CONSTITUTION & BYLAWS

 

Graduate Student Government Constitution

Constitution

Graduate Student Government University of Southern California Last revised:
[THIS VERSION was UPDATED 4/18/2017]

1  NAME

1.1  The name of this organization will be the Graduate Student Government. Hereinafter it will be referred to as GSG.

1.2  The divisions of GSG will be referred to as Executive Board and Senate.

 
2  PURPOSE

2.1 Role

GSG is designed to be the voice of graduate and professional students on all campuses at the University of Southern California (USC). GSG endeavors to accurately represent the concerns and needs of graduate and professional students to the University administration, facilitate interdisciplinary exchanges, and provide programming of special interest to graduate and professional students.

2.2 Structure

The structure is designed to assure that GSG is representative of graduate and professional students at USC. In recognition of the time constraints placed on graduate and professional students, the structure is decentralized and meetings are minimized.

2.3 Definition of Graduate Student

Any student enrolled in a graduate or professional program and classified as a graduate student by USC.

 

3  SENATE

3.1 Responsibilities

3.1.1 Establishing Policies Regarding Graduate and Professional Student Concerns

The Senate establishes policies for GSG and serves as a forum for graduate and professional student concerns through activities that include, but are not limited to:

  • Convening monthly meetings of the full chamber during complete academic months.
  • Electing and/or confirming the GSG Executive Board.
  • Approve the GSG budget
  • Developing resolutions that address graduate and professional student concerns.
  • Amending the GSG Constitution and Bylaws in a judicious manner.
  • Designating a proxy to attend Senate and committee meetings in the event the regular Senator is unable to attend.
  • Serving on at least one GSG Standing Committee or University-wide Committee

3.1.2 Failure to Perform Duties

Senators who repeatedly fail to perform their duties or abuse their office for personal ends may be removed by two-thirds vote of the Senate. A senator must be given notice of an intended motion of removal at least four days before the meeting where the vote will be held. Senators may also be removed by the constituencies that elected them, according to the procedures of the constituency.

3.2 Membership

The GSG Senate consists of both voting members and ex officio members. Members must be currently registered USC graduate or professional students and must pay the Graduate Activities Fee for each semester they serve as senators.

3.2.1 Voting Members

Voting members will consist of Senators from each of the Schools (Business, Cinema, Fine Arts, etc.) and each of the Dornsife departments. In the event that a Senator is not present at a Senate meeting, a pre-designated proxy attending the meeting in the Senator’s absence is empowered to vote in place of that Senator. The Senators from each school/department will be determined according to the following: 1 Senator for every 2% of the graduate and Professional student body, not to exceed 6 Senators per department or school.

3.2.2 Ex Officio Members

Ex officio members include the following:

  • All members of the Executive Board
  • Student Affairs Advisor

Ex officio members are not entitled to vote in Senate meetings, except the President, who may vote only to break a tie. Ex officio members may not serve in any function as an individual graduate student, but instead must stay neutral as a representative of GSG. Ex officio members may not vote as a proxy for an absent voting member.

3.2.3 Ad Hoc Members

Ad Hoc members are permanent representatives from recognized organizations oriented toward graduate students. Organizations must petition the Senate and be approved by a majority vote of the Senate in order to be granted Ad Hoc membership. Ad-hoc members are non-voting members of the Senate.

3.3 Elections

3.3.1 Timeline

New senators should be selected/elected by their schools/departments no later than the end of Week 2 of the fall semester. As soon as new senators are selected, their names should be sent to the Director of Elections and Recruitment. For Elections procedures, See 3.3.2.

3.3.2 Structure

  • Senators shall be responsible for coordinating the selection process within their department or school.
  • The Director of Elections & Recruitment shall inform all departments and schools not currently represented within the Senate of the opening of nominations.
  • The graduate students of each department or school shall determine their own selection procedures. Each department or school shall complete selection before the end of Week 2 of the fall semester.
  • If a Senator’s seat remains vacant after the end of Week 2 of the fall semester, the Director of Elections and Recruitment shall initiate action to fill the seat.
  • At the March Senate meeting, the Director of Elections and Recruitment shall request that Senators submit, prior to the April Senate meeting, a document containing:
    • The structure of the graduate or professional student organization they represent.
    • The names, telephone numbers and email addresses of:
      • The current Senator/s
      • The future Senator/s and President of the graduate or professional student organization if elected before the April Senate meeting
      • The graduate advisor of the graduate or professional student organization
      • Any other information the current Senator would like to transition to the future Senator
  • Retiring Senators shall leave office immediately after the Senator election in their respective graduate or professional student organization has been completed.
  • Through a majority vote, the Senate may nullify a departmental or school election if it has reason to believe that the election was conducted unfairly.

3.4 Senate Meetings

3.4.1 Quorum

Quorum is one-half of the total number of Senators from USC-recognized student body organizations representing their school/department.

3.4.2 Voting

  • A simple majority of the members present at the Senate meeting is required to pass a Resolution or Bylaw Amendment.
  • A two-thirds vote of the members present at the Senate meeting is required to pass a Constitutional Amendment.
  • Notice of a proposed resolution/bylaw amendment/constitutional amendment must be given one Senate meeting prior to the meeting when the vote will be taken.
  • In urgent and/or time sensitive cases, senators may vote for an expedited voting timeline of 1 week from the initial presentation of proposed changes. Expedited votes can take place online up to 1 week following the senate meeting in which proposed changes were presented.

3.4.3 Meeting structure

  • The Senate will meet at least once a month during the Fall and Spring semesters. At least one meeting a semester must take place on the Health Sciences Campus.
  • At the request of five Senators, a meeting will be run according to Robert’s Rules of Order.
  • All meetings will be open to the public. Any graduate or professional student may speak at a meeting.
 

4  EXECUTIVE BOARD

4.1 Responsibilities
The Executive Board members execute the day-to-day operations of GSG through the following responsibilities:

  • Coordinate the activities of the Senate and GSG Committees.
  • Make administrative decisions.
  • Participate in all Senate and Executive Board meetings.
  • Responsibly manage any and all funds they oversee and reconcile all expenses according to the finance policies.

4.2 Membership
The Executive Board has the following membership:

  • President
  • Director of Health Sciences Campus
  • Vice President, Administration
  • Vice President, Advocacy
  • Vice President, Programming
  • Director of Academic Affairs
  • Director of Campus Affairs
  • Director of Community Service
  • HSC Director of Community Service
  • Director of Communications
  • HSC Director of Communications
  • Director of Diversity and Equity–Advocacy
  • Director of Diversity and Equity– Programming
  • HSC Director of Diversity and Equity
  • Director of Elections and Recruitment
  • Director of External Affairs
  • Director of Finance–Education and Approvals
  • Director of Finance–Disbursements and Reconciling
  • HSC Director of Finance
  • Director of Globalization and Inclusion
  • Director of Operations
  • Director of Social Programming (2 positions)
  • HSC Director of Programming
  • Director of Travel Grants

4.2.1 Eligibility for Executive Board Positions

  • Though all, graduate programming fee-paying graduate students are eligible, preference is given to graduate or professional students who have served as any of the following for at least one semester:
    • GSG Senator
    • A previous or currently serving executive board member
    • GSG Committee member
    • University or University-wide Committee member
    • USC-recognized graduate student group executive board member

4.3 Elections

4.3.1 Executive Board Positions

The following positions are directly elected by the Senate:

    • President
    • Director of Health Sciences Campus
    • The remaining Directors are selected through an interview selection process contained in section 4.4. For eligibility requirements, see 4.2.1.

