Bylaws of the Graduate Student Council

* These bylaws represent the ones uploaded onto the website but may not reflect the most recent version of the bylaws. For up to date bylaws please contact the President of the KUMC GSC. Updated 8/31/11 - Added Section 6 to Article VI

Article I Name

The name of this organization shall be the Graduate Student Council of the University of Kansas Medical Center (hereafter called the KUMC GSC).

Article II Purpose

The purpose of the KUMC GSC is:

  1. To promote the welfare of KUMC Graduate Students through participation in University governance activities; representation of all graduate students at KUMC in campus-wide affairs that directly and primarily affect the Graduate Students; and representation of their interests and concerns to the faculty and University administration.
  2. To allocate University funds derived from Student Activity Fees.
  3. To enhance the cultural, social and professional growth of KUMC Graduate Students.
  4. To ensure that the opportunities at the Medical Center are open to all Graduate Students regardless of race, religion, color, sex, disability, national origin, age, ancestry, marital status, parental status, sexual orientation or veteran status, as set forth in the University’s Equal Opportunity and Nondiscrimination Policies.
  5. To protect and enhance student’s rights.

Article III Graduate Student Council

Section 1 Membership

The membership of the KUMC GSC shall include all Graduate Students enrolled on the KUMC Kansas City and Wichita campuses who pay Student Activity Fees. Said members of KUMC GSC are entitled to all privileges of membership and shall be expected to adhere to all regulations of the KUMC GSC.

Section 2 Legislative Power

The legislative power of the KUMC GSC shall be vested in the Graduate Students who regularly attend the KUMC GSC meetings as outlined in Article V.

Section 3 Meetings

Meetings of the KUMC GSC are publicly announced and open to all those interested. Representatives of other KUMC student organizations and University officials may attend meetings. They may participate in the discussions as deemed appropriate by the KUMC GSC.

Section 4 Tenure: Officers

The term of office for GSC Officers shall begin with the summer term and continue for one academic year. No officer may be eligible to serve consecutive terms in the same office.

Section 5 Attendance at Meetings

Attendance at regular meetings is expected of every officer of the KUMC GSC. Regular attendance at meetings is also required of every member of the KUMC GSC to maintain voting privileges (see Article V).

Article IV Officers and Committees of the KUMC Graduate Student Council

Section 1 Executive Committee

The KUMC GSC shall have four (4) elected officers: President, Vice President, Secretary and Treasurer. These four officers shall serve as the Executive Committee of the GSC. The Executive Committee will set the meeting agenda for the full KUMC GSC, review proposals, and act on behalf of the KUMC GSC when necessary.

Section 2 Election of Officers

Officers of the KUMC GSC shall be elected by a majority vote of the GSC. The President, Vice President, Secretary and Treasurer shall be elected by the KUMC GSC at the end of the spring semester. These officers-elect shall assume their respective duties on the last day of finals week of the spring semester in which they were elected.

  1. Resignation of President - In the event that the GSC President (President-elect) resigns, the Vice President (Vice President-elect) shall assume the duties and title of GSC President (President-elect) and a new Vice President (Vice President-elect) shall be elected.
  2. Vacant Office - In the event that an elected office is not filled, the duties of that office will be divided among the other elected officers until such a time as GSC can present an eligible nominee and hold an election.

Section 3 Impeachment/Removal of Elected Officers

Following the submission of a petition to remove or impeach an officer signed by no less than five (5) members of the KUMC GSC, a written vote shall be taken. The results of this vote shall be tallied and reported by the Secretary. A two-thirds (2/3) vote constitutes removal from office. The vacancy shall be filled by a new election.

Section 4 Responsibilities of the President

The President of the KUMC GSC shall execute no less than the following responsibilities:

  • To act as the executive officer of the KUMC GSC, enforcing its resolutions and bylaws at all times.
  • To develop the meeting agenda with appropriate assistance from the executive committee.
  • To call to vote any act, measure or motion proposed by the KUMC GSC, and amendments to the bylaws by initiative independent of the KUMC GSC, by referendum to adopt or reject any measure, action or motion of the KUMC GSC.
  • To vote on GSC issues only in the case of a tie vote. In the case of a tie, the President’s vote shall constitute the majority decision.
  • To call for an expression of interest from the KUMC Graduate community at large from which she/he, with assistance from the executive committee, shall select committees.
  • To create special committees as necessary, and to appoint, on behalf of the executive committee to the Full KUMC GSC, members to these committees.
  • Attendance at each meeting.
  • To attend monthly Student Leaders meetings.
  • To coordinate members of the Executive Committee.

