GSA Bylaws

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The Graduate Student Association, hereafter referred to as the Association or the GSA, is an organization established under a constitution, first approved by Rice graduate students in 1969, and most recently amended by graduate student vote in the Spring of 1996. In order to provide efficient operation and to ensure smooth transition during changes of Officers of the Association, the following bylaws are hereby enacted:

BYLAW A: GRADUATE STUDENT ASSOCIATION COUNCIL

ARTICLE A-1: GENERAL PROCEDURE

Section 1. Membership
The GSA Constitution establishes the Graduate Student Council (the Council), which acts as the legislative branch of the GSA. The Council consists of one representative from each academic department at the university that has a graduate or professional program; provided that students in that department elect or designate a student representative to the Council. For all purposes under this Bylaw, all voting and ex officio members of the Council shall be considered Council members.

Section 2.: Meetings
The Council shall hold regular monthly meetings, notice of which is given to all graduate students. It shall also hold special meetings whenever requested in writing by a majority of the Executive Committee or by three departmental representatives.

Section 3.: Notice of Meetings
Notice of regular Council meetings shall be given five days prior to the meeting date. Special meetings of the Council require only three days notice. An e-mail message to the GSA Representatives listserv is considered fair notice of a Council meeting

Section 4.: Proportional Voting
When proportional voting is required under the GSA constitution, the departmental proportions shall be determined based on the number of full-time graduate students enrolled in such department as of October 1 during the academic year in which the vote is taken. If the GSA takes a proportional vote before October 1 of a given year, the departmental tally from the previous year shall set the proportions. Proportions for a given vote shall be calculated based on graduate enrollment in the departments whose representatives are present at the meeting in which the vote is taken. A department whose representative is not present at the vote will receive a proportional weighting of zero.

Section 5. Quorum
A quorum of the GSA Council shall consist of a quorum consists of three or more departmental representatives together with a simple majority of Executive Committee members present at a regular or special meeting about which proper notice was given unless overridden by a specific provision of these bylaws.

Section 6. Form of Council Legislation
Any resolution adopted by the Council shall include the title of the proposal, the date it is introduced in the Council, and the names of the Council member(s) introducing it. It shall also include the date the proposal is adopted by the Council.

ARTICLE A-2: ELECTIONS

Section 1. Election Meeting
The Council shall hold its annual election meeting at the regular March Council meeting of each year. At such meeting, the Council shall elect the Executive Committee of the Council. It shall also appoint GSA members to both GSA and university standing committees and to the University Court and Honor Council. The Parliamentarian of the Council shall chair the election meeting.

Section 2. Candidates for Executive Committee
All candidates for positions on the Executive Committee shall submit an application for the office(s) sought to the Parliamentarian or Secretary of the Association no later than two weeks prior to the election meeting. By a simple majority vote of the Council members present at the election meeting, the Council may choose to accept at the election meeting additional nominations of candidates for office on the Executive Committee. Applications for each office shall be available in the Graduate Student Association office.

Section 3. Term in Office
The term in office for each elected position and each committee appointment shall commence on April 1 and shall end on the following March 31.

Section 4. Vacancies
Any vacancy in an elective position or on a GSA or university committee shall be filled at a regular or special meeting of the Council.

Section 5. Removal
The Council may remove any executive officer of the GSA through the procedure outlined in Article Eleven of the Association's Constitution. The Council may remove any member of a GSA standing committee by a simple majority vote of the Council, unless another procedure for removal is specified in the bylaw governing the committee. However, no vote on removing officers or committee members shall take place unless notice of the proposed removal was given to graduate students less than 20 but more than 10 days before the removal vote.

Section 6. Voting
All elections and committee appointments shall be decided by a simple majority of votes cast by departmental representatives at the election meeting, with the Parliamentarian of the Council casting a tie breaking vote. A representative may not vote absentee or by proxy.