4.3.1a Director of Health Sciences Campus

Only Health Sciences Campus graduate students are eligible to run for this position.

4.3.1b President-Elect

Once the President for the following academic year has been elected, that person will become the President-elect and fulfill the following duties from the time elected until the end of the current Executive Board term (defined in Section 4.5):

      • Attend all GSG Executive Board meetings (including Senate meetings) for the rest of the semester;
      • Attend GSG events and administrative meetings (when permitted);
      • Begin the transition process by learning the details about the duties and responsibilities of the President as well as other Board members
      • Participate in developing the next year’s budget with the outgoing President.

4.3.2 Time of Elections

Executive Board elections, selections, and confirmation shall be held before the March Senate meeting. The announcement of position openings will be advertised on the GSG website, newsletter, and social media at least 30 days prior to the scheduled elections/selection interviews. The outgoing Director of Elections & Recruitment will conduct the elections process, or, if the outgoing Director of Elections & Recruitment is a candidate to run for another position, the election shall be conducted by another person chosen by the Senate at the Senate meeting immediately prior to the Elections meeting. The Senate may also appoint neutral observers to provide oversight at the Elections Meeting.

4.3.3 Structure of Elections Meeting

The Elections & Recruitment Chair will open the elections. Each nominee may give a brief speech. The exact amount of time for the speech will be determined in advance based on the number of candidates running (i.e. shorter if more candidates are running, longer if fewer candidates are running), not to exceed 7 minutes. Candidates will be informed of the speech length in advance of the meeting. Voting shall be by secret ballot. In the event that no candidate receives a majority of the votes, there will be a runoff between the two candidates with the most votes.

4.3.4 Mid-Year Vacancy

In event of a vacancy in mid-year, the Executive Board may opt to appoint someone to temporarily fill the position by majority vote. This interim position will be compensated on a prorated basis. The vacancy shall be advertised, selection interviews will be held, and an confirmation vote will be held at the Senate meeting immediately following the vacancy.

4.3.5 Failure to Perform Duties

Executive Board members who repeatedly fail to perform their duties or abuse their office for personal ends may be removed by a two-thirds vote of the Senate. An executive board member must be given notice of the intended removal at least four days before the meeting where the vote will be held.

4.4 Selected Positions

4.4.1 Executive Board Positions
The following executive board positions are selected:

  • Vice President, Administration
  • Vice President, Advocacy
  • Vice President, Programming
  • Director of Academic Affairs
  • Director of Campus Affairs
  • Director of Community Service
  • HSC Director of Community Service
  • Director of Communications
  • HSC Director of Communications
  • Director of Diversity and Equity–Advocacy
  • Director of Diversity and Equity– Programming
  • HSC Director of Diversity and Equity
  • Director of Elections and Recruitment
  • Director of External Affairs
  • Director of Finance–Education and Approvals
  • Director of Finance–Disbursements and Reconciling
  • HSC Director of Finance
  • Director of Globalization and Inclusion
  • Director of Operations
  • Director of Social Programming (2 positions)
  • HSC Director of Programming
  • Director of Travel Grants
  • For eligibility requirements, see 4.2.1. An individual who runs for the President or Director of Health Science Campus, but does not win the election may apply for a maximum of two positions that undergo the selection committee process.

4.4.2 Timing of Selection Process

The selection process will occur after the election of the new President and Director of HSC. The slate of selected candidates will be presented to the Senate no later than the March Senate meeting for confirmation.

 

4.4.3 Structure Selection Process

The selected positions will undergo an interview process with a selection committee that includes at least five of the following:

    • Outgoing President
    • Incoming President
    • Outgoing Director of HSC
    • Incoming Director of HSC
    • Outgoing Vice President(s)
    • Outgoing Executive Board member who holds the position.
      • If the outgoing Executive Board member is running for his/her position again (i.e. as an incumbent), then another Executive Board member must serve in the incumbent’s place.
    • Senators from the position’s committee who are not running for any leadership position for the following year.
      • In the event that a senator from the outgoing committee is not available, then any senator can serve on the selection committee.
    • A representative from the Office of Campus Activities as an impartial observer.

There will be one selection committee for each Executive Board position outlined in Section 4.4.1. The selection committee will set a time to meet for several hours and interview each candidate for the Executive Board position. The Director of HSC will oversee the selection committee for HSC positions. The Incoming President will oversee the selection committee for the UPC positions. When the selection committees have finished interviewing every candidate, the Incoming Director of HSC and President will collect feedback and input from the selection committee. The selection committee will rank the candidates and present the committee’s nominee as well as the candidate ranked second. The slate of nominees will be emailed ahead of the following Senate meeting and senators will have at least five business days to express any concerns regarding the nominees via email to the outgoing Director of Elections & Recruitment before the confirmation meeting. The Director of Elections & Recruitment will forward the concerns to the selection committee. The selection committee will address the senator’s concerns within 48 hours of receiving the concern via email. If the senator’s concerns have not been adequately addressed, then the senator can “pull” a nomination and present their concerns to the Senate during the confirmation meeting with advance notice via email to the Director of Elections & Recruitment. At the Senate meeting, the Senate will confirm the nominees by a simple majority vote.

 

