Creating the Extraordinary Student Experience : Office of Student Life

Standing Rules

Revised March 2021

 

Article 1: Code of Ethics & Values

The Code of Ethics & Values outlines the responsibilities and standards of behavior for all members of CGS. This document shall be reviewed and updated as necessary on an annual basis. It shall be approved by the delegate body by a simple majority vote at a regular meeting of the Council during the autumn semester.

 

Article 2: Delegate meetings

Section 2.1 Regular meetings of CGS shall be held on Fridays.

Section 2.2 As stated in section 9.4 of the CGS Bylaws, meetings of the council should follow a timed agenda that is approved by the executive board. This agenda shall be made available to members of CGS no later than the Monday prior to regular meetings of CGS. The agenda shall include attachments for all proposed legislation. Legislation that is not made available to members of CGS in this timeframe shall be removed from the agenda. Such legislation may still be proposed from the floor once all new business on the agenda has been dealt with.

Section 2.3 At a minimum, the following items must be present in every agenda in the following order.

  • Approval of minutes from the previous meeting
  • Officer Reports
  • Reports of Standing and Ad-Hoc Committees
  • Special Orders
  • Unfinished Business
  • New Business

Section 2.4 During special orders, at least 15 minutes should be allotted for members of CGS to raise issues and concerns facing them or their constituents to the body.

Section 2.5 Legislation may be authored and brought before the council by the Executive Board, standing or ad hoc committees of the council, or by any voting member of the Council. In order for such legislation to appear on the agenda, the author must submit a final draft of the legislation to the Secretary no later than 3:30pm on the Friday prior to a regular meeting. Legislation not submitted prior to this deadline will not be included in the agenda.

 

Article 3: Parliamentary procedure for delegate meetings

Section 3.1 According to Article 7, Section 1 of the Council's Constitution, the current edition of Robert's Rules of Order Newly Revised governs all meetings of the Council except where conflicting with the Council’s  Constitution or Bylaws. In addition, the following rules shall be followed when considering legislation.

3.1.A Main Motions - The mover of any motion that appeared on the agenda may waive the reading of the motion. Any motion that was not included in the agenda must be read in full.

3.1.B Seconding Motions - Any motion to adopt legislation sponsored by the Executive Board or any standing or ad hoc committee of the council does not need a second.

3.1.C Author’s Rationale - When a motion is made to adopt or amend legislation, up to two minutes may be taken by the author(s) to provide rationale for their legislation or amendment after receiving a second, but prior to the chairperson stating the question.

3.1.D Question and Discussion Period - When a motion is made to adopt legislation, members may informally ask questions of the author(s) for a period of up to 10  minutes. During this period, the author(s) may informally make modifications to their motion at the suggestion of members. Suggestions for modifications that are not agreed to by the authors may be brought up as an amendment during debate.

3.1.E Stating the Question - At the conclusion of the Question and Answer period, the chair must state the question. Once the question has been stated, the mover is not able to make modifications to the motion without consent of the body.

3.1.F Debate - The time allotted for debate on a single question shall be 10 minutes. Debate should be limited to the merits of the pending question. No member may speak more than twice on a given question including the mover.

3.1.G Motion to Extend - The time for the question period or debate period may be extended when time has expired if the delegate body deems it necessary. To extend, someone will need to make a motion to extend, a second is needed, no debate is accepted, and a two-thirds majority vote is needed to pass the extension.

3.1.H Secondary Motions (Amendments) - Amendments can be made at the time of debate only. The amendment should be articulated to the Council and submitted in writing to the Chair. All amendments require the consent of the body.

3.1.I Ending Debate - Debate shall be ended when the time has expired or when no member desires the floor. When debate ends, the chair shall put the question and announce the vote.    

Section 3.2 Delegates will cast their vote via Carmen quiz or other online polling system. Alternates will cast their votes by communicating directly with the Secretary if they do not have access to the online voting system.

Section 3.3 Voting data will be compiled by the Secretary for each piece of legislation voted on during each delegate meeting, including the name of the delegate, their unit of representation, and their vote. This data will be appended to the end of the meeting minutes before they are publicly distributed and the total vote counts will be documented on the final pieces of legislation before they are publicly distributed.

