GSG Bylaws

Nomenclature:
Refer to the following nomenclature used throughout this document:

• GSG: Graduate Student Government. Refer Article I of the GSG Constitution.
• GSA: Graduate Student Association. Refer Article II of the GSG Constitution.
• GSG members: Voting members. Refer Article II of the GSG Constitution.
• GA: General Assembly. Refer Article IV of the GSG Constitution.
• EB: GSG Executive Board. Refer Article V of the GSG Constitution.

UC’s Anti-Discrimination Policy:

Based on the RSO handbook and UC policy, When an RSO, whether national or local, has selective membership (e.g. honor and recognition societies, professional, service, and social organizations), the selection of members, regardless of any national practices to the contrary, cannot be discriminatory on the basis of age, ancestry, color, disability, gender identity and/or expression, genetic information, military status (including veteran status), national origin, race, religion, sex, sexual orientation, parental status (including status as a foster parent), pregnancy, or any other status protected by law, except for religious qualifications which may be required by organizations whose aims are primarily sectarian.

The bylaws were reviewed and approved in April, 2025.

A. The Duties of the President shall be:

1. Plan, schedule, and preside over all GA and EB meetings.
2. Coordinate the activities of the GA.
3. Reserve the room for GA meetings and prepare materials for the meetings.
4. Implement all resolutions and business of GSG.
5. Manage the GSG office, currently located at 683 Steger Student Life Center, and ensure its availability as a space for the broader graduate student population.
6. Cultivate leadership amongst the GSA representatives and meet with GSAs who do not currently meet their GSG membership requirements (Refer Article III, Section 3 of the GSG Constitution).
7. Perform other duties of the office of the president as may be determined by the GA. Additional duties can be imparted on the GSG President by a successful motion passed by the GA.
8. Plan and implement, in consultation with GA and EB, all the GSG programs throughout the academic year.
9. Manage the mailing list of GSG (listserv). Send a bi-weekly newsletter to the mailing list consisting of all pertinent updates, awards and events information, composed with the help of EB members.
10. Consider suspension of membership for those GA not in good standing with GSG (Refer Article III, Section 3 of the GSG Constitution).
11. Serve on various university committees as needed.
12. Establish dates for all the GA meetings at the beginning of fall and spring semester, for that respective semester.
13. If any GSG officer is unable to perform their duties, the GSG President will reassign these duties amongst the rest of the EB with the consensus of the EB.

B. The Duties of the Vice-President shall be:

1. Plan, schedule, take meeting minutes, and preside over all Group Grant Committee Meetings.
2. Plan, schedule, take meeting minutes, and preside over the Excellence Awards Committee.
3. Plan, schedule, take meeting minutes, and preside over the Research Fellowship Awards Committee.
4. Recruit, plan, schedule, take meeting minutes, and preside over members of all internal and external committees subject to EB approval.
5. Notify a GSA when their membership status is in question.
6. Preside over the GA and assume all duties of the president in their absence.
7. Serve as a liaison between Center for Student Involvement (CSI) and all the GSAs.
8. Organize and conduct an Officer Orientation for the GSA presidents and treasurers regarding access to GSG resources, at the beginning of the academic year.
9. Serve on various university committees when needed.
10. Communicate decision and rationale to GSAs concerning Group Grant awards.
11. Provide timely information to GSAs on issues of importance.
12. Be responsible for familiarizing themselves with the GSG Constitution and Bylaws.
13. Carry out additional responsibilities as decided by the President and approved by the EB.

C. The Duties of the Treasurer shall be:

1. Chair the EB meeting on GSG budget allocation.
2. Complete and present a financial year-end report by the last GSG meeting of the current academic year.
3. Keep account books, which will always be open to inspection by the GSG officers or any authorized UC auditor.
4. Make reports at monthly GSG meetings and as otherwise directed by the EB. Obtain the monthly financial report from GSG’s assigned business administrator within Student Affairs.
5. Assist the vice president in organizing and conducting the Officer Orientation.
6. Provide the necessary paperwork and forms for GSAs to access their funds.
7. Process Group Budget award applications made by the GSAs. Keep track of the remaining operational budget for each GSA.
8. Represent GSG interest on SACUB (Student Advisory Committee on the University Budget) and Emergency Fund Committee.
9. Present GSG budget in the first and last GA of the academic year.