4.4.4 Revised Accountability Protocol for GSG Leadership Positions & Failure to Perform Dutie

  • Familiarize self with his/her position
    • Each Board member is expected to go through his/her personal position’s responsibilities section of the GSG By-Laws and Constitution prior to the transition retreat.
    • Meet with previous board member in his/her position to discuss past successes, events, etc.
  • Create an Action Plan
    • Each board member will create a Summer, Fall, Spring Action Plan with concrete goals and objectives to be met by the end of the each term.
    • This document will serve as a work agreement between the board member and their respective immediate supervisor (e.g. Director of Operations’ immediate supervisor is VP Admin; VP Admin’s immediate supervisor is the President).
    • Goals and objectives should have approximate deadlines.
      • His/her goals and objectives should be in line with the overall goals and objectives of GSG and benefit the graduate and student organization as a whole. Programs and advocacy issues that only serve a board member’s personal interests or only reach a very limited audience are not appropriate. This does not apply to efforts designed to support/benefit underrepresented students, only that the allocation of funds and resources should always take into account the greater good.
    • Summer/Fall/Spring Action Plans Submission and Approval Timeline
      • Action plans for the next term should be submitted for approval by the end of the previous term (ex. Summer Action Plans are submitted for approval by the end of the preceding Spring semester).
      • Action Plans are submitted to the supervising Vice President and the Director of HSC (ex. Directors of Diversity and Equity submit their plan to VP of Advocacy; Dir. Of Social Programming submits to VP of Programming). The Vice Presidents’ Action Plans are submitted to the President and the Director of HSC. The President and Director of HSC should submit their Action Plans to each other and the Vice Presidents.
  • Managing problems
    • Any Executive Board member, Committee Chair, Committee member or graduate student who has a problem with a Leadership Member should direct their complaints to the supervising Vice President or President. This should be done confidentially and privately.
    • Examples of an offense
      • It is impossible to provide a completely exhaustive list of all potential offenses but as a general rule of thumb, an offense should be understood as one or more of the following:
        • Failure to perform the general duties required of all executive board members and/or the specific duties required of one’s particular position as outlined in the GSG Constitution and Bylaws.
        • Unethical or unprofessional behavior including actions that either compromises the image or integrity of GSG and/or use of GSG name and resources for personal gain.
        • Excessive absences or lack of timely responsiveness.
          • Regarding absences, this can be taken on a case-by-case basis but in general, unexcused absences are never tolerated and subject to disciplinary action. Additionally, when excused absences become frequent enough to interfere with an Executive Board Member’s ability to perform their duties and/or puts undue burden on other board members, disciplinary action may be taken.
          • Regarding timely responsiveness, all Executive Board Members are expected to check their GSG email accounts on a regular basis and respond to all inquiries within 3 business days (this excludes national holidays, religious holidays, and weekends).
    • Tier 1 – a first offense will warrant an action in this category.
      • In a timely fashion and with utmost confidentiality, the Vice President, President, or Director of HSC will set an in-person counseling meeting with the board member to discuss the situation. See Exhibit A for guidelines on conducting the counseling meeting.
    • Tier 2 – a second offense will warrant an action in this category
      • A Verbal Warning will be given to the leadership member by the Vice President or President.
      • A Letter of Reprimand will be issued to the leadership member.
    • Tier 3 – A third offense will warrant an action in this category.
      • The executive board may vote on a deduction of 1 month’s worth of the leadership member’s stipend.
      • The Vice President or President may ask the leadership member to resign from his/her position.
  • Exhibit A – Counseling Meeting Steps. Use these steps in effective and supportive counseling:
    • Show confidence in the board member’s ability and willingness to solve the problem. Ask them for help in solving the problem.
    • Describe the performance problem. Focus on the problem or behavior that needs improvement, not the person. Ask for the board member’s view of the situation.
    • Determine whether issues exist that limit the board member’s ability to perform the task or accomplish the objective. Four common barriers are time, training, tools, and temperament. Determine how to remove these barriers.
    • Discuss potential solutions to the problem or improvement actions to take. Ask the board member for ideas on how to correct the problem, or prevent it from happening again.
    • Agree on a written action plan that lists what the board member and the supervisor (typically Vice President or President but possibly a higher-up advisor), will do to correct the problem or improve the situation.
    • Set a date and time for follow-up. Determine if a critical feedback path is needed, so the supervisor knows how the board member is progressing. Offer positive encouragement. Express confidence in the leadership member’s ability to improve.

 

4.5 Executive Board Meetings

4.5.1 Structure

The Executive Board shall meet at the time set by the previous meeting, at the call of the President/Chair, or at the call of two or more Executive Board members. Historically, the time has been from 6:00-8:00 p.m. on Mondays.

4.5.2 Quorum

Quorum is one-half of the existing Executive Board.

4.5.3 Voting

A simple majority is required to pass a motion at Executive Board meetings. In the event of a tie, the President/Chair will vote to break the tie.

 

5  STANDING COMMITTEES

5.1 Responsibilities

Standing Committees will address graduate and professional student concerns at the University. Their duties include:

      • Representing graduate and professional students in their chosen area.
      • Informing the Senate and Executive Board on their activities on a regular basis.
      • Researching and reporting on issues when requested to do so by the Senate or the Executive Board.

5.1.1 Establishment of Committees

Standing Committees can be proposed by senators or Executive Board members and are approved by a simple majority of the Senate.

5.1.2 Election of Chairs

Chairs are elected from within the membership of each Standing Committee. Committee Chairs must be elected by the last Executive Board Meeting of the academic year. If the Committee has not elected a new Chair by the last Executive Board Meeting, the incoming President or the Director of Elections and Recruitment may appoint an interim Chair. When the Standing Committee is fully constituted they are empowered to elect a Chair of the Committee.

5.1.3 Schedule of Meetings

All Standing Committees will meet at least once a month during the Fall and Spring semesters.

 

6  AD HOC COMMITTEES

6.1 Responsibilities

Ad Hoc committees are formed on an as needed basis to address specific graduate student concerns. Their duties include:

      • Representing graduate and professional students on a specific issue.
      • Informing the Senate and Executive Board of their activities on a regular basis.

6.1.1 Committee Approval

Ad Hoc committees are approved by a simple majority of the Senate.

6.1.2 Committee Cessation

Once the task is completed, the Ad Hoc committee is disbanded.

6.2 Judiciary Committee

An ad-hoc Judiciary Committee may be formed at the request of 3 or more senators (must be from at least two different schools/umbrella orgs).

  • The Judiciary Committee interprets the GSG Constitution, GSG Bylaws, election procedures, or other rules and regulations including constitutionality of legislation.
  • The Committee is chaired by the Director of External Affairs.
  • Members consist of the Director of Elections and Recruitment as well as graduate student volunteers.
  • The responsibilities of this committee include, but are not limited to, monitoring GSG elections and considering GSG Constitutional and Bylaws changes.

 

GSG Bylaws

Graduate Student Government Bylaws

Bylaws

Graduate Student Government University of Southern California Last revised:

[THIS VERSION was UPDATED 4/18/2017]

SECTION 1: DUTIES OF THE EXECUTIVE BOARD
1.1 All Executive Board Officers
  • Attend all scheduled Executive Board meetings.
  • Attend all scheduled Senate meetings.
  • Support GSG events.
  • Support and participate in university-wide, administrative, and GSG committees as appropriate.
  • Represent and advocate the interests of graduate students.
  • Become familiar with Robert’s Rules of Order, GSG Constitution, and Bylaws.
  • May PRO and CON a candidate but cannot make a SECONDING Statement during elections.
  • Serve as ex officio members at Senate meetings.

1.2 Power to Withhold Stipends

The Executive Board is empowered to withhold the stipends of Executive Board members that fail to attend two Executive Board meetings in any given month. If an Executive Board member fails to attend a second consecutive Executive Board meeting in a given month, their stipends will be withheld until the member attends an Executive Board meeting.

1.3 Term of Office and Compensation Period

All executive board positions begin at the final Senate Meeting of the academic year and end at the final Senate meeting the following academic year. Executive board members are expected to begin fulfilling their duties at the time of their appointment and throughout the summer. Although the positions commence in April, compensation for the position (defined in Bylaw Section 4.6 Tuition Remission) shall be distributed during the following academic year.

