The Handbook of the Graduate Student Council of
Claremont Graduate University
© 2013, Graduate Student Council of Claremont Graduate University.
All Rights Reserved.
Printed in 2013 by the Graduate Student Council of Claremont Graduate University
Claremont, California 91711
Table of Contents
Article I. Work-­‐Study Students..................................................................................................... 4 Section 1.01 Work-­‐Study Student Duties............................................................................................ 4 Article II. Diversity Delegates ....................................................................................................... 4 Section 2.01 Diversity Delegate Responsibilities............................................................................. 4 Section 2.02 Current Diversity Delegate Student Associations................................................... 4 Article III. GSC Communications .................................................................................................. 4 Section 3.01 Publicity ................................................................................................................................ 4 Section 3.02 Facebook............................................................................................................................... 5 Section 3.03 E-­‐Mail ..................................................................................................................................... 5 Section 3.04 CGU and GSC Events Calendar & Bugle ....................................................................... 5 Section 3.05 Flyer Distribution .............................................................................................................. 5 Article IV. Budget Committee........................................................................................................ 5 Section 4.01 Committee Responsibilities ........................................................................................... 5 Section 4.02 Projects: ................................................................................................................................ 5 Section 4.03 Budget Committee Chair ................................................................................................. 6 Section 4.04 Budget Committee Members.......................................................................................... 6 Section 4.05 Budget Committee Director ........................................................................................... 6 Section 4.06 Budget Committee Project Director ............................................................................ 6 Section 4.07 Travel and Material Award Deadlines........................................................................ 6 Section 4.08 Travel and Material Awards Project Director.......................................................... 7 Article V. Funding Request Process ............................................................................................ 8 Section 5.01 Way of Receiving Funding:.............................................................................................. 8 Section 5.02 Applying for Club Funding .............................................................................................. 9 Section 5.03 Applying for Event Funding............................................................................................ 9 Reimbursement Process..................................................................................................................10 Section 5.04 For Expenses that were already paid:.......................................................................10 Section 5.05 For Expenses that are invoiced ...................................................................................11 Article VI. Constitution Committee ...........................................................................................12 Section 6.01 Committee Responsibilities .........................................................................................12 Section 6.02 Projects: ..............................................................................................................................12 Section 6.03 Constitution Committee Chair .....................................................................................12 Section 6.04 Constitution Committee Members .............................................................................12 Section 6.05 Constitution Committee Director ...............................................................................12 Section 6.06 Constitution Committee Project Director................................................................13 Section 6.07 Officer Elections Project Director ..............................................................................13 Section 6.08 Representative & Delegate Elections Project Director .......................................13 Article VII. Election Process ........................................................................................................14 Section 7.01 Election Dates....................................................................................................................14 Section 7.02 Rules & Release Forms...................................................................................................14 Article VIII. Student Affairs Committee ...................................................................................14 Section 8.01 Committee Responsibilities .........................................................................................14 2
Section 8.02 Section 8.03 Section 8.04 Section 8.05 Section 8.06 Section 8.07 Projects: ..............................................................................................................................14 Student Affairs Committee Chair ................................................................................14 Student Affairs Committee Members ........................................................................15 Student Affairs Committee Director ..........................................................................15 Student Affairs Project Directors ...............................................................................15 GSC House Project Director ..........................................................................................16 Article IX. Student Affairs Committee Procedures ..............................................................16 Section 9.01 Allocation Breakdown of Events Budget..................................................................16 Section 9.02 Proposed Event Size Grouping ....................................................................................16 Section 9.03 Event Director Related Procedure .............................................................................16 Section 9.04 Sustainable Products ......................................................................................................17 Section 9.05 Collaborative Events .......................................................................................................17 Section 9.06 Budget Research ..............................................................................................................17 Section 9.07 House Inventory...............................................................................................................17 Article X. Annual Projects Committee......................................................................................17 Section 10.01 Committee Responsibilities.......................................................................................17 Section 10.02 Projects:............................................................................................................................17 Section 10.03 Annual Projects Committee Chair............................................................................17 Section 10.04 Annual Projects Committee Members....................................................................18 Section 10.05 Annual Projects Committee Director......................................................................18 Section 10.06 Disabilities Advocacy Project Director ..................................................................18 Section 10.07 Student Housing Project Director............................................................................18 Section 10.08 Spirit Award Project Director ...................................................................................18 Section 10.09 Graduation Gift Project Director..............................................................................19 Section 10.10 Graduation Student Speaker Search Project Director ......................................19 Article XI. GSC Meetings................................................................................................................19 Section 11.01 Goals ..................................................................................................................................19 Section 11.02 Council Meeting Procedures......................................................................................19 Section 11.03 Voting on a Motion ........................................................................................................20 Section 11.04 Other Motions.................................................................................................................21 Article XII. Agenda/Presentation/Announcement Request Process ............................21 3
The Handbook of the Graduate Student Council
Claremont Graduate University
Ratified (5/24/2013)
Article I.