D. The Duties of the Campus Ambassador shall be:

1. Record minutes of all GA meetings, EB meetings and assume responsibility of sending copies of GA meeting minutes to all GSG members within two (2) weeks.
2. Record attendance of GSG members present at a GA meeting, preferably in a digital format.
3. Act as a liaison between the campus and the GSG officers. Help develop communication with different student constituencies of UC.
4. Act as a liaison between Undergraduate Student Government (USG) and GSG and attend at least one USG Senate Meeting per month.
5. Manage social and educational events.
6. Manage diversity initiatives for GSG.
7. Complete any necessary training required for maintaining the GSG website.
8. Maintain and update information on the GSG website.
9. Post events, updates and award deadlines in all GSG social media - Instagram, GetInvolvedUC, and LinkedIn.
10. Advertise GA meetings for all graduate students using GSG social media.
11. Assist the president in writing the biweekly newsletter to all graduate students, which will include important announcements from the GA meeting, updates from the university administration, and on-campus job opportunities.
12. Meet with a representative from each GSA once per academic year.
13. Work with Graduate College on Graduate Student Orientation efforts.
14. Serve on various university committees when needed.
15. Create a “Year in review” document for GSG.
16. Carry out additional responsibilities as decided by the President and approved by the EB.

E. The President, Vice-President, Treasurer and Campus Ambassador

1. Be available in person during scheduled office hours. The office hours take place in the GSG Office located at Steger Student Life Center 683. Each officer shall be available for five office hours per week (four in-person and one hour virtual).
2. In case of absence, the office hours shall be made up within a week. Make-up hours can be virtually held, and a link to join the meeting needs to be posted on the website. Notifications of changes to an officer’s office hours shall be posted at least 24 hours ahead of time on the GSG website.
3. Are expected to perform twenty hours of work per week devoted to the GSG objectives and activities of which for at least five hours per week they shall hold scheduled office hours at the GSG office (Steger Student Life Center 683A).
4. Office hours are suspended during exam and break weeks, although appointments may be scheduled. No office hours are held during the summer and winter breaks.
5. The president shall keep track of the office hours served by each officer.
6. Will be present at all GA meetings. If an officer cannot be present in-person, they may attend virtually with the approval of EB.
7. Will meet bi-weekly.
8. Will respond to all emails within a timely fashion (within one week).
9. Will update GSG members on any updates that are crucial to the graduate students.
10. Will provide an agenda for each GA meeting at least two days before the meeting. This agenda should provide details about important issues that will be discussed and any guest speakers who will be present.
11. Will train their successor on the obligations of the position.

F. The duties of the GSG members (elected GSA representatives) shall be:

1. Attend all GA meetings.
2. Make sure their attendance is counted at each GA meeting.
3. Represent their GSA.
4. Disseminate all information obtained from GSG to GSAs.

G. GSG officers’ and representatives’ compensation:

1. Officers are compensated as follows: The president, the vice president, the treasurer and the campus ambassador shall each receive an honorarium in the amount of $25,000 per year.
2. Payments to officers in any semester shall be equally divided in four (4) parts and disbursed evenly in that semester.
3. If an officer has to serve beyond their regular term, the officer shall be compensated in a pro-rated fashion.
4. Up to $25,000 from the GSG budget (value is dependent on annual budget) will be distributed to GA members that have served on GSG committees as seen fit by the GSG members at the GA. The distribution process will be overseen and approved by the Dean of Graduate College and the Center for student Involvement (CSI).

All registered student organizations must anticipate, provide for, and meet their financial obligations.

A. GSAs shall be allocated funding by GSG in accordance with guidelines established by the GSG budgetary process.

1. The Budgetary process shall be on file in the GSG office and changes shall be sent to each GSA.

B. GSAs must be registered with the Center for Student Involvement and in good standing with GSG to be allocated funding (See Article III, section 3 of GSG Constitution).

C. Funds shall be available to each GSA.

1. Each GSA is given an equal base budget. Groups can augment this base budget through the following:
   1. Group may hold a new student orientation event and submit to the treasurer an attendance log and dates of the event as documentation.
   2. Group may win the GSG Group of the Year Award.
2. GSA can apply for money for special projects through the Group Grant process by submitting a Group Budget Reimbursement Application via the GetInvolvedUC GSG website. Application does not guarantee funding by GSG.
3. Money allocated to a GSA must be used for the benefit of the largest possible number of UC graduate students.
4. GSAs are encouraged to raise revenue from other sources in accordance with University Policies and with approval by the appropriate University offices.
5. Monies earned from GSG funded projects must be relinquished by GSA. 100% of the profits from these projects must be returned to GSG not to exceed the amount GSG contributed. Additional monies left after GSG’s contribution will be added to the GSA’s Group Budget. If monies must be paid back to other co-sponsors, GSG will take that into consideration.