BY-LAW B: COMMITTEES
ARTICLE B-1: GRADUATE STUDENT POSITIONS ON UNIVERSITY COMMITTEES

Section 1. Selection procedure for University Court and Honor Council
The Council shall elect students for positions on the University Court and Honor Council according to the following procedure:

1. The positions available and the deadline for applying for each position shall be announced by the Council and appear on the GSA WWW pages and be posted to the GSA newsgroup. Applications for each position shall be available in the Graduate Student Association office.
2. For the University Court positions, after the deadline for a position has passed, the Vice-President for Internal Affairs shall select from the applicants not more than eight nominees for consideration by the Council. The names of the nominees approved by the Council shall be submitted to the University Court.
3. For the Honor Council positions, after the deadline for a position has passed, the Vice-President for Internal Affairs shall select from the applicants not more than seven nominees for consideration by the Council. The names of the nominees approved by the Council shall be submitted to the Honor Council.

Section 2. Selection procedure for other university boards and committees
The Council shall recommend students for positions on university boards and committees according to the following procedure:

1. The positions available and the deadline for applying for each position shall be announced by the Council and appear on the GSA WWW pages and be posted to the GSA newsgroup. Applications for each position shall be available in the Graduate Student Association office.
2. After the deadline for a position has passed, the President of the Association shall select from the applicants not more than seven nominees for consideration by the Council. The names of the nominees approved by the Council shall be submitted to the office of the Provost and the office of the President of the University. The final decision on each position rests with the President of the University.

Section 3. Reports
1. The student members of each university board or committee shall report each semester to the Vice-President for Internal Affairs. The Vice-President for Internal Affairs shall ensure that these reports are submitted and shall present them to the Council. Each report shall describe the committee's activities and may recommend changes in the committee's authority, duties, or procedures.
2. If a committee has more than one student member, the student members may choose one of their own number to report to the Vice-President for Internal Affairs.
3. The student members of each committee are responsible for knowing which actions of the committee should be made public.

ARTICLE B-2: AWARDS COMMITTEE
Section 1. Membership
The Awards Committee shall consist of the Vice-President for Internal Affairs as chair and four members of the association. The Director of Student Activities or a representative appointed by him and the Faculty Advisor of the Association are ex officio members of the committee.

Section 2. Graduate Student Association Teaching/Mentoring Award
1. Definition : The Graduate Student Association Teaching/Mentoring Award may be presented each year. The recipients are selected because of their demonstrated commitment to graduate education in teaching graduate students at Rice University. The award shall consist of a plaque of appropriate design and a purse of fifteen hundred dollars ($1500).
2. Eligibility : Candidates for the award are all faculty members of the university.
3. Selection : The committee shall select the recipients of the awards after considering all eligible candidates. The maximum number of awards given in any year is two. However, the committee may not present an award in a given year if no suitable candidates are found.
4. Expenses : The expenses incurred by the purchase of the plaques shall be included in the budget of the Council in the fiscal year in which the award is given. The purse of fifteen hundred dollars ($1500) funded through the generous support of the President of the University.

Section 3. Graduate Student Association Faculty/Staff Service Award
1. Definition : The Graduate Student Association Faculty/Staff Service Award may be presented each year. The recipients are selected in recognition of individuals who have gone above and beyond the call of duty in their service to the students at Rice University. The award is a token of appreciation for those who strive to improve the quality of student life for the University's graduate students. The award shall consist of a plaque of appropriate design.
2. Eligibility : Candidates for the award are all faculty and staff members of the university.
3. Selection : The committee shall select the recipients of the awards after considering all eligible candidates. The maximum number of awards given in any year is two. However, the committee may not present an award in a given year if no suitable candidates are found.
4. Expenses : The expenses incurred by the purchase of the plaques shall be included in the budget of the Council in the fiscal year in which the award is given.

Section 4. Graduate Student Association Service Award
1. Definition : The Graduate Student Association Service Award may be presented each year. The recipients, through their contribution of time and effort and their devoted service on behalf of graduate students, have worked to improve graduate student life and to advance the cause of graduate education at Rice. The award shall consist of a plaque of appropriate design and a purse of one hundred dollars ($100).
2. Eligibility : Candidates for the award are all members of the Graduate Student Association.
3. Selection : The committee shall select the recipients of the awards after considering all eligible candidates. The maximum number of awards given in any year is two. However, the committee may not present an award in a given year if no suitable candidates are found.
4. Expenses : The expenses incurred by the purchase of the plaques and the one hundred dollar ($100) purse shall be included in the budget of the Council in the fiscal year in which the award is given.

