GPSC’s operational budget is set each year at the start of the Fall semester by the General Assembly under the advisement of the Treasurer. The majority of funds given to GPSC goes to providing funding for student groups and events.
Please contact GPSC Director of Finance for more information
Articles of Governance for the Graduate and Professional Student Council of Duke University
ARTICLE I. NAME AND GOVERNANCE
ARTICLE II. PURPOSE
ARTICLE III. MEMBERSHIP AND GOVERNING BODIES
ARTICLE IV. MOTIONS AND LEGISLATION
ARTICLE V. MEETINGS
ARTICLE VI. VOTING PROCEDURES
ARTICLE VII. THE GENERAL ASSEMBLY
ARTICLE VIII. THE EXECUTIVE COMMITTEE
ARTICLE IX. COMMITTEES
ARTICLE X. NOMINATION OF THE YOUNG TRUSTEE
ARTICLE XI. CONFLICT OF INTEREST
ARTICLE XII. STUDENT FEES
ARTICLE XIII. BUDGET
ARTICLE XIV. AFFILIATION OF CAMPUS GROUPS
ARTICLE XV. GROUP FUNDING
ARTICLE XVI. JO RAE WRIGHT STUDENT ADVOCACY AWARD
ARTICLE XVII. COUNCIL ANTI-DISCRIMINATION POLICY
ARTICLE XVIII. SPECIAL RULES OF ORDER
ARTICLE XIX. ACRONYM AND LOGO
ARTICLE XX. PROCEDURE FOR AMENDMENT
ARTICLE I: NAME AND GOVERNANCE
Section 1. The name of this organization shall be the Graduate and Professional Student Council of Duke University, herein referred to as the Council.
Section 2. The Articles of Governance for the Graduate and Professional Student Council of Duke University, herein referred to as the bylaws, serve as the internal rules for governance of the Council.
ARTICLE II: PURPOSE
Section 1. The purpose of the Council is to: represent and advocate on behalf of graduate and professional students at Duke University; serve as a liaison among the student governments of the graduate and professional schools of the University; serve as a liaison between graduate and professional students and the University Administration; nominate graduate and professional student representatives to University committees; program events of interest to the graduate and professional student community; and financially support the programming of graduate and professional student groups.
Section 2. The Council will provide a voice for student opinion and a means through which students participate the governing of Duke University. The existence of the Council places a responsibility on graduate and professional students to participate in the development of the University.
ARTICLE III: MEMBERSHIP AND GOVERNING BODIES
Section 1. Graduate and Professional Student Council
Subsection A. All graduate and professional students at Duke University shall be members of the Council. All members shall have the right to attend all open meetings of the Council and to view all open records of the Council.
Subsection B. The final authority of the Council shall be vested in the members of the Council, the graduate and professional students at Duke University.
Section 2. General Assembly
Subsection A. The General Assembly, herein referred to as the Assembly, shall be the legislative body of the Council consisting of student Representatives from the various graduate and professional schools at the University.
Subsection B. Each Member of the General Assembly will receive a voting card with his or her name written on one side of the card.
Subsection C. Article VII of these bylaws states the rights, responsibilities, duties, rules of apportionment, and membership procedure for Members of the General Assembly.
Section 3. Executive Committee
Subsection A. The Executive Committee oversees and coordinates the day-to-day operations and activities of the Council, directs the execution of all measures adopted by the Assembly, and makes administrative decisions for the work of the Council.
Subsection B. The Executive Committee shall consist of the following elected officers:
ii. Vice President
iii. Attorney General
iv. Executive Secretary
v. Director of Finance
vi. Director of University Affairs
vii. Director of Operations
viii. Director of Advocacy
ix. Directors of Student Life
x. Director of Community Outreach
xi. Director of Academic Programming
xii. Director of Communications
Subsection C. Article VIII of these bylaws states the rights, responsibilities, duties, and code of conduct for each of the Executive Committee members.
Section 4. Committees
Subsection A. Members of the Council shall sit on various committees of the University, including, but not limited to Council Internal Committees, External Committees, and Duke University Board of Trustees Standing Committees.
Subsection B. Article IX of these bylaws states the rights, responsibilities, duties, and code of conduct for council members serving on committees.
ARTICLE IV: MOTIONS AND LEGISLATION
Section 1. The General Assembly shall have the authority to make motions and pass legislation that addresses issues of concern for the graduate and professional student community. Unless otherwise explicitly stated by other bylaws, the general assembly must approve motions and legislation using a voting rule and method as listed in Article V of these bylaws.
Section 2. A motion is a formal step to bring a piece of legislation or other matter to the attention or vote of the General Assembly. The presiding officer will entertain motions from the General Assembly at any time. All voting motions must include a decision-making rule and voting method
Section 3. The term legislation refers to any proposed written changes to these bylaws, resolutions of the council, or rules to govern the graduate student community.
Section 4. The General Assembly may only make motions if a quorum is reached. A quorum will be at least one-half of all Members of the General Assembly holding active seats or their appointed proxies present. The number of active seats is equal to the total number of possible seats minus seats for which no Member of the General Assembly has been seated and seats that have been declared vacant pursuant to Article VII of these bylaws. The General Assembly cannot vote at meetings without quorum.
Section 5. Any proposed legislation will be known as a resolution. The Executive Secretary will number every resolution and keep copies of proposed legislation. If a resolution passes, the Executive Secretary will post the text of the resolution on the GPSC website.
Section 6. Any member of the Council can write a resolution, but only Members of the General Assembly can move to bring a resolution to the floor of the General Assembly for debate or vote.
Section 7. All resolutions for consideration by the General Assembly must be sent to the Executive Secretary and Attorney General no less than three days before the next meeting of the General Assembly at which the resolution is to be considered.
ARTICLE V: MEETINGS
Section 1. The Council shall conduct meetings through the General Assembly in a respectful and professional manner.
Section 2. Meetings of the General Assembly
Subsection A. The Assembly will meet a minimum of four times per semester.
Subsection B. The first meeting of each semester is scheduled by the Vice President. The first meeting of the fall must occur before the third Monday of September; the first meeting of the spring must occur before the first Monday of February. The schedule of the remaining Assembly meetings for the semester shall be approved before the first meeting of each semester.
Subsection C. With one week written or electronic notice to the members of the Assembly, the President can call special meetings of the Assembly. The notice must contain the purpose of the special meeting; the meeting shall be limited to topics germane to that purpose. A special meeting can also be called by petition of one-quarter of all Representatives holding active seats; the petition as well must state the purpose of the special meeting and the meeting will be similarly limited to that purpose.
Standing meetings may be cancelled by a unanimous vote of the Executive Committee or a petition of one-half of the active seats of the Assembly.
Subsection D. A chairperson will preside over each meeting of the Assembly. In all cases except those in which the Vice President has a conflict of interest, he or she shall serve as chair and set the agenda for meetings of the Assembly. If the Vice President does have a conflict of interest on a specific matter, the Attorney General shall chair the meeting while the Assembly conducts business on that specific matter. If the Attorney General cannot chair due to a conflict of interest, the Assembly shall elect one of its members to serve as chair while conducting business on the specific matter. If the Vice President is absent from a meeting, the Executive Committee will select the chair by simple majority vote.
Subsection E. If a Member of the General Assembly is unable to attend a meeting of the Assembly, he or she should designate a proxy from his or her constituency. The Member must notify the Executive Secretary, in writing or electronically, of the proxy who will attend the meeting. Notification must occur at least two hours prior to said meeting. One can serve as proxy for only one Member at an Assembly meeting. A proxy can only cast a vote at the meeting at which he or she is acting as a Member and the Executive Secretary has received a written or electronic notice of his or her proxy duty.