D. GSAs are allowed to spend their GSG base budget on food.

1. No GSG money can be used for the purchase of alcohol or be used at events where alcohol is served.
2. Do not use more than 25% of your Group Budget for a single food focused event.
3. Funds may not be used on a single event.

A. GSG elections shall be held in the February General Assembly  via  A majority vote shall be defined as 50% + 1 of the quorum present at the time of voting. 

All GSG members can cast votes.

B. The GA members must receive information on all candidates at least one week prior to the election date.

1. Each candidate must be present at the GSG meeting to be formally nominated.
2. Each candidate should speak for five (5) minutes.  Each nominee will have up to 5 minutes to respond to questions, while the nominee for the position of GSG President will be allowed up to 10 minutes for questions.
3. The time limit may be adjusted by the evaluation committee with the approval of the general assembly after a formal motion and vote.
4. Any GA member in attendance with floor speaking rights may ask questions.
5. Quorum (66% of GSAs) must be present for elections to take place.
   1. For elections of candidates, every ballot must include a "No Confidence" option.
6. Election shall not exceed 3 hours. If the election process exceeds the limit of 3 hours, the assembly may motion to continue the election at a later date, subject to a seconded motion and majority vote.
7. If the number of nominees is too large to finish the elections in 3 hours, the election may be divided into 2 parts. If the election is divided into two parts, the first part shall be held on the first and scheduled date of the elections, while the second part shall take place exactly one week after the first part. The decision to divide the election shall be proposed by the election committee and must be approved by the majority vote of the quorum. 

C. Any graduate student registered in an approved / official graduate program may run for office.

1. Each candidate must attend at least 1 General Assemblies or committee meeting prior to running or have a GSG committee member experience at least for a semester, in the current academic year. The EC will check the attendance records to verify participation in 1 GA or in committee meetings. The candidate will let the EC members know when they were in attendance at least 1 GA or committee meeting.
2. Each candidate may submit intent to run for another position should they fail to be elected to their first option - in accordance with the running order stated in Section 3D.
3. Each candidate must have at least one full semester of graduate training at UC prior to running.

D. All voting must be done at the election meeting. Use Get Involved UC platform for voting. All GSG members (the elected member or an alternate from each GSA) will have voting rights. Election requires a quorum vote. The order of elections shall be for the positions of the GSG President, followed by the Vice-President, the Treasurer, and the Campus Ambassador. A candidate who has not been successful at election for a position, may choose to run for further positions that are uncontested, or that they have submitted prior intent for. Should a majority not be achieved by any candidate, a run-off vote shall be held during the same meeting involving the two (2) top vote recipients.

E. In the event of a withdrawal, resignation, or removal of any elected officer, an election to fill that vacant position shall be held at the next regularly scheduled GA meeting. The replacement election shall be conducted as above, with written notification of the results sent to all GSAs after the replacement election.

F. Elections will be run by an electoral board, comprising of outgoing  GSG officers  and the Evaluation Committee - chair and members. If all GSG officers are running for re-election then the Evaluation Committee will run the election.

G. GSG officers cannot disqualify any candidates. Evaluation committee members should timely evaluation of eligibility of each candidate, inform GSG officers (part of election committee). In the event that a nominee is determined to be ineligible, they will be notified at least three days before the nominations go out so that they can contest their ineligibility. The Co-advisors determine the outcome of the appeal. In the event that the Co-advisors are unavailable to adjudicate, the appeal will be referred to CSI.  

H. To avoid conflict of interest, anyone from the Evaluation Committee with the intention to run for the officer’s election must resign before the call for nomination goes out to the graduate student body.

I. The advisor and the Evaluation Committee should collaborate with the Center for Student involvement to run the elections through the GetInvolvedUC platform.

J.  A GSA vote represents its GSG Member’s decision.

1. Each GSA shall submit the names of its designated representative and one alternate that will have the voting power 5 days prior to the elections.

K. GSG members must be given the option to abstain from all votes. If abstentions account for a majority of votes, then the election for that position will be delayed until the following GA meeting.

