meetings, and Steering Committee
Meetings to cover the expenses of the host campus.
F LITERATURE TABLE FEES
These fees are usually charged at Conferences and
Membership Meetings to cover the expenses of the
host campus.
VIII. AFFILIATION
Any student group that supports a progressive agenda may
affiliate with the PSN. This includes both single and multi-
issue groups, along with those groups representing certain
sections of the student population.
The affiliation fee of $30.00 per group and $7.00 per
individual (paid as entrance fee to the Fall Conference) goes
to support the Progressive Student News and other Network
mailings and literature. These fees need to be paid once a
year to help keep the Network functioning. [This was amended
at the Spring '92 Membership Meeting. It is no longer
mandatory for groups to pay $30.00 to affiliate if they cannot
afford it. But all PSN affiliates should give whatever they
can afford to help sustain the Network.]
1. DO HOMEWORK
- make sure you think about a meeting before going
to it
- be aware of the agenda and points you may want to
raise (write these down)
- if you are responsible for a certain section, be
prepared
- be aware of time limits
- know who you are addressing (what kind of group,
membership, structure, etc)
- remember, most people have busy schedules, so we
need to utilize our time together in the most
productive way
2. PHYSICAL ARRANGEMENT / ATMOSPHERE
- make sure environment is conducive to meeting and
group participation (esp. seating, circles are
best)
- try to eliminate unnecessary distractions, like
music, or people constantly walking in (put signs
on door), etc.
- make sure everyone is settled before meeting
begins
3. ACTUAL MEETING
- make a clear break between pre-meeting
conversation and actual meeting - get everybody's
attention - change tone (raise voice, etc.)
- introduce yourself and go around the room - try
and get people to say something besides their
name (don't let this turn into an update session)
- have a space on the agenda for announcements at
the end of the meeting
* breaking the ice - if people are really tense
try and crack a joke or two (don't be offensive)
- it helps break tension
- present agenda - give a brief explanation of
agenda - if certain people are "in charge" of an
area, have them do it - keep it brief and to the
point - don't allow specific discussion until
item actually comes up - some people lose track
of meeting structure and will begin discussion on
"their" topic at any time
- leave time for agenda approval/addition/comments
- try to keep this to a minimum (prep work should
help this)
4. FACILITATOR'S ROLE DURING DISCUSSION
- frame discussion - make sure people know what the
topic
is, what the goals are, and how long we have
* encourage people to listen to what people say and
not just a certain part or how they say it (some
people have a more difficult time getting their
point across)
- everybody should take notes before speaking, so
when it's their turn, they make their points and
don't just ramble
- try not to respond to every point raised - often
people will focus their conversation and gaze on
you (the facilitator), try to break this pattern
by talking to everyone in the room
- try to keep facilitator role defined - call on
people (if big meeting or heated debate, get a
co-facilitator to keep a speaking list)
- listen to and observe everyone in the group - be
aware of group dynamics - peoples' silence or
body language can be very important - sometimes
it can be helpful to call on people who's hands
aren't raised - be careful not to put people on
the spot - some people need/want to just listen
and absorb - pauses in meetings don't mean people
have nothing to say - they may be uncomfortable
or intimidated - try and rectify that situation
- when discussion seems to be spinning or dominated
by one or two people or off topic - break in -
rephrase/clarify/summarize the main points
(especially after a long mono/dialogue or debate)
and ask for more input (if people persist in
dominating or interrupting - you should directly
raise this criticism)
* avoid use of the word "obvious"
- make sure someone takes notes during the meeting
- if no clock is visible in room or even if there
is, it's helpful to give periodic time updates
5. CLOSURE / RESOLVING DISCUSSION
- if discussion can ber resolved try and do so -
reach agreement if possible (be aware of
decision making process)
- try to summarize main points / agreements / dis-
agreements / proposals - give meeting and topic
a sense of closure
6. CRITIQUES / EVALUATIONS
- each meeting should end in a criticism session
- positive and negative points should be raised
- have criticism as specific as possible - if
raising a problem, try to offer a solution -
if criticism is general try to draw more detail
out of people
- try to have people assess your role as well as
theirs - how well goals accomplished, etc.
- go around the room - give each person an
opportunity
- many people who may not have felt comfortable
participating previously, may do so at this point
- don't let it turn into a debate or personal
attack session
- this session is helpful and important to the
growth of a group - it should not be slighted if
at all possible