Subsection F. Any Member of the Executive Committee shall have the right to address the Assembly and propose legislation for the consideration of the Assembly. Members of the Committee shall have the right to attend executive sessions of the Assembly.
Section 3. Recess of the General Assembly
Subsection A. The Assembly will be in recess during the breaks between academic semesters, as determined by the University Calendar, which is maintained by the University Registrar.
Subsection B. The first recess is between the fall and spring semesters and begins at the close of exams for fall semester and the start of classes for spring semester.
Subsection C. The second recess is between spring and fall semester and begins at the close of exams for spring semester and ends at the first meeting of the Assembly in the fall semester.
Subsection D. During recesses of the General Assembly, the running of the Council shall rest with the Executive Committee.
i. The Executive Committee shall have all powers of the General Assembly necessary to promote the interests of graduate and professional students during these times.
ii. Legislative approval and confirmation for appointments will be suspended during recess periods. The President shall have the right to appoint members to positions during these time periods. Any such appointed positions will expire on the day of the first Assembly meeting of the academic year.
Section 4. Electronic Meetings
Subsection A. If a particular issue is judged to be time-sensitive, the Executive Committee may call, by a two-thirds majority vote, for a vote of the Assembly in electronic form, such as electronic mail or through a web page form. A petition of one-fourth of all active Members of the General Assembly may also call for an electronic vote of the Assembly. All Members of the General Assembly must be notified in writing of the motion by the Executive Secretary. The Members of the General Assembly must have at least one week from the time of notification to complete their vote. A vote will be considered to pass if one-half of all active Members of the General Assembly complete the vote and a simple majority of the respondents vote in the affirmative.
Subsection B. A vote in electronic form may not amend the Bylaws nor may it be used for judicial actions.
ARTICLE VI: VOTING PROCEDURES
Section 1. At times, the General Assembly may be required to cast votes on a motion.
Section 2. Voter eligibility within the General Assembly will be determined by Article VII of these bylaws or other bylaws if applicable.
Section 3. The term vote shall refer to a formal indication of an eligible voter’s choice or opinion, in an election, referendum, or motion, whether by ballot or other method.
Section 4. A presiding officer must supervise each vote. Depending on the case the President, Vice President, or Attorney General may serve as presiding officer. In cases in which the General Assembly will vote on a motion, excluding those motions that deal with elections and the affairs of the Judicial Committee, the Vice President will serve as presiding officer as he or she serves as chair of all meetings of the General Assembly. In cases of motions that deal with elections or affairs of the Judicial Committee, the Attorney General will serve as the presiding officer. In cases of recess meetings, in which the Executive Committee serves as the governing body of the council, the President will serve as presiding officer. The presiding officer is not allowed to cast a vote on the motion over which he or she presides. If a presiding officer cannot fulfill his or her duties due to a conflict of interest, the President will choose another member of the General Assembly or Executive Committee to serve as presiding officer, provided that an applicable bylaw does not specifically state another method for presiding officer selection or that the member does not have a conflict of interest as well.
Section 5. These bylaws recognize the following rules for decision-making on all votes cast within the General Assembly or Executive Board:
Subsection A. A simple majority shall refer to a number greater than half of the votes cast.
Subsection B. A two-thirds majority shall refer to a number greater than or equal to sixty-six percent of votes casts.
Section 6. The Attorney General will interpret any instances in which a bylaw’s voting rules are unclear as necessitating a voting method that requires a simple majority rule.
Section 7. In situations necessitating votes, members of the General Assembly may choose from the following methods of voting unless an applicable bylaw explicitly requires a certain method.
Subsection A. A vote by division of assembly is a voting method in which members of the General Assembly cast their votes on a motion by raising their voting cards. The presiding officer will first present the motion and then ask for those in favor of the motion to signify their support by raising their voting card. Then the presiding officer will ask those opposed to signify their opposition by raising their voting cards. In all division of assembly votes, the presiding officer and the Executive Secretary both will count the votes. The vote is over when both the presiding officer and Executive Secretary agree on the count. A motion only passes if the number in favor is equal or greater than the number of votes required by the applicable rule as stated in Article VI, Section 5 of these bylaws or in another relevant bylaw.
Subsection B. A recorded vote is a voting method for the General Assembly in which the names and votes of members supporting or opposing a motion are recorded on a paper ballot. The presiding officer will present the motion and then direct the Attorney General to distribute paper ballots to all eligible voters. If the Attorney General is serving as the presiding officer, he or she will distribute the ballots to all eligible voters. Eligible voters will then indicate in writing their support or opposition to the motion and identify themselves by writing their full names and constituencies on the ballot. The presiding officer and Executive Secretary will count and keep a record of the votes. The vote is over when both the presiding officer and Executive Secretary agree on the count and record. A motion only passes if the number in favor is equal or greater than the number of votes required by the applicable rule as stated in Article VI, Section 5 of these bylaws or in another relevant bylaw.
Subsection C. A vote by secret ballot is a voting method for the General Assembly in which the votes of members supporting or opposing a motion, but not their names, are recorded on a paper ballot. The presiding officer will present the motion and then direct the Attorney General to distribute paper ballots to all eligible voters. If the Attorney General is serving as the presiding officer, he or she will distribute the ballots to all eligible voters. Eligible voters will then indicate in writing their support or opposition to the motion. The presiding officer and Executive Secretary will count the votes. The vote is over when both the presiding officer and Executive Secretary agree on the count and record. A motion only passes if the number in favor is equal or greater than the number of votes required by the applicable rule as stated in Article VI, Section 5 of these bylaws or in another relevant bylaw. Upon completion of the vote by secret ballot process, the presiding officer and Executive Secretary will be responsible for the disposal of all ballots.
Subsection D. A voice vote is a method of voting on any motion that does not require more than a simple majority vote for its adoption. The presiding officer will first present the motion and then ask for those in favor of the motion to vocally signify their support. Then the presiding officer will ask those opposed to vocally signify their opposition. The presiding officer will make an estimate of the count on each side and states what he or she believes the result to be. If the outcome of the vote is unclear upon completion of a voice vote, any member of the General Assembly may request a vote by division of assembly, recorded vote, or vote by secret ballot. The presiding officer must honor the request.
Subsection E. A vote by unanimous consent is a method of voting in which no eligible voter present objects to a motion. The presiding officer will first present the motion and then explain that if no eligible voter objects to the motion, the motion will pass. Then, the presiding officer will pause for a moment and listen for objection. If the presiding officer hears no objection, the motion passes. If the presiding officer hears an objection the motion will fail, and the motion will require a vote by division of assembly, recorded vote, vote by secret ballot, or voice vote.
Subsection F. An instant-runoff vote is a method for voting in elections, but may only be used if the Assembly must elect a single winner with a simple majority rule from a field of more than two candidates. The presiding officer will explain the instant-runoff vote process and present the names of the candidates for office. The presiding officer then will distribute the ballots to the General Assembly. Members of the General Assembly will rank the candidates in order of most favored to least favored. Voters may choose to rank only those candidates they desire to win the office. The presiding officer and Executive Secretary will tally the choices. If no candidate has the support of a majority of voters, the candidate with the least support will be eliminated. Another round of counting takes place, with the votes of supporters of the eliminated candidate now counting for their next choice candidate. After a candidate is eliminated, he or she may not receive any more votes. This process of counting and eliminating will repeat until one candidate has over half the votes. If one candidate does not receive enough votes to satisfy a simple majority rule, the presiding officer will cast a vote. If the presiding officer’s vote does not satisfy a simple majority rule, the eligible voters will use a vote by secret ballot method to elect a candidate using a simple majority rule. If there is again a tie, the presiding officer will cast a vote to break the tie.
ARTICLE VII: THE GENERAL ASSEMBLY
Secton 1. Composition
Subsection A. Each department in the Graduate school, each program that admits students in the various schools, and each professional school shall be deemed an academic constituency.