Work-Study Students
Section 1.01
Work-Study Student Duties
(a) The GSC shall have two Work-Study Students to aid its operations
(b) Complete tasks given by the Executive Board with President’s approval
(c) The Secretary and Vice-President shall each have one primary work-study student to aid
in their tasks
(d) Keep the GSC house open according to arranged schedule
(e) Organize GSC house bookings
(f) Maintain GSC house inventory
(g) Post fliers on campus for events
(h) Check the GSC’s physical mail on campus
(i) Have time-sheets signed by the Dean of Students or the Dean’s assistant
Article II.
Diversity Delegates
Section 2.01
Diversity Delegate Responsibilities
(a) The GSC shall have two Diversity Delegates
(b) Each shall have the full voting rights of a Delegate
(c) Shall attend meetings of all recognized Student Associations that the Council has
approved
(d) Meet and support with existing associations twice a semester
(e) Support and advocate growing underserved or underrepresented populations working
towards creating an association.
(f) Submit monthly reports to the council
(g) Are not required to sit on an internal committee
Section 2.02
(a)
(b)
(c)
(d)
Current Diversity Delegate Student Associations
Black Graduate Student Association
Queer Graduate Union
Latino/Latina Graduate Student Association
I-place
Article III.
GSC Communications
Section 3.01
Publicity
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(a) The Secretary and Work-Study Students of GSC are in charge of all communications to
the CGU and Claremont community. In order to publicize any information, please submit
a completed flyer, informational blurb about the event, and event details (date, time,
location) at least 2-3 weeks in advance directly to the GSC email account. Information
that is not submitted by the dates requested will be publicized as soon as possible but may
not give sufficient notice to the students. Events submitted to the GSC will be publicized
on Facebook, through email, the CGU and GSC Events Calendar and the Bugle.
Section 3.02
Facebook
(a) GSC has an active Facebook account (CGU GSC) publicizing weekly events through an
event page, photos, and statuses. Once the flyer, information blurb and event details have
been before the event and GSC friends will be invited to the event. Please do not create
GSC Facebook events through a personal account. We would like all GSC events to
come from GSC Facebook page.
Section 3.03
E-Mail
(a) GSC has access to send out email blasts to the CGU student body. Please submit the flyer
in publisher (preferred) or jpeg, AND in a PDF version. An email will be sent to the
student body at submitted to GSC after the two-week deadline, it will be submitted at
least once to the student body.
Section 3.04
CGU and GSC Events Calendar & Bugle
(a) Events can be publicized through the CGU Events Calendar on the CGU home page, and
on the GSC calendar located on the GSC home page. An informational blurb (no more
than a least two weeks in advance. In order to appear in the Bugle, CGU’s weekly
newsletter, event requests should be submitted no later than Thursday at noon. The Bugle
will compile all events submitted by Friday for the upcoming weekly newsletter.
Section 3.05
Flyer Distribution
(a) The committee hosting the event will create flyers. The Secretary and Work-Study
Students are not responsible for creating flyers. The committee hosting the event will also
be Student Services before posted around campus. The Secretary and Work-Study
Students may be able to help post flyers around campus, but should only be used as a last
resort.
Article IV.
Budget Committee
Section 4.01
Committee Responsibilities
(a) Provide the GSC with meeting minutes, project documentation, and progress reports at
each meeting and post them on Sakai.
Section 4.02
Projects:
(a) Approve Club Requests
(b) Approve Event Requests
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(c) Approve Special Funding Requests
(d) Execute the Travel & Material Awards
(e) Provide Budget process training to GSC Members, Clubs, and Student Associations
Section 4.03
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(i)
(j)
Budget Committee Chair
Shall be the Treasurer
Shall call committee meetings or request the Committee Director to do so
Shall meet with the Dean of Student’s Assistant twice a month to balance the budget
Shall delegate tasks to the Committee Director, Project Directors, and Committee
members as needed
Provide all necessary training and materials to committee members in order to ensure the
successful execution of committee responsibilities and expectations.