L. GSG members must have the option to request a vote of no confidence.

A. Sanctions.

 The privileges conferred through registration may be withdrawn for cause which shall include willful or negligent violation of university, state or federal standards, codes or policies. Registration may also be withdrawn or discontinued. Please refer to the student organization handbook.

B. GSG Sanctions. Consequences for GSAs not in good standing. GSG members will create an ad hoc committee when deemed necessary to evaluate the “good standing” status of GSA.

1. The GSA is notified by email to the GSA's officers upon missing two meetings. GSA can make an appeal in case of non-performance of a representative.
2. Upon missing two (2) meetings the GSA is on probation.
   1. Probation entails a decrease in Group budget and accessible grant/travel funds by half of the total allocation.
   2. Written notification will be sent to the GSA and to the GSA's University Advisor stating that the group is on probation within two (2) weeks of the group being on probation.
   3. Probationary status shall be lifted upon representation at one (1) consecutive GA meetings of the group being on probation.
3. Upon missing four (4) meetings the GSA is considered not in good standing.
   1. Loss of good standing status entails the loss of the GSA’s budget, Group Grant, Presidential Medal of Graduate Student Excellence Awards, Research Fellowship Awards, Excellence Awards, and any other GSG funds for the remaining academic year or two (2) semesters, whichever is shorter.
   2. Loss of good standing shall be lifted upon representation at two (2) consecutive GA meetings of the GSA being delinquent.
4. Upon missing more than six (6) meetings, the GSA will be considered "defunct".
   1. Defunct status entails the loss of the GSA’s budget, Group Grant, Presidential Medal of Graduate Student Excellence Awards, Research Fellowship Awards, Excellence Awards, , any other GSG funds, and voting rights of the GSA for the remaining academic year or two (2) semesters, whichever is shorter.
   2. Defunct status shall be lifted following representation at two (2) consecutive GSA meetings of the group being defunct. The Group must present a letter from the Group's advisor stating that the group has made significant strides in correcting the problem(s) that led to the defunct status.
5. Reinstatement of good standing in any situation entails fulfillment of attendance and registration requirements.
6. In order for any GSA to obtain an attendance waiver for a certain semester, their GSA advisor must provide a letter certifying that no graduate student is available to attend the GA at the stipulated time. If the GSA advisor is unavailable, a letter from the GSA President will suffice. In the case of an extraordinary meeting such as an election or an emergency meeting, the GSA President can nominate an alternate (i.e., from outside the GSA) to vote in the election. In addition, the GSA requesting such a waiver must be willing to serve on some GSG related committees, as determined by the EB.

A. Constitution and Bylaws Requirement

1. All GSAs must have a ratified constitution and bylaws uploaded to their GetInvolvedUC page.
2. These documents must be reviewed annually to ensure compliance with GSG regulations and university policies.

B. Registration and Compliance

1. GSAs must submit the GSG and Center for Student Involvement (CSI) RESET registration forms by the deadline set by CSI.
2. Failure to meet the registration deadline may result in loss of recognition, funding eligibility, or voting privileges within GSG.

C. Election and Leadership Transition

1. GSAs must conduct elections by the second week of April to facilitate an effective transition between academic years.
2. Two-semester programs may hold elections by the second week of August to ensure leadership continuity.

D. GSA Responsibilities

To maintain active status, all GSAs must:

1. Send one representative to attend all GSG GA meetings.
2. Ensure the newly elected President and Treasurer attend GSG Officer Orientations to understand their responsibilities.
3. Appoint one member to serve on a GSG Committee (as outlined in Section 9).
4. Oversee GSA elections and facilitate a smooth transition of responsibilities to the incoming EB.
   1. For two-semester programs, a sustainable transition document must be created to ensure continuity.
5. Meet with the Campus Ambassador at least once per academic year to strengthen engagement with university administration and student affairs.

E. Membership and Voting Restrictions

1. A student may be a member of multiple GSAs, but they may:
   1. Only apply for personal funding through one GSA.
   2. Only vote as a representative of one GSA in GA meetings.
2. Students must declare their primary GSA affiliation when applying for funding or voting privileges.