Section 5. The Robert Lowry Patten Award
1. Definition : The Robert Lowry Patten Award may be presented each year. The Award is an attempt to recognize graduate students who may have not otherwise been honored for their service and achievements on behalf of graduate students. The award is named in honor of the highly esteemed GSA faculty advisor, Professor Robert L. Patten, who also served with distinction as the first Master of Graduate House. The award shall consist of a certificate of appropriate design.
2. Eligibility : Candidates for the award are all members of the Graduate Student Association.(c) SelectionThe committee shall select the recipients of the awards after considering all eligible candidates. The maximum number of awards given in any year is six. However, the committee may not present an award in a given year if no suitable candidates are found.
3. Expenses : The expenses incurred by the purchase of the certificates shall be included in the budget of the Council in the fiscal year in which the award is given.

ARTICLE B-3: LOAN FUND BOARD

Section 1. Purpose
The Loan Fund is operated as a service to the graduate students of Rice University. The Loan Fund provides short-term loans to current graduate students in financial difficulty. The Loan Fund was started with a generous grant from the Graduate Wives Club.

Section 2. Board of Supervisors
1. Membership
* The President, Vice-President for Internal Affairs, Treasurer and Secretary of the Graduate Student Association, hereafter referred to as the GSA or the Association, and the Manager of the Loan Fund shall serve as Board of Supervisors, hereafter referred to as the Board.
* Removal from and replacements to the Board shall be governed by the Procedures stated in the Constitution of the GSA vis-a-vis the appointment and removal of officers of the Association and by these bylaws vis-a-vis the Loan Fund Manager.
2. Operation of the Board
* The President of the Association shall serve as Chairman of the Board.
* The Secretary of the Association shall keep minutes of the meetings of the Board.
* The Treasurer of the Association shall fulfill those functions deemed necessary by the Board.
* A quorum shall consist of a majority of the Board and motions shall carry with a simple majority of those present.
* Subject to the approval of the GSA Council, the Board shall determine all operating policies and procedures of the Loan Fund, except as already described in these bylaws.

Section 3. Selection of Management
The board shall meet on or before the third Wednesday in March to recommend a Manager of the Loan Fund to the Graduate Student Association Council. Such selection shall require a majority vote of the entire Board.

The Manager shall assume the duties of office on the first day in April.

A majority vote of the entire Board is required to recommend to the GSA Council that a Manager be removed, or to recommend to the GSA that a GSA officer be removed from the Board.

Only current Graduate Student Association members may be selected for recommendation as Manager.

If a position of Loan Fund Manager should become vacant, the Committee shall immediately recommend a replacement or interim appointment the Association Council. The term of an interim appointee shall not exceed one month, at the end of which the Committee shall meet to either recommend a permanent replacement or an extension of the interim appointment. Interim appointees shall, during their tenure, be required to fulfill all the duties of Loan Fund Manager, and shall be considered ex officio members of the Board.

Section 4. Duties of Management
1. Loan Policy
* The Manager shall make a loan to any current graduate student of Rice University when convinced of that person's need and ability to make repayment and when sufficient funds are available in the account of the Loan Fund. The President and Treasurer of the Graduate Student Association shall be empowered to make such loans in the absence of the Manager.
* No loan may exceed $250.00.
* No loan may be made to a person who has not yet repaid a previous loan.
* Meeting the conditions of being a current graduate student and having no outstanding loans does not guarantee that a student will have a loan request approved. The Manager shall take other information, such as the repayment history of previous loans, into consideration when determining whether or not to grant a loan.
* Any graduate student who is denied a loan by the Manager may petition the Board for a loan.
* In order to cover operating costs of the Loan Fund, a use fee of $1.00 for every $50.00 or part thereof of a loan shall be required of any person receiving a loan.
* A schedule for repayment shall be fixed upon the making of a loan. A maximum of three months for complete repayment shall be allowed. Management may reschedule the repayment of a loan when convinced that circumstances warrant such action.
* Management of the Loan Fund shall give warning notices when a loan payment is sufficiently late to make such action necessary. When three notices have been given, one of which must be in writing, management may request the University cashier to place a hold on the defaulting person, but such action may take place no earlier than four weeks after the due date of the late payment.
* After receiving approval of the Board, the Manager may employ any and all legal means to collect delinquent loans.
* Full disclosure of the possible penalties for late payment of a loan shall be given to all recipients of loans at the time the loan is received.
2. Other Duties
* The Manager shall keep all records of the activity of the Loan Fund, these monies being entirely separate from those of the Graduate Student Association and other organizations subsidiary to the Association.
* The Manager shall faithfully report to the Board upon the activity and status of the Loan Fund whenever the Board shall request it.
* The Manager shall report to the Association Council on the Loan Fund's operations whenever the Council shall request it.
* The Manager shall provide a complete report of the Loan Fund's operation at the end of each school year to the Association Council. A written copy of this report shall be submitted to the Secretary of the Association.