The President of the KUMC GSC shall, at the end of the KUMC GSC year, compile a comprehensive year-end report. This report shall include at least all legislation passed by the KUMC GSC, a copy of original committee actions, and a report on how those and all other subsequent issues were acted upon.

Section 5 Responsibilities of the Vice President

The Vice President of the KUMC GSC shall execute no less than the following responsibilities:

  • To assume all responsibilities and duties of the President in the absence of the President.
  • To assume the role and title of President, for the remainder of the president’s term, in the event that the President resigns or is impeached.
  • To serve as Public Relations Officer for the KUMC GSC.
  • Attendance at each meeting.
  • To coordinate social events of the KUMC GSC.
  • To coordinate philanthropic events of the KUMC GSC in conjunction with the KUMC GSC Community Outreach Committee.

The Vice President of the KUMC GSC shall, at the end of the KUMC GSC year, compile a comprehensive year end report. This report shall include a summary of at least all activities coordinated by the Vice President, their cost, time line, contacts, and success.

Section 6 Responsibilities of the Secretary

The secretary of the KUMC GSC shall execute no less than the following responsibilities:

  • To prepare and distribute to all members of the KUMC GSC and the public (as required):
    1. A list of current GSC members.
    2. Timely notification of meetings and other GSC events or their cancellation.
    3. Minutes of all GSC meetings in an appropriate format.
    4. Attendance at each meeting.
    5. Other GSC communications as required, including managing the KUMC GSC email account and checking it regularly.
    6. A copy of KUMC GSC bylaws.
  • To be responsible for other duties as may be assigned by the President or Vice President.
  • To begin and maintain a list of those members of the KUMC GSC that have voter eligibility as outlined in Article V.

The Secretary of the KUMC GSC shall, at the end of the KUMC GSC year, compile a comprehensive year end report. This report shall include summaries of at least all representatives, names, phone numbers and addresses for all GSC members, attendance, individuals to receive various communications, a copy of all minutes, and a copy of all handouts and flyers.

Section 7 Responsibilities of the Treasurer

The Treasurer of the KUMC GSC shall be execute no less than the following responsibilities:

  • To develop the annual budget, with assistance from the Executive Committee for presentation to the full KUMC GSC.
  • To monitor all budget expenditures and report them to the KUMC GSC on a monthly basis.
  • To be responsible for such other tasks as may be assigned by the President or Vice President.
  • Attendance at each meeting.
  • Anticipate KUMC GSC expenses and request appropriate vouchers.
  • Write checks and manage receipts.
  • Maintain balance in accounts.
  • Transfer funds as necessary.

The Treasurer of the KUMC GSC shall, throughout the year, maintain a comprehensive budget notebook record of all organizations' funding requests, records of their approval, reimbursement requests, and all deposits and expenditures.

Section 8 Responsibilities of Departmental Representatives

All graduate degree-appointing departments at KUMC can have a representative in the KUMC GSC. Responsibilities of departmental representatives include:

  • To represent the needs and concerns of the Graduate Student Body and particularly of their department.
  • To attend KUMC GSC meetings.
  • To distribute information to their departments.
  • To be responsible for such other tasks as may be assigned by the President or the Vice President.

Academic "departments": Anatomy, Biochemistry, Pharmacology, Microbiology, Physiology, Pathology, IGPBS, Preventative Medicine, Nursing, Hearing and Speech, Dietetics, Physical Therapy, Occupational Therapy, Health Policy and Management.

Section 9 Graduate Student Council Committees

All members of the KUMC GSC are eligible to serve as committee members on KUMC GSC committees. All participation on these committees is voluntary with exception to those positions indicated as 'elected.'

Responsibilities of KUMC GSC committee members include:

  • To represent the needs and concerns of the Graduate Student Body
  • To attend KUMC GSC meetings
  • To distribute information from their committees to KUMC GSC
  • To be responsible for such other tasks as may be assigned by the President or the Vice President

KUMC GSC committees and descriptions:

Student Research Forum chair(s): Coordinate and oversee all aspects of the Student Research Forum, designate sub-committee members, hold regular planning meetings, report progress/needs to KUMC GSC.

