Graduate Student Association (GSA)

1. Preamble
   We, the graduate students of Prairie View A&M University, seek to inspire our peers to actively represent themselves within the university. Our goal is to foster a vibrant campus community that supports one another, advances research and creative endeavors, and enriches our learning experiences beyond the classroom. To achieve this, we establish these guiding principles for the Graduate Student Association. Our Association is committed to ensuring unbiased and equal representation for all graduate students, respecting their interests, and upholding an educational process characterized by quality and integrity. With these principles in mind, we hereby establish this Constitution of the Graduate Student Association of Prairie View A&M University.
2. Mission Statement
   The Graduate Student Association at Prairie View A&M University promotes quality and integrity in graduate educational programs. We represent graduate students, provide a sense of community, and offer a platform for advocacy and grievances. We also prioritize career development and connecting academic endeavors with the broader community.
3. Name
   The association shall be named the Graduate Student Association of Prairie View A&M University, hereinafter referred to as the GSA.

1. The Graduate Student Association exists to serve PVAMU’s graduate students by fostering cooperation across different academic disciplines, advocating for their interests to the faculty, administration, and staff, facilitating collaboration with other graduate student associations campus-wide and system-wide, and providing essential services that benefit the graduate student community collectively.
2. All PVAMU graduate students, including full-time and part-time students, can be members of the GSA.
3. Membership fees, if levied, shall be collected by the University with registration fees. Any assessment or change in such assessments must be approved by both:
   ➢Two-thirds of the total membership present at a voting meeting,
   ➢A majority of those participating in a referendum via electronic ballot among PVAMU graduate students at large.

1. Executive Board
   The GSA shall maintain an Executive Board comprising elected members from its membership, including the President, Vice President and Risk Manager, Secretary, Treasurer, Communications Coordinator, Events Coordinator, Graduate Council Chair, and SGA Liaison. The President serves as the principal executive officer and official representative of the GSA. The Executive Board is responsible for proposing policies to GSA members and conducting official GSA business between meetings, subject to approval by GSA advisors at subsequent Executive and Advisors meetings.
   The Executive Team does not have the authority to bind the Association without significant consultation with and approval by representatives of graduate students, except in cases of urgent or emergency matters. Actions of urgent or emergency nature must be ratified by the Executive Board at the earliest scheduled meeting.
   ➢President: The President is responsible for setting the direction and leading the GSA. The President will act as the representative voice of the GSA and communicate on behalf of all GSA Members to University administrators, faculty, staff, undergraduate students, the wider PVAMU community, and other external bodies. The President will also represent the GSA and graduate student interests at all official functions and meetings as appropriate, lead each Executive Board meeting, and work with its advice to generate meeting agendas. Additionally, the President will regularly check in with Executive Board members for progress updates on initiatives, goals, and plans and serve as co-director of GSA week and the Graduate Student Awards Ceremony.
   ➢Vice President and Risk Manager: In the absence of the President, the Vice President assumes the duties of the President. The Vice President coordinates the operational activities of the Association as needed. If the office of President becomes vacant, the Vice President will serve as President until a new President can be elected. This person must be certified through PVAMU’s Office of Student Engagement Risk Management Certification Program.
   ➢Secretary: The Secretary is responsible for recording accurate minutes and attendance of each Executive Team meeting, ensuring they are promptly presented and authenticated. Additionally, the Secretary maintains organized files of all essential documents for the Executive Team and Representatives. Any concerns regarding a member’s active or inactive status are reported to the representatives at-large by the Secretary.
   ➢Treasurer: The Treasurer is entrusted with managing and ensuring accountabilities for all funds raised and utilized by the Executive Team. The Treasurer provides regular reports to the Executive Team and the Council detailing budget balances, sources, and funds allocations. Additionally, the Treasurer is responsible for drafting and presenting budgets to the university following university protocols. These budgets require approval by the senate before submission to the university for final approval.
   ➢Communications Coordinator: The Communications Coordinator facilitates effective and transparent communication within the Graduate Student Association. They manage all internal and external communications, including emails, newsletters, social media, and website content. In addition, the Communications Coordinator collaborates closely with the President and other executive board members to ensure that the GSA’s initiatives, events, and achievements are effectively communicated to PVAMU’s graduate student body. This role can also supervise a communications committee.
   ➢Events Coordinator: The Events Coordinator is key in planning and organizing various events for the Graduate Student Association. They are responsible for coordinating all aspects of events, including scheduling, association, and communication with vendors. Additionally, the Events Coordinator collaborates closely with other executive board members to ensure the successful execution of events and works to create engaging and inclusive experiences for all participants. This role also involves serving as co-director of GSA week and the Graduate Student Awards Ceremony and overseeing event volunteers or committees.
   ➢Graduate Council Chair: The Graduate Council Chair is essential in overseeing and implementing the rules, procedures, and running process for Mister and Miss Graduate Studies. Additionally, the Graduate Council Chair is responsible for attending all graduate council and graduate student assemblies, taking notes of each meeting, and reporting back to the executive board and the graduate student community on any pertinent updates. This role also involves serving as the right-hand person to the VP and supporting them in their duties and initiatives.
   ➢SGA Liaison: The SGA Liaison is responsible for representing the Graduate Studies in the Student Government Association (SGA) and acts as a liaison between the Graduate Student Association (GSA) and the SGA. The SGA Liaison regularly reports important updates from the Student Government Association to the GSA community. Additionally, this role involves connecting graduate students with campus events and activities at PVAMU.
2. Executive Member Information
   1. Filling Vacancies in Executive Board
      ➢ If an elected member of the Executive Team resigns, is recalled, or becomes inactive, an interim member may be nominated and elected to fill the vacant position. However, the role of President, if vacated, will be assumed by the Vice President until a new President is elected. Nominations for a vacated role due to inactivity will commence immediately, and a vote for a new representative shall be conducted at the next monthly meeting, contingent upon quorum. Interim terms of office starting after the last day of fall semester classes shall not count towards
      a member’s two-term limit.
   2. Terms Limits
      ➢No member of the GSA may serve in a single position on the Executive Board for more than two (2) academic years, whether consecutively or not..
   3. Attendance
      ➢The Executive Team members are expected to attend monthly meetings. Members of the GSA should refrain from committing to representative roles if they anticipate significant scheduling conflicts. While the Executive Team should make sincere attempts to accommodate university events, holidays, or academic conferences, this effort does not excuse members from their responsibility to represent their college actively and substantively at meetings and GSA-sponsored events.
      ➢Executive members shall be considered present if they participate remotely via telephone, video conference, or other electronic means. An absent executive member is responsible for arranging remote attendance by contacting the Executive Team or another Representative for meeting access.
      4. Sponsorship and Executive Positions
      ➢Those requesting sponsorship from the GSA Executive Board for referenda involving graduate students, including proposals to increase student fees, must adhere to the guidelines outlined in the PVAMU Policy and Procedure on Campus Elections. To seek sponsorship via resolution from the GSA, individuals must be graduate students, formally request time on the GSA Executive agenda, and obtain approval through a majority vote of the Executive Board.
      ➢The Executive Board may vote to adopt positions on public issues, in accordance with the guidelines specified in the Campus Policy on Student Governments (63.00), and upon receiving a majority vote from the Council.
      5. Constitutional Amendments and Bylaws
      ➢The Constitution may only be amended through a referendum, in accordance with the procedures outlined in the PVAMU Policy and Procedures on Campus Elections.
      ➢Bylaws conforming to this constitution may be adopted, amended, or deleted by a majority vote of the entire Council.

