SUNY Empire State College – Graduate Student Collaborative
Proposed changes for 2018 vote, remove items in red, add items in green.
Article I. Name
The name of this GSC shall be “SUNY Empire State College Graduate Student Collaborative,” hereinafter referred to as “GSC” in this document.
Article II. Purpose
SUNY ESC-GSC, serving the Graduate Students of SUNY Empire State College (SUNY ESC), is committed to creating and sustaining a variety of experiences that encourage the graduate student community. This graduate student-led group welcomes all members of the SUNY ESC student body but is particularly focused on graduate students.
Our Mission is to promote and sustain a variety of educational and cultural experiences that will encourage graduate students to broaden their knowledge, generate communal interaction, and develop a collective of scholarship amongst our diverse student body.
Our Vision is to bring positive energy to a diverse population of students who are willing to share their various ideas and experiences while creating an atmosphere of cohesion. We would like to provide opportunities for social interaction and academic dialogue amongst our members. We will help bridge the gap among graduate students who often feel isolated from peers while pursuing their collegiate goals in a non-traditional environment. The GSC will be a platform from which fellow students will network, create, and engage in various academic endeavors, professional developments, and social interactions. Some ways we will do this will be by hosting mixers at the residencies where students and meet, network and share critical issues/questions with faculty and staff. We also plan to engage the online students via webinars where they too can have a way to voice their issues, concerns, ask questions about capstone projects, etc. We hope to enrich our members through the promotion of diverse disciplines and perspectives. The GSC is a SUNY ESC student organization that will demonstrate and foster the inclusive academic culture.
Article III. Membership
- SECTION A. Members:
- GSC membership shall be free and open to SUNY ESC students and alumni, but a particular focus of the organization will be related to graduate students and graduate alumni.
- Interested students or alumni can join at any time
- SECTION B. Privileges and Responsibilities of Membership:
- 1. Voting: Each member is entitled to one vote per item brought forward for voting.
- 2. Privileges: Each member shall be entitled to all services of the GSC.
- 3. Participation: Each member is welcome to participate in all SUNY ESC-GSC events and general membership meetings.
- 4. Responsibilities: Each member shall participate, in some way, in a minimum of (1) event during the academic year. Participation is defined as attending meetings, GSC events and/or corresponding with SUNY ESC-GSC data collection (answering surveys, questionnaires or email discussions).
Article IV. Membership Meetings
GSC shall be governed by an Executive Board comprised of elected officers (see Article V).
- SECTION A. The business meetings of the membership may be held once a month or at the GSC officers’ discretion. Notification of this meeting shall be made 7-14 days prior to aforementioned meeting.
- SECTION B. The President/Vice President of the SUNY ESC-GSC may request a meeting as necessary with consultation of the academic Facilitator(s).
- SECTION C. Quorum: At all meetings of the SUNY ESC-GSC, a quorum shall be considered met if the President or Vice-President and one half plus one of the Executive Board, the GSC officers, and the general GSC membership which are present.
Article V. Officers (Executive Board)
- SECTION A. Titles: SUNY ESC-GSC shall have the following officers elected from the current membership:
- 1. President
- 2. Vice-President
- 3. Secretary
- 4. Treasurer
- 5. Membership and Social Media Coordinator
- 6. Academic Facilitators (not an elected position)
- SECTION B. Qualifications
- 1. Executive Board members must be in good academic standing, maintaining a GPA of 3.0 or above.
- 2. Executive Board Members should be available to represent SUNY ESC-GSC at various events and meetings across the state.
- 3. Executive Board members need to have proficient communication, interpersonal, and technological skills to effectively interact with Collaborative members, college faculty and staff, and represent the Collaborative.
- 4. Executive Board members must be prepared to speak publicly as a representative of the SUNY ESC-GSC and about topics and issues relevant to the Collaborative.
- SECTION C. Duties of Officers:
NOTE: Officers are expected to attend all GSC meetings. Consecutive absences may be cause for removal from the Executive Board dependent on circumstances as per Vacancies and Removal (see Article V-E). In addition, officers are expected to attend events sponsored by SUNY ESC-GSC and make an effort to support other events sponsored by SUNY ESC and/or the Alumni Collaborative as appropriate.
- The President shall preside at meetings where in attendance and responsible for appointing all standing, special, and ad-hoc committees, upon consultation of the academic facilitator and shall perform such other duties as usually required of this office. The President of the SUNY ESC-GSC shall be an ex-officio member of all committees. The President shall also act as Liaison to the Academic Facilitator for SUNY ESC-GSC.
- The Vice-President shall act in the absence of the President in all capacities as listed above and shall assist in conducting the business of the SUNY ESC-GSC.
- The Secretary shall be responsible for taking minutes at meetings where in attendance. In instances where the secretary cannot be present, a member of the Executive Board or GSC officers shall fill in for note taking responsibilities. The Secretary forwarding to the Executive Board and GSC officers and be responsible for formal correspondence such as, but not limited to, thank you notes, formal letters on behalf of the GSC, and handling correspondence in consultation with the Academic Facilitator.