Section 3.4 It is recommended that the Council consider virtual platforms or other alternatives to in-person meetings for the summer term in order to encourage continued delegate participation. When CGS is conducting meetings using a virtual platform, the following rules shall apply:

3.4.A An online platform should be selected that allows easy access for all members of the CGS body, as well as for graduate student guests. At a minimum, it should have the following features:

  • The ability to “Raise a Hand” or similar functionality
  • A “chat box” or other similar functionality to submit text in writing
  • The ability for the chair to “Share Screen” or other similar functionality

3.4.B The chair of the meeting shall respect the potential for delay in internet connectivity by waiting for an appropriate amount of time before moving on to new business.

3.4.C In general, members of CGS should leave their microphones muted except to make a motion or when the member has been recognized to speak by the chair.

3.4.D In general, members of CGS should refrain from using the chat functionality during periods of formal debate except to make a motion or when the member is not able to use the microphone and has been recognized to speak by the chair.

3.4.E When an author is reading the text of proposed legislation, the chair of the meeting should display the text of the proposed legislation using the “Share Screen” functionality.

3.4.F When a second is needed from the general body, a member may do so by unmuting their microphone and calling “second”, or by writing “seconded” in the “chat box”.

3.4.G When the delegate body is asking questions of an author, members should use the “Raise Hand” function to indicate they are waiting to ask a question. Once a member has been recognized by the chair, they may either unmute to ask their question, or put their question in the “chat box”.

3.4.H In accordance with Robert’s Rules of Order, debate should be limited to the merits of the pending question. Members should use the “Raise Hand” function to indicate they would like to be recognized. Once a member has been recognized by the chair, they may either unmute to speak, or express their position in the “chat box”. Once a member has spoken twice, they should refrain from using the chat box or raising their hand while another member who has not spoken desires the floor except to make a new motion.

3.4.I When a member motions to make an amendment, the member should include the text of the amendment in the “chat box”.         

 

Article 4: Travel Expenses Policy

Section 4.1 Travel approved for graduate students representing CGS at conferences, meetings, and other related events shall be fully funded for transportation, lodging, and other approved expenses in accordance with the Travel Policy and Procedures section of The Ohio State University Operating Manual, which outlines policies for various types of travel expenses as well as procedures for reimbursement, receipts, and per diem expenses. Funds shall be allocated under the categories "Travel" within a specific committee's section on the CGS budget.

Section 4.2 In no instance shall CGS travel funds go to any individual who is not an actively enrolled graduate student at The Ohio State University.

Section 4.3 If alternate sources of funding are available to cover part or all of the travel expenses, individuals are expected to make maximal use of them. The Executive Board may approve travel requests except in the following instances, which require the approval of the Council:

4.3.A The total cost requested per trip for all individuals exceeds $4,000;

4.3.B The cost for any individual person exceeds $1,000;

4.3.C The request would result in an individual receiving more than $2,000 in total CGS travel expenses during a fiscal year.

 

Article 5: Delegate Online Election Procedure

Section 5.1 The following serves to outline the procedure for CGS to manage, maintain, and ensure the success of the online delegate election system.

Section 5.2 Procedure for spring term elections:

5.2.A CGS will send an email providing the declaration of candidacy and election timeframe during the week following Spring Break to all currently enrolled graduate students and graduate studies chairs. The email will include a link to the CGS website that includes information about candidacy eligibility, voting eligibility and the fillable declaration of candidacy form. CGS will also submit information about the election to any appropriate advertising venues during the two weeks following Spring Break.

5.2.B Declarations of candidacy will be accepted during the second and third weeks following spring break.

5.2.C CGS will verify the eligibility of students’ candidacy by 5:00 p.m. Eastern Standard Time (EST) on the Wednesday of the fourth week following Spring Break.

5.2.D CGS will send an email to all graduate students one day prior to the opening of the election period which will include links to the voting site, the dates that voting will be available, and a form that will allow students to sign up for a voting reminder email.

5.2.E The voting reminder email shall be sent approximately halfway through the voting period.