Subsection B. Members of the General Assembly will be apportioned as follows:
i. The General Assembly will seat one Member for each academic constituency.
ii. For every 100 students within an academic constituency, the General Assembly will seat an additional Member for that constituency.
Section 2. Representation
Subsection A. All Members of the General Assembly must be enrolled in the academic constituency which they are elected to represent. Dual-degree students may represent either of the academic constituencies in which they will be enrolled during their tenure at the University.
Subsection B. No one may hold more than one Member position.
Subsection C. Members of the Executive Committee may not serve as Members of the General Assembly.
Subsection D. If any of the eligibility requirements are violated during the term of the Member of the General Assembly, the Executive Secretary will declare the seat vacant.
Section 3. Apportionment Process
Subsection A. Before the first of August, the Executive Secretary shall contact the appropriate administrators in each of the graduate and professional schools regarding the expected enrollment of graduate and professional students for the coming academic year. The numbers reported should include incoming graduate and professional students.
Subsection B. The Executive Secretary will determine the apportionment of Members of the General Assembly from this population data. The number of Members per academic constituency for the upcoming year will be publicly advertised on the Council website and will be communicated to the various schools and departments in an expedient measure in order to assist in election processes.
Subsection C. No graduate or professional student can be counted as a member of more than one academic constituency for the purposes of apportionment.
Section 4. Selection
Subsection A. The Executive Secretary shall issue a call for Members of the General Assembly to each academic constituency at least two weeks before the first meeting of the Assembly in the fall. The call for each academic constituency must include the number of Members apportioned for that constituency.
Subsection B. If an academic constituency is represented by a student government association, that organization shall be responsible for selection of Members of the General Assembly.
Subsection C. The students in an academic constituency not represented by a student government association shall determine their own procedures for selecting Members of the General Assembly. If necessary, the Attorney General will assist in conducting elections for a contested Member position.
Subsection D. The names of the Member(s) of the General Assembly must be communicated to the Executive Secretary after their selection by the relevant authority. The selection process should be completed before the first scheduled meeting of the Assembly in the fall.
Section 5. Seating
Subsection A. A Member of the General Assembly shall be considered seated when his or her selection is communicated to the Executive Secretary.
Subsection B. The term of office shall begin when the Member of the General Assembly is seated and end when the call for Members is issued for the subsequent academic year.
Section 6. Responsibilities
Subsection A. Members of the General Assembly shall represent the concerns of their constituencies before the Assembly and communicate the proceedings of the Assembly and activities of the Council to their constituencies. Although Members of the General Assembly bear particular responsibilities to the students of their division, they shall also bear the interest of students in the graduate and professional schools at-large.
Subsection B. Each Member of the Assembly must serve on an Internal Committee in order to address specific issues of the graduate and professional student community.
Subsection C. In order to vote in the Young Trustee or Spring Elections, a Member of the General Assembly must have attended, or supplied a proxy to, a simple majority of the Assembly meetings prior to the Election. Members of the General Assembly who have been seated for less than 3 meetings prior to an election will be eligible to vote at the discretion of the Executive Secretary and Attorney General. Proxies representing a member of the Assembly are not eligible to vote for Young Trustee.
Section 7. Pardoned Absence
Subsection A. If a Member of the General Assembly is unable to attend a meeting, and cannot find a proxy to do so in his or her stead, or if an Executive Committee member is unable to attend a meeting, the General Assembly or Executive Committee member may be eligible to receive a Pardoned Absence.
Subsection B. Requests for Pardoned Absences must be received by the Executive Secretary within 7 days following the absence. The Executive Secretary will notify the Representative or Executive Committee member that he or she has received a Pardoned Absence prior to the start of the next Assembly meeting.
Subsection C. A Pardoned Absence is granted at the discretion of a committee composed of the Vice President, Executive Secretary, and Attorney General. A Pardoned Absence may be granted for any conflict deemed reasonable by the committee, including, but not limited to, an academic or emergency conflict. The committee may request written proof of conflict before issuing a decision.
Subsection D. If the committee composed of the Vice President, Executive Secretary, and Attorney General jointly agree that a Member of the General Assembly has been abusing the privilege of Pardoned Absences, this may constitute grounds for misconduct and dereliction of duties.
Section 8. Recall
Subsection A. Any seated Member of the General Assembly may be removed by his or her electors.
Subsection B. If selected by a student government organization, that Member of the General Assembly may be removed by that organization’s internal procedures.
Subsection C. A Member of the General Assembly may be removed by a recall vote from his or her constituency. A petition signed by forty percent of his or her constituency and presented to the Assembly is necessary to commence removal procedures. This petition must detail the reasons for the removal. The Attorney General will conduct the recall vote for that constituency. At least half of the students in that Member’s constituency must vote in the recall election for that Member. If a two-thirds majority is reached, the Executive Secretary shall declare the seat vacant.
Section 9. Notification of Misconduct
Subsection A. A Member may not be removed from the General Assembly by act of the General Assembly alone. However, in cases in which a Member is accused of gross misconduct, dereliction of duties, or other conduct unbecoming a Member of the General Assembly, the Attorney General will notify the constituency of the accusation.
Section 10. Abandonment
Subsection A. Members of the General Assembly are expected to attend meetings of the Assembly or to provide a proxy to attend. A seat will be considered abandoned after a Representative is absent, without proxy or Pardoned Absence, from three Assembly meetings in any one semester. The Executive Secretary will remind the Representative of this policy after two absences as well as communicate with the appropriate student government association, school, department, or program. After the third absence without proxy or Pardoned Absence, the Executive Secretary shall declare the seat vacant. Exceptions will be decided on a case-by-case basis by the Vice President.
Subsection B. Above clause will take into consideration official academic requirements from the Member’s specific school.
Section 11. Resignations
Subsection A. A Representative may resign his or her position by notifying the Executive Secretary, in writing.
Subsection B. Upon receiving written notification, the Executive Secretary shall declare the seat vacant.
Section 12. Vacancies
Subsection A. If a seat of the Assembly becomes vacant, the Executive Secretary shall notify the appropriate school, program, or department of such vacancy. The affected school, program, or department shall follow the procedure outlined in Section 4 of this article to select a replacement Member of the General Assembly.
ARTICLE VIII: THE EXECUTIVE COMMITTEE
Section 1. Membership and Responsibilities
Subsection A. The Executive Committee shall hold regular meetings. The President and Vice President shall have the authority to call meetings, with a minimum of one meeting per month during the fall and spring semesters. A meeting must be called with a minimum of twenty-four hours notice to all members of the Executive Committee.
Subsection B. Members of the Executive Committee are expected to attend all meetings of the Executive Committee and meetings of the Assembly. Members of the Executive Committee may not miss more than three total Assembly and Executive Committee meetings in a semester without Pardoned Absence. Executive Committee members may not use a proxy.
Subsection C. Each member of the Executive Committee shall keep, maintain, and update a set of records containing all information essential to the execution of the position. Upon request from any member of the Executive Committee or Member of the Assemlby, these records must be presented for audit, inspection, or otherwise within 48 hours.
Subsection D. The terms of office shall be one year or until their successors are installed, whichever comes first. The Executive Committee shall be installed 14 days after the adjournment of the last Assembly meeting in the spring semester.
Section 2. Elections
Subsection A. The Assembly shall elect, by a simple majority voting rule, the Executive Committee from the membership of the Council.
Subsection B. Elections for Executive Committee positions shall occur at the spring Elections Session to occur in the spring semester no later than the first Assembly meeting in April. Each candidate for Executive Committee positions shall have the opportunity to speak and answer questions.
Subsection C. The Executive Secretary shall advertise the elections to the graduate and professional student community and call for nominations at least two weeks prior to the Elections session.
