Graduate School / Diversity / Alliance for Diversity & Inclusivity

Alliance for Diversity & Inclusivity

What is the Graduate Student & Postdoctoral Alliance for Diversity & Inclusivity?

The Alliance is a graduate-student-and postdoc-led initiative intended to provide opportunities for all graduate students and postdoctoral researchers to work collaboratively on issues that support diversity and inclusion through education, advocacy, networking, discussion, recognition, and celebration.

What Does the Alliance Do? 

  • We focus on community engagement by serving as role models and mentoring undergraduate students and youth from diverse backgrounds.
  • We hold monthly forums to discuss issues that impact the experiences of graduate students and postdoctoral researchers related to diversity and inclusion, and create a calendar of topics to be addressed.
  • We host speakers who address topics of interest to the Alliance members as part of a forum or a separate event.
  • We explicitly encourage the creation of relatively local groups of friends/allies who work within a department or group of allied departments to support each other in anti-oppression work.
  • We facilitate the centralization of resources that support diversity and inclusion.
  • identify best practices to advance diversity and inclusion and advocate for their adoption by faculty, staff and students.

Constitution of the Graduate Student and Postdoctoral Alliance for Diversity and Inclusivity (GSPADI)

Glossary of Acronyms

  • Alliance = Graduate Student and Postdoctoral Alliance for Diversity and Inclusivity
  • GSLT = Graduate School Leadership Team
  • GSPADI = Graduate Student and Postdoctoral Alliance for Diversity and Inclusivity
  • GSR = Graduate School Representative
  • SCGSPADI = Steering Committee of the Graduate Student and Postdoctoral Alliance for Diversity and Inclusivity
  • University = University of Minnesota
  • UMTC = University of Minnesota, Twin Cities
  • VPDGE = Vice Provost and Dean of Graduate Education

Preamble 

One of the core values of the University of Minnesota (henceforth, “University”) is ensuring an inclusive learning and working environment that values and encourages diverse views and experiences of students, staff and faculty. As part of on-going efforts to provide a supportive environment for graduate students and postdoctoral researchers, in November 2016, the Graduate School hosted a forum to discuss enhancing campus climate and professional development related to diversity and inclusivity. One of the major themes that emerged from the forum was providing opportunities for all graduate students and postdoctoral researchers to reach across disciplinary and cultural barriers to connect with others to positively effect institutional change related to diversity and inclusivity. The Graduate Student and Postdoctoral Alliance for Diversity and Inclusivity (henceforth, “the Alliance” or “GSPADI”) was formed for this purpose.

The mission of the GSPADI herein constituted is to cultivate and advocate for diversity and an inclusive culture through collaboration. This collaboration, and sharing of resources and ideas between and amongst partners, is embodied by the GSPADI, between the Graduate School of the University and participating peer-member organizations and individual students and postdoctoral researchers at the University committed to the hallmark principles of the GSPADI. These hallmark principles are diversity, inclusivity, and justice for all members of the GSPADI at the University regardless of identity.

The structure and composition of the GSPADI begins with a broadly and generally defined General Membership, which shall be open to all University graduate students and postdoctoral researchers interested in the work of GSPADI and who are committed to the hallmark principles of GSPADI. Leadership of the GSPADI shall be provided by the Steering Committee, which shall function as the executive body for the GSPADI. The Steering Committee of the GSPADI (henceforth, “SCGSPADI”) shall be comprised equally of appointed representatives of organizations which are peers of the GSPADI and serve missions complimentary of the hallmark principles, and of individuals of the General Membership.

The SCGSPADI shall function as a deliberative representational body amongst all members of the SCGSPADI, and by extension, the interests represented by SCGSPADI members. Directional leadership of the deliberative processes of the SCGSPADI shall be provided by a Speaker and executive leadership team elected by the members of the SCGSPADI. The SCGSPADI shall have authority to charge and discharge Subcommittees to work on specific issues of interest to the SCGSPADI and GSPADI in general. The Graduate School of the University shall have oversight into, but not executive control of, deliberative processes and routine operations of the GSPADI. Procedures will be implemented to ensure bidirectional communication between all levels of the structure of the GSPADI, and between the GSPADI and the Graduate School.

The GSPADI shall be funded via multiple available mechanisms. Annually, as part of overall oversight and accountability, the SCGSPADI shall report on the activities of the prior fiscal year and objectives for the following year. The SCGSPADI shall also author a budget proposal for funding through the Graduate School of the University for the following fiscal year. Approval and funding of this budget request shall constitute the annual appropriations process between the GSPADI and the Graduate School. Additional funding may be requested by the SCGSPADI for special projects or unanticipated need; this additional funding shall constitute the second form of funding support of the GSPADI. Nothing in the Constitution and Bylaws of the GSPADI shall prevent the SCGSPADI from pursuing additional funding opportunities from sources external to the Graduate School, subject to any and all terms of the external funding source, the Constitution and Bylaws of the GSPADI, and applicable laws and policies of the Graduate School and University.

Ethical oversight of the GSPADI shall be provided through multiple mechanisms. There shall be an Ethics Subcommittee within and integral to the SCGSPADI. The Ethics Subcommittee shall exist as an entity of the Constitution and Bylaws of the GSPADI, necessitating a three-quarters’ majority vote of the SCGSPADI to effect changes to the structure and operations of the Ethics Subcommittee. The Ethics Subcommittee shall be actively engaged in the routine operations of the GSPADI, which the General Membership of the GSPADI is too large to effect, and so that the Graduate School does not need to perform routine oversight functions of the GSPADI itself. 

The Ethics Subcommittee shall be chaired by a Director of the Ethics Subcommittee, who shall preside over the actions of the Ethics Subcommittee and hold a position within the leadership team of the SCGSPADI of equal rank as all other Director positions. The Ethics Subcommittee shall be comprised of at least five (5) members, whom shall each be elected into their positions annually via simple majority vote of the SCGSPADI: the Director of the Ethics Subcommittee, two Associate Justices, and at least two alternate Justices. Should a conflict of interest arise, an alternate Justice may be substituted for the conflicted member until such time as the conflict is ameliorated or the matter before the Ethics Subcommittee is resolved.

Members of the Ethics Subcommittee shall oversee the conduct of SCGSPADI officers subject to the GSPADI Constitution and Bylaws. The Ethics Subcommittee shall also have oversight authority over the disbursement of funds, and over the election of leadership team members. The Director of the Ethics Subcommittee shall work in concert with the Graduate School Representative (henceforth, “GSR”) to further oversee the actions of members of the SCGSPADI leadership and report substantial ethics concerns or direct violations of the GSPADI Constitution and Bylaws to the Graduate School Leadership Team (henceforth, “GSLT”) for further review, as deemed prudent by the Director of the Ethics Subcommittee and GSR. Further duties of the Ethics Subcommittee shall be indicated within the Constitution and Bylaws of the GSPADI or resolution approved by a three-quarter’s majority of the SCGSPADI. 

Ethical operation of the GSPADI shall be further ensured by oversight mechanisms available to the Graduate School. The Ethics Subcommittee alone shall not imply or otherwise limit the oversight authority of the Graduate School of the University. The Graduate School shall have the ability to appoint a professional staff member (the GSR) to represent its interests to the SCGSPADI, assist members of the leadership of the SCGSPADI to execute the duties of their offices to lead the GSPADI, and report to the GSLT on matters of its interest. The GSR shall also work with the Ethics Subcommittee and the SCGSPADI to observe, advise, and report upon the ethical operation of the GSPADI. Secondarily, the GSR shall also assist with the routine operation and logistical issues thereto of the GSPADI as needed.

The GSPADI shall operate not only ethically, but transparently. Records of finances, resolutions, activities, meetings, judiciary decisions and reports of ethical oversight, public statements, stakeholders’ reports, and other such records of the processes and efforts of the GSPADI shall be maintained and communicated pursuant to the Constitution and Bylaws of the GSPADI. The leadership of the SCGSPADI shall fulfill annual reporting obligations to the Graduate School and any and all other stakeholders pursuant to the Constitution and Bylaws of the GSPADI. 

The Constitution and Bylaws of the GSPADI shall govern the structure, operation, and processes of the GSPADI. The SCGSPADI and the GSLT shall each have a mechanism to dissolve the GSPADI. The SCGSPADI shall have the ability to enact the dissolution of the GSPADI via unanimous vote of all SCGSPADI members, including the GSR, to dissolve the SCGSPADI at a special meeting called for such purpose and pursuant to the terms of the Constitution of the GSPADI. The GSLT shall have the ability to dissolve the GSPADI directly via executive action. This construct enables both entities to execute dissolution of the GSPADI pending extraordinary circumstances. Prior dissolution of the GSPADI shall not impede future decisions of the GSLT to reconstitute the GSPADI at the discretion of the GSLT.

Section 1: Name

The name of this organization shall be the Graduate Student and Postdoctoral Alliance for Diversity and Inclusivity (henceforth, “GSPADI” or “the Alliance”).

Section 2: Purpose

GSPADI partners with the Leadership Team within the Graduate School at the University of Minnesota (henceforth, “University”) in order “to cultivate and advocate for diversity and an inclusive culture through collaboration.” 