F. Naming Conventions for GSAs

1. The name of each GSA must end with "Graduate Student Association" to ensure consistency and avoid confusion.
2. GSAs must not use the following terms in their official name:
   1. Department, Organization, "University of Cincinnati," Masters, Ph.D., or other degree-based terms that could create ambiguity with university entities.
3. It is understood that a GSA represents all graduate students within a department. For example:
   1. "Design Graduate Student Association" (Correct)
   2. "Design Department Graduate Organization" (Incorrect)
4. Exceptions are permitted for GSAs representing multiple departments, such as a school or college-level association. Examples:
   1. "CECH Graduate Student Association" (Correct, as it represents multiple departments within a college).
5. GSA names must be consistent across all official platforms, including GetInvolvedUC and their constitution.

A. EB Fundraising Authority

1. The EB may raise revenue from external sources, provided that:
   1. The  GSG Members approve such fundraising efforts.
   2. All activities must? comply with University policies and receive approval from the appropriate University office(s) overseeing financial and fundraising activities.
2. The EB shall maintain full transparency regarding all revenue-raising activities and report them to the GA during regular meetings.

B. GSA Fundraising Rights and Responsibilities

1. GSAs shall have the right to raise their own revenue through means that comply with University policies and financial regulations.
2. Any monies earned from GSG-funded projects must be relinquished to GSG under the following conditions:
   1. 100% of profits from GSG-funded projects must be returned to GSG, but are not to exceed the original amount that GSG contributed.
   2. Any additional revenue exceeding the GSG contribution shall remain in the GSA’s Group Budget for discretionary use.
   3. If the GSA received co-sponsorship funding from other sources, GSG will take those financial obligations into consideration when determining repayment.

C. Compliance and Accountability

1. All fundraising activities must adhere to University financial policies, including those related to donations, sponsorships, and revenue generation.
2. GSAs must report all fundraising activities as part of their annual financial reporting to GSG.
3. Failure to comply with these financial policies may result in sanctions, including but not limited to:
   1. Loss of funding eligibility for the following academic year.
   2. Requirement to return improperly retained funds to GSG.
   3. Referral to the Center for Student Involvement (CSI) for further action if University policies are violated.

A. Role

1. The  co-advisors shall serve as a liaison between GSG and the University administration, ensuring that GSG activities align with institutional policies.

B. Responsibilities of the Co-advisors

The co-advisors shall fulfill the following duties in support of the Graduate Student Government (GSG) and its members:

1. Consultation & Oversight. The co-advisors shall be consulted on all major business of GSG, particularly decisions affecting University policies, financial matters, and student welfare.
2. Approval of Off-Campus Activities. The co-advisors shall review all off-campus activities involving GSG to ensure compliance with University policies and risk management procedures.
3. Support for the Evaluation Committee. The co-advisors shall be available to assist the Evaluation Committee in performing its duties, including reviewing governance structures, assessing leadership performance, and ensuring procedural compliance.
4. Conflict Mediation & Guidance. In cases of disputes or grievances within GSG, the co-advisors may act as a neutral mediator, ensuring fair resolution while upholding GSG bylaws and University policies. The co-advisors may not mediate any issues where there may be a conflict of interest
5. Annual Report & Recommendations. The co-advisors shall review an annual report generated by the GA at the end of each academic year, summarizing GSG activities, governance performance, and recommendations for improvements.

C. Accountability & Review

1. The  co-advisors’ role and effectiveness shall be reviewed annually by the GA during the first meeting of the spring semester.
2. If concerns arise regarding the co-advisors’ performance, they may be formally submitted to the EB, which will then bring the matter to the appropriate University office for discussion and potential action.

A. Duties of Committee Representatives

1. All committee representatives are required to attend all scheduled meetings of their respective committees.
2. Representatives must actively participate in discussions, contribute to decision-making processes, and carry out assigned tasks.
3. Representatives shall provide regular updates to the GA on committee progress.
4. If a representative is unable to attend a meeting, they must:
   1. Notify the committee chairperson in advance.
   2. Arrange for a proxy, if permitted by the committee’s operating rules.
5. Failure to fulfill committee responsibilities may result in removal from the committee and reassignment by the EB.

B. Formation and Governance of Committees

1. Committees may be established by either:
   1. The EB, or
   2. The GA, through a majority vote of a quorum (66% of voting members).
2. The duties, scope, and authority of a newly formed committee must be clearly defined upon its establishment.
3. Each committee shall be chaired by an EB member and may be co-chaired by a GSG representative or a GA member, except for the Evaluation Committee, which has separate election procedures.
4. The EB is responsible for communicating important updates from each committee at GA meetings.
5. If the Vice President or EB is unable or unwilling to lead a committee, a member of the GA may volunteer to lead the committee with approval by a majority vote of a quorum (66% of voting members).
6. The EB and the President may only dissolve an established committee by a majority vote of a quorum (66%) of GSA representatives.