Subsection D. The Attorney General shall conduct the votes by secret ballot. The order of elections shall follow the order of presentation of positions as written in Article III. If no nominations are received for a particular office, the election of that office will be postponed until the end of the election process for the remaining positions. If the Assembly is unable to fill a position at the elections session, the election of those positions will occur at the second meeting of the Assembly in the fall.
Subsection E. If no one attains a simple majority on the first ballot, the individuals with the two highest numbers of votes shall be placed on a second ballot and voting occurs again. Should no candidate achieve a simple majority from this ballot, a third ballot should be conducted in which each member of the current Executive Committee is allowed one vote.
Section 3. Eligibility
Subsection A. Members of the Executive Committee must be a graduate or professional student currently enrolled at Duke University. Termination of enrollment shall cause that Executive Committee member’s position to be declared vacant.
Subsection B. No one may hold more than one position on the Committee.
Section 4. Removal
Subsection A. A member of the Executive Committee may be removed by the Assembly if he or she shows gross misconduct or dereliction of duties.
Subsection B. The charges must be brought by a Representative of the Assembly or a member of the Executive Committee and presented, in written form, to the Attorney General and Judicial Committee.
Subsection C. The Judicial committee shall investigate the charges. The accused has the right to submit information to the committee and may be interviewed by the committee at the accused’s discretion. The accused also has the right to seek out assistance from any Member of the Assembly or Executive Committee who is willing, in order to defend herself or himself. If any member, including the chair, of the Judicial Committee has a conflict of interest, he or she shall be excused. The Assembly shall elect a replacement member or chair for the remainder of the trial.
Subsection D. All information gathered by the Judicial Committee must be available to the accused.
Subsection E. The Judicial Committee shall present their findings to the Assembly at a meeting of the Assembly. The accused shall have the right to speak in his or her defense and shall have the right to call witnesses to speak on his or her behalf. The accused has the right to question any witnesses brought against him or her and attend the presentation of evidence.
Subsection F. The Assembly must vote by a two-thirds majority to remove the member from the Executive Committee. If removed, the office shall be immediately considered vacant.
Subsection G. The accused has a right to a speedy trial; to take place not more than one month after the original complaint is brought to the attention of the Judicial Committee. The accused has the right to prepare his or her case and must be given at least three days to do so.
Section 5. Resignation
Subsection A. An Executive Committee member may resign his or her position by notifying the President, Executive Secretary and Assembly, in writing. The President shall declare the office vacant. If the President resigns, the Executive Secretary will declare the Office of the President vacant.
Section 6. Vacancies
Subsection A. In the case that a vacancy exists in an office, the following procedure shall be used.
i. If the Office of President is found vacant, the Vice President will immediately fill the position. If the Vice President is unable to fill the position, the Attorney General will fill the position. If the Attorney General cannot fill the position, the line of succession will continue in the order of Executive Committee positions as listed in Article III of these bylaws.
ii. All other elected offices found to be vacant shall be immediately filled by appointment by the President with the confirmation of the Assembly. The President possesses the power to call an election as a means of appointment.
Section 7. Duties of Executive Committee Officers
Subsection A. President
i. The President is the chief spokesperson of the Council and is the official liaison between the Council and all outside bodies, both inside the University community and outside.
ii. The President shall have the authority to create positions, as necessary, to carry out the work of the Council. As well, he or she shall have the power to appoint members to these positions. He or she shall also have the power to create committees for the purpose of dealing with a time-sensitive matter.
iii. The President, in conjunction with the Executive Committee, shall devise and implement annual goals and strategies for the Council.
iv. The President shall have the authority to appoint members to special University committees, as necessary.
v. An honorarium shall be paid to the President for his or her services in equal monthly installments from June through March of their term of office. The amount of the honorarium shall be determined in the annual budget.
vi. The President shall chair the Presidents’ Council, which will be comprised of the Presidents, or similarly appointed roles, of each graduate and professional school. The Presidents’ Council shall meet not less than four times per year.
Subsection B. Vice President
i. The Vice President shall oversee all internal affairs of the Council. He or she shall have ultimate responsibility for the proper observance of all responsibilities delegated to members of the Council or of any committees thereof.
ii. The Vice President will chair and set the agenda for all meetings of the Assembly and the Executive Committee. He or she will serve as the presiding officer for all motions and votes that do not include elections or affairs of the Judicial Committee. In the case of a tie for a vote in the Assembly, the Vice President shall have the power to cast the deciding vote except in the Executive Committee elections and judicial affairs.
iii. The Vice President shall coordinate all logistical planning for Assembly and Executive Committee meetings, including room reservations and supplies.
Subsection C. Attorney General
i. The Attorney General serves as the Parliamentarian of the Assembly.
ii. The Attorney General shall assist, as necessary, in preparing resolutions and internal policy. All proposed legislation must be submitted to the Attorney General and Executive Secretary, in writing, before presentation at an Assembly meeting.
iii. The Attorney General shall serve as presiding officer for elections within the Assembly and must provide election procedures to the Assembly at least one week prior to any election.
iv. The Attorney General will oversee the Judicial Committee and review any policy changes brought before the committee.
v. The Attorney General shall conduct an annual review of the Bylaws and propose changes, if necessary.
vi. The Attorney General shall be responsible for the maintenance of a current copy of the Bylaws.
Subsection D. Executive Secretary
i. The Secretary shall keep a record of the proceedings of all meetings of the Assembly and post copies of that record before the next meeting of the Assembly.
ii. The Secretary is responsible for the maintenance of all current and archived internal documents, including any resolution and the GPSC handbook. He or she shall forward resolutions to the appropriate members of the University community.
iii. The Secretary shall take roll at all meetings and assist the Vice President and Attorney General in all voting procedures.
iv. As the Secretary maintains the official list of Members of the General Assembly, he or she is responsible for determining the proper holder of any Member position.
Subsection E. Director of Finance
i. The Director of Finance is responsible for the proper handling of all Council funds.
ii. The Director of Finance, along with the finance committee shall prepare the Annual Budget and submit it to the Executive Committee and make it available to the Assembly in time to be reviewed prior to the next to last Assembly meeting of the Spring semester. The Assembly must approve the budget by the last meeting in the Spring so that it will take effect September 1 of that calendar year. Early Fall events, such as the Retreat and Basketball campout (even if these events are in August), will be part of this budget as they are considered part of the Fall semester.
iii. The Director of Finance will prepare bi-monthly reports to the Assembly detailing the current financial status, as well as year-to-date disbursements. The Director of Finance will also prepare a final report for the end of the academic year that contains up-to-date transaction log and outstanding transactions.
iv. The Director of Finance will have charge of all accounts managed by the Council. The Director of Finance will be responsible for reimbursing members for funds spent for Council activities.
v. The Director of Finance will assemble and chair the finance committee, which is responsible for reviewing group funding applications and assisting in the budget process. This is a standing committee that will meet on an as-needed basis. The Director of Finance, in cooperation with the Director of University Affairs, will run the group funding process.
vi. The Director of Finance will monitor the spending patterns of the Council and make recommendations to the Assembly, as necessary, regarding changes in the student fee structure.