Section 5. Amendments
Amendments to these bylaws shall require the majority approval of the entire Board and by the Council of the GSA.

ARTICLE B-4: VALHALLA ADVISORY COMMITTEE

Section 1. Purpose
The GSA originally established and developed Valhalla to enhance the social life of its members. Valhalla is a lounge now formally operated by V&W permits, Inc, as a service by and for the graduate students and Rice University.

Section 2.: Valhalla Advisory Committee
1. Membership
* The Vice-President for External Affairs, Secretary and Treasurer of the Graduate Student Association, the Lounge Manager(s), and the Lounge Treasurer shall serve as the Valhalla Advisory Committee. Each member shall receive one vote.
* Removal from and replacements to the Committee shall be governed by the Procedures stated in the Constitution of Graduate Student Association vis-a-vis the appointment and removal of officers of the Association and by these bylaws vis-a-vis the Lounge Manager(s) and Treasurer.
2. Operation
* The Advisory Committee will provide input and suggestions to the Lounge Manager and V&W Permits, Inc. regarding operation of Valhalla and will, as necessary, recommend a person to V&W Permits, Inc. to serve on its board of directors and as Lounge Manager.
* The Vice-President for External Affairs of the Graduate Student Association shall serve as Chair of the Committee and preside over its meetings. In the absence of the Vice-President for External Affairs, the Graduate Student Association Treasurer shall serve as Chair.
* The Secretary of the Graduate Student Association shall keep minutes of the meetings and execute all correspondence of the Committee. Copies of the minutes shall not be made public without the consent of the Committee.
* The financial statements of Valhalla may be shared with the Committee on request.
* A quorum shall consist of a majority of the Committee and motions shall carry with a simple majority of those present. The Chair shall decide any tied votes. When considering issues of significance, the Chair may require that the entire Committee be present to form a quorum.
* Amendments to these bylaws shall require a majority of the entire Committee, subject to the approval of V&W Permits, Inc. and the Graduate Student Association.
* The Committee shall meet at least once a semester.
* The Chair may call for the Committee to meet after giving advance notice to all Committee members, and the Chair shall call for the Committee to meet in a timely manner at the request of any Committee member.
* The Committee, preferably the manager(s), shall report on the Lounge's operation to the Graduate Student Association Council. The manager(s) should endeavor to be present when such reports are given.
* The Committee shall provide input to the Lounge Manager and V&W Permits, Inc. to encourage operation of Valhalla in a manner consistent with the interests of the Graduate Student Association members.

Section 3. Employees
1. (a) Management
* The Advisory Committee shall meet on or before the third Wednesday in March to recommend (a) Manager(s) of the Lounge to V&W Permits, Inc. Such selection shall require a majority vote of the entire Committee. The number of simultaneous managers shall not exceed two.
* Manager(s) shall assume their duties on the first day in April or as determined by V&W Permits, Inc.
* A majority vote of the entire Committee is required to recommend to V&W Permits, Inc. that a Manager be removed, or to recommend to the GSA that a GSA officer be removed from the Advisory Committee.
* Only current Graduate Student Association members may be selected for recommendation as manager.
* If a position of Lounge Manager should become vacant, the Committee shall immediately recommend a replacement or interim appointment to V&W Permits, Inc. The term of an interim appointee shall not exceed two weeks, at the end of which the Committee shall meet to either recommend a permanent replacement or an extension of the interim appointment. Interim appointees shall, during their tenure, be required to fulfill all the duties of Lounge Manager, and shall be considered ex officio members of the Advisory Committee.
* The Manager(s) shall report to V&W Permits, Inc. as per the rules and requirements of that organization.
* The Manager(s) shall report, in a timely manner, issues of significance to the Advisory Committee.
* The Manager(s) and V&W Permits, Inc. shall determine all operating policies and procedures of the Lounge, including hours, rules, prices, finances, and maintenance of the Lounge's physical facilities.
2. Non-management employees
* Non-management employees shall be responsible to the management.
* Preference for hiring of employees shall go to members of the Graduate Student Association.
* The Lounge Manager shall recommend a person to be the Lounge Treasurer, subject to the Committee's approval. This recommendation will then be made to V&W Permits, Inc.
* The Advisory Committee, by a majority vote, can recommend that V&W Permits, Inc. remove the Lounge Treasurer. Such a recommendation is subject to the approval of V&W Permits, Inc.