SECTION 2:  EXECUTIVE BOARD
2.1 President
  • Chairs the Executive Board and Senate meetings.
  • Oversees the use of administrative funds and develops the GSG Annual Budget.
  • Represents GSG to the University Administration.
  • Attends and participates in University administrative committees including: the Provost’s Diversity and Inclusion Council, the Board of Trustees Student Affairs and Academic Affairs Committees,  the Green Engagement Fund, the USC Board of Governors, and the Graduate School Advisory Council.
  • Works closely with the Director of HSC, the Vice Presidents in leading the Executive Board.
  • Coordinates efforts with the USG President on issues of mutual concern.
  • Represents GSG to external organizations, such as the press and local/state governments.
2.2 Director of HSC
    • Serves as a liaison between UPC and HSC graduate and professional students.
    • Attends leadership team meetings with GSG President and Vice Presidents.
    • Conducts advocacy efforts to improve campus life for HSC students and serves as the representative for the Health Sciences Campus and its graduate and professional organizations to GSG.
    • Calls, chairs, and prepares agendas for weekly GSG HSC Governing Council meetings and the HSC Concerns Committee.
    • Coordinates the daily operations of the GSG HSC Office and GSG HSC Governing Council.
    • Represents GSG HSC Governing Council to the HSC administration.
2.3 Vice President, Administration
    • Chairs Executive Board and Senate meetings should the President be unable to attend.
    • Leads the Administrative team of the GSG E-board that includes the Directors of Elections and Recruitment, Finance, Operations, and Travel Grants.
    • Holds weekly Administrative Team meeting including the HSC Director of Finance.
    • Support and assist all team members and fill in for any team member who is unable to fulfill their duties.
    • Assists the President with policies, issues, and Executive Board meetings and in appointing people for university committees.
2.4 Vice President, Advocacy
    • Leads the Advocacy Team of the GSG E-board that includes the Directors of Academic Affairs, Campus Affairs, Diversity and Equity, External Affairs, and Globalization and Inclusion.
    • Holds weekly Advocacy Team meeting including the HSC Director of Diversity and Equity
    • Support and assist all Advocacy Team members and fill in for any team member who is unable to attend a university committee, event, or otherwise fulfill their duties.
    • Oversee the advocacy issue database and compile the annual advocacy issue progress report.
    • Assists the President with policies, issues, and Executive Board meetings and in appointing people for university committees.
2.5 Vice President, Programming
  • Leads the Programming team of the GSG E-board that includes the Directors of Community Service, Communications, and Social Programming.
  • Holds weekly Programming Team meeting including the HSC Directors of Programming, Communication, and Community Service.
  • Support and assist all Programming Team members and fill in for any team member who is unable to attend an event, or otherwise fulfill their duties.
  • Attend the majority of GSG events and work with the team of programming directors to complete post-event evaluations.
  • Assists the President with policies, issues, and Executive Board meetings and in appointing people for university committees.
2.6 Director of Academic Affairs
  • Serves as an advocate for graduate students and represents GSG in regards to academic concerns of graduate and professional students on appropriate academic-based University administrative committees including the Graduate School Advisory Council, the Career Center’s Beyond the PhD Conference Planning Committee, the Board of Trustees Academic Affairs Committee, the Blackboard Advisory Committee, the Friends of the Graduate School Committee, and others.
  • Plans and coordinates the Annual Graduate Research Symposium with the Academic Affairs Committee
  • Chairs the GSG Academic Affairs Committee
  • Plans and coordinates ongoing GSG Academic Programming Events (at least 2 per year, excluding the Symposium)
2.7 Director of Campus Affairs
  • Chief administrator of the Transit Access Pass (TAP) Program for GSG
  • Serves as an advocate for graduate students in regards to non-academic, student-life issues that arise during their tenure at USC. These include, but are not limited to, matters related to safety, health and wellness, transportation, housing, childcare and family, and campus life and engagement.
  • Chairs the GSG Campus Affairs Committee.
  • Coordinating advocacy efforts with the GSG E-Board as well as relevant USG officers to avoid redundancy and increase collaboration on interdisciplinary issues.
  • Sitting on relevant University committees (i.e. Wellness and Learning Initiative, Safe Communities Task Force, the Green Engagement Fund, Office of Sustainability’s Water Conservation Task Force, etc.), communicating the content of these committee meetings to the GSG President, and determining action items to pursue stemming from the issues identified by these Committees. And serving as the proxy for the GSG President or VP at meetings or events related to the roles of the Director of Campus Affairs, as defined above (i.e. Student Leader Luncheon, Sustainability Steering Committee, DPS Safety Walk, etc.).
2.8 Director of Community Service
  • Plans and coordinates ongoing GSG community service events.
  • Serves as liaison to the Volunteer Center and USC Civic and Community Relations.
  • Facilitates communications between various student organizations to plan joint community service events.
  • Coordinates efforts with the HSC Director of Community Service to support community service outreach programs through the Health Sciences Campus Governing Council.
2.9 HSC Director of Community Service
  • Plans and coordinates ongoing community service events and awareness campaigns on the HSC campus.
  • Facilitates communications between student organizations on the HSC campus to plan joint community service events.
  • Communicates with Director of Community Service on the main campus to coordinate events or campaigns across both campuses.
  • Attends, helps coordinate, and assists in all GSG HSC events.
2.10 Director of Communications
  • Coordinates publicity efforts with other Executive Board members on upcoming events.
  • Responsible for purchasing GSG promotional materials (aka “swag”).
  • Manages and updates the GSG web site, social media accounts, calendar, and GSG General Listserv and ensures all active Senate members are registered to the Listserv.
  • Composes, distributes, updates, and monitors a weekly newsletter of GSG announcements and information of interest to graduate and professional students via the GSG General Listserv.
  • Takes minutes at all Executive Board and Senate meetings.
  • Acts as liaison between GSG and USC publications and advertisements such as the Daily Trojan and Trojan Vision.
2.11 HSC Director of Communications
  • Produces GSG HSC Governing Council publications, including the HSC GSG newsletter.
  • Distributes advertising material for GSG HSC events throughout the HSC campus and GSG recruitment material in HSC graduate and professional student orientation packets. Attends August/January HSC orientations on behalf of the Director of Elections and Recruitment.
  • Coordinates and distributes all promotional activities and products for HSC student body with GSG Director of Communications Chair.
  • Responsible for office duties such as photocopying, posting fliers, etc.
  • Attends, helps coordinate and assists in all GSG HSC events.
2.12 Director of Diversity and Equity—Advocacy
  • Serve as an active member of the following university committees: EDGE (1x per month), Curriculum Committee (1x per month), Safe Communities Task Force (1-2x per semester) and seek membership on additional relevant university groups/committees (LGBT, gender, race, disabilities, international student etc)
  • Advocate to university leaders and administrators on behalf of graduate students of color, graduate international students, female graduate students, LGBTQ graduate students, disabled students, etc.
  • Convene and lead GSG Diversity and Equity Committee at least twice per month.
  • Maintain a list of graduate student organizations related to diversity on the GSG website and assist these orgs with financial and/or PR support for advocacy campaigns.
  • Maintain advocacy issue database for all diversity-related issues.
2.13 Director of Diversity and Equity—Programming
  • Collaborate with USG and relevant undergraduate student orgs on programming and mentorship opportunities
  • Collaborate w/ GSG Directors of Campus & Academic Affairs on advocacy issues & town-hall programming
  • Assist student orgs with financial and/or PR support for programming surrounding diversity campaigns
  • Hold at least two events per semester: one social/service oriented event, one town hall/advocacy related event
  • Work with/Assist Intersect To Connect (Ethnic Specific Organizations
2.14 HSC Director of Diversity and Equity
  • Advocate to university leaders and administrators on behalf of graduate students of color, graduate international students, female graduate students, LGBTQ graduate students, disabled students, etc.) at HSC Campus and seek membership on relevant university groups/committees (LGBT, gender, race, disabilities, etc).
  • Hold at least one event per semester: social/service oriented or town hall/advocacy related event