C. Recruitment and Continuity of Committees

1. The EB must set a deadline for committee member recruitment by the first week of the Fall Semester, Summer Semester, or as deemed appropriate.
2. If members of committees wish to continue from the previous year, they are permitted to meet and work during the summer.
3. New committee members joining in the Fall must be acquainted with prior work through detailed onboarding and knowledge transfer sessions.

D. Emergency Committees

1. In the event of an emergent situation (e.g., social, financial, academic, or administrative crises affecting graduate students), an Emergency Committee may be formed.
   1. The EB may establish an Emergency Committee at its discretion.
   2. The GA may also request the formation of an Emergency Committee by a majority vote of a quorum (66% of voting members).
2. Emergency Committees shall be dissolved once their specific objectives have been fulfilled unless the GA determines that further action is required.

E. Replacement of Committee Representatives

1. If a committee representative is unable to fulfill their duties, the Vice President shall appoint an alternative representative.
2. If there are no volunteers, an EB member must fill the role until a volunteer is found.

F. Standing Committees of GSG.
The following committees are established by GSG and shall be formed each academic year, unless otherwise decided by a majority vote of a quorum (66% of voting members).

1. General Provisions for Standing Committees
   1. Each committee shall meet at least once per month during the academic year unless otherwise specified.
   2. Committee meeting dates, times, and locations (or virtual links) must be publicly posted on the GSG website to ensure transparency and accessibility.
   3. General members of GSG may join any standing committee at any point in the academic year, provided they notify the committee chair and commit to attending meetings.
   4. Committee chairs are responsible for updating the GSG website with meeting schedules and ensuring accessibility for new members.
2. Research Fellowships Committee
   1. Reviews applications for research fellowships and determines award recipients.
   2. Led by the Vice President.
   3. Members applying for awards must be removed from the committee.
   4. Meeting times and deadlines for applications will be posted on the GSG website at the beginning of each academic term.
3. Excellence Awards Committee
   1. Reviews applications for the Graduate Student Excellence Awards and selects recipients.
   2. Led by the Vice President.
   3. Members applying for awards must be removed from the committee.
   4. The list of award categories, deadlines, and meeting schedules shall be made publicly available on the GSG website.
4. Professional Development Committee
   1. Organizes professional development programming for graduate students.
   2. Advocates for increased professional development support from the University.
   3. Led by the President and meets at least once per month.
   4. A list of upcoming professional development events shall be updated on the GSG website each semester.
5. Mental Health Committee
   1. Advocates for increased mental health support for graduate students.
   2. Organizes mental health awareness events.
   3. Led by the President and meets at least once per month.
   4. A list of University mental health resources and planned committee initiatives shall be regularly updated on the GSG website.
6. Campus Events Committee
   1. Plans and coordinates major campus-wide events for graduate students.
   2. Manages events such as the GSG Thanksgiving Dinner and the Charity Spring Ball.
   3. Led by the Campus Ambassador and meets at least once per month.
   4. A full list of scheduled events, deadlines for planning, and volunteer opportunities shall be updated on the GSG website.
7. PMGSE (Presidential Medal of Graduate Student Excellence) Committee
   1. Reviews applications for the Presidential Medal of Graduate Student Excellence and selects recipients.
   2. Led by the President/Vice President.
   3. Members applying for the award must be removed from the committee.
   4. Deadlines and application procedures will be posted on the GSG website to ensure transparency.
8. Bylaws Committee
   1. Reviews the bylaws and individuates the areas where an upgrade or a revision is needed.
   2. Led by the Vice President.
   3. Committee chairs are responsible for updating the GA on the progress of the committee and submit any change in bylaws to the GA for final approval.
9. Evaluation Committee
   1. The evaluation committee is responsible for organizing and overseeing the election process with the help of the current GSG e-board to ensure transparency and fair voting procedures and also assess the performance of the GSG e-board through its annual evaluation. 
   2. The Evaluation Committee shall consist of an odd number, with a minimum of two members plus the chair to ensure that any ties can be resolved efficiently. 
   3. Members of the evaluation committee shall be active GSG members and cannot be nominees for any elected position during their involvement in the committee. 
   4. The chair of the evaluation committee shall be elected by the general assembly through a majority vote of the quorum at the first assembly. Nominees for this position have to send their interest in the GSG president two weeks before the first assembly.  
   5. During the first assembly, each nominee will have 2 minutes to present themselves  and explain the reason behind their interest in chairing the evaluation committee. They will have also up to 3 minutes to answer the quorum’s questions. 
   6. Members can join the evaluation committee by expressing their interest at the beginning of the semester. 
   7. The committee will serve for one academic year, after which a new committee will be formed, which can include the same members as the previous year.
   8. The evaluation committee shall organize and oversee the election process, ensuring compliance with the GSG bylaws. 
   9. The evaluation committee shall validate and confirm the list of the eligible GSA representatives with voting power at least 5 days before elections. 
   10. The evaluation committee shall make decisions by a simple majority vote among its members. 
   11. In case of a tie, the chair of the committee shall have the deciding vote. 
   12. If any member of the GSG identifies a potential violation or concern during the election process, they may submit a formal complaint in writing to the Chair of the Evaluation committee within 24 hours of the incident. 
   13. The committee shall review the complaint within 72 hours. 
   14. If no resolution happens after reviewing the complaint, the general assembly shall have the final decision via a majority vote of the quorum. 
   15. The evaluation committee shall conduct an anonymous survey to assess the performance of the GSG executive board, with the survey deploying after the November GSG assembly and the results presented during the assembly in January. 
   16. The evaluation committee will create a formal report, highlight strengths, areas for improvement and recommendations. If a formal complaint is filed, the evaluation committee will have a week to review it and act, if needed. Complaints that violate the Student Code of Conduct that are reported to the evaluation and elections committee will be forwarded to the Student Conduct & Community Standards Office. 
   17. If a member of the evaluation committee wishes to resign or run for a GSG position, they shall formally step down from the committee 3 weeks before the elections start. 
   18. If the chair of the evaluation committee wishes to resign or run for a GSG position, a formal announcement should be submitted to the GSG e-board and then to the GSG representatives. New elections for the chair of the evaluation committee must be held in the next General Assembly, following the procedures described. 
   19. The committee shall meet at least once per month to review ongoing responsibilities
   20. A final report summarizing the election procedures, concerns and evaluations shall be presented in the last GSG assembly.