  • The Graduate School Leadership Team (henceforth, “GSLT”) is led by the Vice Provost and Dean of Graduate Education (henceforth, “VPDGE”) and includes the directors of various units within the Graduate School
  • The focus of GSPADI will be on the University of Minnesota, Twin Cities campus (henceforth, “UMTC”); GSPADI may secondarily network with organizations on other system campuses to help improve diversity and inclusivity system-wide
  • GSPADI will promote policies and efforts to foster a more diverse and inclusive community at the University so that all graduate students and postdoctoral researchers develop a sense of belonging and respect for human differences, and feel supported and valued
  • GSPADI will empower and connect with graduate student/postdoc organizations that are interested in collaborating to share diverse perspectives, ideas and resources to gain University funding, visibility, and recognition of efforts

Section 3: Affiliation

GSPADI shall be affiliated with the Graduate School and will be neither a registered student organization nor registered postdoctoral organization of the University. A professional, full-time staff member of the Graduate School shall be appointed by the GSLT to serve as an advisor between the Graduate School and the GSPADI. The VPDGE will consult with the Steering Committee of the GSPADI on the appropriate staff to serve as the Graduate School Representative (henceforth, “GSR”) before making the appointment. The responsibilities of the GSR shall be:

  • represent the Graduate School of the University for all intents and purposes related to the GSPADI
  • attend all meetings of the GSPADI, excluding subcommittee meetings unless requested
  • communicate GSPADI initiatives to the GSLT
  • provide updates to GSPADI on Graduate School initiatives relevant to the work of GSPADI
  • connect GSPADI with staff and resources to assist with programming and event planning, to lessen the workload of GSPADI members, including:
    • logistics, such as securing venues for meetings/events
    • coordinating technology for remote attendance by GSPADI members
    • offering guidance and assistance with event planning and coordination
    • identify a Graduate School staff member as note-taker for GSPADI meetings when requested. The note-taker will work closely with the GSPADI Historian to ensure accuracy of the meeting records
  • work in concert with the members of the Ethics Subcommittee to help oversee the actions of members of the Steering Committee of the GSPADI (henceforth, “SCGSPADI”) leadership team, and report substantial ethics concerns or direct violations of the GSPADI Constitution and Bylaws to the GSLT for further review, as deemed prudent by the Director of the Ethics Subcommittee and/or GSR
  • work with the Speaker, the Treasurer, and the Director of the Ethics Subcommittee to oversee the annual Treasury report, annual appropriations requests, and special funding requests
  • serve as a full member of ad hoc committees to adjudicate cases for disciplinary action or removal of SCGSPADI officers, members, and peer-member organizations when charged
  • serve as a full member of ad hoc committees for consideration of any proposed amendments to the GSPADI Constitution and Bylaws
  • serve as tie-breaking vote in case of unresolved tie vote on proposed resolutions and actions of the GSPADI
    • For this purpose, an “unresolved tie” shall be defined as a vote upon a deliberative action proposed to the GSPADI by the SCGSPADI, in which an equal number of “yay” votes are cast by voting members as “nay” votes on each of two ballot attempts to vote upon said action.

In addition to the GSR, GSPADI shall have the option of identifying one or more faculty advisors, not affiliated with the Graduate School, to provide guidance on programs and initiatives that align with GSPADI mission and objectives. These faculty advisors should demonstrate a clear commitment to the mission of the GSPADI to further diversity and inclusivity within the University, and collectively represent, in tandem with the GSR, a diversity of backgrounds and experiences served by the GSPADI. Appointment of faculty advisors shall be determined via resolution by a simple majority of the SCGSPADI. For practical purposes, the number of faculty advisors should not exceed three (3) at any one time, without substantial reason to be determined by the SCGSPADI. Faculty advisors shall serve for a period of one fiscal year, defined by the University as July 1 to June 30 of the following year; reappointment of individual faculty advisors shall be permitted up to three (3) consecutive fiscal years.

Section 4: Funding

GSPADI can request funding from the Graduate School and external grant funding agencies for initiatives and events that meet the following criteria:

  • directly related to promoting diversity and inclusivity to benefit all or a majority of the colleges on the UMTC campus, or of the University system
  • focused on issues or concerns specific to GSPADI mission not addressed by other graduate student/postdoc groups or organizations
  • general operational expenses of the GSPADI

Following is the process to request budgetary funding annually from the Graduate School for the GSPADI:

  • the SCGSPADI shall annually submit a written proposal for funding during the upcoming fiscal year to the VPDGE by May 1
  • the officership of the SCGSPADI shall author and have sole responsibility over this proposal
  • the officership of the SCGSPADI shall, at the discretion of the officership, make reasonable proactive efforts to openly discuss the appropriations process with the GSLT and SCGSPADI during the drafting of the written proposal and in advance of the May 1 deadline
    • at minimum, the officership of the SCGSPADI shall discuss the appropriations request and planned initiative(s) or event(s) with the GSR to ensure it meets the funding criteria
  • the proposal must outline the purpose, rationale, expected outcomes, budget and evaluation process for all funds requested for appropriation
  • the Speaker of the SCGSPADI shall annually present the draft proposal to the SCGSPADI for vote of confidence of the simple majority during a meeting of the SCGSPADI by March 15
  • the Speaker of the SCGSPADI and GSR shall submit the following documents to the VPDGE annually by May 1 to secure funding for the upcoming fiscal year:
    • a copy of the annual stakeholders’ report on outcomes of completed GSPADI initiatives within the current fiscal year
    • a copy of the minutes from the meeting of the SCGSPADI wherein the appropriations proposal was presented for vote of confidence of the simple majority, indicating the vote of the majority
    • the written appropriations request for funding for the upcoming fiscal year
  • a decision regarding the funding request will be provided to the SCGSPADI, in writing by the VPDGE, no later than June 30

Special funding requests (in addition to annual budgetary funding requests), including funding requests to support unanticipated GSPADI expenses:

  • GSPADI and peer-member organizations may request special funding directly from the Graduate School, but peer-member organizations must apply for such funding independent of GSPADI. The Graduate School will not re-grant funding intended for GSPADI to a peer-member organization. GSPADI may support the peer-member request but may not submit a request on their behalf
  • the SCGSPADI and any GSPADI peer-member organizations may draft resolutions proposing special funding requests to the VPDGE, subject to all terms and conditions established in the GSPADI Constitution and Bylaws
  • the draft resolution must outline the purpose, rationale, expected outcomes, budget and evaluation process of the special funding request
  • members of the SCGSPADI leadership team shall discuss the draft resolution with the GSR to ensure that proposed expenditures meet any and all funding criteria of the GSPADI
  • the draft resolution may be approved, rejected, or referred to the drafting organization for revision via simple majority vote of the SCGSPADI
    • if approved, the resolution will be submitted as a funding request to the VPDGE for consideration
    • if referred to the drafting organization, said organization shall have the option to revise and resubmit or withdraw the resolution
  • a decision regarding the funding request will be provided to the SCGSPADI by the VPDGE, in writing, within sixty (60) days from the date the special funding request is submitted
  • funds allocated via special funding request shall be subject to all internal treasury, evaluation, and reporting mandates and oversight mechanisms established in the GSPADI Constitution and Bylaws for annual budgetary funding requests, in addition to any and all external oversight by the Graduate School of the University
    • these internal mandates and oversight mechanisms include, but may not be necessarily limited to the Ethics Subcommittee, GSR, faculty advisors, and annual stakeholders’ report 

Requests for funding from external sources (e.g. grants from external funding agents):

  • the SCGSPADI may approve via simple majority vote a resolution to apply for funding from external sources, subject to all terms and conditions established in the GSPADI Constitution and Bylaws.
  • the resolution must outline the purpose, rationale, expected outcomes, budget and evaluation process of the external request, name the proposed funding agency, and outline the purpose and rationale for requesting external funding
  • members of the SCGSPADI should discuss the initiative(s) or event(s) and funding request with the GSR to ensure that the request for external funding is necessary and that it meets the funding criteria set forth in the GSPADI Constitution and Bylaws
  • funds obtained from external sources shall be subject to all internal treasury, evaluation, and reporting mandates and oversight mechanisms established in the GSPADI Constitution and Bylaws, in addition to any and all mandates imposed by the funders and all other related officiating authorities
    • these internal mandates and oversight mechanisms include, but may not be necessarily limited to the Ethics Subcommittee, GSR, faculty advisors, and annual stakeholders’ report

 

Section 1: Eligibility

The membership of the GSPADI shall be comprised of any currently-enrolled graduate or professional student or postdoctoral researcher at the UMTC, reflecting the diversity within the University.

Section 2: Voting rights

The voting rights of GSPADI members are subject to the Constitution and Bylaws of the GSPADI and limited to:

  • nominating representatives to serve on the SCGSPADI
  • communicating to and with the SCGSPADI, and proposing resolutions and actions for the consideration of the SCGSPADI, about issues important to the General Membership regarding inclusivity and diversity at and across the UMTC
  • voting on resolutions proposed for vote of the General Membership by the SCGSPADI

Section 1: Scheduling General Meetings

The meeting frequency and timing of meetings of the general membership shall be determined by the SCGSPADI. SCGSPADI shall schedule no fewer than 2 general meetings annually with at least 1 meeting occurring between January 1st and May 1st and at least 1 meeting occurring between September 1st and December 1st of each calendar year. All meetings of the general membership of the GSPADI shall be open to the public.

Section 2: Notice of Meetings

Written notice via email stating the time and place of a general meeting shall be delivered to all members of record not less than fourteen (14) days prior to the meeting. The notice of meeting shall include the agenda for the scheduled meeting and provide a link for digital meeting attendance or absentee ballot for those that cannot attend the meeting in person. Reasonable accommodations to participate in the meeting will be made available upon request.

Section 3: Quorum Definition

The presence of a number of members of the General Membership (including members of the SCGSPADI), equal to the lesser of either forty (40) or the whole number of all SCGSPADI members plus half-again that number, shall constitute a quorum for action at a general meeting. If there is no quorum at the opening of a meeting of members, such meeting may be adjourned by a vote of a majority of the members voting on the motion to adjourn. Once a member is represented for any purpose at a meeting, the member is deemed present for the remainder of the meeting.

Section 4: Voting Rights

Each member shall be entitled to one vote in all matters to be voted upon at a general meeting of members. SCGSPADI members are authorized to establish all reasonable and necessary procedures to permit meeting attendance, and the casting of votes as appropriate, by members. This includes, but is not limited to, providing reasonable accommodation to allow for members to attend, participate equally, and cast votes absentee or electronically. Voting procedures will be made public with at least two weeks’ notice.