  • Maintain a list of graduate student organizations related to diversity on the GSG website and assist these orgs with financial and/or PR support for programming and/or advocacy campaigns.
  • In collaboration with the UPC Directors of Diversity, log as many past diversity-related advocacy issues into the new advocacy database as can be found, include all action steps taken and outcomes (if any) and keep the database updated with ongoing advocacy issues, action steps taken, and outcomes (if any).
  • Collaborate with USG and relevant undergraduate student orgs on programming and mentorship opportunities and with other GSG Directors and other student orgs as needed.
2.15 Director of Elections and Recruitment
  • Serves as a liaison between the Executive Board and the GSG Senate.
  • Conducts Executive Board elections including recruiting, coordinating interview times, and aiding the incoming and outgoing boards in the transition process.
  • Presents at Graduate Orientations during the months of August and January and distributes GSG recruitment material.
  • Coordinates and plans the agenda for all Senate meetings and Senate Orientation.
  • Maintains attendance record of senators at all Senate meetings and reports any student organizations in bad standing to the President and Director of Finance.
2.16 Director of External Affairs
  • Acts as the GSG representative to legislative bodies and national organizations, including the National Association of Graduate Professional Students
  • Serves as the contact person for graduate student bodies at other universities, including the National Association of Graduate and Professional Students if applicable. Works with corresponding positions in other universities, in particular those in the UC system on events and issues, as well as corresponding positions in the Undergraduate Student Government to foster civic engagement.
  • Develops a legislative platform at the beginning of the year of issues important to USC graduate students and present at the first Senate meeting.
  • Coordinate GSG attendance and involvement at national graduate student advocacy events. Including: running voter registration drives, National Legislative Action Day
  • Prepare letters, materials, etc. for legislative representatives to advocate for graduate student issues.
2.17 Director of Finance—Education and Approvals
  • In conjunction with the other two Finance Directors, oversee updates to the finance information on the GSG website. Prepares Online Finance Orientation content and tracks completion of orientation for student orgs seeking recognition.
  • Fields email inquiries about the finance application process before submission.
  • Updates list of eligible student organizations.
  • Screens all applications for Finance Committee and E-Board approval to ensure completeness and accuracy and prepares the application packets for committee/board review.
  • Chairs the weekly Finance Committee.
  • Updates approved/denied applications on Finance Application Tracker and oversees the notification of approval/denial messages by the Finance Interns.
2.18 Director of Finance—Disbursements and Reconciling
  • Oversees the disbursement of funds on approved applications.
  • Fields email inquiries about finance application statuses after approval/denial.
  • Facilitates the lump-sum deposits for the larger schools.
  • Reconciles the previous month’s disbursements and receipts, emails student orgs with outstanding receipts, maintains the blue/black list of delinquent student orgs.
  • Facilitates semester accounting reports from schools with lump-sum deposit agreements.
  • Summarizes the previous week’s disbursements and receipts at each of the Finance Committee meetings and previous month’s disbursements at each regular Senate meeting.
2.19 HSC Director of Finance
  • Attend the weekly Finance Committee meeting on UPC
  • Fields email inquiries about the finance application process before submission.
  • Screens all HSC student org applications for Finance Committee and E-Board approval to ensure completeness and accuracy and prepares the application packets for committee/board review.
  • Updates approved/denied applications on Finance Application Tracker and sends approval/denial messages to applicants.
  • Oversees the disbursement of funds on approved applications.
  • Fields email inquiries about finance application statuses after approval/denial.
  • Reconciles the previous month’s disbursements and receipts, emails student orgs with outstanding receipts, maintains the blue/black list of delinquent student orgs.
  • Summarizes the previous week’s disbursements and receipts at each of the Finance Committee meetings and previous month’s disbursements at each regular Senate meeting.
2.20 Director of Globalization and Inclusion
  • Advocate to university leaders and administrators on behalf of undocumented and international graduate students and seek membership on relevant university groups/committees.
  • Plan and execute at least one event per semester: social/service oriented or town hall/advocacy.
  • Maintain a list of graduate student organizations related to undocumented and international students on the GSG website and assist these orgs with financial and/or PR support for programming and/or advocacy campaigns.
  • Collaborate with Diversity Directors to Maintain advocacy issue database for all undocumented and international student-related issues
  • Collaborate with other USG directors and relevant undergraduate student orgs on programming and mentorship opportunities and with GSG and other student orgs as needed.
2.21 Director of Operations
  • Acts as Chief of Staff to the President.
  • Manages the daily operations of the GSG office, including: fielding questions from graduate students that need assistance when other officers are not present in the office, assisting the Office Manager with GSG programs and processing payments, updating office documents, manuals, and resources, and completing any other activities deemed appropriate by the Executive Board.
  • Oversees internal use of GSG funds and serves as a resource for event planning for board members.
  • Prepares materials and logistics for Executive Board meetings and retreats.
  • Maintains relationships with external departments at the University to ensure communication on approved vendors and efficient disbursement of funds.
2.22 Director of Social Programming (2 positions)
  • Coordinates, plans, and organizes all GSG social events (3 smaller events and 1 major event per Director per semester). Examples of smaller events include: happy hours, hikes, theme park trips, sporting events, tailgates, museum trips, etc. Examples of major events include: the annual boat cruise, overnight trips, and formal dances.
  • Provides regular evaluation and reviews of events.
  • Coordinates with the Director of Communications in advertising of events.
  • Acts as liaison to undergraduate Program Board.
  • Facilitates joint programming with USG, other GSG Directors, and student orgs.
  • Co-chairs the Social Programming Committee.
2.23 HSC Director of Programming
  • Coordinates, plans, and organizes all committee, social, community service and academic events for the HSC student body.
  • Provides regular reviews of events to HSC Governing Council.
  • Acts as a liaison between the GSG Social Programming, Academic Affairs, Community Service and Special Events Chairs and GSG Committees, to ensure collaboration with events.
  • Works with the HSC Concerns Committee, HSC Governing Council, and any other relevant committee in developing events for HSC student body.
  • Coordinates with the HSC Director of Communications to promote HSC events.
2.24 Director of Travel Grants
  • Chief administrator of the Travel Grants Program.
  • Hires and manages the Travel Grant Intern team.
  • Fields email inquiries about the application process and application statuses
  • Makes final approvals on all Travel Grant applications.
  • Tracks monthly approval and disbursement amounts and generates semester reports for the Senate, E-board, and University Administration.
  • Maintains and updates the information on the Travel Grant Website.
  • Works with University Administration to stay up-to-date on reimbursement policies and to streamline the application process.
SECTION 3: GSG COMMITTEES
3.1 Duties of Standing Committee Chairs
  • Calls, organizes, chairs and prepares agenda for regularly scheduled committee meetings.
  • Reports monthly to the Vice President, outside of regularly scheduled committee roundtable discussions.
  • Creates and develops advocacy, programming, communication and recruitment goals and objectives for their committees.
  • Obtains approval from the supervising Vice President before engaging in communication on behalf of GSG.
  • Attends monthly Senate meetings.
  • Represents and advocates interests of their committees.
  • Keeps in mind the issues and concerns of students on all campuses, not just UPC.
  • Coordinates committee financial requirements with the Directors of Finance and the Vice Presidents.
  • Supports and promotes GSG social, academic, community service and special events.
  • Completes task assignments such as research reports on relevant topics deemed by the Executive Board.
  • Becomes familiar with Robert’s Rules of Order, GSG Constitution and Bylaws.
3.2 Committee Chair Descriptions
  • Committees that are chaired by Executive Board members are Communications,, Finance, HSC Concerns, Judiciary, Social Programming, Community Service, Campus Affairs, Academic Affairs, Globalization and Inclusion, and Diversity and Equity.
3.3 Standing Committees