Create Project Director positions as necessary to ensure the execution of committee goals
are successfully accounted for and met.
Provide support and direction to Committee Director as necessary for the successful
execution of committee meetings.
Hold committee members and actions to GSC and committee approved responsibilities
and expectations
Be responsible and accountable for all budgetary considerations involving the committee
Be responsible for giving updates of committee proceedings at General GSC meetings
Section 4.04
Budget Committee Members
(a) Must attend all Committee Meetings
(b) Participate in discussions
(c) Volunteer to be a Project Director for at least one project a year
Section 4.05
Budget Committee Director
(a) Complete any tasks assigned by Committee Chair
(b) Lead all Budget Committee meetings
(c) Assure minutes are taken at all meetings and send them to the Committee Chair and the
Secretary
(d) Develop schedule for bi-weekly Budget Committee meetings
(e) Evaluate documentation for all requests submitted to the Budget Committee
Section 4.06
Budget Committee Project Director
(a) Responsible for completion of project
(b) Organize and coordinate project as assigned with committee supervisors and members
(c) Send report of progress (1-3 sentences) to Secretary 48 hours before each council
meeting
Section 4.07
Travel and Material Award Deadlines
(a) The Executive Board will schedule the application deadlines the summer before the
academic year.
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(b) The Project Director, a volunteer from the Budget Committee is in charge of publicizing,
and coordinating the Travel and Material Award process.
(c) The Project Director will work with the Chair to make sure all deadlines are met.
Section 4.08
Travel and Material Awards Project Director
(i) Schedule a meeting with the Treasurer to discuss and review the Travel and Materials
application site and reviewer site.
(ii) Schedule and facilitate information sessions. Reserve a projector from the ETC for each
session and create a flyer for publication.
(iii) Make sure announcements and flyers are sent to the Treasure and Secretary for
publication on Facebook, student email, CGU and GSC calendar and the Bugle at least
2-3 weeks prior to the application deadline.
(iv) Advertise and recruit volunteer student reviewers.
(v) Set deadlines and scoring rubrics for student reviewers.
(vi) Send announcement for applicants and student body of award recipients to the Treasure
and Secretary for publication
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Article V.
Funding Request Process
Section 5.01
Way of Receiving Funding:
8
Section 5.02
(a)
(b)
(c)
(d)
(e)
(f)
(g)
Applying for Club Funding
Complete the club application on the GSC website.
Submit the form to GSC email, physical mailbox, or the Secretary.
The application will be submitted to the Budget Committee for approval.
The committee will collect the contact information.
The recommendations go to council for final vote.
If denied, proposal goes back to club for revisions.
The club will be notified within 48 hours of the council’s vote of the results.
Section 5.03
Applying for Event Funding
(a) Write an explanation of the proposal and include any necessary forms
(b) Email the proposal to the GSC email (gsc@cgu.edu).
(c) The proposal will be sent to the appropriate committee for review
(i) Regular Event Funding Request:
1) Go to the Budget committee for approval
2) Put on the council’s agenda
(ii) Co-Sponsored Event Funding Request:
1) First – it goes to the Student Affairs committee for approval
a)
If denied it is sent back for revision
2) Second – it moves to the Budget committee for approval
a)
If denied it is sent back for revision
3) Third – it is put on the council’s agenda
(d)
(e)
(f)
(g)
(h)
You will receive an email to confirm the date/time to present
Present the proposal to the council
The council will ask the committee’s recommendation
The council will vote on the proposal
You will be notified of the council’s decision within 48 hours of the presentation
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Reimbursement Process
Section 5.04
For Expenses that were already paid:
10
Section 5.05
For Expenses that are invoiced
11
Article VI.
Constitution Committee
Section 6.01
Committee Responsibilities
(a) Provide the GSC with meeting minutes, project documentation, and progress reports at
each meeting and post them on Sakai.