Section 5: General Meeting Chair

Each general meeting of the membership shall be chaired by the SCGSPADI Speaker. The SCGSPADI Speaker shall be responsible for calling the meeting to order, conducting the business of the meeting, and adjourning the meeting. The SCGSPADI Historian and the GSR and/or note taker shall be responsible for recording meeting minutes. Minutes for all GSPADI and SCGSPADI meetings will be available for review on a designated, public website for the GSPADI within 72 hours after the meeting.

Section 1: Purpose

The SCGSPADI, in partnership and bidirectional communication with the GSPADI General Membership, GSPADI peer-member organizations, and the GSLT, shall:

  • identify and direct the mission of GSPADI, and conduct operations and the decision making processes of the SCGSPADI
  • provide guiding leadership, oversight, and transparency for GSPADI
  • operate transparently to members of the University of Minnesota and the public
  • serve as the central, deliberative body and advocate authority for the GSPADI on issues, policies, and interests deemed relevant for deliberation by the General Membership of the GSPADI and peer-member organizations
  • manage appropriations processes for the GSPADI pursuant to all terms and conditions established in the Constitution and Bylaws of the GSPADI
  • collaborate via email and meet routinely about relevant issues with:
    • General Members and representatives of peer-member organizations of the GSPADI
    • members of the GSLT
    • members of the University and other stakeholders
  • manage the routine operations of the GSPADI, including but not limited to the establishment and maintenance of a publicly-accessible website for the GSPADI and fulfillment of any and all reporting requirements to stakeholders (including but not limited to the GSLT) 

Section 2: Enumerated powers

The SCGSPADI shall have the power, authority, and responsibility to uphold the mission and works thereto of the GSPADI. Specifically, the SCGSPADI shall:

  • convene routine meetings of both the SCGSPADI and GSPADI, which shall be open to the public
  • vote upon resolutions, proposals, and activities proposed by members of the SCGSPADI and GSPADI in furtherance of the interests and perceived needs of the membership and in accordance and furtherance of the mission of the GSPADI
  • gather feedback from, make timely reports to, and meet routinely with members and peer-member organizations of the GSPADI, members of the GSLT, and interested members and agents of the University
  • advocate with and on behalf of the members of the GSPADI on issues taken up by the majority of the SCGSPADI to relevant stakeholders at the University, and the Graduate School specifically, and in general to act upon resolutions passed by a majority vote of the SCGSPADI
  • oversee, direct, manage, and have lead responsibility over outreach efforts and activities and programming of the GSPADI
  • oversee, direct, manage, and have lead responsibility over the allocation, utilization, and disbursement of any funds provided to the GSPADI for executing the mission and work of the GSPADI, subject to all applicable terms, regulations, administrative policies, and laws under which said funding may be provided
  • maintain records of all financial management and budgetary matters related to the GSPADI, and manage appropriations and financial reporting processes for the GSPADI pursuant to the terms of Article I and Article IV Section 9
  • charge, discharge, and provide oversight over standing and ad hoc subcommittees of the SCGSPADI and GSPADI
  • maintain a publicly-accessible website for the communication of relevant information about the processes and efforts of the GSPADI and SCGSPADI, which shall include:
    • current versions of the Constitution and Bylaws of the GSPADI
    • directories of current SCGSPADI members and peer-member organizations
    • information about the dates, times, and locations of upcoming SCGSPADI and GSPADI meetings and events
    • resolutions taken up by the SCGSPADI for deliberation and vote, and results and actions of the SCGSPADI related thereto
    • minutes of meetings of the SCGSPADI and GSPADI
    • overview of annual budget request and resource allocation in categories
    • reports to oversight authorities of the operations of the SCGSPADI and GSPADI, including but not necessarily limited to annual reporting requirements per Article IV Section 9
  • constitute itself in accordance with and in furtherance of the mission of the GSPADI

Section 3: Operations

The SCGSPADI will comply with all policies and procedures of the University and of the Graduate School, as well as United States Federal, Minnesota state, and local laws and regulations.

The SCGSPADI shall operate as:

  • the central governance and oversight body over the GSPADI, and shall adopt no policy, bylaw, or constitutional article that is in violation of the Constitution and/or policies of the University or of the Graduate School
  • a deliberative, self-governing body for discussing, voting, and acting upon resolutions, proposals, and activities deemed appropriate for consideration of the SCGSPADI
  • the advocating and executive authority for action on resolutions, proposals, and activities approved by the SCGSPADI via deliberative and voting processes
  • the central communicative intermediary between the membership of the GSPADI and the GSLT specifically and the University in general
  • the executive authority for programming and outreach activities of the GSPADI
  • the executive authority for the management of the Treasury for GSPADI and all monies and reporting responsibilities so associated
  • the central governing authority having oversight over all subcommittees of the SCGSPADI and GSPADI
  • the central authority for reporting on all matters related to the GSPADI, including but not limited to annual reports pursuant to Article IV Section 9 of the Constitution and Bylaws of the GSPADI, and any and all financial reporting requirements to any and all stakeholders 

Section 4: Composition

  • All members of the SCGSPADI must be actively-enrolled graduate students or professional researchers of the University
  • The SCGSPADI shall be composed of nominated and confirmed representatives of peer-member organizations of the GSPADI, as well as nominated and confirmed members of the GSPADI General Membership.
  • Peer-member organizations of the GSPADI shall be defined as: Registered Student Organizations (RSOs) of the University of Minnesota’s Office of Student Unions and Activities (SUA).  GSPADI Peer-member RSOs must meet the following criteria:
    • must be University-wide in scope with membership of students/postdocs representing all collegiate units versus one college or a cluster of colleges
    • further and demonstrate a clear operational commitment to the support of diversity and inclusivity at the University as embodied by the hallmark principles of the GSPADI
    • serve and are composed of (in the majority) graduate students or postdoctoral researchers at the University
    • have maintained status as an RSO of SUA for twelve (12) months prior to applying to the SCGSPADI as peer-members of the GSPADI
    • have petitioned and been confirmed for status as a peer-member organization of the GSPADI via simple majority vote of the SCGSPADI, and which have maintained good standing with GSPADI as a peer-organization
  • Each peer-member organization of the GSPADI may nominate up to two (2) representatives of their organizations to serve as full voting members of the SCGSPADI in representation of their peer-member organization’s interests on the SCGSPADI.
  • GSPADI shall itself nominate representatives from within the General Membership of the GSPADI to serve as individual representatives of the interests of the General Membership of the GSPADI on the SCGSPADI. The total number of these nominated representatives shall equal the whole number of all peer-organizations’ appointed representatives plus one.
    • priority for filling seats for representatives of the General Membership of the GSPADI may first be provided to GSPADI General Members not otherwise elected to executive positions within GSPADI peer-member organizations, subject to nomination by the members of the GSPADI General Membership and the Constitution and Bylaws of the GSPADI
    • when a seat of a former representative of the General Membership of the GSPADI opens, the remaining members of the SCGSPADI shall first consider nominations of GSPADI General Members not otherwise elected to executive positions within GSPADI peer-member organizations
    • in the event that no such GSPADI General Member is nominated, the SCGSPADI shall consider nominations for confirmation from any GSPADI General Member regardless of position within GSPADI peer-member organizations
  • The standing membership of the SCGSPADI shall have authority to confirm nominees via simple majority vote. If a nominee is confirmed via simple majority vote by the standing membership of the SCGSPADI, said nominee will become a standing member of the SCGSPADI. If a nominee is not confirmed via simple majority vote by the standing membership of the SCGSPADI, the nominating authority shall have the authority to nominate an alternative candidate for confirmation.

Section 5: Term of operation

The SCGSPADI shall operate annually from July 1 to June 30. On June 30, all SCGSPADI activities of the prior year shall be tabled, all subcommittees disbanded, and all officers and standing members of the SCGSPADI shall terminate their respective terms of service. The SCGSPADI shall reconstitute itself annually on July 1, when new activity shall begin under the leadership of the new year’s standing membership of the SCGSPADI as nominated by the nominating authorities and confirmed by the prior year’s SCGSPADI standing membership.

Section 6: Leadership

The SCGSPADI shall provide leadership of the GSPADI, in collaboration and open communication with the GSPADI General Membership. The SCGSPADI shall be led by a leadership team of elected officers, herein described and subject to the terms of the GSPADI Constitution and Bylaws. All members of the SCGSPADI leadership team shall uphold the GSPADI Constitution and Bylaws and all resolutions and actions approved via majority vote of the SCGSPADI and/or GSPADI. The SCGSPADI leadership shall consist of:

  • a Speaker, to
    • provide executive leadership and oversight over the SCGSPADI, and serve as the ranking officer of the SCGSPADI
    • collaborate with officers to schedule, set agenda for, and officiate over SCGSPADI and GSPADI meetings and activities
    • serve as primary lead for executive communication between the Graduate School Leadership Team and the GSPADI
    • recommend individuals for appointment to external boards and bodies on which representational, ad hoc seats are provided for representatives of the GSPADI, and,
    • provide oversight to and directly oversee all appointees of GSPADI to external boards and bodies on which ad hoc seats are provided for GSPADI representation
    • work with the Treasurer and the Director of the Ethics Subcommittee to ensure ethical judgement and practices over use of the Treasury
    • participate in ad hoc committees for the consideration of proposed amendments to the GSPADI Constitution and Bylaws
    • oversee preparation of annual report to stakeholders, including the Graduate School Leadership Team and GSPADI General Membership
    • work with the Treasurer, the Director of the Ethics Subcommittee, and the Graduate School Representative to author the annual Treasury report, annual appropriations requests, and special funding requests 
  • a Treasurer, to
    • manage the Treasury of the GSPADI, maintain all financial records of the GSPADI, and oversee the utilization and disbursement of all funds
    • serve as the executive authority and primary responsible party over all financial matters and liabilities of the GSPADI
    • maintain and preside over all accounts of funds for the GSPADI
    • work with the Speaker and the Director of the Ethics Subcommittee to ensure ethical judgement and practices over use of the Treasury
    • serve as primary lead for executive communication on funding/treasury matters between the Graduate School and funding providers and the GSPADI
    • author portions of the annual report to stakeholders regarding the disbursement of funds and status of all accounts of funds for the GSPADI
    • be the second-ranking officer of the SCGSPADI and shall become the ranking officer of the SCGSPADI in the event that the Speaker becomes unable to discharge the duties of the Office
    • provide regular report of the current budget and status of accounts in GSPADI and SCGSPADI meetings for financial transparency
    • organize and prepare annual budgetary reports, annual appropriations requests, and special funding requests, in collaboration with the Speaker, the Director of the Ethics Subcommittee, and the Graduate School Representative 
  • a Historian, to
    • maintain and preserve electronic record of SCGSPADI and GSPADI meetings, actions, and activities
    • oversee and work directly with the designated notetaker to ensure accuracy of recorded meeting minutes and electronic preservation of the actions and activities of the SCGSPADI and GSPADI
    • review and approve notes and minutes of SCGSPADI and GSPADI meetings, actions, and activities, as prepared by the designated notetaker, regardless of appointing authority
    • organize and prepare the annual report to the Graduate School Leadership Team, per Article IV Section 9
    • report directly to the Speaker on all matters subject to the purview of the Historian, and serve as the third-ranking officer of the SCGSPADI 
  • a Director of Subcommittees, to
    • work with members of the SCGSPADI leadership team and Subcommittee Chairs to provide leadership and guidance for the conduct of the work of charged Subcommittees, exclusive of the Ethics Subcommittee
    • monitor and evaluate the work and progress of charged subcommittees
    • make routine reports to SCGSPADI leadership team members
    • author sections of the annual report to stakeholders pertaining to the work of charged subcommittees
    • serve as the primary contact within the SCGSPADI leadership team for media inquiries regarding the works of GSPADI subcommittees, exclusive of policy initiatives not under subcommittee charge or ethical issues
  • a Director of Communications, to
    • serve as the point of contact and intermediary between the SCGSPADI and GSPADI to the broader University community
    • establish and maintain websites (pursuant to Article IV Section 2) and social media accounts for the SCGSPADI and GSPADI
    • manage external messaging, marketing, and communications for the SCGSPADI and GSPADI
    • serve as the primary contact within the SCGSPADI leadership team for media inquiries regarding the GSPADI, exclusive of policy initiatives, efforts under subcommittee charge, or ethical issues
    • make routine reports to SCGSPADI leadership team members, and author sections of the annual report to stakeholders, regarding marketing and external communication initiatives 
  • a Director of Policy, to
    • work with members of the SCGSPADI leadership team to lead policy initiatives taken up by the SCGSPADI and GSPADI
    • serve as liaison between the GSPADI and external deliberative authorities at the University and Graduate School on policy initiatives taken up by the SCGSPADI and the GSPADI
    • chair ad hoc committees for the initial consideration of any and all proposed amendments to the GSPADI Constitution and Bylaws
    • serve as the primary contact within the SCGSPADI leadership team for media inquiries regarding policy initiatives taken up by the SCGSPADI and GSPADI, exclusive of efforts under subcommittee charge or ethical issues
    • make routine reports to SCGSPADI leadership team members, and author sections of the annual report to stakeholders, regarding policy initiatives 
  • a Director of the Ethics Subcommittee, to
    • provide executive leadership and oversight over the Ethics Subcommittee and its operations
    • attend (or appoint appropriate alternate attendee from within the Ethics Subcommittee), monitor, and provide oversight over SCGSPADI and GSPADI meetings, activities, and decision-making processes, pursuant to the terms of the GSPADI Constitution and Bylaws and all applicable University and Graduate School policies and Federal, state, and local laws and regulations
    • preside over any and all elections of SCGSPADI leadership team members, pursuant to the terms of the GSPADI Constitution and Bylaws and all applicable University and Graduate School policies, in collaboration with Ethics Subcommittee members
    • Work with the SCGSPADI Speaker and Treasurer to monitor and oversee transactions of the Treasury for ethical violations
    • serve as primary point person for executive communication between the SCGSPADI leadership team and the Ethics Subcommittee
    • work with the members of the Ethics Subcommittee, GSR, and Faculty Advisor(s) (if appointed) to document, investigate as appropriate, and report ethical violations of any and all GSPADI actions and activities to appropriate authorities in the GSLT and University as deemed prudent
    • serve as primary point of contact, with the GSR and the SCGSPADI Speaker and Treasurer, for executive communication between the GSLT and the SCGSPADI and GSPADI on matters of ethical inquiry
    • provide ethical oversight, in collaboration with the SCGSPADI Speaker and Treasurer and the GSR, over the annual appropriations process and special funding requests
    • be the ranking officer of the Ethics Subcommittee and preside over any and all inquiries or investigations [with the GSR and Faculty Advisor(s) as appropriate] regarding ethical violations of SCGSPADI members, including leadership team members and peer-member organizations
    • serve as Chair and preside over any and all ad hoc committees chartered to recommend disciplinary actions or removal of SCGSPADI members, including leadership team members and peer-member organizations
    • maintain all appropriate records of all matters taken up by the Ethics Subcommittee
    • recuse and appoint appropriate alternates from within the Ethics Subcommittee to such duties and responsibilities in the case wherein conflicts of interest arise
  • ad hoc advisory positions for:
    • the immediate past Speaker of the SCGSPADI, when a new Speaker is elected
    • the immediate past Treasurer, when a new Treasurer is elected
    • the immediate past Historian, when a new Historian is elected
    • these positions provide a mechanism for successful transitions between elected SCGSPADI leadership team members
    • these positions are advisory in scope, but shall be provided voting rights in SCGSPADI meetings and actions
    • the right of former SCGSPADI leadership team members to assume these ad hoc positions shall be revoked in the case said leadership team member was formally removed from office

■   in such case, the established ad hoc leadership team member shall retain his or her position until the next successive officer is prepared to assume the duties of the ad hoc position

Section 7: Elections and transition

SCGSPADI officers and Ethics Subcommittee members shall be elected to their respective positions via simple majority vote of the Standing Membership of the SCGSPADI during the ultimate meeting of the SCGSPADI preceding the annual reconstitution of the SCGSPADI on July 1. Candidates for SCGSPADI officer positions must be either: standing members of the SCGSPADI at time of election; or, nominated for consideration and vote by a standing member of the SCGSPADI at time of election. Votes of SCGSPADI standing members for elected officers shall be accepted and counted equally whether delivered either in person or via accepted electronic voting methods. Current SCGSPADI officers may be re-elected for up to three [3] consecutive terms for their same position, or may be elected to other SCGSPADI leadership positions. The Director of the Ethics Subcommittee, with assistance from the membership of the Ethics Subcommittee, shall preside over any and all SCGSPADI officer elections, pursuant to the terms of the GSPADI Constitution and Bylaws and all applicable University and Graduate School policies. 

While SCGSPADI leadership team members shall transition on an annual basis via elective vote of the majority of the SCGSPADI, pending reelection of individual officers, the efforts of the SCGSPADI in furtherance of the mission of the GSPADI shall continue unabated. Efforts to ensure an effective and efficient transition process shall be taken:

  • the outgoing Speaker shall assume an ad hoc position on the SCGSPADI and provide the incoming Speaker with all information and documentation relevant to the position of Speaker
  • the outgoing Treasurer shall assume an ad hoc position on the SCGSPADI and provide the incoming Treasurer with all information and documentation regarding the Treasury accounts of GSPADI
  • the outgoing Historian shall assume an ad hoc position on the SCGSPADI and provide the incoming Historian with all information and documentation of historic relevance about the GSPADI
  • all subcommittees will be disbanded and rechartered under new leadership, and all records thereso related preserved and passed to the incoming subcommittee chairs (Director, in the case of the Ethics Subcommittee)

Section 8: Financials

  • The GSPADI shall, for all intents and purposes thereso related, operate as and be otherwise considered a not-for-profit organization. The SCGSPADI shall:
    • oversee all financial transactions drawing upon the Treasury of the GSPADI, and shall have oversight and executive authority over the Treasury of the GSPADI, subject to all applicable mandates and policies of this Constitution, the Graduate School, and all applicable laws.
    • maintain records of any and all funding and the utilization of any such funding to and by the GSPADI.
    • provide an annual report, pursuant to Article IV Section 9, regarding the use of funds provided by the Graduate School and any and all additional funding agencies or community partners.
  • No funding provided to the GSPADI shall be used for the profit of the GSPADI, or of the SCGSPADI, or of any general member or peer-member organization of the GSPADI, or of any SCGSPADI member or officer.
  • The SCGSPADI shall not provide monetary gain, incidental or otherwise, to any SCGSPADI Officer or Member, or to General Members or Peer-Member Organizations of the GSPADI.
  • The fiscal year of the GSPADI shall coincide with the fiscal year of the University (from July 1 to June 30 of the following year). If the University changes these dates, the SCGSPADI shall have the option to vote to change that of the GSPADI to correspond with that of the University.
  • All financial records maintained by the SCGSPADI shall be subject to inspection or audit upon request by the Graduate School, any funding authority, or any member or peer-member organization of the GSPADI. The Treasurer will have seven (7) business days to comply with the request upon its receipt.
  • the Director of the Ethics Subcommittee, or alternate (duly designated by the Director of the Ethics Subcommittee from the membership of the Ethics Subcommittee), shall have authority in any and all ethical concerns regarding the allocation or disbursement of funds.
  • the GSR, with the Treasurer of the SCGSPADI, shall have oversight authority over the allocation and disbursement of funds provided by the Graduate School to the GSPADI.
  • the Treasurer of the SCGSPADI, in collaboration with the Speaker and all additional authorities, shall be the primary responsible party and have managerial oversight authority and liability for all other matters related to the Treasury of the GSPADI pursuant to the Constitution and Bylaws of the GSPADI. 