3.3.1 Academic Affairs

  • The Academic Affairs Committee addresses the academic concerns of students on all USC campuses and acts in advisory capacity for GSG on all related academic matters.
  • The Committee is chaired by the GSG Academic Affairs Chair.
  • Members consist of graduate and professional student volunteers.
  • The responsibilities of this committee include, but are not limited to, addressing issues and concerns related to TAs and RAs, interdisciplinary studies, and academic development.
  • The Committee is in charge of assisting the Director of Academic Affairs with the planning of the Annual Graduate Research Symposium.
  • This Committee will liaise with the GSG members of the Provost’s Graduate Advisory Committee, the campus Academic Initiative, the University’s Information Services Division, the Academic Honors Assembly in Program Board, the Director of Academic Affairs for the Undergraduate Student Government, and the Academic Senate.

3.3.2 Campus Affairs Committee

  • The Campus Affairs Committee is tasked with working with constituents to identify the most pressing relevant matters that should be addressed by GSG and the Administration, monitoring the current state of campus affairs deficiencies and offering recommendations on how to improve them, and serving as a sounding board and brainstorming group to reflect on campus affairs issues at USC and how GSG can implement positive change.
  • Members consist of senators and graduate student volunteers.
  • The Committee is chaired by the Director of Campus Affairs.

3.3.3 Communications Committee

  • The Communication Committee improves the GSG communication framework.
  • The Committee is chaired by the Director of Communications.
  • Members consist of senators and graduate student volunteers.
  • The responsibilities of this committee include, but are not limited to maintaining and approving the content of GSG website, newsletter, and social network pages, using such outlets to promote GSG and its activities, outreaching to graduate for contributions to the GSG website, staying up-to-date with relevant campus promotion resources, upcoming events, and publicizing communications from GSG to the general graduate student body.
  • The Committee will liaise with campus promotion entities such as the Daily Trojan, Trojan Vision, and El Rodeo, the USC News Service, and the Public Relations Chair of Program Board.

3.3.4 Community Service Committee

  • The Community Service Committee will be chaired by the Director of Community Service.
  • Members of this committee will consist of senators and graduate student volunteers.
  • The responsibilities of this committee include, but are not limited to, planning a variety of community service events, providing a space for the graduate student community service representatives from throughout USC to gather and create service initiatives, representing GSG to volunteer organizations in the surrounding community and fostering volunteerism among the graduate student community.
  • The Committee will liaise with the USC Volunteer Center and other University groups to provide diverse and wide-scale community service programming for graduate students.

3.3.5 Diversity and Equity Committee

  • The Diversity and Equity Committee serves as a ‘safe space’ where graduate students can openly discuss issues that are of particular concern to underrepresented groups.
  • The Committee is chaired by the Directors of Diversity and Equity.
  • Members will consist of senators and graduate student volunteers.
  • The responsibilities of this committee include, but are not limited to, building and sustaining community among underrepresented graduate students and faculty, encouraging the building of coalitions with USC’s surrounding communities, encouraging underrepresented graduate student participation in departmental, school-based, and university-wide organizations, activities, and events, advocating for concerns of diverse and underrepresented graduate students, creating programming that serves the needs of underrepresented graduate students.
  • The Committee will liaise with the university’s cultural centers, Director of Diversity Affairs of the Undergraduate Student Government and the relevant Program Board Assemblies (Latino Student Assembly, the Black Student Assembly, and the Asian Pacific American Student Assembly).

3.3.6 Finance Committee

  • The Finance Committee maintains financial records and statistics on GSG spending.
  • The Committee is chaired by the Director of Finance-Education and Approval. If the Director of Finance-Education and Approval is absent, the Director of Finance-Disbursements and Reconciling will chair.
  • Members of this committee consist of at least three senators and graduate student volunteers (excluding the Directors of Finance).
  • The responsibilities of this committee include, but are not limited to, reviewing and voting on budget applications from university-recognized graduate student organizations and assisting the President in preparing the following academic year’s budget.

3.3.6a Timeline

  • All applications for funding must be submitted 5 weeks prior to the date of the event.

3.3.6b Voting

  • Budget Requests >$1000 require an Executive Board vote.
  • Budget Requests >$1000 will be approved by the Finance Committee

3.3.6c Additional Finance Policies and Procedures

  • Additional and updated finance policies and procedures can be found in “Section Four: GSG Finances” and the GSG website. Please refer to the website for the most up-to-date Finance information.