A. GSG Representation on University Committees

1. The GSG President shall serve as the primary representative for all University committees where graduate student representation is required.
2. If the University requests additional graduate students to serve on various committees, the GSG President shall:
   1. Actively recruit qualified graduate students to fill these positions.
   2. Prioritize diverse representation from different departments, colleges, and backgrounds.
   3. Ensure that selected representatives understand their roles and responsibilities.
3. The GSG President is responsible for providing timely updates to the GA regarding key discussions, policy changes, and decisions from University committees that impact graduate students.
4. A summary of University committee assignments and vacancies shall be made publicly available on the GSG website to encourage graduate student engagement.

B. Responsibilities of Committee Representatives

1. Graduate student representatives serving on University committees must:
   1. Attend all scheduled meetings of their assigned committee.
   2. Actively participate in discussions and decision-making processes.
   3. Represent the interests of the GSG and the graduate student body in committee deliberations.
   4. If necessary, consult with the GSG President or GA to align their advocacy with GSG’s priorities.
2. Committee representatives must provide a written report summarizing each meeting’s key discussions, outcomes, and any required actions.
   1. Reports shall be submitted to the GSG President within one week of the committee meeting, unless official meeting minutes are already provided by the University committee.
   2. If official meeting minutes exist, representatives must review them and highlight key takeaways relevant to GSG.
3. Reports submitted by committee representatives shall be compiled by the GSG President and shared with the GA at the next scheduled meeting.

C. Replacement of Committee Representatives

1. If a committee representative is unable to fulfill their duties, they must:
   1. Provide written notice to the GSG President as soon as possible.
   2. Assist in transitioning their responsibilities to a new representative.
2. The GSG President shall appoint an alternative representative as soon as possible to prevent disruption of graduate student representation.
3. In cases where multiple representatives are required, preference will be given to GSA members who demonstrate active engagement in GSG affairs and have relevant expertise.

