The Bylaws of the Computer Science Graduate Student Association

Transcription

1 The Bylaws of the Computer Science Graduate Student Association College of William and Mary October 6, Name This organization shall be known as the Computer Science Graduate Student Association, or CSGSA. 2 Purpose The purpose of the CSGSA is threefold: to establish an official communication channel for Computer Science Graduate Students to voice ideas and concerns to the faculty and administration; to act as a communication medium for disseminating information within the Computer Science Graduate Student body; and, generally, to improve the academic and social environments available to all Computer Science Graduate Students. 3 Members Membership in the CSGSA is open to all current Computer Science Graduate Students, including students specializing in Computational Operations Research and Computational Science. All members in the CSGSA will be voting members. These rights can not be revoked. 4 Officers There will be a President, Vice President, Secretary, and Treasurer of the CSGSA. Their duties, responsibilities, and obligations are as follows: President Call and preside over meetings of the CSGSA. Act as a liason between the CSGSA members and the faculty and administration of the college. Be the Computer Science Department s representative to the Graduate Student Association and attend their monthly meetings. It is the President s duty to appoint a representative to go in his/her stead should he/she not be able to attend. 1

2 Introduce CSGSA at the CS orientation ceremony. Organize two graduate student parties/town halls every year, preferably at the beginning of each semester. Manage and delegate the food and drinks for morning and afternoon colloquiums with the department and the other officers. Manage and delegate the food and drink supply for Vending Corner in room 107. Oversee the running of elections. Vice President Preside over meetings in the absence of the President. Coordinate any committees created by the CSGSA. Assist in the organization of two graduate student parties/town halls every year. Manage and delegate, with the President, the food and drinks for morning and afternoon colloquiums with the department and the other officers. Manage and delegate, with the President, the food and drink supply for Vending Corner in room 107. Secretary Keep minutes of all general CSGSA meetings. Maintain the CSGSA website and facebook page. Collect information for and encourage participation in the graduate student portfolio each semester. Organize and run elections for the next year. Assist the President and Vice President in their duties, including but not limited to: town hall planning, prepping for colloquium, and assisting with vending. Treasurer Write refund checks when appropriate. Frequently collect money from Vending Corner in room 107 and deposit in the bank. Write an official CSGSA document stating the names of the new officers after elections to assist in the transfer of of the bank account to the new CSGSA officers. Keep paperwork regarding bank information updated and organized. Keep other officers informed about our bank account. Assist the President and Vice President in their duties, including but not limited to: town hall planning, prepping for colloquium, and assisting with vending. 2

3 5 Elections 5.1 Election of Officers Elections will be held each year in February. For one week, online nominations will be open for each position, and any member of the CSGSA can nominate any member of the CSGSA, including himself/herself, for any position. After nominations close, for one week, the current administration will contact each nominee to request acceptance of his nomination and a short campaign statement. In the third week, the CSGSA will distribute the short campaign statements of each nominee, and the nominees can campaign individually, if they so desire. After this 3 week preparation, online elections will be open for 2 days. Each of these events will be announced to all CSGSA members via . The CSGSA also has the option to hold a meeting specifically for the purpose of the election. 5.2 Appointment of Representatives to External/Internal Committees The CSGSA Officers have the ability to appoint all representatives to any external or internal committee the CSGSA would like to participate in or organize. 5.3 Terms of Office CSGSA officer terms of office begin on the last day of exams in the spring semester they were elected in and end on the last day of exams in the spring semester of the following year, to run for approximately an entire year, May - May. It is the responsibility of the current CSGSA officers to assist in the transfer of all information, web and Facebook access, and bank account access to the new officers. Representatives to committees will begin their term upon appointment, and end their term when the school year ends, the last day of exams in the spring semester. 5.4 Replacement of Officers or Representatives In the event that an officer cannot carry out the full term of his/her office the remaining officer of highest rank shall call for a special election. The election procedure will be the same as that outlined in the section Election of Officers, except for the allowance of a shorter procedural timeframe. In the event that no remaining officer of highest rank exists, the Chair of the department will have the authority to appoint a President pro tem to execute the elections. In the event that a representative cannot carry out the full term of his/her appointment, the CSGSA may appoint another representative. 5.5 Impeachment If, at any time, a member of the CSGSA feels that an officer or representative (hereafter referred to as officer) is not fulfilling his/her duties, that member may initiate impeachment proceedings against the officer in question. The accusing member must present, in writing, the nature of the impeachment to the officers of the Association at least 10 days prior to the Association meeting in which removal of the officer will be considered. A copy of the document specifying the impeachment must be placed on the Association Bulletin Board for public display at least 1 week prior to the impeachment meeting. At the discretion of the officer in question, the ballot my be either open or closed. The highest ranking officer, excluding the one being impeached, will preside over the impeachment proceedings. These proceedings will take place at the next regularly scheduled meeting of the Association. At this time the member bringing the charges will present his/her case to the Association. Once the charges 3

4 have been levied, the officer in question will be allowed to respond to those charges. Once the officer in question relinquishes the floor, the presiding officer will bring the issue of removal to a vote. A 3/4 majority of those attending will be necessary for removing the officer in question. In the event the officer is removed from office, then the presiding officer will immediately begin filling the vacant positions as outlined in the section Replacement of Officers or Representatives. 6 Committees 6.1 Executive Committee The Executive Committee will consist of the President, Vice-President, Secretary, and Treasurer, and all Representatives to External and Internal Committees. The purpose of this committee is to keep the President and Vice-President informed of current issues and to facilitate the dissemination of timely information. The Executive Committee shall meet at least once a semester, and will be chaired by the President. Meetings of the Executive Committee may not be closed. 6.2 Ad Hoc Committees The President will have the power to form ad hoc committees as he/she deems necessary. The President will also designate an CSGSA member to chair the created committee. 7 Meetings 7.1 General Meetings The CSGSA will meet a minimum of once a semester, with a possible meeting in the summer. The President will preside and conduct each meeting, unless he/she designates another officer in his/her stead or is not in attendance. 7.2 Town Halls The CSGSA will hold two Town Halls preferably at the beginning of each semester, to introduce new students, discuss important information about the department, review any items of business for the CSGSA, and provide light entertainment. The CSGSA is in charge of requesting funds from the department to support food and beverages that will be served. 8 Dues There will be no dues required of members. All funds will come from voluntary donations and grants from CSGSA members, the College and its representatives, and Vending Corner. 9 Amendments All proposed amendments to these bylaws must be submitted before the beginning of each semester. The Secretary will then be responsible for posting a copy of the proposed amendments on the CSGSA website at least 1 week prior to an online vote at the beginning of the semester. A 3/4 majority of those who vote is required to pass an amendment. 4

5 In the event that officers find a need to make an emergency change to the bylaws, the President can call for an emergency vote. In this case, the same procedure as above is followed, except the timing can begin at at any point. 10 Ratification These bylaws will take effect immediately upon a 3/4 majority vote of all current members who choose to vote during the October 6, 2014 online election. 5