Web Development Committee: Maintain the KUMC GSC website, post all meeting attendance and minutes at the request of the GSC Secretary, update website as requested by KUMC GSC.

Community Outreach Committee: Work under the direction of the KUMC GSC Vice President to coordinate volunteers/organize/plan KUMC GSC participation in activities concerning outreach to the KUMC, K.C./Wyandotte County, and world communities. Events/donations must be within the approved budget for outreach, and expenditures must be pre-approved by a two-thirds (2/3) majority vote of the KUMC GSC. Maintain a record of all events, participants, contacts, expenditures, and successes throughout the year.

Other responsibilities of the Community Outreach Committee include:

  • To present to KUMC GSC potential opportunities for philanthropic activities/donations
  • To communicate all activities and participants to the Pulse Development Committee to be posted on the KUMC GSC website
  • To ensure continuance of funding for KUMC International Outreach "Girls-in-China" Project as outlined in KUMC GSC Bylaws Article VI, Section 6

Section 10 Graduate Student Council Designees in other Organizations

Upon designation/election as a representative of the KUMC GSC in other organizations/committees, the representative shall act in accord with the opinion and will of the KUMC GSC. It is also the representative’s duty to consider the welfare and opinions of the KUMC Graduate Student community when acting as a representative of the KUMC GSC.

  • SGC senators: The GSC shall elect active members to serve on the Student Governing Council representing the opinions of the KUMC GSC. Representation should be as varied as possible. Members are expected to attend monthly SGC meetings and report back to the KUMC GSC. Senator positions include Graduate SOM (3), Graduate SON (1), Graduate SAH (1), and Alternates (3).
  • Graduate Studies Travel Fund
  • Kirmayer Fitness Center
  • International Exchange
  • Student Health Outreach Team (SHOT) (2)
  • Technology (2)
  • Student Wellness
  • SEAD

Article V Legislative Process

Section 1 Voting

All members of the KUMC GSC can vote on any motion, unless the voter eligibility rule is invoked.

Section 2 Voter Eligibility Rule

Any member of KUMC GSC may invoke the Voter Eligibility Rule, regardless of their own voter eligibility status, anytime a vote is called or required for the due process of the KUMC GSC in accordance to its bylaws. *Voter Eligibility Rule, when invoked, will limit the voting on the current motion, amendment, act or legislation to those who have their eligibility to vote at the beginning of the KUMC GSC meeting in progress. *The eligibility to vote, for the members of KUMC GSC, will be maintained and determined by the current Secretary of the KUMC GSC based on the following guidelines:

Eligibility to vote will be based on attendance to the scheduled KUMC GSC meetings.

  1. All members of the KUMC GSC will have the eligibility to vote at the beginning of the first KUMC GSC meeting of the academic year (beginning in the fall semester).
  2. A member of the KUMC GSC will lose his/her eligibility to vote when he/she is absent at two consecutive scheduled KUMC GSC meetings. Therefore, a member who misses two consecutive meetings will lose his/her eligibility to vote as of the conclusion of the second meeting.
  3. A member of the KUMC GSC will regain his/her eligibility to vote when he/she attends two consecutive scheduled KUMC GSC meetings. Therefore, a member who attends two consecutive meetings will regain his/her eligibility to vote as of the conclusion of the second meeting.

*The secretary will record in the notes of the meeting when a vote was voted as an eligible vote.

Section 3 Initiative and Referendum

  • Any member of the KUMC GSC shall have the power to propose any act, measure, or motion, regardless of that member’s voting eligibility status.
  • Any member of the KUMC GSC can move to table any issue until the next regular monthly meeting, regardless of that member’s voting eligibility status.
  • All motions, acts, and measures must be voted upon by the KUMC GSC and passed before being enacted.

Section 4 Enactment of Legislation and Petitions

  • All legislation regarding acts, measures, or motions shall be passed by a simple majority vote by KUMC GSC, giving due consideration of all KUMC Graduate Students.
  • All legislation and petitions regarding amendments to the Bylaws shall be passed by a two-thirds (2/3) majority vote of the KUMC GSC, giving due consideration to the opinions and needs of all KUMC Graduate Students.