A. Grounds for Impeachment

1. Any GSG EB (eBoard) member may be impeached and removed from office on charges of:
   1. Nonperformance of duties, including but not limited to repeated failure to fulfill constitutional responsibilities.
   2. Malfeasance, including misuse of authority, misconduct, financial mismanagement, or violations of University policies.
   3. Breach of GSG Bylaws or Constitution, including failure to uphold the mission and integrity of GSG.
   4. Obscuring, hiding, or failing to disclose important information, decisions, or records that are relevant to the GA, University administration, or GSG members.
   5. Intentional misrepresentation of GSG decisions or policies, including misleading statements to the GA, GSAs, or the University.

B. Filing of Impeachment Charges

1. Who May File Charges:
   1. Impeachment charges may be brought in writing by:
      1. Any voting member of the GA
      2. Any member of the Evaluation Committee
2. Submission & Review Process:
   1. Formal charges must be submitted in writing to the  Evaluation Committee and must include:
      1. The name and position of the accused.
      2. A detailed description of the alleged violations.
      3. Any supporting evidence or documentation.
   2. The Evaluation Committee shall review the charges within five (5) school days and determine whether to proceed with impeachment.
   3. If the Evaluation Committee finds merit in the charges, the charges shall be presented to the GA at the next scheduled meeting.

C. Initial Consideration & Response by the Accused

1. Upon receiving formal impeachment charges, the accused officer shall be notified immediately.
2. The accused officer shall have seven (7) school days to submit a written response to the charges.
3. After receiving the response, the GA shall schedule an impeachment vote at the next regular meeting.

D. Impeachment Vote & Conviction

1. At the next GA meeting, the charges and response shall be presented to all voting members.
2. A quorum (66% of voting members) must be present for an impeachment vote.
3. The accused shall have an opportunity to:
   1. Present a defense.
   2. Answer questions from the Assembly.
   3. A majority of a quorum (66% of voting members) is required for conviction and removal from office.

E. Right to Appeal

1. If convicted and removed from office, the officer may appeal the decision to the Co-Advisors.
2. The appeal shall be heard by a four-member panel Consisting of the Co-Advisors, Chairman of the evaluation committee and a member of the evaluation committee.
3. An appeal hearing must take place within fifteen (15) school days of submission.
4. A final decision must be issued in writing within forty-eight (48) hours following the hearing.
5. The impeachment decision remains in effect unless overturned by the appeal panel.

F. Emergency Elections Following Impeachment

1. If the hearing panel upholds the impeachment decision, or if no appeal is filed, an emergency election shall be held at the next GSG GA meeting.
2. The election shall follow the procedures outlined in Section 3: Election Procedures.
3. The newly elected officer shall assume their role immediately.

A. Annual Review of Bylaws

1. The Bylaws of the Graduate Student Government (GSG) shall be reviewed annually by:
   1. The GSG members, and
   2. The GA.
2. The Bylaws must be reviewed and finalized before the April GA(also the last GA) meeting.
3. At the April GA meeting(also the last), members shall:
   1. Discuss the final amendments to the Bylaws.
   2. Vote to approve or reject changes through a majority vote of a quorum (66%).

B. Posting and Accessibility of Bylaws

1. All updated Bylaws must be publicly posted on the University website no later than one month before the start of the next academic year.
2. The finalized version of the Bylaws must also be made available on:
   1. The GSG website.
   2. The GetInvolvedUC platform.
   3. Any University resource pages that require updated student governance documentation.

C. Integration into GSG Officer Orientation

1. The Bylaws of the GSG shall be read and discussed as a key component of the GSG Officer Orientation for newly elected officers.
2. The Vice President or designated officer shall:
   1. Provide a summary of recent Bylaw changes.
   2. Explain key procedural guidelines that impact governance.
   3. Ensure that all new officers sign an acknowledgment confirming they have read and understood the Bylaws.

D. Bylaws Committee

1. The Bylaws Committee shall be established to:
   1. Conduct an in-depth review of the GSG Bylaws and Constitution.
   2. Identify inconsistencies, outdated policies, and necessary improvements.
   3. Gather feedback from GSG members and University representatives on proposed changes.
2. The Bylaws Committee shall present recommendations to the GA for:
   1. Discussion and debate.
   2. Voting and approval by the GA.
3. Any approved amendments shall become effective on the beginning of the Summer Semester unless otherwise specified in the revision.
4. The Bylaws Committee must be formed at the beginning of each academic year and must submit a report before the March GA meeting.