Subsection F. Director of University Affairs
i. The Director of University Affairs is responsible for oversight of the Committee and Caucus work of the Council. The Director works with the Vice President to facilitate caucus meetings and supervise the involvement of the other executive members as facilitators of their respective caucuses.
ii. The Director of University Affairs shall coordinate the Council nomination process for Members of the General Assembly to internal and external committees and shall form caucus working groups based on committee assignments. Assignment of nominees shall be reviewed by a committee consisting of five members of the Executive Committee and shall not be at the sole discretion of the Director of University Affairs. The Director will contact all committees on an at least quarterly basis to ensure appropriate involvement of General Assembly committee members. The Director will also collect monthly reports on the progress of council caucuses towards their stated goals and ensure that the general assembly is updated on this progress.
iii. The Director of University Affairs shall act as a manager of affiliated groups. He or she shall review new group affiliations, approve groups which follow Council guidelines, and bring forth to the Assembly for approval those groups whose affiliation status is questionable. He or she shall maintain a current database of affiliated groups, and shall manage email@example.com in accordance with guidance communicated by staff of the University Center Activities and Events. The Director will maintain, through the use of DukeGroups.com contact capacity with all graduate student group leaders.
iv. The Director of University Affairs will actively serve on the finance committee during student group funding cycles and will assist the Director of Finance in contact with student groups.
v. The Director of University Affairs shall act as a liaison between the council and internal and external committees, affiliated organizations, the Office of Student Affairs and Facilities, and undergraduate organizations.
Subsection G. Director of Operations
i. The Director of Operations will act as the house manager of the Graduate and Professional Student Council House and Office.
ii. The Director of Operations shall be the liaison between the Council and UCAE on issues pertaining to the House renovation, repair, and upkeep.
iii. The Director of Operations will work with student groups interested in hosting events at the House, and manage the scheduling of such events.
iv. The Director of Operations will work with the Vice President to secure meeting locations for Assembly and Executive Board meetings
v. The Director of Operations will be responsible for ordering and supplying any necessary food, supplies, or equipment for the weekly Assembly and Executive Board meetings.
Subsection H. Director of Advocacy
i. The Director of Advocacy shall focus on broader issues affecting graduate and professional students at the local, state, and national levels. Issues to explore include, but are not limited to, concerns on graduate housing, student loans, health insurance, veteran affairs, and research funding policy. The Director shall ensure the Council is aware of these issues, as well as work with internal committees and the President to develop strategic plans to advocate on behalf of the Council.
ii. The Director will also work with issues pertaining to various segments of the graduate and professional student community. Demographic issues to explore include, but are not limited to, international students, racial and ethnic minorities, the role of gender, and lesbian, gay, bisexual, and transgender students. The Director shall once again ensure that the Council is aware of the issues of these traditionally excluded minorities as well as advertising the actions of the Council to these students.
iii. The Director of Advocacy will serve as the liaison between the Council and local representatives or administrators on issues pertaining to student advocacy; specifically, the Duke Federal Relations office.
iv. The Director of Advocacy shall be the official Assembly contact with the National Association of Graduate and Professional Schools (NAGPS) and shall report to the Assembly on the activities of that body.
v. The Director will attend the biannual NAGPS-sponsored Legislative Action Days (LAD) as a representative of the Assembly. It is incumbent upon the Director to also recruit up to five graduate and professional students to join him or her for LAD.
Subsection I. Directors of Student Life
i. The Directors of Student Life coordinate and organize programs of interest to the graduate and professional student community, including social events.
ii. The Directors of Student Life advertise and promote Student Life programs through the GPSC newsletter and through social media, such as Facebook. They maintain the GPSC Student Life Facebook page.
iii. The Directors of Student Life co-sponsor certain events to foster collaboration among different graduate and professional student organizations.
iv. The Directors of Student Life keep an open dialogue with key personnel in the Duke University administration, particularly in the office of University Center Activities and Events (UCAE) and in the Athletics Department.
v. The Directors of Student Life communicate clearly and frequently with the Director of Finance concerning payments for programs and events and other transactions, including reimbursements and contract approval. They also help where necessary with the forms and information regarding Student Life required by the Director of Finance.
vi. The Directors of Student Life have their own committee with whom they communicate for support at programs and whom they can delegate to run certain programs.
Subsection J. Director of Community Outreach
i. The Director of Community Outreach shall organize regularly occurring community outreach/service programming for graduate and professional students and provide support to existing graduate and professional student service groups.
ii. He or she shall encourage communication and collaboration between campus community service groups and provide programming to improve both internal Duke and Duke-Durham relations.
iii. The Director of Community Outreach shall promote GPSC and other graduate and professional student group community service activities and will coordinate with Duke’s existing community relations office to further GPSC community outreach activities by maintaining a current database of campus community service groups and leaders, and shall create/manage an email listserve (i.e. firstname.lastname@example.org) to facilitate communication between group leaders.
iv. The Director of Community Outreach acts as a liaison between existing campus community service groups and provides support to these groups.
v. The Director of Community Outreach shall remain current with Duke University’s community service programs and advocate for graduate and professional student involvement in those programs.
Subsection K. Director of Academic Programming
i. The Director of Academic Programming shall act as a resource with regard to University policies and resources related to academic affairs, including the broader issues of diversity, harassment, discrimination and due process.
ii. The Director of Academic Programming shall gather and maintain up to date information detailing academic affairs related University resources and policies. The Director of Academic Programming shall also be responsible for monitoring and publicizing changes in policies.
iii. The Director of Academic Programming shall liaise with the Duke Career Center, career-oriented student groups, and career services programs in the various graduate and professional schools.
iv. He or she shall work to expand the range of available resources by strengthening alumni ties and developing relationships with recruiters and community resources, and will organize events of interest to graduate and professional student job seekers.
v. The Director of Academic Programming shall act as a resource in furtherance of graduate and professional student interdisciplinary activities and assist with requests for academic improvements by communicating such to the appropriate University office.
Subsection L. Director of Communications
i. The Director of Communications shall devise, monitor, and implement the Council advertising, public relations, and communications initiatives.
ii. The Director of Communications will establish and maintain contacts with campus media organizations, encouraging coverage of graduate and professional student concerns and Council activities. He or she will also maintain contacts with communications personnel in other organizations and departments across campus.
iii.The Director of Communications encourages communication among the graduate and professional student community.
iv.The Director of Communications will oversee the maintenance of the website and has the authority to appoint a Council affiliate to maintain the website as a content manager.
v. The Director of Communications is responsible for publication of the weekly newsletter GPSCNews and for coordinating and maintaining informational and event items for GPSCNews.
vi. The Director of Communications is responsible for annual review and updating of the Communications Policy, and bringing those changes to the attention of the Assembly, if necessary.
vii. The Director of Communications shall manage all Council e-mail lists according to any adopted electronic communications policy.
viii. The Director of Communications shall monitor the Assembly e-mail account (email@example.com) to answer student questions and concerns.
ix. The Director of Communications is responsible for overseeing the update of the GPSC website. She or he has the discretion of appointing a webmaster, who will be a member of the executive committee throughout the appointment. The Director of Communications is responsible for working directly with the webmaster and has the authority to remove the appointment when necessary.
ARTICLE IX: COMMITTEES
Section 1. Council members shall serve on committees of the council and university in fulfillment of a committee service requirement. Based on committee of service, General Assembly members will be assigned to service on one of the Council Caucus working groups. The committees consist of Internal Committees, External Committees, and Board of Trustees Standing Committees.
Section 2. Internal Committees
Subsection A. The Internal Committees of the Council exist to carry out the standing work of the Council and to investigate issues of concern to the graduate and professional student community. The two branches of Internal Committees shall include the Operational Committees and the Presidential Advisory Committees.
Subsection B. The Assembly may create special committees, by a majority vote, to carry out the work of the Council. The President shall have the authority to appoint members to these committees, with the confirmation of the Assembly. Special committees shall not exist past the end of the academic year in which they are created. Each Internal Committee shall meet at least once a year and submit a report at the end of the year detailing the committee’s work.