5.2.F The voting period shall be from 12:00 p.m. EST on the Friday of the fifth week of the semester following Spring Break to 5:00 p.m. EST on the following Friday.

5.2.G The Organization and Elections Committee shall notify all candidates of election results within one week of the close of the voting period.

5.2.H Should there be a failure of the system during the voting time period, all recorded votes shall be disregarded and a new election period of at least 7 business days must occur by the start of the exam period for the Spring Semester. CGS shall use all reasonable means to inform graduate students of the new voting period. A failure of the system is defined as the unavailability of the voting system for more than 72 hours or the inability to accurately record votes.

5.2.I If the online system is unavailable during the voting period for less than 24 hours, no change to the voting period is necessary. If the online system is unavailable for more than 24 hours but less than 72 hours, the voting period shall be extended until 12:00 p.m. EST on the Tuesday following the original Friday deadline. CGS shall provide information on the voting site outlining any changes in the voting period and time voting is expected to resume when the system is unavailable during the voting period.

Section 5.3 Procedure for autumn term elections:

5.3.A CGS will send an email providing the declaration of candidacy and election timeframe during the first week of autumn semester to all graduate students and graduate studies chairs of departments lacking full delegate representation. The email will include a link to the site that includes information about candidacy eligibility, voting eligibility and the declaration of candidacy form. CGS will also submit information about the election to any appropriate advertising venues during the first and second week of the semester.

5.3.B Declarations of candidacy will be accepted during the second week of autumn semester.

5.3.C CGS will send an email to all graduate students and graduate studies chairs of departments lacking full delegate representation one business day prior to the voting period with information including a link to the voting site, the dates that voting will be available, and a form that will allow students to sign up for a voting reminder email.

5.3.D The voting reminder email shall be sent approximately halfway through the voting period.

5.3.E The voting period shall be held from 12:00 p.m. EST on the Wednesday of the third week of autumn semester until 5:00 p.m. EST on the following Wednesday.

5.3.F The Organization and Elections Committee shall notify all candidates of election results within one week of the close of the voting period.

5.3.G Should there be a failure of the system during the voting period, all recorded votes shall be disregarded and a new election period of at least 5 business days must occur prior to the second autumn semester delegate meeting. CGS shall use all reasonable means to inform graduate students of the new voting period.

5.3.H If the online system is unavailable during the voting period for less than 24 hours, no change to the voting period is necessary. If the online system is unavailable for more than 24 hours but less than 72 hours, the voting period shall be extended until 5:00 p.m. EST on the Friday of the fourth week of autumn semester. CGS shall provide information on the voting site outlining any changes in the voting period and time voting is expected to resume when the system is unavailable during the voting period.

 

Article 6: Refreshments Policy

Section 6.1 Refreshments may be provided during delegate meetings, committee meetings and other such organizational meetings as deemed appropriate. Refreshments include food and beverages. Refreshment purchases must be approved through standard procurement procedures. Large events to which all graduate students are invited are exempt from this policy.

Section 6.2 The Executive Board may propose, and the Council may approve a budget allocation within the following guidelines:

6.2.A Funds for refreshments shall be allocated under the category "Administrative: Meeting Refreshments."

6.2.B Total expenditures for refreshments may not exceed the greater of $10,000 or 6.5% of the total CGS Yearly Budget.

6.2.C Requests for refreshments for meetings other than general meetings and committee meetings shall be submitted at least one week in advance for approval by the CGS president and treasurer.

6.2.D Refreshment expenditures for any single meeting shall not exceed $10.00 per person.

6.2.E Refreshments at delegate meetings shall be limited to light snacks, coffee, and refreshments when meetings are held in the Ohio Union.

 

Article 7: Advertisements Policy

Section 7.1 The Council of Graduate Students may provide advertising opportunities to businesses and organizations under the purview of the Executive Board, who shall make decisions based on the following guidelines:

7.1.A Advertising may be placed in all available and appropriate media outlets.

7.1.B The Strategic Communications Committee will set rates for all available media sources and advertising sizes. The Executive Board shall approve the rates no later than the first autumn semester meeting of the Executive Board each year. These rates shall be binding until new rates are approved or old rates are amended with approval of the Executive Board.