Article VI Funds and Budgets

Section 1

The KUMC GSC has the authority to utilize designated funds generated from the assessment of Student Fees subject to the approval of the Dean or the Dean’s designee, and to review through an annual report the expenditure of Student Activity Fees. The report shall include summaries from both accounts: “Safe Keeping” (KUMC Budget Office) and State (Topeka) accounts.

Section 2

Only registered Graduate Student organizations, campus organizations, or University-sponsored or contracted activities financially or non-financiall supported by Graduate Students at KUMC may receive an allocation from Student Activity Fees.

Section 3

  • Approval of requests for such funds shall be on condition of submission of budgets to and approval by the KUMC GSC. Where such funds are allocated, financial accountability shall be required.
  • Upon funding request approval by the KUMC GSC, funds to be submitted for reimbursement must have been spent within the academic semester in which the funding request was approved.

Section 4

The GSC treasurer, with assistance from the GSC Executive Committee, will formulate an annual budget in the fall semester and present it to the entire KUMC GSC at the first meeting of the year for approval. Once approved, expenditures specifically listed in the budget can be made with approval of the Treasurer and one other Executive Committee member.

Section 5

  • Any funding request made to KUMC GSC must be completed on-line by properly filling out the GSC Funding Request Form. The request must be received by the due date set by the KUMC GSC Executive Committee. Upon announcement by the KUMC GSC Executive Committee, requests must be presented by a representative from the requesting organization at the KUMC GSC meeting designated by the Executive Committee. Exceptions may be made at the discretion of the Executive Committee.
  • The maximum funding request per Graduate Student Group per school semester will be determined at the start of each academic year by the Executive Committee. This amount will be disclosed to all Graduate Students prior to the deadline of Requests for Graduate Student Funding.
  • Any Funding Request Form must be accompanied by at least one representative from the group requesting funding at the meeting for which the funding request will be considered.

Section 6

  • In order to hold student organizations accountable for the money received from GSC for programming, a representative of the organization must actively participate in GSC by attending at least three GSC meetings in the semester that funding is given to be eligible to apply for funding in the next semester. A representative must attend three meetings in the fall semester to be eligible for spring funding and attend three meetings in the spring to be eligible for fall funding. If the GSC executive board decides to give any summer funding, eligibility will be determined by attendance in the spring semester.
  • If an organization is ineligible for funding in a given semester due to insufficient attendance, a representative must attend at least three meetings that semester to regain eligibility. For example if an organization is ineligible for funding in the fall, representatives must attend three meetings in the fall to regain eligibility to apply for funding in the spring.
  • This rule is waived for new student groups and for existing groups who are applying for GSC funding for the first time.  Extenuating circumstances will be reviewed and evaluated on an individual basis by the GSC executive board.

 

Article VII Meetings

Section 1 Scheduling

Meetings of KUMC GSC shall be public and shall be held at least once a month throughout the entire year. Meetings shall be scheduled in such a way as not to conflict with known class times.

Section 2 Notice of Meetings

Meetings shall be announced by a written notice sent to members at least seven (7) days prior to the meeting date. Meetings shall be called by the President.

Section 3 Agenda

The agenda shall be drawn up by the President with the assistance of the Executive Committee.

Section 5 Voting

The vote of the simple majority of the KUMC GSC shall decide the action of the KUMC GSC, unless the amount of majority required is stated otherwise elsewhere in the bylaws. The voting procedure shall be followed as outlined in Article V.

Section 6 Special Meetings

The President of the KUMC GSC may call a special meeting of the KUMC GSC without giving normal notice if such a meeting is necessary to address an emergency situation. A special meeting may be held upon twenty-four (24) hour notice delivered personally or by phone.

Section 7 Non-Public Documents

Documents and letters sent to the KUMC GSC or any of its officers by another body of the University governance system, by the Chancellor or any other member of the Administration, by the Board of Regents, or by to the State of Kansas, with a specific request that such material not be made public, are not subject to open record provisions. The issue shall be discussed in a closed door meeting and the request shall be duly noted in the minutes.

Article VIII Amendments

These Bylaws may be amended by a favorable two-thirds (2/3) vote of the KUMC GSC. Proposed changes in the Bylaws of the KUMC GSC shall be submitted in writing for consideration at a regularly scheduled meeting. An official vote to accept or reject said amendment shall be called no earlier than the next regularly scheduled meeting.