Constitution of the Council of Graduate Students
Article I - Name
Section I.1: The name of this organization is the Council of Graduate
Students, hereinafter also referred to as "the Council" or
"CGS."
Article II - Mission
Section II.1: The Council is the representative body for all students
enrolled in graduate programs at The Ohio State University, hereinafter also
referred to as "graduate students" or the "graduate student
body."
Section II.2: The Council of Graduate Students promotes and provides
academic, administrative, and social programs for the university community in
general and for graduate students in particular.
Section II.3: The Council provides a forum in which the graduate
student body may present, discuss, and set upon issues related to its role in
the academic and non-academic aspects of the university community.
Section II.4: The Council shall represent The Ohio State University
graduate student body in the National Association of Graduate-Professional
Students.
Article III - Authority and powers
Section III.1: The authority for the establishment of the Council of
Graduate Students is derived from the consent of the graduate student body.
Section III.2: The Council is recognized by The Ohio State University
and the Graduate School as the only organization representing all graduate
students at The Ohio State University.
Section III.3: On all matters brought before personnel, committees,
or agencies of The Ohio State University involving the interest of graduate
students, the Council or its appointed representative(s) have the power to sit
as an advisory agent on behalf of graduate students.
Section III.4: The Council has the power to plan and implement
programs in accordance with its mission.
Section III.5: The Council has the primary authority to allocate and
distribute funds from the treasury of the Council and has the power to collect
fees or voluntary contributions approved by The Ohio State Board of Trustees on
all students enrolled in the Graduate School.
Section III.6: The Council judges the elections, returns, and
qualifications of its own members and determines its own rules of procedure.
Article IV - Membership and Eligibility
Section IV.1: A person is eligible to hold any Council position,
elected or appointed, if and only if that person meets the qualifications for
graduate student status in good standing as defined by either that person's
program of study or the graduate school.
Section IV.2: The Council of Graduate Students is composed of
delegates chosen by the graduate students of the unit of representation or by
any other such means as Council shall enact and publish.
Section IV.3: No student shall be denied membership in this
organization on the basis of race, sex, color, national origin, religion, age,
political views, veteran status, sexual orientation, disability, or gender
identity.
Article V - Elections and officers
Section V.1: The Council of Graduate Students shall elect annually
from the graduate student body the following Executive Officers: President,
Vice President, Secretary, and Treasurer.
These four elected officers constitute the foundation of the Council’s
Executive Committee.
Section V.2: If applicable, once a person becomes an Executive
Officer of the Council, that person will resign as a delegate when the term of
office begins.
Section V.3: President
V.3.A. The President presides over all meetings of the Council and is
responsible for implementing all decisions of the Council.
V.3.B. The President selects the time and place of all regular and special
meetings of the Council. The President shall inform each delegate in writing of
the time and date chosen for each regular meeting of a quarter by no later than
the tenth day of that quarter.
V.3.C. The President has primary responsibility for managing the office
associate and for ensuring compliance with Council, University, State, and
Federal fiscal and personnel policies.
V.3.D. The President shall also serve as a liaison between CGS and the
Graduate School, the University administration, and the Ohio State Board of
Trustees.
V.3.E. The President serves, externally, as an ex officio member of
the University Senate and its Steering Committee and the Council on Student
Affairs.
V.3.F. The President shall fulfill other duties as directed by the Council
and the Executive Committee.
Section V.4: Vice President
V.4.A. The Vice President coordinates the Edward F. Hayes Graduate Research
Forum and represents the Council of Graduate Students in the planning of orientation
and welcome week-related activities and events.
V.4.B. In the absence of the President, or if the President is temporarily
unable to fulfill his or her duties, the Vice President shall serve in the
President's place.
V.4.C. The Vice President chairs the Organization and Elections Committee
and is responsible for ensuring that all delegate and committee positions are
filled.
V.4.D. The Vice President is responsible for ensuring that CGS committee and
member records are properly maintained.
V.4.E. The Vice President shall serve as a liaison between CGS and other
student organizations.
V.4.F. The Vice President serves, externally, on the Council on Student
Affairs and the Welcome Week Steering Committee.
V.4.G. In the absence of the President, the Vice President presides over
meetings of the Council.
V.4.H. The Vice President shall fulfill other duties as directed by the
Council, the Executive Committee, and the President.
Section V.5: Secretary
V.5.A. The Secretary is responsible for keeping the minutes of the meetings
of the Council and its Executive Committee, for maintaining records, and for
conducting correspondence.
V.5.B. The Secretary is responsible for maintaining attendance records and
determining quorum (see Article VIII, Sec. 1) at Council meetings.
V.5.C. In the absence of the President and Vice President, the Secretary
presides over meetings of the Council.
V.5.D. The Secretary shall fulfill other duties as directed by the Council,
the Executive Committee, and the President.
Section V.6: Treasurer
V.6.A. The Treasurer handles all the finances of the Council and keeps an
accurate record of its financial status at all times.
V.6.B. The Treasurer serves as an ex officio voting member of the
Council on Student Affairs and its Allocations subcommittee and is responsible
for overseeing the Council's Edward J. Ray Travel Award for Scholarship and
Service.
V.6.C. In the absence of the President, Vice President, and Secretary, the
Treasurer presides over the meetings of the Council.