- The Treasurer shall work with the Academic Facilitator to oversee the handling of all GSC monies. Responsibilities include payment of debts, receipt of income, and advising the Collaborative of its fiscal standing. The Treasurer shall prepare a written report to be presented at each Collaborative meeting.
- The Membership and Social Media Coordinator (see Article V) shall be responsible for the creation and/or maintenance of social media according to ESC college club guidelines. The Membership and Social Media Coordinator will work with the Executive Board, GSC officers, and/or Ad-Hoc Committees as needed to help fulfill the GSC Mission and Vision. The Membership and Social Media Coordinator will advise the Collaborative on social media issues. The Membership and Social Media Coordinator will also raise awareness about the GSC and be available to answer questions. Responsibilities include generating informational posts about the Collaborative. The Membership and Social Media Coordinator will also attend various ESC events to explain the objective of the Collaborative and its services. The Membership and Social Media Coordinator will be responsible for creating written and technological advertisements and informational handouts. The Membership and Social Media Coordinator will not disseminate material before having approval from the Collaborative President or Vice-President as well as the Facilitator. The Membership and Social Media Coordinator will organize members and enter them on club’s membership database, which will be made available to the President and Vice-President. If this position is not filled, the President shall appoint an interim.
- The Academic Facilitator shall advise the Collaborative in a professional/academic capacity. Such advisement includes:
- a) Provide support and interpretation of College Policy and Procedures.
- b) Provide news and information of interest to the Collaborative’s Mission and Vision and communicate what information is generated by the College and/or Alumni Collaborative relevant to SUNY ESC-GSC.
- c) Making connections within the local College community and with faculty, staff, and other students across SUNY ESC.
- d) Academic Facilitator will work with the Treasurer to oversee the fiscal operations of SUNY ESC-GSC in accordance with College Policies.
- e) Academic Facilitator shall act in a facilitatory and consultative capacity to the Executive Board and GSC officers and at no time shall act unilaterally without the approval of the Executive Board and GSC officers. Academic Facilitator shall act within the scope of the Collaborative’s Mission and Vision Statements.
- SECTION D. Elections, Nominations and Terms of Office:
- Officer nominations will be accepted by the current Executive Board (see Article V) from any graduate member in good standing in the SUNY ESC-GSC. An Ad- Hoc Nominating Committee will be formed for elections. However, candidates must formally accept their nomination. Applications will be posted and are completed on-line.
- Nominations will be accepted until May 31st. Nominations forms will (be) available online and must be submitted by May 31st.
- Candidates will be given the opportunity to prepare a statement regarding their nomination for distribution to the SUNY ESC-GSC Membership for consideration. Each interested candidate must submit a bio describing self, and their interest in the Graduate Student Collaborative. The Bio of each nominee, will be distributed to the SUNY ESC-GSC membership, prior to the election, via college email, for consideration and to be included on the voting ballot.
- A slate of nominees will be created for all nominated candidates and sent to the (entire) SUNY ESC-GSC membership fourteen (14) days prior to the May voting session.
- Voting shall concur by the June voting session and in accordance with Article IV- Section C.
- Newly elected officer(s) will take office on July 1st.
- All officers are elected by a simple majority vote of collective SUNY ESC-GSC members in good standing.
- Newly elected officers may join the current GSC officers (see Article VI) to become acquainted with the Collaborative’s governing body prior to the start of their term.
- Officers shall serve a term of one (1) academic year. Officers may serve multiple terms as long as they formally run for election each year, are a student in good standing, and are engaged in the GSC. Current officers may retain their position, if interested, without need for re-election each year, by unanimous executive board approval if they are a student in good standing, and are engaged in the GSC. This will be limited to a two year term, after which they must formally run for re-election.
- Voting shall be done by ballot. Collaborative members that are unable to attend a meeting may request an alternate ballot, which may include paper, digital or online survey software. Ballots must be received by the Academic Facilitator prior by the agreed upon date of the voting session.
- SECTION E. Vacancies and Removal
- A vacancy in the Office of the President shall be filled by the Vice-President unless he or she is unable to serve, at which time the vacancy shall be filled by election and in accordance with Article V-Section D.
- A vacancy in the Vice-President position shall be filled by election. (see Article V-Section D).
- A vacancy in another other officer positions within the GSC shall be filled by election or the President shall appoint an interim. (see Article V-Section C-D).
- Any officer, including the President, may be removed from his or her office or suspended from office by a vote of two-thirds of the members at a regular meeting. Removal or suspension should be made with cause, documentable reason, and in compliance with College policy and SUNY ESC-GSC By-laws. The person under consideration shall be given an opportunity to be heard at the meeting, with sufficient notice, of the proposed removal and/or suspension: the person under consideration shall not be counted in determining the presence of a quorum whether or not the required two-thirds vote has been obtained. Upon a vote of removal and/or suspension of the President, the Vice-President shall preside at the meeting.
If there are concerns about the Facilitator to the GSC, these will be addressed with College Alumni and Student Relations office staff.