Section 6.02
(a)
(b)
(c)
(d)
Projects:
Complete Resolutions from previous years
Ensure the Constitution, By-laws, and Handbook are current
Ensure the Constitution, By-laws, and Handbook are followed
Plan and Execute GSC Elections for Representative, Delegates, and Officers
Section 6.03
Constitution Committee Chair
(a) Shall be the President
(b) Shall call committee meetings or request the Committee Director to do so
(c) Shall delegate tasks to the Committee Director, Project Directors, and Committee
members as needed
(d) Provide all necessary training and materials to committee members in order to ensure the
successful execution of committee responsibilities and expectations.
(e) Create Project Director positions as necessary to ensure the execution of committee goals
are successfully accounted for and met.
(f) Provide support and direction to Committee Director as necessary for the successful
execution of committee meetings.
(g) Hold committee members and actions to GSC and committee approved responsibilities
and expectations
(h) Be responsible and accountable for all budgetary considerations involving the committee
(i) This includes being transparent and communicative with the budget committee in
decisions that affect the budget.
(j) Be responsible for giving updates of committee proceedings at General GSC meetings
Section 6.04
Constitution Committee Members
(a) Must attend all Committee Meetings
(b) Participate in discussions
(c) Volunteer to be a Project Director for at least one project a year
Section 6.05
Constitution Committee Director
(a) Complete any tasks assigned by Committee Chair
(b) Preside over committee meetings
(c) Take minutes at all committee meetings or ensure they are taken and send them to the
Committee Chair and the Secretary
(d) Write all Committee Reports and submit to the Secretary
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Section 6.06
Constitution Committee Project Director
(a) Responsible for completion of project
(b) Organize and coordinate project as assigned with committee supervisors and members
(c) Send report of progress (1-3 sentences) to Secretary 48 hours before each council
meeting
Section 6.07
Officer Elections Project Director
(a) Schedule a meeting with the President to discuss and review the elections process after
accepting the Elections Project Director role
(b) Work with the President and the Secretary to publicize the Elections and Candidates.
(i) Announcement and flyer sent to the GSC email for publication on Facebook, student
email, CGU & GSC calendar, and the Bugle at least 2-3 weeks before the application
deadline
(c)
(d)
(e)
(f)
Notify candidates of campaigning and voting procedures
Ensure that all candidates follow all campaign regulations
Find an outside moderator for candidate debates
Find an outside moderator for candidate speeches and audience Q&A during Election
Meeting
(g) Tally votes with the President and Secretary of GSC
(h) If an changes are made to procedures ensure that all candidates are notified in advance
and give consent
(i) Announce the election winters to student body
Section 6.08
Representative & Delegate Elections Project Director
(a) Schedule a meeting with the President to discuss and review the elections process after
accepting the Elections Project Director role
(b) Work with the President and the Secretary to publicize the Elections and Candidates.
(i) Announcement and flyer sent to the GSC email for publication on Facebook, student
email, CGU & GSC calendar, and the Bugle at least 2-3 weeks before the application
deadline
(c)
(d)
(e)
(f)
Notify candidates of campaigning and voting procedures
Ensure that all candidates follow all campaign regulations
Find an outside moderator for candidate debates
Find an outside moderator for candidate speeches and audience Q&A during Election
Meeting
(g) Tally votes with the President and Secretary of GSC
(h) If an changes are made to procedures ensure that all candidates are notified in advance
and give consent
(i) Announce the election winters to student body
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Article VII.
Election Process
Section 7.01
Election Dates
(a) The Constitution Committee will finalize all election dates on the first meeting of the Fall
semester.
(b) The dates will be based off the GSC’s governing documents and approved by the
Executive Board and Election Project Director.
Section 7.02
Rules & Release Forms
(a) The GSC & Candidates must abide by the election rules
(b) The Constitution Committee will maintain the release form for Executive Officer
candidates
(c) The Elections Project Directors are in charge of keeping signed forms until the elections
are over, then they will be given to the Secretary to store for at least one year.
(d) The Elections Project Directors must ensure all candidates sign the form
(e) This form should be updated with new dates each year
Article VIII. Student Affairs Committee
Section 8.01
Committee Responsibilities
(a) Provide the GSC with meeting minutes, project documentation, and progress reports at
each meeting and post them on Sakai.
(b) To facilitate an atmosphere that encourages community and supports overall student
satisfaction
(c) Develop GSC Brand and increase GSC awareness
(d) Improve relationships between schools and cross departments
Section 8.02
Projects:
(a) Create and execute social events
(b) Create and execute academic events
(c) Manage the GSC House
Section 8.03
Student Affairs Committee Chair
(a) Shall be the Vice President
(b) Shall call committee meetings or request the Committee Director to do so
(c) Shall delegate tasks to the Committee Directors, Project Directors, and Committee
members as needed
(d) Provide all necessary training and materials to committee members in order to ensure the
successful execution of committee responsibilities and expectations.