Section 4. Amendments
Amendments to these bylaws shall require the majority approval of the entire the Committee and by the Council of the GSA and be approved by V&W Permits, Inc.

ARTICLE B-5: GRADUATE EXPERIENCE ENHANCEMENT GRANT COMMITTEE

Section 1. Purpose
In order to support its continuing efforts to enhance the graduate student experience, the Association will sponsor broad-based educational and cultural projects proposed and organized by members of the Rice University community. The projects supported by these grants should strive to foster broader recognition and understanding of the graduate student's role in the University. They should also promote greater academic, professional, or cultural integration between the graduate students of different departments, between graduate students and undergraduate students, and between graduate students and members of the administration and faculty.

Section 2. Membership of Committee
The Graduate Experience Enhancement Grant Committee, hereafter referred to as the Committee, shall consist of the Vice-President for Internal Affairs, the Treasurer, the Secretary, and two members of the association. The Vice-President for Internal Affairs shall act as the chairman of the Committee.

Section 3. Applications
1. Eligibility : All Rice graduate students, undergraduate students, faculty, staff, and campus organizations may submit proposals for Graduate Experience Enhancement projects.
2. Application Procedure : Proposals shall be submitted to the Committee in the form of an essay of not more than 500 words and be accompanied by an estimated budget and a proposed project schedule.

Section 4. Approval
1. Committee Review
* The Committee will review the grant proposals and make recommendations to the GSA Council regarding each grant proposal received. However, if four of the five Committee members agree that a request should not be granted, the proposal will not be submitted to the Council. These projects may take various forms, such as sponsored lectures or lecture series, discussion groups, or service projects, but will not be limited to these examples. Those projects with the potential for bringing the broadest practical benefit to the community of graduate students will be given priority.
2. Council Approval
* The GSA Council will vote on each request presented to it by the Committee. A majority vote of the Council is needed to approve any grant proposal.

Section 5. Expenses
The expenses incurred by the awarding of grants shall be included in the budget of the Council in the fiscal year in which the grant is given. Grant money awarded in any one semester shall be limited to two thousand, five hundred dollars ($2500). This limit may be exceeded in a given semester if approved by a simple majority of the GSA Council. The GSA Council may also, with a simple majority vote, use any surplus money available in the GSA account to fund proposals.

BY-LAW C: GRADUATE STUDENT ORGANIZATIONS

ARTICLE C-1: ESTABLISHMENT

Section 1.
Any student group may become an affiliate student organization of the Graduate Student Association and shall submit its constitution to the Vice-President for Internal Affairs. The Council shall consider approving the organization's establishment as an affiliate organization only if:

1. The Vice-President for Internal Affairs has approved the constitution as conforming to the Constitution and Bylaws of the Graduate Student Association, and
2. The organization has submitted to the Graduate Student Association office the materials required in Article C-2, Section 4 of this Bylaw.

Section 2.
The organization shall become an affiliate organization upon the approval of its establishment by the Council.

ARTICLE C-2: REGULATIONS

Section 1.
No affiliate organization may discriminate on the basis of race, color, creed, national origin or sexual orientation.

Section 2.
At least one-half of the members of each affiliate organization must be members of the Rice community. The principal officers of each organization must be currently registered graduate students at Rice University.

Section 3.
Each affiliate organization must have a sponsor who is a member of the Rice faculty.