Governance
A. The governing body of the GSA shall be the GSA Executive Board. Voting members of the Board shall include Association Representatives and Executive Board Members, excluding the Advisor. In the event of a tie, the Advisor may cast a vote.
B. Each department offering a graduate degree may appoint a representative to the Council. Council Representatives must be elected by a majority vote of the existing Council. Council Representatives may be removed by graduate students of their department through a petition submitted to the Council.
C. A quorum shall be established when at least one-third of the Council representatives are present. No GSA Council meeting may commence without a quorum.
D. The Council may, by a two-thirds vote, remove an Executive Committee member for cause.
E. The Executive Board shall convene at least three times per quarter and shall establish a consistent meeting schedule and venue.
F.Special meetings of the Executive Board may be called by any member of the Executive Board or upon written request of a quorum of Board members. These meetings must be scheduled on a weekday and must be publicized at least two days in advance. Official notification, including the meeting time, location, and agenda, should be posted in each graduate board of study by either the Executive Committee or the Board members initiating the meeting.
G. All graduate students are guaranteed the right to attend Executive Board meetings and to address issues, concerns, and/or present new ideas to Executive Board members.
H. By a two-thirds vote of the Board, an issue may be declared “open” for the following meeting. An “open” issue must be clearly specified as such. An “open” issue is one that can be voted upon by all graduate students.
I.The parliamentary authority for regular general body meetings shall be Robert’s Rules of Order, Newly Revised, unless otherwise decided by a vote at the first general body meeting of the school year.

A.Tax Exemption (This bylaw is required to qualify for Federal Income Tax exemption under IRC § 501(c)(3) and should not be changed except to conform with changes in the Internal Revenue Law): No part of the net earnings of the Graduate Student Association shall inure to the benefit of private shareholders or individual members.
B.In the event of the dissolution of this GSA, the assets shall be transferred to the PVAMU Graduate Department for the purpose of providing financial aid to PVAMU graduate students.