Section 9: Annual reporting requirements

The SCGSPADI shall prepare a progress report annually by June 30 for electronic distribution via publicly-accessible website to:

  • all appropriate and necessary stakeholder groups, organizations, and agencies
  • GSPADI General Members and peer-member organizations
  • and the GSLT

and reporting on:

  • decision-making processes of the SCGSPADI
  • leadership team transitions
  • outcomes of all completed GSPADI initiatives within the current fiscal year
  • on-going and planned GSPADI initiatives for the following fiscal year
  • allocation of all funds from all sources
  • and a statement of the Treasury of the GSPADI, including the operating budget and budgetary allocations and anticipated expenses for the GSPADI for the next subsequent fiscal year.

A printed copy of this report shall be delivered by June 30 to the Office of the VPDGE of the UMTC. An electronic copy of this report shall be publicly posted to the GSPADI website by June 30.

Section 10: Disciplinary actions and removal

SCGSPADI officers (including Subcommittee Chairs and leadership team members, whether elected or appointed), may be formally censured and/or removed from office. SCGSPADI members and GSPADI peer-member organizations may be formally censured and/or removed from membership in the SCGSPADI. Any SCGSPADI member or GSPADI peer-member organization may petition the SCGSPADI leadership team for the censure or removal of any SCGSPADI member or GSPADI peer-member organization. Anonymous petitions will not be accepted by the SCGSPADI leadership team for adjudication.

Any and all cases for censure or removal, regardless of a named person(s) status as an elected or appointed SCGSPADI officer, SCGSPADI individual member, or SCGSPADI peer-member organization, shall be adjudicated for recommended action by an ad hoc committee of at least seven [7] and not more than ten [10] individuals within the SCGSPADI leadership. This committee shall be Chaired by the Director of the Ethics Subcommittee, or appointed alternate member of the Ethics Subcommittee in case of conflict of interest. Those eight individuals shall be:

  • the Director of the Ethics Subcommittee, or appointed alternate member of the Ethics Subcommittee in the case of conflict of interest
    • in the case of conflict of interest, the Director of the Ethics Subcommittee shall recuse him or her self from the adjudicative process, and next-ranking member of the Ethics Subcommittee shall be appointed to chair the adjudicative committee
  • the Speaker of the SCGSPADI, or next successive SCGSPADI officer in case of conflict of interest
  • the Treasurer of the SCGSPADI, or next successive SCGSPADI officer in case of conflict of interest
  • the Historian of the SCGSPADI, or appointed alternate in the case of conflict of interest
  • two members of the Ethics Subcommittee, appointed by the Director of the Ethics Subcommittee or next successive members of the adjudicative committee
  • the GSR, if appointed
    • in the instance a GSR has not been previously appointed, or if a conflict of interest arises, the GSLT shall have opportunity to appoint an interim GSR for purposes of the adjudicative process and for a duration lasting until the adjudicative process is resolved
  • the external faculty advisor(s), if appointed

Adjudication shall proceed in the following manner:

  • SCGSPADI members and GSPADI peer-member organizations may file a formal petition to the SCGSPADI leadership team, which identifies:
    • the SCGSPADI member or GSPADI peer-member organization in question and filing petitioner(s)
    • the reason(s) for which discipline or removal from office (if the respondent is an SCGSPADI officer), or removal from the SCGSPADI (if the respondent is a SCGSPADI member or GSPADI peer-member organization), is proposed
    • evidence reasonable to substantiate the petition
  • when a formal petition for discipline or removal of an SCGSPADI officer, or removal of an SCGSPADI member or GSPADI peer-member organization, is filed, the ad hoc adjudicative committee shall be formed
  • upon formation of the adjudicative committee, the adjudicative committee shall:
    • assume control of the investigation
    • write letters to the complainant, the respondent, and the GSLT to notify all parties that the petition was received, the grounds under which the petition was filed, individual rights, any legal infractions in question, and subsequent steps
    • review any and all substantiating articles of evidence and investigate the circumstances of the petition
  • in the case wherein the respondent is an officer or member of the SCGSPADI:
    • both the claimant(s) and respondent shall have the opportunity to present their respective cases to the adjudicative committee.
    • the respondent shall be provided ten [10] calendar days to prepare their response to the petition.
    • the claimant(s) and respondent will present their respective cases to the adjudicative committee following the ten [10] calendar day period.
  • in the case wherein the respondent is a GSPADI peer-member organization:
    • both the claimant(s) and respondent shall have the opportunity to present their respective cases to the adjudicative committee..
    • GSPADI peer-member organizations in question must be given twenty-one [21] calendar days to prepare their defense.
    • the claimant(s) and respondent will present their respective cases to the adjudicative committee following the twenty-one [21] calendar day period in person or via digital conference.
  • upon completion of the investigation, hearing of testimony regarding the claim by both the complainant and respondent, and review of substantiating evidence:
    • the adjudicative committee shall render a verdict using the standard of the preponderance of the evidence and three-quarters (¾) majority vote of the committee membership
    • the adjudicative committee shall write a summative report to document the investigation and any and all findings, and recommend corrective actions as deemed prudent
    • the Historian shall document the adjudicative procedure and preserve the written report electronically
    • the Speaker shall present the report to the SCGSPADI for deliberative action as appropriate
    • the GSR, external faculty advisor, and Director of the Ethics Committee shall forward the completed report to relevant authorities within the Graduate School and University
    • the GSR, external faculty advisor, and Director of the Ethics Committee shall forward the completed report to the claimant(s) and respondent, and all parties will be informed of any rights they may then have
  • this investigation shall not exceed more than twenty-one [21] calendar days in length, from the date on which the respondent first submits their response to the date on which a verdict is rendered
  • if a respondent refuses to participate in the adjudicative process, the adjudicative committee shall proceed based upon the evidence presented by the claimant(s)
  • the adjudicative committee shall write and forward to all parties the completed investigative report within ten [10] calendar days from the date on which the verdict of the adjudicative committee is rendered
  • the adjudicative procedure shall terminate upon delivery of the completed investigative report and the ad hoc committee shall be disbanded

Grounds for initiating an investigation of the ad hoc adjudicative committee include but are not limited to:

  • malfeasance, fraud, or misappropriation of funds by any member of the SCGSPADI leadership team
  • failure to perform duties adequately or responsibly, whether stipulated in the Constitution or Bylaws, binding agreements between the GSPADI and peer-member organizations, or in other substantive manner
  • direct and substantial interference with actions of other peer-member organizations of the GSPADI, SCGSPADI members, or SCGSPADI officers
  • deliberate misuse of GSPADI resources
  • substantial violations of University Graduate School policies, or of Federal, State, or local laws
  • deliberately misleading stakeholder organizations or groups and associated subsidiary offices, or of SCGSPADI officers or members, while in capacity as either a member or officer of the SCGSPADI or as a peer-member organization of the GSPADI
  • significant and substantiated activity in opposition to the mission of the GSPADI.

Actions which may be recommended by the adjudicative committee include, but may not be limited to, the following options:

  • a written summative statement acquitting the respondent of the claim(s)
  • a written summative statement that the claim should be referred to the Graduate School or University of Minnesota administrative office(s), as appropriate, for review and possible action
  • a written statement summarizing the findings of the investigation and recommending that the Speaker (or appropriate ranking member of the SCGSPADI) formally present a proposal for the censure or removal of the respondent to the SCGSPADI membership for majority vote
    • the censure of a SCGSPADI officer, member, or GSPADI peer-member organization shall consist of a formal written statement, which shall be collectively voted upon by the membership of the SCGSPADI and recorded in the historical annals of the GSPADI 

SCGSPADI members may be censured or removed as follows:

  • at the next meeting of the SCGSPADI following the verdict of the adjudicative committee, the Speaker shall present the written report and recommendation of the adjudicative committee for discussion and vote by the SCGSPADI membership
    • during this discussion, all parties shall be permitted to present their cases before the SCGSPADI.
  • following the discussion, the SCGSPADI membership may:
    • censure the SCGSPADI member in question by a two-thirds [2/3] majority vote; or,
    • remove the SCGSPADI member in question by a three-quarter [3/4] majority vote.
  • if a representative of a GSPADI peer-member organizations is removed, the peer-member organization shall be provided the opportunity to nominate another representative, as long as the peer-member organization remains in good standing with the GSPADI under the terms ascribed within the GSPADI Constitution and Bylaws.
  • in the event of the resignation, removal, or incapacitation of any Officer of the SCGSPADI, a special election shall be called to fill that position in a manner prescribed by the SCGSPADI.

GSPADI peer-member organizations may be censured or removed as follows:

  • at the next meeting of the SCGSPADI following the verdict of the adjudicative committee, the Speaker shall present the written report and recommendation of the adjudicative committee for discussion and vote by the SCGSPADI membership
    • during this discussion, all parties shall be permitted to present their cases before the SCGSPADI.
  • Following the discussion, the SCGSPADI membership may censure or remove the GSPADI peer-member organization by a three-quarter majority [3/4] vote.
  • GSPADI peer-member organizations so removed shall be provided the opportunity to reapply for status as a GSPADI peer-member organization and nominate representatives to service on the SCGSPADI at the start of the next fiscal year, subject to all terms for GSPADI peer-member organizations ascribed in the GSPADI Constitution and Bylaws.
  • Any GSPADI peer-member organization that becomes ineligible for continued membership within the GSPADI, under the terms ascribed within the GSPADI Constitution or Bylaws, shall withdraw from GSPADI membership immediately. Any so withdrawn GSPADI peer-member organization shall be provided an opportunity to return to status as a GSPADI peer-member organization when eligible under the terms of the GSPADI Constitution and Bylaws.

Section 11: Subcommittees

The SCGSPADI shall have the ability to charge, modify, and discharge subcommittees to the SCGSPADI and of the GSPADI. Each subcommittee as charged by the SCGSPADI shall have the same powers and privileges to operate under the terms of each subcommittee’s charge as an entity within the GSPADI. Actions to charge, modify the charge, and discharge subcommittees shall at minimum be approved via simple majority vote of the SCGSPADI membership, subject to exception of subcommittees which shall have charges requiring majority votes of the SCGSPADI greater than the simple majority to pass, modify, or rescind as specified in the subcommittee’s charge. Charges for newly-formed subcommittees should inform the structure and function of the subcommittee, including, but not limited to the subcommittee’s objectives and duties; oversight authority; reporting responsibilities; structure and composition; term of operations; finances; operational and/or meeting procedures; and terms for dissolution.