(e) Create Project Director positions as necessary to ensure the execution of committee goals
are successfully accounted for and met.
(f) Provide support and direction to Committee Director as necessary for the successful
execution of committee meetings.
14
(g) Be the liaison between committee members and the Disabilities Advocacy Project
Director to ensure committee goals are met.
(h) Hold committee members and actions to GSC and committee approved responsibilities
and expectations
(i) Be responsible and accountable for all budgetary considerations involving the committee.
(j) This includes being transparent and communicative with the budget committee in
decisions that affect the budget.
(k) Be responsible for giving updates of committee proceedings at General GSC meetings.
(l) Be the liaison between CGU administration and committee members as necessary when
planning events.
(m) Be the liaison between CGU administration and the student body as necessary regarding
student advocacy and disability related issues.
Section 8.04
(a)
(b)
(c)
(d)
(e)
(f)
(g)
(h)
(i)
Student Affairs Committee Members
Must attend all Committee Meetings
Participate in discussions
Volunteer to be a Project Director for at least one project a year
Be at the GSC house for one hour per week or two hours every two weeks
Spend at least one hour per week promoting activities, thoughts and proposals on
Facebook and/or on campus
Distribute flyers for events
Volunteer at all large events and be present for at least one other event per semester
Be aware of, read and be prepared to discuss all updated materials related to SAC on
Sakai and or in emails preceding SAC meetings
If event Director, SAC member must complete all necessary steps to execute event and
must be present before, during and after event unless otherwise discussed with SAC
supervisor or Committee chair.
Section 8.05
Student Affairs Committee Director
(a) Complete any tasks assigned by Committee Chair
(b) Take minutes at all committee meetings or ensure they are taken and send them to the
Committee Chair and the Secretary
(c) Write all Committee Reports and submit to the Secretary
(d) Oversees the committee during meetings
(e) Directs the course of meetings (decides agenda, promotes discussion amongst committee
identifies potential problems, etc.)
(f) Holds committee members accountable for their responsibilities (house hours,
promotions)
(g) Main objective is the consistency of having regular meetings, and the inherent
accountability provided by the discussion of current events.
Section 8.06
Student Affairs Project Directors
(a) Must go through the event Director training before leading an event to ensure all
expectations are understood.
15
(i) Shall be the facilitator of an event from conception to realization
(ii) Shall be responsible for the budgeting considerations and will be accountable to explain
decisions in a post evaluation report and the SAC meeting following event
(iii) Shall be responsible for the successful advertising and turn out of event and will be
accountable to explain actions in a post evaluation report and the SAC meeting
following event
(iv) Shall be responsible for the prep work before, the execution of and the cleanup of the
event
(v) Think of the Director role as being a host, you are in charge and responsible for the
success of the event. Events do not run themselves— make sure you are available
before, during, and after the event unless previously approving absence with SAC
Chair.
(vi) Will need to make decisions – do not hesitate or delegate
(vii) Shall responsible for initiating and completing all necessary communications involving
this event
(viii) If using existing GSC supplies make a list of all supplies used and be sure to bring this
list when returning supplies. House supplies used at events must be returned to the
house within 48 hours following an event.
(ix) After an event, a post evaluation report must be submitted within 48 hours to SAC
Committee Chair to ensure Event Director accountability and to provide groundwork
for future events of the same nature.
Section 8.07
(a)
(b)
(c)
(d)
GSC House Project Director
Ensure the GSC House is student friendly
Maintain clear and well publicized hours of operation
Ensure the GSC House is open during assigned hours
Maintain the GSC House budget with the help of the Chair
Article IX.
Student Affairs Committee Procedures
Section 9.01
Allocation Breakdown of Events Budget
(a) Add category breakdown to event budget format and add percentage breakdowns to
create more organization of funding.
Section 9.02
Proposed Event Size Grouping
(a) The committee amended the event budget amounts per category in order to be more in
line with event sizes and structure. However, to comply with budgetary requirements, if
the goal budget is projected over the maximum, budget must be approved through the
budget committee. Goal and max budget taken from approved event budget
recommendation from budget committee.