Section 4.
Each organization shall submit the following materials to the Graduate Student Association office no later than October 31 of each year:

1. Completed signature cards for each officer of the organization. The number of signature cards required from each officer shall include one to be kept on file in the Graduate Student Association office and one to be submitted to the Director of Student Activities. Signature cards shall be available in the Graduate Student Association office.
2. A letter from a member of the Rice faculty stating his intent to serve as the faculty sponsor of the organization.
3. An agreement signed by an officer of the organization that the organization understands and will abide by the rules of Rice University. This agreement shall be a standard form written by the Director of Student Activities and shall summarize the university regulations governing student organizations. Copies of the agreement shall be available in the Graduate Student Association office.

Section 5.
The Vice-President for Internal Affairs shall:

1. Maintain a file for each organization in the Graduate Student Association office including the organization's current constitution, faculty sponsor letter, and signed rules agreement.
2. Maintain an updated list of all current affiliate organizations.
3. Ensure that the deadline for existing organizations to submit the materials required in Section 4 of this article is announced in the Thresher.
4. Report to the Council all affiliate organizations which have not submitted the required materials on time.

ARTICLE C-3: CONSTITUTIONS

Section 1.
The constitution of each student organization must contain the following information:

1. Name and purpose of the organization;
2. Requirements for membership in the organization;
3. Definition of the officers of the organization and the method for selecting them;
4. Statement of whom has authority to spend money for the organization;
5. Statement of the method for selecting a faculty sponsor;
6. Statement of the method for amending the organization's constitution.

Section 2.
If an organization is seeking approval as a chapter of a national organization, then only the constitution or charter of that chapter must meet the requirements of Section 1 of this article.

Section 3.
Any amendment to or change in an organization's constitution must be submitted to the Vice-President for Internal Affairs. If the Vice-President for Internal Affairs approves the amendment or change as conforming to the Constitution and Bylaws of the Graduate Student Association, he shall present it to the Council for approval. The amendment or change shall take effect upon its approval by the Council.

ARTICLE C-4: PRIVILEGES

All affiliate organizations shall have the privilege to use the name of Rice University and reserve and use facilities on campus, subject to the regulations of the university.

ARTICLE C-5: DISSOLUTION

Section 1.
An affiliate organization may dissolve itself by notifying the Council.

Section 2.
An affiliate organization may be dissolved by a three-fifths vote of the Council either for failure to comply with the Constitution and Bylaws of the Graduate Student Association or the rules of Rice University or upon the recommendation of the Director of Student Activities.

Section 3.
Any money or property remaining in the name of an affiliate organization after its dissolution and after the organization's outstanding debts have been paid shall become the property of the Graduate Student Association.

BY-LAW D: FINANCIAL REGULATIONS

ARTICLE D-l. GRADUATE STUDENT ASSOCIATION FINANCES

Section 1.
After taking office, the Treasurer shall, in consultation with the President and the outgoing Treasurer, prepare an estimated, itemized budget for appropriating Graduate Student Association funds for the expenses of the next fiscal year. The Treasurer shall present this proposed budget to the Council at the April meeting of the Council. The proposed budget or any part of the proposed budget must be approved by a majority vote of the Council to take effect. Any payment for expenses not specifically provided for in the budget approved by the Council must obtain a majority vote of the Council.

Section 2.
The fiscal year of the Graduate Student Association shall end on June 30 and the financial books of the Graduate Student Association shall be closed on that date. The Treasurer shall present to the Council at the July meeting a complete financial report for the fiscal year.

ARTICLE D-2: AGENTS, PAMPHLETS, AND ADVERTISEMENTS

Section 1. Agents
No agent or other representative of a commercial enterprise, and no student engaged in a business dealing with or soliciting business from students of the university, shall transact any such business on the grounds of the university unless he has obtained the written permission of the Executive Committee.

Section 2. Pamphlet and blotter advertisement
No member of the Graduate Student Association shall sell or distribute on the grounds of the university any blotters, pamphlets or other printed material which contains advertising solicited from any business firm unless he has obtained the written permission of the Council.

ARTICLE D-3: CONTRACTS

No Graduate Student Association organization or any officer or representative thereof shall enter into any contract or agreement which shall commit that organization beyond the term of office of the parties making the contract unless permission has been obtained from the Council or unless provided for under these Bylaws. No student shall obtain, or attempt to obtain, a copyright in his own name for any publication or other enterprise sponsored in whole or in part by the Graduate Student Association or its funds.