Subsection C. Operational Committees
i. The Operational Committees shall assist the Council in fulfilling its business obligations and responsibly conducting its affairs in accordance with these Bylaws.
ii. The Vice President shall maintain regular contact with the chairs of all Operational Committees and may request that the chairs report on the activities of their Committees at an Assembly meeting.
iii. The Operational Committees shall include the Judicial, Finance, Student Life, Basketball, Young Trustee Screening, Community Outreach, and the Green Team.
iv. The Judicial Committee shall be chaired by the Attorney General and shall consist of four other members elected by the Assembly. This committee shall investigate all charges of misconduct by members of the Assembly and Executive Committee and report its findings to the Assembly. In addition, this committee is authorized to enumerate guidance regarding the legislative operations of GPSC not inconsistent with these bylaws
v. The Finance Committee, composed of members appointed by the Director of Finance, shall oversee the finances of the Council. The committee should assist the Director of Finance in the budget process. As well, the committee shall review applications for funding requests for each of the funding cycles throughout the academic year and shall make funding recommendations to the Assembly.
vi. The Student Life Committee, chaired by the Directors of Student Life and composed of volunteer members, shall be responsible for the programming of the Council including social events. The committee should ensure that its programs are of a diverse nature in order to appeal to the varied interests of the graduate and professional student community.
vii. The Basketball Committee, composed of volunteer members, shall implement the distribution of season tickets to the men’s home basketball games as well as oversee the line policy for home basketball games (all men’s home games, select women’s home games).
1. Committee Structure
a. The Basketball Committee is composed of current graduate and professional students who volunteer for service through direct contact with the committee. Any graduate or professional student may join the Basketball Committee. Members of the General Assembly who serve on the Basketball Committee are eligible for service on other Internal or External Committees but may elect service on the Basketball Committee as fulfilling of their committee service requirement.
b. The Basketball Committee will be chaired by two current graduate students who supervise all committee activities and provide oversight for the execution of Campout, the Basketball Ticket Distribution, and home men’s basketball Game Day Admission Policies.
c. The Co-Chairs oversee the work of Campout Subcommittee Chairs who are responsible for the proper execution of Campout through leadership of task oriented subcommittees. Exemptions Committee members participate as members of the confidential exemptions decisions meetings to apply approval criteria set forth by this document and exemptions subcommittee chairs. During campout Line Checkers perform attendance checks for students throughout campout. Community Service Project leaders manage and organize students at each community service site and are the contact to the Community Service Subcommittee Chair in the event of need.
d. The Co-Chairs additionally oversee and delegate primary responsibility for management of Game Day Admissions Policies and promotions to the Head Ushers, who are two current graduate students. The Head Ushers lead a staff of student volunteer ushers who work to maintain the safety and privilege of graduate student attendance at home Men’s Basketball Games.
e. The Basketball Committee is advised by The Associate Dean of Students – Director Parent and Family Programs and the Assistant Athletics Director – Athletics Facilities, Game Operations, and Championships. The Co-chairs and Head Ushers are responsible for meeting regularly with these advisors who will approve final procedures and polices pertaining to Campout, Ticket Distribution, and Game Day Admissions Policies.
f. The Basketball Committee remains active during Campout Cycles which are defined as the period running from the first Committee event after the conclusion of the previous Basketball season until the conclusion of the current basketball season.
2. Expectations of Yearly Basketball Committee Policies.
a. By the end of March, the Basketball Committee Co-Chairs will submit a Basketball Committee Policy that includes at least the Campout Policy to the GPSC General Assembly for approval by majority vote.
b. The Basketball Committee Policy will be in effect from the time of approval, until the following Basketball Committee Policy is approved.
c. The yearly Basketball Committee Police will consist of policies that will govern the Basketball Committee, outline Campout Policies and Procedures, and outline Game Day Admissions Procedures.
3. Expectations of the Basketball Committee Policy:
a. Basketball Committee Policy shall include clear text for the following:
- Basketball Committee Structure.
- Membership and Election Guidelines.
- Responsibilities of the Committee.
- Ushering Requirements.
- Privileges of the Basketball Committee.
- Conflict Resolution.
b. Campout Policy shall include clear outlines for the following:
- Ticket Card Definition.
- Campout Participation Eligibility.
- Campout Registration.
- Campout Exemptions.
- Inclement Weather Policy.
- Campout Check-in Policy.
- Random Check Policy.
- Grounds for Disqualification and Removal from Campout and the Campsite.
- Lottery Policy.
- Limitation of Subsequent Entries.
- Lottery Results Policy.
- Ticket Card Allocation.
- Ticket Sales Policy.
- Proxy Policy for Ticket Card Sales.
- RV/Rental Truck Policy.
- Sound/DJ Policy.
- Community Service Policy.
- Student Vending/Fundraising Policy
- Recreation Activity Rentals Policy.
c. Game Day Admissions Policies shall include clear text for the following (this information will be available to all students for easy reference regarding game day policies).
- Location for wrist-banding.
- Timing of doors opening.
- Definitions of promotions.
- Seating chart and locations.
- Information regarding emergency contacts.
viii. The Young Trustee Screening Committee shall oversee the screening process for the Council’s nomination for Young Trustee. The committee shall develop the application, screen the candidates, and present finalists to the Assembly.
ix. The Community Outreach Committee, composed of volunteer members, shall coordinate community outreach/service programming for graduate and professional students. The committee shall promote involvement of the graduate and professional student body in community service and outreach programs.
x. The Green Team shall oversee the Council’s initiative to work towards a more sustainable graduate and professional student experience. The committee will work closely with the university’s internal committees on campus sustainability and the facilities and environment to develop a sustainable strategic plan for GPSC and the campus.
xi. The Veterans Advisory Committee shall be composed of no less than two members, with preference afforded to any veteran Member of the Assembly. The committee shall explore ways in which to honor and recognize the service of Duke University veterans; assist with the planning for ceremonies, observances, holidays and events honoring veterans, interact with local veterans’ organizations, and generally advocate for the student veteran population on campus.
xii. The Diversity Committee shall be composed of at least five members, with preference afforded to those Members of the Assembly who can collectively represent its full diversity. The committee shall be dedicated to creating a more inclusive university community in all realms of service grounded in respect and appreciation for individual differences. The committee shall also advocate on behalf of those graduate and professional students who due to their political ideology, religious affiliation, cultural background, race, color, national origin, disability, sexual orientation, gender, and/or age, may feel or appear underrepresented.
Section 3. Presidential Advisory Committees
Subsection A. Presidential Advisory Committees shall research and address important issues as defined by the Council, communicate information to the Council, assist in the planning and implementation of policy and projects, and aid in lobbying University administration for Council goals.
Subsection B. These advisory committees are created and staffed annually as needed by the request of the President, who shall determine the process by which the chair of each committee is selected. Each chair shall be responsible for the design and successful implementation of appropriate Council policy initiatives and programs. Each chair shall also be responsible for the coordination of research projects and corresponding lobbying efforts. The chair may appoint vice-chairs as necessary to carry out the work of the committee.
Subsection C. The President shall maintain regular contact with the chairs of all Presidential Advisory Committees and may request that the chairs report on the activities of their Committees at an Assembly meeting.
Section 4. Board of Trustees Standing Committees
Subsection A. The President shall represent the Council to one of the Standing Committees of the Board of Trustees. The choice of committee shall be at the President’s discretion, but the decision must occur before the election of members of the Council to the Board of Trustee Standing Committees.
Subsection B. Nominations Process
i. Any member of the graduate student community may serve as the Council’s representative to a Board of Trustees committee.
ii. The Executive Secretary must advertise the positions and call for nominations at least two weeks prior to the spring Elections session.
iii. After the completion of elections for Executive Committee positions at the spring Elections Session, the Assembly shall elect, by a simple majority rule, members of the Council to the Board of Trustees standing committees.
iv. In the event of a tie on the first ballot, a second ballot shall be conducted between the candidates receiving the same vote totals. Should that ballot result in a tie, a third ballot should be conducted in which each member of the Executive Committee shall be given one vote.