Section 9.03
Event Director Related Procedure
(a) If a request is made known to an Event Director that complies with university standards
and the event is under budget then Event Director will have the power to execute or not
execute request.
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Section 9.04
Sustainable Products
(a) Under budget event, funds will be placed in the event reserve or used to purchase
sustainable supplies for same category future events. Sustainable products include
supplies that can be reused at future events.
(b) Each event will have a goal of 30% of the budget allocated to sustainable supplies, with
no maximum. It will be up to the Event Director in conjunction with the chair and/or
advisor will have the authority to implement purchases.
Section 9.05
Collaborative Events
(a) Collaborative event budget requests must be made at least 1 month in advance in order to
ensure compatibility with SAC approved events schedule.
Section 9.06
Budget Research
(a) Budget committee assistance requests to research: the average, medium, or low prices,
usefulness, locations, budget allocation, and donations shall be submitted to the Budget
Chair. (Only for large budget items that do not have a budget line.) Once request has been
granted, voting on the maximum allotted amount for item will take place in the Budget
Committee meeting and approval to purchase item at or under said allotted amount will
be granted.
Section 9.07
House Inventory
(a) Create inventory process at the house that will be implemented in the possession are
taken care of and accounted for.
Article X.
Annual Projects Committee
Section 10.01 Committee Responsibilities
(a) Provide the GSC with meeting minutes, project documentation, and progress reports at
each meeting and post them on Sakai.
(b) Plan and execute GSC Elections, Graduation Student Speaker search, Volunteer
Competition, Graduation Gifts, and any other projects the Council or President requests.
Section 10.02 Projects:
(a)
(b)
(c)
(d)
(e)
Coordinating and purchasing the Graduation gifts for graduating students from the GSC
Coordinating and facilitating the Spirit Award each semester
Coordinating and facilitating Graduation Student Speaker Search
Assisting students with Disabilities Services
Assisting students living in Student Housing
Section 10.03 Annual Projects Committee Chair
(a) Shall be the Secretary
(b) Shall call committee meetings or request the Committee Director to do so
17
(c) Shall delegate tasks to the Committee Directors, Project Directors, and Committee
members as needed
(d) Provide all necessary training and materials to committee members in order to ensure the
successful execution of committee responsibilities and expectations.
(e) Create Project Director positions as necessary to ensure the execution of committee goals
are successfully accounted for and met.
(f) Provide support and direction to Committee Director as necessary for the successful
execution of committee meetings.
(g) Hold committee members and actions to GSC and committee approved responsibilities
and expectations
(h) Be responsible and accountable for all budgetary considerations involving the committee
(i) This includes being transparent and communicative with the budget committee in
decisions that affect the budget.
(j) Be responsible for giving updates of committee proceedings at General GSC meetings
Section 10.04 Annual Projects Committee Members
(a) Must attend all Committee Meetings
(b) Participate in discussions
(c) Volunteer to be a Project Director for at least one project a year
Section 10.05 Annual Projects Committee Director
(a) Complete any tasks assigned by Committee Chair
(b) In case of committee chair’s absence, preside over committee meetings
(c) Take minutes at all committee meetings or ensure they are taken and send them to the
Secretary
(d) Write all Committee Reports and submit them to the Secretary
Section 10.06 Disabilities Advocacy Project Director
(a) Aid in the efforts of the CGU Disability Coordinator.
(b) Meet with CGU administration and advocate for students with disabilities.
(c) Create and implement goals and a timeline to achieve those goals with CGU
administration.
(d) Provide updates on progress to Committee Chair and GSC at least twice a semester.
Section 10.07 Student Housing Project Director
(a) Communicate any issues/needs/feedback current CGU residents have with housing
Section 10.08 The Spirit Award Project Director
(a)
(b)
(c)
(d)
(e)
Work with the Chair to coordinate the Spirit Award.
The Award shall be given at the last meeting of the semester.
Each candidate must be nominated by an essay
Each committee will vote on which essay and/or candidate will move to the next round
The final four chosen by the committees will be given to the Dean of Students who will
make the final choice
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(f) The amount of the Award shall be determined by the Chair and the Budget Committee
Section 10.09 Graduation Gift Project Director
(a) The Director will ensure the purchase and delivery of the Graduation Gift
(b) Work with the Secretary to research graduation gifts that will be voted on by the entire
council.