3.3.7 Director of Globalization and Inclusion

  • The Committee is Chaired by the Director of Globalization and Inclusion
  • Members consist of senators and graduate student volunteers.
  • Responsibilities:
    • To advise the University on behalf of international graduate students of their interests by identifying specific points of advocacy and methods to improve international student representation at USC
    • To advocate for Legal Support and Safety Issues within the University
    • To advocate for Resources in Career & Professional Development Center
    • To advocate for the necessity of an the International Students Place, and manage the place once it is given
    • To advocate to university leaders and administrators on behalf of undocumented students
    • To seek membership on additional relevant university groups/committees
  • Partner organizations:
    • Office of International Graduate Students
    • Association of International Graduate Students
    • GSG Diversity and Equity Committee
    • GSG External Affairs Committee
    • International Student Assembly

3.3.8 Health Sciences Campus Concerns Committee

  • The Health Sciences Campus Concerns Committee serves student interests on the Health Sciences Campus and acts in advisory capacity for GSG on all related matters.
  • The Committee is chaired by the Director of the Health Sciences Campus
  • Members will consist of senators and graduate student volunteers.
  • The responsibilities of this committee include, but are not limited to, planning events to benefit the HSC student body, advocating on behalf of Health Science Campus constituents, and keeping the HSC student body informed of GSG activities.
  • The Committee will liaise with the HSC Governing Council.

3.3.9 Judiciary Committee

  • The Judiciary Committee interprets the GSG Constitution, GSG Bylaws, election procedures, or other rules and regulations including constitutionality of legislation.
  • The Committee is chaired by the Director of External Affairs.
  • Members consist of the Elections and Recruitment Chair as well as senators and graduate student volunteers.
  • The responsibilities of this committee include, but are not limited to, monitoring GSG elections and considering GSG Constitutional and Bylaws changes.

3.3.10 Social Programming Committee

  • The Social Programming Committee will be chaired by the Directors of Social Programming.
  • Members of this committee will consist of senators and graduate student volunteers.
  • The responsibilities of this committee include, but are not limited to, planning social events for all graduate students and supporting GSG Executive Board members with the planning and execution of their events.
  • The Committee will liaise with the University to provide diverse and wide-scale social programming for graduate students.
SECTION 4: GSG FINANCES
4.1 GSG Funding Policies
GSG will be funded from the Graduate Programming Fee collected from graduate students.

4.1.1      Honoraria

  • Honorarium Allocation Maximums:
      1. $1000 cap per year for speaker fees/gifts
      2. Requests for over $1000 will be considered based on the impact of the event on the USC community
      3. Can only be used for organization-run events, NOT department events (cannot be used to supplement department speaker series)
      4. Can be transferred as an IR for department to confer to speaker or by PO if department enrolls speaker in Kuali system Funds are first-come-first-served

4.1.2      Forfeiture of Organizational Funds

All Graduate Organizations are required to obtain official university recognition every fall. If the organizations have not been recognized during the Fall Semester, subsequent failure of Graduate Organizations to obtain recognition in the Spring Semester will result in the forfeiture of student organizational funds.

4.1.3      Reallocation of Unused Graduate Student Organizational Funds

4.1.3a  Un-Recognized Graduate Student Organizations

Unrecognized Graduate Organizations whose funds have been forfeited will be reallocated by the Executive Board during the second week of February of the Spring Semester.

4.1.3b  Recognized Graduate Student Organizations

  • Recognized Graduate Student Organizations that have not used any portion of their allocated student funding during the Fall Semester will receive notification of the availability of their funds from the Director of Finance by the end of January.
  • Recognized Graduate Student Organizations that have not used any student organizational funds during the Fall Semester will then be required to submit an “Intent to Use” form, to the Director of Finance outlining the organization’s intent to use its funding by the second week of February.
  • Failure to submit such notification to the Director of Finance by the second week of February will result in forfeiture of the organizational funds. The forfeited funds will then be reallocated at the discretion of the GSG Executive Board in the week prior to the March Senate meeting.
4.2 Different Types of Funds Available
4.2.1 Organization Fund

This fund is created by an annual allocation calculated at $9 per enrolled student per semester. Half of the allocation is for the Fall term, while the remaining half is for the Spring term. This Fund is available to Umbrella Organizations and can be used for closed events. Sub-Umbrellas may only access this Fund by requesting an allocation from their Umbrella. Requests for these funds must follow the request process as outlined on the GSG website.

4.2.2 Joint Programming Fund

This fund promotes inter-school and campus-wide events (i.e., academic and social). To qualify an event for the joint programming fund two conditions must be met:

  • At least two different graduate student organizations that do not fall under the same umbrella organization, must be actively involved in the planning and execution of the event. These graduate student organizations must be able to demonstrate, to the voting body, how the two co-sponsoring umbrella organizations are actively involved in the planning and execution of the event.
  • Requests for joint programming funds must follow the request process as outlined on the GSG website. The request will be approved according to the approval process as outlined on the GSG website.

4.2.3 Discretionary Fund

This fund is created by an annual allocation calculated at $4 per student per year. This fund is open to all organizations for events and is available on a first-come-first-served basis. To qualify for funds, the event must be relevant to a large amount of graduate students (i.e. more than just students in 1-2 departments) and open to all graduate students. Requests for these funds must follow the request process as outlined on the GSG website. The request will be approved according to the process as outlined on the GSG website.

4.2.4 Volunteer Fund

This fund is created by an annual allocation calculated at $1 per student per year. This fund is open to all organizations for volunteer or community service events, and is available on a first-come-first-served basis. This fund promotes and funds community-oriented, volunteer, and philanthropic events and programs for both individuals and organizations. These funds are not meant to be used as a direct monetary contribution to a fundraising campaign or event. Requests for these funds must follow the request process as outlined on the GSG website. The request will be approved according to the approval process as outlined on the GSG website.

4.2.5 Conference Travel Grant Fund

This fund funds graduate students who present original work at professional or academic conferences. Only graduate students who pay the programming fee are eligible for travel grants. This is the only fund operating in a reimbursement manner. For detailed information about policies and application procedures, refer to the Travel Grant page of the GSG website.

4.2.6 Sustainability/Green Engagement Fund

This fund is created by an annual allocation calculated at $1 per student per year. This Fund is primarily used for a 3- year pilot program (2014-2017) for a Green Engagement Fund at USC in conjunction with Undergraduate Student Government and University Administration (who contribute funds). Each group has representation on a committee that approves sustainability-related proposals. This Fund is open to all organizations and is available on a first-come-first-served basis. The application process for this fund is through the Green Engagement Fund website.

4.2.7 Social Justice Fund

This fund is created by an annual allocation calculated at $1 per student per year. This Fund is open to all organizations for social justice related events, and is available on a first-come-first-served basis. Requests for these funds must follow the request process as outlined on the GSG website. The request will be approved according to the approval process as outlined on the GSG website.

4.3 Eligibility
Please refer to the GSG website at gsg.usc.edu for further explanation of the recognition process and financing approval.

4.3.1 Recognized Groups

  • University policy dictates that all student organizations must apply to be recognized every year. Student Organizations must be recognized by Campus Activities-Student Affairs and a designated member (typically the President and/or Treasurer) of the organization must complete a GSG finance orientation as part of the recognition process..  An example of a Student Organization is the Society of Women Engineers.
  • Graduate Umbrella Organizations (organizations with Senate representation). USC Recognition and GSG Financing Approval. An example of a Graduate Umbrella Organization is the Viterbi Graduate Student Association.