Subsection C. Special Appointment Process for Board of Trustees Standing Committees
i. If a vacancy occurs, the President will confer with the University Secretary to discuss replacement procedures under the University, and inform any responsible agents of the necessary changes.
ii. If a vacancy occurs while the Assembly is in session, the Attorney General shall begin a special appointment process by forming an appointment committee.
iii. The Attorney General shall announce the vacancy to the Assembly.
iv. Interested students should apply to the Attorney General to fill the vacant position.
v. The Judicial Committee will review all applications and nominate a representative for approval by the Assembly.
vi. If a vacancy occurs during a recess of the Assembly, the President shall have the power to appoint members to fill these vacancies.
Section 5. University Standing Committees
Subsection A. Nominations Process
i. The Director of University Affairs shall be responsible for organizing the process for nominating students to standing University committees.
ii. The Director shall publish a list describing all standing University committees with Council representation before the first Assembly meeting in the fall.
iii. Any interested graduate or professional student may apply to serve as the Council’s representative to a University committee. Applicants should note any appropriate qualifications.
iv. The Director shall convene a Nominations committee, which includes the President and Vice President, as well as four other members. If the number of volunteers for the committee exceeds four, the Director shall appoint members with an emphasis on equal representation of graduate and professional students. This committee shall review all applications; the committee shall then nominate, by slate, Members of the General Assembly to University committees at the second meeting of the Assembly.
v. The Assembly shall approve the slate of Members of the General Assembly by a simple majority vote rule.
vi. The Assembly can, by a two-thirds vote, suspend the slate and elect the Members of the General Assembly on an individual basis. Each representative must be elected by a majority vote. Before each election vote, the Vice President must call for additional nominations from the floor.
vii. Members of the General Assembly to University Committees shall, when requested, work to facilitate communication between the Council and administrators with whom they interact through their University Committee appointment.
viii. Members of the General Assembly to University Committees shall serve as members of the Presidential Advisory Committees that encompass the scope of their University Committee appointment.
ix. Members of the General Assembly to University Committees shall report their activities to the Assembly on a regular basis through the Director.
x. Members of the General Assembly to University Committees who fail to report regularly to the Assembly or who fail to attend two consecutive meetings of the committee to which they are appointed without providing a proxy may be removed by a two-thirds vote of the Assembly, provided that seven days written notice has been given and the committee representative has been granted the opportunity to be heard.
Subsection B. Special Appointment Process for University Committees
i. If a vacancy occurs after the annual appointment process but while the Assembly is in session, the Director of University Affairs shall begin a special appointment process. These vacancies may occur through the resignation of a committee representative or the creation of a new committee.
ii. The Director of University Affairs shall announce the vacancy to the Assembly.
iii. Interested students should apply to the Director of University Affairs to fill the vacant position.
iv. The Director of University Affairs will convene a Special Nominating committee, consisting of the Director of Community Outreach, and at least 2 other Council members. This committee will review all applications and nominate students.
v. If a vacancy occurs during a recess of the Assembly, the President shall have the power to appoint members to fill these vacancies
Section 6. The Council Caucuses
Subsection A. At the beginning of each academic year, the Vice-President and Director of University Affairs shall divide the members of the Assembly based on their current committee positions into special interest caucuses. These caucuses will function as working groups for council members to regularly discuss their committee agendas and meetings, and to advocate and plan initiatives in the interest of graduate and professional students.
Subsection B. The Council Caucuses will include but are not limited to an Academic and University Affairs Caucus, Business and Finance Caucus, Facilities and Environment Caucus, Transportation and Safety Caucus, Career and Alumni Affairs Caucus.
Subsection C. The Council Caucuses will meet at the discretion of the Vice-President during or outside of General Assembly meetings.
ARTICLE X: NOMINATION OF THE YOUNG TRUSTEE
Section 1. All currently enrolled graduate and professional students are eligible to run for the Council’s nomination for Young Trustee. Additionally, any graduate or professional student graduating the Spring or Summer semester preceding the application deadline is eligible to run for the Council’s nomination.
Section 2. The Assembly shall elect the Chair and six other members of the Young Trustee Screening Committee at the second meeting of the Assembly in the fall semester of years when this committee is needed. Members of the screening committee are ineligible to run for Young Trustee; any member that has a perceived conflict of interest with a Young Trustee candidate must excuse himself from the screening of that candidate.
Section 3. Written applications for Young Trustee created by the Screening Committee will be available to the graduate and professional student body by November 1. The committee must advertise the availability of applications for the nomination through campus media. Completed applications will be collected by a date determined by the committee. The date for collection must be before the end of the fall semester.
Section 4. After reviewing the applications, the screening committee will select a maximum of ten students to interview. Out of this group, the Committee will select three finalists to nominate for the Young Trustee Position.
Section 5. The Assembly shall, by a simple majority vote rule, using an instant run-off voting method, select one of the finalists to serve as the Council’s nominations for Young Trustee.
Section 6. The name of the nominee shall be made available to the University Secretary before the first full meeting of the Board of Trustees in the spring semester.
Section 7. If vacancies arise in the Council’s Young Trustee position, the President will confer with the University Secretary to discuss replacement procedures under the University Bylaws. The Executive Committee shall by majority vote, appoint a member to serve out the remainder of the Young Trustee term, with the confirmation of the Assembly.
ARTICLE XI: CONFLICT OF INTEREST
Section 1. Conflict of interest shall be defined as any real or perceived incompatibility between one’s personal or private interests, and one’s duty of office, which may reasonably impair or reasonably appear to impair the exercise of independent, unbiased judgment in the performance of one’s responsibilities to the Council.
Section 2. When a real or perceived conflict of interest arises, the person who has the conflict of interest shall immediately disclose the conflict of interest to the Attorney General, and either:
Subsection A. Recuse one’s self from the duty, situation, or role under which the conflict arises, or
Subsection B. Seek a ruling from the Attorney General consistent with allowing the person to continue in his or her capacity despite the existence or perceived existence of a conflict of interest.
Section 3. Where the Attorney General’s ruling has been sought, but permission has not been granted, a person may appeal the Attorney General’s decision to the Judicial Committee, who’s ruling shall be deemed final.
Section 4. Any violation of the sections 1 to 3 above, which gives rise to a breach of one’s duty as a member of the Council, shall be adjudicated according to Articles VII & VIII.
ARTICLE XII: STUDENT FEES
Section 1. The Assembly may assess a fee from all enrolled graduate and professional students at the University. Of the amount assessed, a specific amount per student will be transferred to the Duke University Union.
Section 2. The President must meet with the President of the Union annually in order to discuss the current fee structure.
Section 3. The amount of the fee needed per student for the workings of the Council will be determined annually by the Assembly. The President and the Director of Finance shall work with the President of the Union in order to determine the total fee charged per student. Recommendations will be presented to the Assembly and voted on as part of the annual budget.
Section 4. The Presidents should sign a document detailing the fee amount for the coming academic year and the distribution of the fees between the two bodies; this document should be sent to the appropriate officials in the Student Activities division of University Student Affairs.
ARTICLE XIII: BUDGET
Section 1. The budget shall be prepared by the Director of Finance with the assistance of the finance committee for the next to last meeting of the Spring semester in accordance with the description in the Bylaws. This budget shall take effect on May 1st of that year and remain in effect until April 30th of the following year. In that time the Assembly may alter the budget only after a vote.
Section 2. The budget line items will have listed members of the Council that will be responsible for approving expenditures made from the line item. In the event that a line item has been exhausted and additional funds are needed, the Director of Finance will determine if the funds can be redistributed or the Assembly needs to vote. If necessary, the Director of Finance will then make a recommendation to the Assembly as to the options available – whether it is redistributing funds from another line item, withdrawing from the budgeted carry-over, or cessation of the expenditures. It is the responsibility of the Director of Finance to keep those responsible for funds, as well as the Assembly, informed of the potential for and the severity of overdrafting.