Article VI. Sub-Committees
- The President, subject to the approval of SUNY ESC-GSC and in consultation with the Academic Facilitator, shall appoint such standing, special, or Ad- Hoc Committees as may be required by the By-laws. Sub-committee Chairpersons shall be appointed by the President in consultation with the Academic Facilitator and will be responsible to SUNY ESC-GSC.
- A vacancy in a Sub-Committee Chairperson position shall be filled by appointment of the President in consultation with the Academic Facilitator of SUNY ESC-GSC with input from the outgoing Committee Chairperson if available.
- Members of sub-committees shall serve in a voluntary capacity.
Article VII. Ad Hoc Committees
- The composition of Ad-Hoc Committees shall be determined by the SUNY ESC-GSC President pending approval by a majority vote of the Executive Board and after consultation with the GSC Academic Facilitators.
- The Ad-Hoc Committee Chair will be appointed by the SUNY ESC-GSC President.
- The Ad-Hoc Committee Chair and the SUNY ESC-GSC president must provide a written report of committee progress and/or findings to be included in the agenda for each regularly scheduled SUNY ESC-GSC meeting. This summary shall be sent to the President 24 hours prior to the GSC Meeting.
Article VIII. Parliamentary Authority
The rules contained in Robert’s Rules of Order, Revised, (http://www.rulesonline.com/) shall govern SUNY ESC-GSC in all cases to which they are applicable and in which they are not inconsistent with the By-laws or the special rules of order of the SUNY ESC-GSC and the policies and procedures of SUNY ESC.
Article IX. Finances
Current finances for SUNY ESC-GSC are allocated through the SUNY ESC Student Activity Fee. The President and Treasurer will meet to establish budget for academic year and the budget will be approved by the GSC officers for submission, after consultation with the GSC Academic Facilitators
All expenditures require authorization with electronic verbal approval from both the President and Treasurer after consultation with the GSC Academic Facilitators. If this provision is used, an email will be sent out to all members of the GSC and to the Academic Facilitator explaining the charge, and why it was time critical. A full accounting and discussion will be an automatic part of the next GSC officers meeting
Financial Reports: The Treasurer will file quarterly financial statements with the College. One of those will be a formal financial statement. The other three will simply be a copy of the revenue and expenses incurred since the last report. Where the treasurer keeps the account active on a spread sheet, providing a copy of the spread sheet will be considered in compliance, when this method is used the treasurer will also file this with the formal financial statement.
*The college (SUNY ESC-GSC) shall maintain a record of the financial statements and spread sheets for public inspection. If anyone requests a copy of these records from SUNY ESC or SUNY ESC-GSC; they shall be provided as any other records would be provided in compliance with NYS Public Officers Law relating to the Freedom of Information Laws (FOIL).
Article X. Meeting Minutes
The meeting minutes shall include a copy of the agenda, a list of the current members of the GSC officers, a list of members in attendance. All votes shall be recorded, so there is a record of who voted and what their vote entailed. This paperwork shall be provided no later than ten (10) business days following the meeting.
*The college (ESC-GSC) shall maintain a record of the meeting minutes and agendas for public inspection. If anyone requests a copy of these records from SUNY ESC or ESC-GSC they shall be provided as any other records would be provided in compliance with NYS Public Officers Law relating to FOIL.
Article XI. Dissolving the GSC
If in the future it becomes necessary to dissolve the group
Option 1: This will require a 90% + 1 of the entire GSC officers and a 2nd vote of 2/3 + 1 of the entire group. If this passes as soon as the College is notified of the passage the group will end as per SUNY ESC rules. If this vote does not pass it will be considered a vote of NO confidence in the Executive Board and elections for ALL positions will be scheduled to take place within 30 business days.
Option 2: If the members as a whole want to dissolve the group or call for a vote of no confidence; 40% of the active members is required (voting shall be in compliance to option 2 above) for a vote to dissolve 90% is required if this vote is not achieved but a vote of 2/3 +1 is reached it shall constitute a vote of no confidence. If this rule is called for because of no confidence 2/3 + 1 is required for passage. See option 1 for approved vote of no confidence. We agree to notify the Office of Alumni and Student Relations in writing when the organization dissolves.
Article XI. Amendments
These By-laws may be amended by a vote of two-thirds of the members of SUNY ESC-GSC present at any Collaborative meeting or at a special closed graduate student only meeting, with the exception of the Academic Facilitator, called for that purpose. The membership shall be notified of adopted by-law amendments within 30 days by the most feasible means.
Article XII. – Conduct
SECTION A. Policies and Procedures of SUNY ESC supersede SUNY ESC-GSC By-laws as applicable.
We agree to uphold in the conduct of our affairs all regulations of the college and the State University of New York.
SECTION B. All GSC members are expected to follow the ethical code of conduct as outlined in SUNY ESC Student Conduct Policy and Procedures 300.039.
Failure to comply to these guidelines, may result in removal or revocation of GSC membership and/or affiliated GSC social media platform access. This disclaimer will be included on the membership form.
Please click on the link below for the prior by-laws