Section 12: Meetings

The SCGSPADI shall meet at least three [3] times per semester with the possibility of calling for additional meetings, if necessary, at the discretion of the SCGSPADI Membership. All meetings of the SCGSPADI shall be open to the public, and public notice of meetings shall be made through appropriate electronic media, including but not necessarily limited to the website for the GSPADI, which shall itself be public. Following are meeting guidelines:

  • The current edition of Robert’s Rules of Order Newly Revised, alternately referred to as “Robert’s Rules” or “RRONR”, shall govern the process of general business meetings of the SCGSPADI. The Constitution and Bylaws of SCGSPADI shall supersede Robert’s Rules in cases of conflict.
  • For business to be conducted, a meeting must have been publicly announced by the Speaker via email to all members wishing to be so informed at least seven [7] business days in advance, excluding University holidays.

Should a regularly scheduled meeting need to be moved in either time or location during this seven-day period, no binding decisions may be taken.

  • Dates of SCGSPADI meetings shall be determined by the officers of the SCGSPADI. Additional SCGSPADI meetings shall be called upon petition to the officers of the SCGSPADI by ten [10] or more GSPADI members, or by request of recognized authorities within the Graduate School. Upon receipt of such petition or request, the officers of the SCGSPADI shall have seven [7] days to schedule a meeting. Once scheduled, the officers of the SCGSPADI shall announce the data, time, and location of said meeting. Said meeting must be scheduled to occur at least seven [7] days after the officers of the SCGSPADI announce the meeting. Under no circumstances shall said meeting occur later than twenty-one [21] days from submission of the originating petition or request.
  • Members of the Graduate School and broader University administration may be invited to speak during SCGSPADI meetings by any SCGSPADI member. Reasonable accommodations shall be provided for all meetings of the SCGSPADI, to facilitate attendance and participation of all SCGSPADI members. Such reasonable accommodations shall include, but may not be limited to, provision of: electronic forms of attendance and voting by SCGSPADI members; and support for voting SCGSPADI members to self-select alternate individuals or support persons to facilitate meeting attendance and participation. 

Section 13: Meeting procedures and voting

  • A quorum shall be defined as one-half of SCGSPADI voting members or twenty [20] voting members, whichever is fewer. A quorum shall be required to transact official business. No voting member of the SCGSPADI is entitled to more than one vote in SCGSPADI meetings, even by reason of holding more than one position that entitles them to be a voting member of the SCGSPADI.
  • Resolutions adopted by the SCGSPADI represent a majority viewpoint of members of the GSPADI. Any GSPADI Member may submit a resolution to be considered by the GSPADI for vote and adoption. Resolutions require a simple majority vote of the membership of the SCGSPADI to be adopted by the GSPADI. No person acting as a representative of the GSPADI may act in contradiction to or in violation of passed resolutions.
  • Paper and/or digital copies of resolutions under consideration shall be made available before and during the SCGSPADI business meeting. These copies may be digital, or upon the request of a Member, can be provided in hard copy form. Resolutions to be discussed as new agenda items must be submitted to the SCGSPADI no later than seven [7] business days before general business meetings. Resolutions introduced within seven [7] business days of general business meetings, up until approval of the agenda, may be allowed onto the agenda by a majority vote of the SCGSPADI members in attendance at the business meeting.
  • Members of the SCGSPADI who are unable to attend a SCGSPADI meeting in person shall be provided upon request a mechanism to enable said member to attend via digital conferencing. The votes of those in attendance via digital conferencing shall be counted in the same manner as those physically present.
  • Members of the SCGSPADI shall have the option to vote via email if they notify at least one current officer of the SCGSPADI in advance of their intention to do so. Emailed votes shall be submitted prior to the scheduled meeting in order to determine voting outcome in a timely manner.
  • Members of the SCGSPADI who are unable to attend a SCGSPADI meeting in person shall be provided the opportunity to appoint an alternate to attend said meeting in the stead of the SCGSPADI member, subject to all terms and criteria established by the SCGSPADI Constitution and Bylaws. The votes of such alternates in attendance shall be counted as if made by the SCGSPADI member, subject to all terms and criteria established by the SCGSPADI Constitution and Bylaws.
  • Bylaws of the SCGSPADI shall be established and altered by a two-thirds [2/3] vote of the SCGSPADI Membership present at SCGSPADI general business meetings. The Constitution of the GSPADI may be amended by a three-fourths [3/4] vote of the present SCGSPADI Membership at SCGSPADI general business meetings. Any Member of the SCGSPADI can propose amendments. Amendments become effective upon adoption.
  • In the event of an unresolvable tie vote on a proposed action, the tie-breaking vote shall be cast by the GSR (per Article 1 Section 3). For this purpose, an “unresolved tie vote” shall be defined as a vote upon a deliberative action proposed for vote by the SCGSPADI, in which an equal number of yay votes are cast by voting members as nay votes on each of two ballot attempts to vote upon said action.
  • Any questions or disagreements concerning the language or interpretation of the Constitution and Bylaws shall be referred to the Ethics Subcommittee of the SCGSPADI for review and adjudication. Amendments to be discussed as new agenda items must be submitted to the officers of the SCGSPADI no later than seven [7] business days before general business meetings. Amendments introduced within seven [7] business days of general business meetings and up until approval of the agenda may be allowed onto the agenda by a majority vote of the assembly.

Section 14: Dissolution

Dissolution of the SCGSPADI shall dissolve the GSPADI, and dissolution of the GSPADI shall dissolve the SCGSPADI, as neither entity can exist without the other. Procedures to dissolve the SCGSPADI may only occur through a unanimous vote of the SCGSPADI membership at a publicly-announced general business meeting. Dissolution of the GSPADI may only occur via executive action by the GSLT. In case of dissolution, the SCGSPADI shall be responsible for liquidating any assets and satisfying all liabilities. The SCGSPADI will surrender all remaining assets to the original funding agencies. If attempts to return assets to a donor are unsuccessful for a period of ninety [90] days, remaining assets will be given to the Graduate School.

Prior dissolution of the GSPADI shall not impede future decisions of the GSLT to reconstitute the GSPADI at the discretion of the GSLT.

 

Section 1: Standing subcommittees

The standing subcommittees of the SCGSPADI serve the interests and needs of the GSPADI. The subcommittees shall include the:

  • Ethics Subcommittee
  • Advocacy Subcommittee
  • Collaboration Subcommittee
  • Events and Forums Subcommittee
  • Other Subcommittees as established via resolution of the SCGSPADI

Section 2: Ethics Subcommittee.

Subsection 1: Charge and duties

The Ethics Subcommittee shall uphold and operate subject to the Constitution and Bylaws of the GSPADI. The Ethics Subcommittee shall be an integral part of the SCGSPADI and of the GSPADI, and to the ethical oversight thereto. The essential function of the Ethics Subcommittee shall be to assist the Director of the Ethics Subcommittee in executing the duties of the Office of the Director of the Ethics Subcommittee pursuant to the GSPADI Constitution and Bylaws. Specifically, the Ethics Subcommittee and members thereto shall work with the Director of the Ethics Subcommittee and GSR, to:

  • oversee the actions of the SCGSPADI, and leadership team thereto, to ensure compliance with the GSPADI Constitution and Bylaws
  • oversee the disbursement of funds and of the annual GSPADI budget and appropriations process pursuant to the GSPADI Constitution and Bylaws
  • oversee the election of SCGSPADI leadership team and Subcommittee members pursuant to the GSPADI Constitution and Bylaws
  • ensure that all reporting and oversight procedures pursuant to the GSPADI Constitution and Bylaws are met
  • report substantial ethics concerns or direct violations of the GSPADI Constitution and Bylaws to the GSLT
  • lead the adjudicative process to respond to petitions for censuring and/or removing SCGSPADI members and peer-member organizations pursuant to Article IV Section 10 of the GSPADI Constitution and Bylaws
  • attend meetings and events of the SCGSPADI and GSPADI to satisfy the Subcommittee’s duties and charge
  • review and adjudicate questions or disagreements concerning the language or interpretation of the GSPADI Constitution and Bylaws.

As the Ethics Subcommittee is integral to the ethical oversight of the SCGSPADI and GSPADI, the charge of the Ethics Subcommittee, as written in the Constitution and Bylaws of the GSPADI, shall be only amendable via deliberative process pursuant to the terms and procedures of Article VI.

Subsection 2: Reporting responsibilities

The Ethics Subcommittee shall report directly to the Director of the Ethics Subcommittee. The Director of the Ethics Subcommittee shall be a full ranking member of the SCGSPADI leadership team. Beyond the Director, the Ethics Subcommittee shall be an integral part of the SCGSPADI, and of the ethical oversight thereto, and shall report to the SCGSPADI.

Subsection 3. Structure and composition

The Ethics Subcommittee shall be Chaired by the Director of the Ethics Subcommittee. A minimum of five [5] SCGSPADI Members shall comprise the Ethics Subcommittee; the Director (or Chief Justice), two [2] full members (or Associate Justices), and at least two [2] additional members (or Alternate Justices) who shall serve in place of the Director or a full member in case of need or conflict of interest. Each of these (minimum) five members shall be elected into their respective positions independently by the SCGSPADI pursuant to Article IV Section 7. Each Ethics Subcommittee member should have a thorough and demonstrable understanding of the SCGSPADI Constitution and Bylaws.

Subsection 4: Term of operation

The Ethics Subcommittee shall operate annually from July 1 to June 30. On June 30, all actions and activities of Subcommittee shall be tabled, and all members of the Subcommittee shall terminate their terms of service. The Ethics Subcommittee shall reconstitute itself annually on July 1, when new activity shall begin under the leadership of the new year’s Subcommittee membership as nominated and confirmed by the prior year’s SCGSPADI standing membership via simple majority vote.