7.1.C Proceeds from the sale of advertising will be subsumed in the Strategic Communications Committee budget.

7.1.D Charges may be waived at the discretion of the Strategic Communications Committee for 501(c)(3) charitable organizations.

7.1.E Organizations which do not reflect the approved goals and priorities of CGS may be denied free or paid space. An appeal may be made to the CGS Executive Board for reconsideration of an advertising opportunity. The Executive Board's decision is final.

 

Article 8: The Edward J. Ray Travel Award for Scholarship and Service (RTA)

Section 8.1 The Ray Travel Award shall  provide travel grants to qualified graduate students, fostering their professional development by allowing them to present their research at domestic and international conferences. The RTA sets itself apart from other funding sources in that it recognizes graduate students for their service to the University and to the wider community.

Section 8.2 The Treasurer shall serve as the Chair of  the Ray Travel Award committee. At least four graduate students must be members of the committee. In addition, up to three faculty members may be appointed by the CGS Vice President.

Section 8.3 Each funding cycle, applicants shall apply using a form approved by the RTA committee that takes into account at least the following factors:

8.3.A The applicant's service to their department, the University as a whole, and the wider community.

8.3.B The applicant's ability to convey the importance of the research being presented.

8.3.C The relevance of the proposed presentation to the applicant's professional development.

8.3.D Faculty statements of support for the applicant's research and conference travel.

Section 8.4 A combination of committee members from at least three different units of representation shall constitute a quorum for any individual judging round. Each application will be independently judged by a minimum of three members of the RTA committee.

Section 8.5 The RTA is a competitive program, and as such, no more than forty percent of the applications received in a given year may be funded.

Section 8.6 The RTA Committee may set the award amount to any amount not to exceed $1,000. When the Committee changes the award amount, the Chair must ensure that all promotional materials including but not limited to the CGS website, is updated to reflect the new amount at least four weeks prior to the application deadline for the funding period in which the committee desires the change to take effect.

Section 8.7 The committee’s decisions regarding awardees cannot be appealed.

Section 8.8 Applicants must satisfy at least the following criteria to be awarded funding:

8.8.A They must be graduate students in good standing with the graduate school and their program.

8.8.B The proposed activities must take place while a student is enrolled at Ohio State.

8.8.C The application must be submitted prior to conference attendance and the proposed activities must take place within the advertised activity window.

8.8.D The completed application must be submitted prior to the application deadline. Incomplete applications will not be considered.

Section 8.9 All RTA awards are paid out as reimbursements. All relevant university policies shall be observed in determining allowable expenses. Reimbursement shall not occur until the recipient has provided CGS with both an acceptable form of proof of conference presentation and acceptable receipts. All awardees will be awarded and reimbursed only up to the maximum allowable award amount. Awardees who request reimbursement for less than the maximum award amount will forfeit the difference in funding.

Section 8.10 Once a student has received the award, they are ineligible to apply again for the remainder of the fiscal year as well as the following fiscal year.

Section 8.11 A student may win the RTA a maximum of 3 times for each non-concurrent degree pursued.

 

Article 9: The Career Development Grant (CDG)

Section 9.1 The Career Development Grant shall provide awards to qualified graduate students to support them in activities related to career or professional development.

Section 9.2 The Secretary shall serve as the Chair of the CDG committee. At least four graduate students must be members of the committee.

Section 9.3 Each funding cycle, applicants shall apply using a form approved by the CDG committee that takes into account at least the following factors:

9.3.A The applicant's ability to convey the importance and positive impact of the proposed activities.

9.3.B The applicant’s ability to articulate both long- and short-term goals in their Career Development Plan.

9.3.C The applicant’s CV or resume.

Section 9.4 Each application will be independently judged by a minimum of three members of the CDG committee.

Section 9.5 The CDG Committee may set the award amount to any amount not to exceed $350. When the Committee changes the award amount, the Chair must ensure that all promotional materials including but not limited to any online platforms, is updated to reflect the new amount at least four weeks prior to the application deadline for the funding period in which the committee desires the change to take effect.