4.3.2 Eligible Events

  • Conferences, seminars, workshops, recognition, social events, philanthropic events, and networking events are at the discretion of the GSG Executive Board or GSG Senate.
  • Only planned programs with detailed cost breakdowns and vendor quotes will be considered.
  • Only USC approved vendors can be used. Please contact Purchasing for USC approved vendors.
  • Fundraising events are prohibited.
  • Charging admission to a GSG funded event is prohibited unless admission is used to defray event costs. If an event is free for graduate students, guests of graduate students cannot be charged admission (i.e. if the event is free for USC graduate students, it must also be free for guests of graduate students).

4.3.3 Support

  • Funding (full or partial) is never guaranteed. Requestors are expected to research and apply for additional funding sources. An example of additional funding is funding from your Graduate Umbrella Organization, Department, or School.
  • Funds run out as the year progresses, so it is in organizations’ best interest to apply for funds as early as possible.
  • No reimbursements will be accepted or supported except in the case of Travel Grant Funding. Please refer to the Travel Grant Program on the GSG website.
  • The maximum amount that can be approved is $2500 per event.
  • Funding requests submitted later than the required timeline may be considered at GSG’s discretion but are subject to the workload and availability of the Finance team. This means that late applications may not be approved/processed in time for the event.

4.3.4 Co-sponsorship

Graduate Umbrella Organizations (organizations with Senate representation) requesting funding from discretionary, volunteer, or joint programming accounts, must also co-sponsor the event using their own organization funds.

4.3.5 Items that will not be funded

  • Alcoholic beverages
  • T-shirts – unless vital to the event and from an approved vendor.
  • Reimbursements
4.4 Obligations of the Graduate Umbrella Organization/ Student Organizations and Funding Source
4.4.1 Graduate Umbrella Organization/ Student Organizations

  • Communicate all pertinent information between the GSG Senate or Executive Board and the organization and/or other applicants.
  • Collect and disseminate all paperwork, methods of payment, and any other important materials for the organization or applicants.
  • Ensure that the GSG logo is prominently displayed on all publications and promotional materials printed after the funding is approved. Also, one copy of advertising materials must be submitted to both the Director of Communications for both UPC and HSC. Advertise admission charges for events clearly. The admission amount must be clearly advertised on all publication and promotional materials.
  • All original receipts for events must be turned in to the UPC or HSC GSG offices within 5 working days of the event. If you fail to do so, you will be added to the Blue Probationary List, which bars your organization from any immediate funding. Failure to turn in receipts within 10 working days will put your organization on a Black Probationary List, prohibiting funding to your organization for the semester following the offense (Example: Blacklisted in Spring semester, barred from Funding the following Fall semester). Return any unused funds to the funding source for a particular event. Unused funds may not be carried forward by the organization for use in future events and must be returned to the funding source(s).
  • Adhere to funding guidelines. If guidelines are not followed, funding may be withheld or denied for future applications.
  • Remit total funding amount to GSG if guidelines set forth by the Senate or the Executive Board are not adhered to by Graduate Umbrella Organizations or Student Organizations.

4.4.2 GSG Finance Committee

  • Communicates with the Graduate Umbrella Organizations/ Student Organizations in a timely manner.
  • Makes the Graduate Umbrella Organization/ Student Organization aware of its funding status as well as any conditional requirements as soon as possible.
  • Completes all necessary paperwork on time and in accordance with University Policies.
  • Considers the validity of a program on multiple factors and not solely based on its size or number of people that could realistically be expected to attend the program.
  • Reserves the right to recommend rejection, full funding, or partial funding for any application.

4.4.3 Timeline

  • Budget Proposal forms are due at least 5 weeks prior to the event. This is to ensure enough time for the approval process and generation of funds.
  • Upon approval of the Budget Proposal, an Expense Request Form is due no later than 3 weeks prior to the event.
4.5 Required Documentation
4.5.1 Before Approval

  • Complete a Budget Proposal form which includes a complete line item budget with proposed GSG-funded items identified. Obtain vendor quotes including vendor codes.

4.5.2 After Approval

  • Complete and return the Expense Request Form including a vendor quote from an approved vendor.
  • If funding is in the form of a purchase order, purchase orders will be emailed directly to the vendor. If funding is in the form of an Internal Requisite (IR), pick up IR from GSG main office.
  • Collect and submit all original invoices and receipts from all vendors
  • E-mail the Director of Communications details of the event to be added to GSG website and advertisements.
4.6 Tuition Remission
4.6.1  Assignment of units per Position

  • All Executive Board positions are paid the equivalent of 2-units of the Graduate School Tuition each semester in the form of payroll or stipend check. For example, if the Graduate School tuition is $1700/unit, a Board Member is paid $3400/semester. Board members are expected to work beginning in the late Spring following their selection/election, and are paid during Fall and Spring semesters of their term
4.7 GSG Endowment
4.7.1 History

  • The GSG Endowment Funds were allocated on April 4 th , 2005.
  • The GSG Endowment was established with the GSG Endowment Funds in January 2008.

4.7.2 Management

  • The GSG Executive Board shall be the stewards of the GSG Endowment.
  • The GSG Executive Board shall provide a brief report on the GSG Endowment during the Fall Semester.
  • Allocation of any portion of the interest generated from the GSG Endowment shall be approved by a majority vote of the Senate with recommendation from the GSG Executive Board.
  • Any unallocated portion of the interest generated from the GSG Endowment at the end of the academic year shall be used to further the growth of the GSG Endowment.
SECTION 5:  ATTENDANCE POLICY
5.1 Senate Member Obligation
  • The Executive Board is empowered to withhold departmental and school program funds of recognized organizations from schools/departments whose Senators fail to attend two Senate meetings. If an organization’s Senator(s) fails to attend a second (or more) Senate meeting in a given academic year, their funds will be withheld until such organization’s Sentor(s) attends a Senate meeting. A department or school with more than 1 Senator must have more than 50% of its Senators present in order to be recognized as attending the meeting.
  • The Elections & Recruitment Chair shall issue a warning to any organization that misses a Senate meeting, stating that their funds shall be withheld if they miss a second Senate meeting.
  • Senators must designate a proxy to attend Senate and committee meetings in the event the regular representative(s) is unable to attend.
SECTION 6: SENATE DUTIES AND RESPONSIBILITIES
6.1 Senate Duties and Responsibilities
 

Each departmental and/or school representative to the Graduate Student Government is obliged to undertake the following duties and responsibilities:

  • Attends all Senate meetings or, if unable to attend, sends a proxy in their place.
  • Regularly participates on at least one GSG standing committee or university-wide committee.
  • Disseminates with due diligence all communications between GSG and their department/school.
  • Acts as a liaison between their department/school and GSG.
  • Actively pursues the interests of their department/school.
  • Familiarizes self with their constituents and is accessible to them.
  • Familiarizes self with GSG Constitution and Bylaws.

6.2 Addition

In addition to the aforementioned obligations, each Senate Member is required to adhere closely to section 3.1 of the GSG Constitution.


Constitution & Bylaws