Subsection 6: Financials

The Ethics Subcommittee shall be granted a line item in the annual GSPADI budget and appropriations process, subject to all terms and conditions established within and pursuant to the GSPADI Constitution and Bylaws, including but not limited to any and all annual reporting and oversight mandates. The Ethics Subcommittee shall not accrue funds, contribute to, or otherwise act independently of the annual GSPADI appropriations process on matters of finance without the approval of a majority of the SCGSPADI membership as established via resolution approved via simple majority vote of the SCGSPADI membership.

Subsection 7: Meeting procedures

The Ethics Subcommittee shall meet throughout the fiscal year when and as often as necessary to fulfill the charge and duties of the Subcommittee. Comprehensive minutes of all meetings and procedures shall be kept and communicated: to the SCGSPADI by the Director of the Ethics Subcommittee; and, to the GSLT by the GSR.

  • The current edition of Robert’s Rules of Order Newly Revised, alternately referred to as “Robert’s Rules” or “RRONR”, shall govern the process of meetings of the Ethics Subcommittee. The Constitution and Bylaws of SCGSPADI shall supersede Robert’s Rules in cases of conflict
  • Any GSPADI Member may submit a petition for adjudication or request for clarification on a matter regarding the GSPADI Constitution or Bylaws to the Ethics Subcommittee
  • For business to be conducted, a meeting must have been publicly announced by the Director of the Ethics Subcommittee via email to all Subcommittee members wishing to be so informed at least seven [7] business days in advance, excluding University holidays.
    • Should a regularly scheduled meeting need to be moved in either time or location during this seven-day period, no binding decisions may be taken
  • A quorum for meetings of the Ethics Subcommittee shall be defined as one-half of Ethics Subcommittee voting members or three [3] voting members, whichever is greater. A quorum shall be required to transact official business. No member of the Ethics Subcommittee shall be entitled to more than one vote in Subcommittee meetings,
  • Verdicts adopted via simple majority vote of the Ethics Subcommittee represent a majority viewpoint of members of the Subcommittee. Verdicts require a simple majority vote of the membership of the Ethics Subcommittee to be adopted by the Subcommittee. No person acting as a representative of the Ethics Subcommittee may act in contradiction to or in violation of a passed verdict
  • Dates of Ethics Subcommittee meetings shall be determined by the Director of the Ethics Subcommittee. Additional Subcommittee meetings shall be called upon express need, or via majority opinion of the SCGSPADI, or by request of recognized authorities within the Graduate School. Upon receipt of such petition or request, the Director of the Ethics Subcommittee shall have seven [7] days to schedule a meeting. Said meeting must be scheduled to occur at least seven [7] days after the Director schedules the meeting with the Subcommittee members, which shall constitute the announcement of the meeting. Under no circumstances shall said meeting occur later than twenty-one [21] days from submission of the originating need, opinion, or request.
  • Members of the Graduate School and broader University administration may be invited to speak during Ethics Subcommittee meetings by the Director of the Ethics Subcommittee
  • Reasonable accommodations shall be provided for all Subcommittee meetings to facilitate attendance and participation of all Subcommittee members. Such reasonable accommodations shall include, but may not be limited to, provision of electronic forms of attendance and voting by Subcommittee members
  • Members of the Ethics Subcommittee who are unable to attend a Subcommittee meeting in person shall be provided upon request a mechanism to enable said member to attend via digital conferencing. The votes of those in attendance via digital conferencing shall be counted in the same manner as those physically present
  • Members of the Ethics Subcommittee shall have the option to vote via email if they notify the Director of the Ethics Subcommittee in advance of their intention to do so. Emailed votes shall be submitted prior to the scheduled meeting in order to determine voting outcome in a timely manner

Subsection 8: Dissolution

The Ethics Subcommittee shall be an integral component of overall ethical oversight of the SCGSPADI and GSPADI. Members of the Ethics Subcommittee may be censured or removed per Article IV Section 10. The Ethics Subcommittee itself may only be dissolved pursuant to dissolution of the SCGSPADI itself, per Article IV Section 14.

Section 3: Advocacy Subcommittee.

Subsection 1: Charge and duties

The Advocacy Subcommittee shall operate subject to the Constitution and Bylaws of the GSPADI. The Advocacy Subcommittee shall be an integral part of the SCGSPADI and of the GSPADI. The essential duties of the Advocacy Subcommittee (within the context of the GSPADI Constitution and Bylaws) shall be to:

  • act as an avenue for advocacy, proposals, advice, and concerns regarding diversity and inclusivity at the University
  • deliberate upon proposals brought to the attention of the Advocacy Subcommittee or the SCGSPADI by any GSPADI General Member on issues related to diversity and inclusivity at the University
  • investigate issues and questions related to diversity and inclusivity at the University, for possible action by the membership of the SCGSPADI
  • draft proposed resolutions for deliberation and vote of the SCGSPADI membership on issues of diversity and inclusivity at the University

Subsection 2: Reporting responsibilities

The Advocacy Subcommittee shall report directly to the Director of Subcommittees. The Director of Subcommittees shall be a full ranking member of the SCGSPADI leadership team. Beyond the Director, the Advocacy Subcommittee shall be an integral part of the SCGSPADI and shall report to the SCGSPADI. The Advocacy Subcommittee shall participate, through the Chairperson of the Advocacy Subcommittee, in the authoring process of the annual stakeholders’ report pursuant to Article IV Section 9 of the GSPADI Constitution and Bylaws.

Subsection 3. Structure and composition

The Advocacy Subcommittee shall be Chaired by the Advocacy Subcommittee Chairperson. The Chairperson shall serve as an ex officio member of the SCGSPADI leadership team and as a full voting member of the SCGSPADI. The Chairperson shall be elected into the position of Chair of the Advocacy Subcommittee by the SCGSPADI pursuant to Article IV Section 7 of the GSPADI Constitution and Bylaws. A minimum of five [5] GSPADI General Members shall comprise the Advocacy Subcommittee; the Chairperson, and at least four [4] Subcommittee members selected by the Chairperson from the GSPADI General Membership (including SCGSPADI members).

Subsection 4: Term of operation

The Advocacy Subcommittee shall operate annually from July 1 to June 30. On June 30, all actions and activities of Subcommittee shall be tabled, and all members of the Subcommittee shall terminate their terms of service. The Advocacy Subcommittee shall reconstitute itself annually on July 1, when new activity shall begin under the leadership of the new year’s Subcommittee membership as nominated and confirmed by the prior year’s SCGSPADI standing membership via simple majority vote.

Subsection 6: Financials

The Advocacy Subcommittee shall be granted a line item in the annual GSPADI budget and appropriations process, subject to all terms and conditions established within and pursuant to the GSPADI Constitution and Bylaws, including but not limited to any and all annual reporting and oversight mandates. The Advocacy Subcommittee shall not accrue funds, contribute to, or otherwise act independently of the annual GSPADI appropriations process on matters of finance without the approval of a majority of the SCGSPADI membership as established via resolution approved via simple majority vote of the SCGSPADI membership.

Subsection 7: Meeting procedures

The Advocacy Subcommittee shall meet at least three [3] times per semester with the possibility of calling for additional meetings, if necessary to fulfill the charge and duties of the Subcommittee, at the discretion of the Subcommittee Chair. Comprehensive minutes of all meetings shall be kept and communicated to the SCGSPADI by the Subcommittee Chair (or appointee). All meetings of the Subcommittee shall be open to the public, and public notice of Subcommittee meetings shall be made through appropriate electronic media, including but not necessarily limited to the website for the GSPADI, which shall itself be public.

  • The current edition of Robert’s Rules of Order Newly Revised, alternately referred to as “Robert’s Rules” or “RRONR”, shall govern the process of meetings of the Advocacy Subcommittee. The Constitution and Bylaws of SCGSPADI shall supersede Robert’s Rules in cases of conflict
  • Any GSPADI Member may submit relevant items for discussion within the Advocacy Subcommittee
  • For business to be conducted, a meeting must have been publicly announced by the Chair of the Advocacy Subcommittee via email to all Subcommittee members wishing to be so informed at least seven [7] business days in advance, excluding University holidays
    • Should a regularly scheduled meeting need to be moved in either time or location during this seven-day period, no binding decisions may be taken
  • A quorum for meetings of the Advocacy Subcommittee shall be defined as one-half of Advocacy Subcommittee voting members or three [3] voting members, whichever is greater. A quorum shall be required to transact official business. No member of the Advocacy Subcommittee shall be entitled to more than one vote in Subcommittee meetings
  • Resolutions adopted via simple majority vote of the Advocacy Subcommittee represent a majority viewpoint of members of the Subcommittee. Resolutions require a simple majority vote of the membership of the Advocacy Subcommittee to be adopted by the Subcommittee. No person acting as a representative of the Advocacy Subcommittee may act in contradiction to or in violation of a passed verdict
  • Dates of Advocacy Subcommittee meetings shall be determined by the Chair of the Advocacy Subcommittee. Additional Subcommittee meetings shall be called via request of a majority of the SCGSPADI. Upon receipt of such request, the Chair of the Advocacy Subcommittee shall have seven [7] days to schedule a meeting. Said meeting must be scheduled to occur at least seven [7] days after the Chair schedules the meeting with the Subcommittee members, which shall constitute the announcement of the meeting. Under no circumstances shall said meeting occur later than twenty-one [21] days from submission of the originating request
  • Members of the Graduate School and broader University administration may be invited to speak during Advocacy Subcommittee meetings by the Chair of the Advocacy Subcommittee
  • Reasonable accommodations shall be provided for all Subcommittee meetings to facilitate attendance and participation of all Subcommittee members. Such reasonable accommodations shall include, but may not be limited to, provision of electronic forms of attendance and voting by Subcommittee members.
  • Members of the Advocacy Subcommittee who are unable to attend a Subcommittee meeting in person shall be provided upon request a mechanism to enable said member to attend via digital conferencing. The votes of those in attendance via digital conferencing shall be counted in the same manner as those physically present.
  • Members of the Advocacy Subcommittee shall have the option to vote via email if they notify the Chair of the Advocacy Subcommittee in advance of their intention to do so. Emailed votes shall be submitted prior to the scheduled meeting in order to determine voting outcome in a timely manner.