Section 9.6 The committee’s decisions regarding awardees cannot be appealed.

Section 9.7 Applicants must satisfy at least the following criteria to be awarded funding:

9.7.A They must be graduate students in good standing with the graduate school and their program.

9.7.B The proposed activities must take place while a student is enrolled at Ohio State.

9.7.C The application must be submitted prior to the proposed activity and the proposed activities must take place within the advertised activity window.

9.7.D The completed application must be submitted prior to the application deadline. Incomplete applications will not be considered.

Section 9.8 All CDG awards are paid out as reimbursements. All relevant university policies shall be observed in determining allowable expenses. Reimbursement shall not occur until the recipient has provided CGS with both an acceptable form of proof of activity presentation and acceptable receipts. All awardees will be awarded and reimbursed only up to the maximum allowable award amount. Awardees who request reimbursement for less than the maximum award amount will forfeit the difference in funding.

Section 9.9 Once a student has received the award, they are ineligible to apply again for the remainder of the fiscal year as well as the following fiscal year.

Section 9.10 A student may win the CDG a maximum of 3 times for each non-concurrent degree pursued.

 

Article 10: CGS Distinguished Service Awards

Section 10.1 The Council of Graduate Students presents the CGS Distinguished Service Awards to annually recognize students, staff, faculty, administrators and community members who have rendered exceptional service to graduate students at The Ohio State University.

Section 10.2 Nominations must be submitted to the Executive Board by the 31st of March, or a later date set and announced by the Executive Board and include the name of the nominee and their position at OSU, the nominee's dot # and email address, the nominator's name and email address, and a letter or statement describing the individual's qualification for the award.

Section 10.3 The Executive Board shall select no more than three recipients for a single award in any one year. Individuals shall be eligible again for consideration five years after receiving an award. No voting member of the Executive Board may receive the award.

 

Article 11: Guidelines for Organizations Seeking CGS Co-Sponsorship of Events

Section 11.1 Co-sponsorship is designed to broaden the opportunities of graduate students by enabling groups such as University departments, student organizations, and non-university groups to partner with the Council of Graduate Students to provide graduate students with unique educational, cultural, and social opportunities. Co-sponsorship should entail a partnership in resources and planning between the Council and the requesting organization.

Section 11.2 The organization seeking co-sponsorship must provide the following information to an appropriate standing committee of the Council (not including the Executive Board):

11.2.A An explanation of the event, focusing on the benefit to graduate students at Ohio State.

11.2.B The event's budget.

11.2.C The list of other confirmed and expected co-sponsors.

11.2.D The specific dollar amount desired from CGS, which is not to exceed $500.

11.2.E An explanation of how CGS will be involved in the event.

11.2.F The number of volunteers that CGS will be expected to contribute to the planning committee and to the event itself.

11.2.G The means by which CGS will be recognized as a co-sponsor of the event.

11.2.H The anticipated number of graduate student participants at the event.

Section 11.3 The standing committee that receives a request for co-sponsorship shall take the following factors into account when reaching a decision on co-sponsorship:

11.3.A The expected impact of the event on graduate students.

11.3.B The event's relevance to the committee's goals and objectives.

11.3.C The opportunity for substantial contribution to the planning and implementation of the event.

11.3.D The event's relevance to the overall goals and objectives of the Council of Graduate Students.

Section 11.4 The standing committee may choose to provide non-monetary resources as the exclusive form of co-sponsorship of an event. The standing committee's determination is final and can only be appealed by a resolution to the Council of Graduate Students sponsored by at least five voting members of the Council explicitly stating the budget line that will provide the funding.

Section 11.5 Applicants must satisfy at least one of the following criteria to receive monetary co-sponsorship:

11.5.A In the case of a student organization (excluding Inter-Professional Council and Undergraduate Student Government), the organization must be registered and have exhausted all available Council on Student Affairs funding provided through the Student Activity Fee.

11.5.B In the case of University departments or external organizations, the event must be primarily designed to serve graduate students; and Events for which co-sponsorship is requested must fit within the overall goals and mission of the Council of Graduate Students.