V.6.D. The Treasurer shall fulfill other duties as directed by the Council.
Section V.7: The Council has the authority to remove an Executive
Officer only through the following procedure:
V.7.A. The written motion for such an action, bearing the signatures of at
least ten certified Council delegates, must be submitted at a regular meeting
of the Council.
V.7.B. The officer shall be given the opportunity to respond to the motion
at a hearing with the Organization and Elections Committee.
V.7.C. The Organization and Elections Committee will thereupon conduct an
investigation into the allegations against the officer and present its findings
at the next Council meeting.
V.7.D. Following this presentation, the motion will be voted upon. A
two-thirds vote of the Council is required to effect the removal.
Section V.8: Vacancy
V.8.A. In the event the presidency falls vacant, the Vice President shall
have the option of becoming the President. In this instance, the Council shall
elect a new Vice President. The Vice President shall also have the option of
refusing the office of the presidency, in which case the Vice President shall
serve as President pro tempore until such time as the Council is able to
elect a new President. Subsequent to the election of the President, the
President pro tempore shall reassume the office and duties of Vice
President.
V.8.B. In the event of a vacancy in any other Executive Officer position, an
election to complete the current term will be held no later than the second
meeting of the Council following the occurrence of the vacancy. Election
procedures will be in accordance with the current provisions of this
Constitution and any Bylaws the Council shall enact. An interim officer may be
appointed by the President to hold office until such time as an election can be
held.
Article VI - Committees
Section VI.1: The Executive Committee conducts the business of the
Council between meetings and prepares the agenda for regularly scheduled
meetings.
Section VI.2: The Organization and Elections committee oversees all
business relating to membership credentials, external representation, and
elections procedures.
Section VI.3: The Edward J. Ray Travel Award for Scholarship and
Service Committee sets eligibility and application guidelines for the Award and
determines its recipients.
Section VI.4: The Edward F. Hayes Graduate Research Forum Committee
plans and executes the annual forum.
Section VI.5: The Council may create such standing or ad hoc committees,
as it deems necessary.
Article VII - Meetings
Section VII.1: There will be at least three regular meetings of the
Council of Graduate Students during each quarter except summer quarter, during
which there will be at least two meetings.
Section VII.2: Special meetings shall be called at the discretion of
the President, at the request of the Executive Committee, or upon the written
request of ten or more delegates.
Section VII.3: All meetings of the Council are presided over by an
Executive Officer, who shall have the ability to vote in the case of a tie.
Article VIII - Quorum and Voting
Section VIII.1: At all meetings of the Council of Graduate Students,
except those held in summer quarter, one-fifth the number of certified
delegates and Executive Committee members shall constitute a quorum. At the
summer quarter meetings of CGS, one-fifth of the number of certified delegates
and Executive Committee members who indicate summer residency in the Columbus
area at the last meeting of spring quarter shall constitute a quorum.
Section VIII.2: Each delegate in attendance shall have one vote that
may only be cast in person. In the event of an absence, a delegate's designated
certified alternate may attend and shall be entitled to the same general powers
and privileges in the Council as the delegate, including voting.
Section VIII.3: Voting members of the Executive Committee who are not
Executive Officers shall have full voting and speaking privileges at Council
meetings. Such Executive Committee members may not designate alternates to vote
on their behalf at Council meetings. An Executive Committee member who is also
a delegate may not vote twice.
Section VIII.4: Every voting member and Executive Officer will
signify attendance at a meeting by a procedure supervised by the Secretary and
approved by the Council. This procedure may differ for summer quarter. It must
be documented and available upon request.
Article IX - Parliamentary Authority
Section IX.1: The current edition of Robert's Rules of Order,
Newly Revised governs the procedures of all meetings of the Council except
where conflicting with the Constitution and Bylaws of the Council of Graduate
Students.
Section IX.2: The chair of the Council meeting shall be responsible
for interpreting all relevant aspects of the CGS Constitution, Bylaws, and
Robert’s Rules of Order. Decisions of the chair may be appealed to the full
Council. The Council's ruling is final.
Section IX.3: The President may appoint a parliamentarian to advise
on the details in Section IX.2 and other relevant matters.
Article X - Bylaws
Section X.1: The Council may enact or amend Bylaws by a simple
majority vote at a regular meeting. However, any proposed amendment to the
Bylaws must have been presented in writing at a prior regular meeting. Such
Bylaws shall be appended to this Constitution and be available upon request.
Article XI- Standing Rules
Section XI.1: The Council may establish additional Standing Rules by
a simple majority vote. Such rules shall be appended to the Bylaws and be
available upon request.
Article XII - Amendments
Section XII.1: Any proposed amendment to this Constitution must be
presented in writing either with the signatures of ten delegates or at the
initiative of the Executive Committee at a regular meeting of the Council of
Graduate Students.
Section XII.2: A copy of the proposed amendment must be sent to all
delegates at least one week before the regular meeting that follows the meeting
at which the amendment was proposed.
Section XII.3: An affirmative vote of two-thirds at a regular meeting
following the meeting at which the amendment was proposed will be sufficient to
adopt the amendment.
(as revised, 18 January 2002, and amended, 26 October 2007)