ARTICLE XIV: AFFILIATION OF CAMPUS GROUPS
Section 1. In order to be affiliated with the Council, a group must:
Subsection A. Be comprised of at least 30% graduate and professional students.
Subsection B. Operate in accordance with the organization’s anti-discrimination policy.
Subsection C. Submit a statement of purpose, total membership size, number of associated graduate and professional students, and name of a contact person in a completed application found on the Council website.
Subsection D. Refrain from engaging in activities that violate University, municipal, state, or federal regulations, statutes, or codes termination of affiliation.
Subsection E. Not be affiliated with Duke Student Government.
Section 2. The benefits of affiliation are as follows:
Subsection A. Contact information, a description of the group and, if available, a link to a group website will be located on the Council website.
Subsection B. Recognition by the University through affiliation with the Council.
Subsection C. Ability to publish events through GPSC News.
Subsection D. Grants the campus group the right to designate such affiliation in all notices and communications and the right to use the logo of the Council in such announcements.
Subsection E. Ability to request that a representative speak before the Assembly. Such requests will be reviewed by the Vice President and scheduled at the discretion of the Vice President.
Subsection F. The Director of University Affairs may grant the status of ‘affiliated organization’ to campus groups requesting such status provided that the groups meet the affiliation requirements. Student groups seeking affiliation that do not meet the affiliation requirements will be brought to the Assembly.
Subsection G. The status of a campus group as an affiliated organization does not imply any financial or material support from the Council. Affiliated groups may not presume to speak for the Council nor word any communication so that such authority is implied.
Section 3. The period of affiliation shall be a maximum of one year, renewable at the first Assembly meeting of the fall of the Graduate School. The Group Affiliation cycle is from the first Assembly meeting of the Fall to the next year’s first Fall Assembly meeting. A group may apply for affiliation during the school year, but will only be affiliated for the remainder of the group affiliation cycle until having to reapply.
Section 4. Termination of affiliation shall be immediate upon receipt of written request by the group’s contact person. If anytime during the affiliation term has failed to comply with the affiliation requirements, termination will occur immediately after a two-thirds majority vote of the Assembly.
Section 5. Termination of affiliation will occur immediately after a simple majority vote of the Assembly if the campus group fails to comply with the provisions of this bylaw or engages in activities which violate University, municipal, state, or federal regulations, statutes, or codes. In this case, and no other, the campus group shall be responsible for the cost of a public announcement of the termination of affiliation.
ARTICLE XV: GROUP FUNDING
Section 1. The distribution of group funding for each funding cycle in the following year shall be established by the finance committee (which must include the Director of Finance, the Director of University Affairs, and no fewer than two other committee members). At the start of each academic year the funding deadlines will be announced and approved by the Assembly. Applications shall be made online and posted at least two weeks prior to the deadline.
Section 2. The purpose of group funding is to support events that enhance the educational experience of graduate and professional students by promoting educational, cultural, and social interactions.
Section 3. Events which may be considered for funding include, but are not limited to, charity work, community service, speakers, journals, cultural presentations or discussions, and social events that are open to all graduate and professional students. This is not an inclusive list. Priority for funding will be given to those events that impact a high number of Duke graduate/professional students, are multi-disciplinary, and are held on campus.
Section 4. Items that will not be considered for funding include alcohol, scholarships, travel expenses to an event, and food for social events. Funding for food that is an integral part of an event may be considered. Speakers may be considered if the event is cosponsored. The number of graduate and professional students will always be considered.
Section 5. In the case that student groups wish to seek funding for events that have previously occurred, applications will only be reviewed by written or electronic arrangement with the finance committee.
Section 6. Group funding applications must include a statement of purpose of organization and event, a budget that includes a breakdown of expenses and funding from other sources, and information on planned publicity and acknowledgement of funding requirements. Detailed instructions as to how to submit group funding applications will be posted on the Council website and communicated to all student group leaders.
Section 7. The finance committee will meet after each funding deadline and before the following general body meeting. Group funding must be approved by the Assembly. Funded groups will be informed of funding decisions no later than one week following approval by the Assembly. Group funding will be approved by the Executive Committee in the summer.
Section 8. Acceptance of funding requires that the Council be recognized in sponsorship of the event. The event should also be advertised through resources available to the Council (newsletter, mailing list, web page).
Section 9. Event organizers using group funding must save a copy of receipts for all purchases or reimbursements for at least 6 months following an event. The finance committee has the right to an annual audit of funded student groups with a format approved by the Assembly. Failure to complete this requirement will result in loss of funding privileges for the following funding cycle.
Section 10. Any funds that remain after each funding cycle can be drawn from in subsequent funding cycles, or if still unused carry over to the next year. Remaining funds may also be allocated within the same cycle for special events not able to be funded through the student group funding cycle.
Section 11. Affiliation with the Council or Duke Student Government will be required for consideration for group funding. Preference will be given to events organized by groups that are affiliated with the Council. However, the finance committee may consider applications for the funding of events organized by groups that are affiliated with the Duke Student Government if and only if the events organizers expect the event participants to be at least 30% graduate and professional students.
ARTICLE XVI: JO RAE WRIGHT STUDENT ADVOCACY AWARD
Section 1. The Jo Rae Wright Student Advocacy Award shall be given annually to a student, faculty, or staff member in recognition of outstanding support of Duke University’s Graduate and Professional Student community.
Section 2. This award shall be presented annually at the GPSC Retreat.
Section 3. Members of the Council can submit nominees for the Jo Rae Wright Student Advocacy award to the President.
Section 4.The President shall select the awardee(s) and present this recommendation to the General Assembly for approval prior to the Retreat.
ARTICLE XVII: COUNCIL ANTI-DISCRIMINATION POLICY
Section 1. The Graduate and Professional Student Council seeks to represent and advocate the concerns of graduate and professional students at Duke University. The Council advocates on behalf of students who are citizens of many countries, of diverse ethnic backgrounds, cultural affiliations, creeds, genders, sexual orientations and political beliefs.
Section 2. Insofar as the Council represents all students, in accordance with University policies, the Council will not implement any policies that discriminate against or prevent the free rights of any student group.
Section 3. In accordance with these Bylaws, the Council will not deny affiliation on the basis of any graduate and professional student group’s political ideology, religious affiliation, cultural background, race, color, national origin, disability, veteran status, sexual orientation, gender, or age of said group’s membership or leadership. To that end, in accordance with the University policies and these Bylaws, the Council will disaffiliate any group that seeks to discriminate against and prevent the free rights of students.
Section 4. The Council encourages all interested parties to form affiliated student groups and discuss sensitive topics in a constructive and academic manner.
ARTICLE XVIII: SPECIAL RULES OF ORDER
Section 1. The definition of written communication shall include electronic mail in addition to traditional paper communications.
ARTICLE XIX: ACRONYM AND LOGO
Section 1. The acronym GPSC may be used to represent the full name of the Graduate and Professional Student Council.
Section 2. The sole logo of the Council shall be the four letters ‘G’,’P’,’S’,’C’ in the graphics design approved by the Assembly.
Section 3. The use of the logo is restricted to correspondence from the Council and as directed by the Council.
ARTICLE XX: PROCEDURE FOR AMENDMENT
Section 1. Proposed amendments to the Bylaws must be submitted, in writing, to the Executive Secretary and Attorney General ten days in advance of the vote. The Executive Secretary shall notify all Members of the General Assembly of the amendment as well as post the text of the proposed amendment on the Council website.
Section 2. Amendments to these Bylaws must be approved by a two-thirds vote of the Assembly.