Section 10.10 Graduation Student Speaker Search Project Director
1) Schedule a meeting with the Secretary to discuss and review the Graduation Student
Speaker search and selection of the graduation gift.
2) Announcement and flyer sent to the GSSC email for publication on Facebook, student
email, CGU & GSC calendar, and the Bugle at least 2-3 weeks before the application
deadline.
3) Compile speeches and all necessary score sheets for each applicant
4) Advertise and recruit volunteer student panelist judges to review and score speeches.
5) Coordinate with judging panel and candidates on interview process and scoring rubric.
6) Panel should include: Dean Siegel, Dean of Students; Donna Standlea, Administrative
Assistant for President Freund; and at least two student volunteers serve on the
judging panel.
Article XI.
GSC Meetings
Section 11.01 Goals
(a) Meetings last one hour
(b) Committees are prepared to make recommendations on relevant proposals to speed up
voting process
(c) All agenda items should all be processed by the end of the meeting
(d) Review any preparation material necessary for the meeting.
(i) Ex: review the last meeting’s minutes and make corrections or review current proposals.
(ii) If you have not read the preparation material please vote “Abstain” not “Opposed.”
(e) Arrive a few minutes early so we can end on time.
(f) Before the meeting begins, each department will write upcoming events in their
department on the white board.
(g) Begin getting food and beverages before the meeting begins. You are welcome to
continue eating during the meeting.
(h) Silence all electronic devices during the meeting.
(i) Do not speak unless called upon by the chair.
(j) Silence is assumed to be agreement.
(k) All meetings will be recorded, documented, and published.
(l) Complete all tasks you have been assigned before the next meeting.
(m) If you cannot attend a meeting, email the Secretary 24 hours in advance and appoint a
proxy who will vote in your absence.
Section 11.02 Council Meeting Procedures
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(a) Making a Motion
(i) Obtaining the floor
1) Wait until the last speaker has finished.
2) Stand or raise your hand.
3) Wait until the Chair recognizes you.
(ii) Make Your Motion
1) Speak in a clear and concise manner.
2) Always state a motion affirmatively. Say, "I move that we..." rather than, "I move that
we do not...”
3) Avoid personalities and stay on your subject.
4) Wait for someone to second your motion
5) Another member will second your motion or the Chair will call for a second.
6) If there is no second to your motion, it is lost.
7) The Chair will say, "it has been moved and seconded that we...” Thus placing your
motion before the membership for consideration and action
8) The membership then either debates your motion, or may move directly to a vote.
9) Once your motion is presented to the membership by the chairperson, it becomes
"assembly property,” and cannot be changed by you without the consent of the
members.
(iii) Expanding on Your Motion
1) The time for you to speak in favor of your motion is at this point in time, rather than at
the time you present it.
2) The mover is always allowed to speak first.
3) All comments and debate must be directed to the Chair.
4) Keep to the time limit for speaking that has been established.
5) The mover may speak again only after other speakers are finished, unless called upon
by the Chair.
(iv) Putting the Question to the Membership
1) The Chair asks, "Are you ready to vote on the question?"
2) If there is no more discussion, a vote is taken.
Section 11.03 Voting on a Motion
The method of vote on any motion depends on the situation. There are five methods used to
vote, they are:
(a) By voice the Chair asks those in favor to say, "aye,” those opposed to say "no.” Any
member may move for an exact count.
(b) By roll call, each member answers "yes,” or "no" as his or her name is called. This
method is used when a record of each person's vote is required.
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(c) By consent When a motion is not likely to be opposed, the Chair says, "if there is no
objection...” The membership shows agreement by their silence, however if one member
says, "I object," the item must be put to a vote.
(d) By division, this is a slight verification of a voice vote. It does not require a count unless
the Chairperson so desires. Members raise their hands or stand.
(e) By ballot Members write their vote on a slip of paper, this method is used when secrecy
is desired.
Section 11.04 Other Motions
(a) Motion to Table -- This motion is often used in the attempt to "kill" a motion. The option
is always present, however, to "take from the table,” for reconsideration by the
membership.
(b) Motion to Postpone Indefinitely -- Debate is once again open on the main motion.
Article XII.
Agenda/Presentation/Announcement Request Process
(a) Write a short proposal (no more than one page) of the agenda item or announcement
(b) Send the proposal to the President.
(c) You will be notified of the date for the presentation or asked to submit the announcement
to the Secretary to disburse in another manner.
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