Subsection 8: Dissolution

The Advocacy Subcommittee fulfills a critical function of the GSPADI (advocacy), and shall be an integral component of the SCGSPADI and GSPADI. Members of the Advocacy Subcommittee may be censured or removed per Article IV Section 10. The operations and procedures of the Advocacy Subcommittee itself, as stipulated within the GSPADI Constitution and Bylaws, may only be altered (including but not limited to the dissolution of the Subcommittee) via Bylaws amendment pursuant to Article VI of the GSPADI Constitution and Bylaws.

Section 4: Collaboration Subcommittee.

Subsection 1: Charge and duties

The Collaboration Subcommittee shall operate subject to the Constitution and Bylaws of the GSPADI. The Collaboration Subcommittee shall be an integral part of the SCGSPADI and of the GSPADI. The essential duties of the Collaboration Subcommittee (within the context of the GSPADI Constitution and Bylaws) shall be to:

  • recruit additional graduate students, postdoctoral researchers, and student organization representatives into the GSPADI General Membership
  • invite and review application materials prepared by members of prospective SCGSPADI Peer-Member Organizations for consideration and recommendation of new student organizations into SCGSPADI peer membership
  • communicate with prospective new GSPADI General Members and SCGSPADI Peer-Member Organizations regarding the mission and initiatives of the GSPADI
  • coordinate with SCGSPADI leadership team members to participate and co-coordinate campus engagements with other University student bodies.

Subsection 2: Reporting responsibilities

The Collaboration Subcommittee shall report directly to the Director of Subcommittees. The Director of Subcommittees shall be a full ranking member of the SCGSPADI leadership team. Beyond the Director, the Collaboration Subcommittee shall be an integral part of the SCGSPADI and shall report to the SCGSPADI. The Collaboration Subcommittee shall participate, through the Chairperson of the Collaboration Subcommittee, in the authoring process of the annual stakeholders’ report pursuant to Article IV Section 9 of the GSPADI Constitution and Bylaws.

Subsection 3. Structure and composition

The Collaboration Subcommittee shall be Chaired by the Collaboration Subcommittee Chairperson. The Chairperson shall serve as an ex officio member of the SCGSPADI leadership team and as a full voting member of the SCGSPADI. The Chairperson shall be elected into the position of Chair of the Collaboration Subcommittee by the SCGSPADI pursuant to Article IV Section 7 of the GSPADI Constitution and Bylaws. A minimum of five [5] GSPADI General Members shall comprise the Collaboration Subcommittee; the Chairperson, and at least four [4] Subcommittee members selected by the Chairperson from the GSPADI General Membership (including SCGSPADI members).

Subsection 4: Term of operation

The Collaboration Subcommittee shall operate annually from July 1 to June 30. On June 30, all actions and activities of Subcommittee shall be tabled, and all members of the Subcommittee shall terminate their terms of service. The Collaboration Subcommittee shall reconstitute itself annually on July 1, when new activity shall begin under the leadership of the new year’s Subcommittee membership as nominated and confirmed by the prior year’s SCGSPADI standing membership via simple majority vote.

Subsection 6: Financials

The Collaboration Subcommittee shall be granted a line item in the annual GSPADI budget and appropriations process, subject to all terms and conditions established within and pursuant to the GSPADI Constitution and Bylaws, including but not limited to any and all annual reporting and oversight mandates. The Collaboration Subcommittee shall not accrue funds, contribute to, or otherwise act independently of the annual GSPADI appropriations process on matters of finance without the approval of a majority of the SCGSPADI membership as established via resolution approved via simple majority vote of the SCGSPADI membership.

Subsection 7: Meeting procedures

The Collaboration Subcommittee shall meet at least three [3] times per semester with the possibility of calling for additional meetings, if necessary to fulfill the charge and duties of the Subcommittee, at the discretion of the Subcommittee Chair. Comprehensive minutes of all meetings shall be kept and communicated to the SCGSPADI by the Subcommittee Chair (or appointee). All meetings of the Subcommittee shall be open to the public, and public notice of Subcommittee meetings shall be made through appropriate electronic media, including but not necessarily limited to the website for the GSPADI, which shall itself be public.

  • The current edition of Robert’s Rules of Order Newly Revised, alternately referred to as “Robert’s Rules” or “RRONR”, shall govern the process of meetings of the Collaboration Subcommittee. The Constitution and Bylaws of SCGSPADI shall supersede Robert’s Rules in cases of conflict
  • Any GSPADI Member may submit relevant items for discussion within the Collaboration Subcommittee
  • For business to be conducted, a meeting must have been publicly announced by the Chair of the Collaboration Subcommittee via email to all Subcommittee members wishing to be so informed at least seven [7] business days in advance, excluding University holidays
    • Should a regularly scheduled meeting need to be moved in either time or location during this seven-day period, no binding decisions may be taken
  • A quorum for meetings of the Collaboration Subcommittee shall be defined as one-half of Collaboration Subcommittee voting members or three [3] voting members, whichever is greater. A quorum shall be required to transact official business. No member of the Collaboration Subcommittee shall be entitled to more than one vote in Subcommittee meetings
  • Resolutions adopted via simple majority vote of the Collaboration Subcommittee represent a majority viewpoint of members of the Subcommittee. Resolutions require a simple majority vote of the membership of the Collaboration Subcommittee to be adopted by the Subcommittee. No person acting as a representative of the Collaboration Subcommittee may act in contradiction to or in violation of a passed verdict
  • Dates of Collaboration Subcommittee meetings shall be determined by the Chair of the Collaboration Subcommittee. Additional Subcommittee meetings shall be called via request of a majority of the SCGSPADI. Upon receipt of such request, the Chair of the Collaboration Subcommittee shall have seven [7] days to schedule a meeting. Said meeting must be scheduled to occur at least seven [7] days after the Chair schedules the meeting with the Subcommittee members, which shall constitute the announcement of the meeting. Under no circumstances shall said meeting occur later than twenty-one [21] days from submission of the originating request
  • Members of the Graduate School and broader University administration may be invited to speak during Collaboration Subcommittee meetings by the Chair of the Collaboration Subcommittee
  • Reasonable accommodations shall be provided for all Subcommittee meetings to facilitate attendance and participation of all Subcommittee members. Such reasonable accommodations shall include, but may not be limited to, provision of electronic forms of attendance and voting by Subcommittee members.
  • Members of the Collaboration Subcommittee who are unable to attend a Subcommittee meeting in person shall be provided upon request a mechanism to enable said member to attend via digital conferencing. The votes of those in attendance via digital conferencing shall be counted in the same manner as those physically present.
  • Members of the Collaboration Subcommittee shall have the option to vote via email if they notify the Chair of the Collaboration Subcommittee in advance of their intention to do so. Emailed votes shall be submitted prior to the scheduled meeting in order to determine voting outcome in a timely manner.

Subsection 8: Dissolution

The Collaboration Subcommittee fulfills a critical function of the GSPADI (collaboration), and shall be an integral component of the SCGSPADI and GSPADI. Members of the Collaboration Subcommittee may be censured or removed per Article IV Section 10. The operations and procedures of the Collaboration Subcommittee itself, as stipulated within the GSPADI Constitution and Bylaws, may only be altered (including but not limited to the dissolution of the Subcommittee) via Bylaws amendment pursuant to Article VI of the GSPADI Constitution and Bylaws.

Section 5: Events and Forums Subcommittee.

Subsection 1: Charge and duties

The Events and Forums Subcommittee shall operate subject to the Constitution and Bylaws of the GSPADI. The Events and Forums Subcommittee shall be an integral part of the SCGSPADI and of the GSPADI. The essential duties of the Events and Forums Subcommittee (within the context of the GSPADI Constitution and Bylaws) shall be to:

  • organize GSPADI public events and forums in coordination with the SCGSPADI leadership team and GSR
  • coordinate logistical arrangements for GSPADI public events and forums in coordination with the SCGSPADI leadership team and GSR
  • coordinate with the SCGSPADI Speaker and Director of Communications to Inform the GSPADI General Members of upcoming events and forums, and market GSPADI programming to the public.

Subsection 2: Reporting responsibilities

The Events and Forums Subcommittee shall report directly to the Director of Subcommittees. The Director of Subcommittees shall be a full ranking member of the SCGSPADI leadership team. Beyond the Director, the Events and Forums Subcommittee shall be an integral part of the SCGSPADI and shall report to the SCGSPADI. The Events and Forums Subcommittee shall participate, through the Chairperson of the Events and Forums Subcommittee, in the authoring process of the annual stakeholders’ report pursuant to Article IV Section 9 of the GSPADI Constitution and Bylaws.

Subsection 3. Structure and composition

The Events and Forums Subcommittee shall be Chaired by the Events and Forums Subcommittee Chairperson. The Chairperson shall serve as an ex officio member of the SCGSPADI leadership team and as a full voting member of the SCGSPADI. The Chairperson shall be elected into the position of Chair of the Events and Forums Subcommittee by the SCGSPADI pursuant to Article IV Section 7 of the GSPADI Constitution and Bylaws. A minimum of five [5] GSPADI General Members shall comprise the Events and Forums Subcommittee; the Chairperson, and at least four [4] Subcommittee members selected by the Chairperson from the GSPADI General Membership (including SCGSPADI members).

Subsection 4: Term of operation

The Events and Forums Subcommittee shall operate annually from July 1 to June 30. On June 30, all actions and activities of Subcommittee shall be tabled, and all members of the Subcommittee shall terminate their terms of service. The Events and Forums Subcommittee shall reconstitute itself annually on July 1, when new activity shall begin under the leadership of the new year’s Subcommittee membership as nominated and confirmed by the prior year’s SCGSPADI standing membership via simple majority vote.

Subsection 6: Financials

The Events and Forums Subcommittee shall be granted a line item in the annual GSPADI budget and appropriations process, subject to all terms and conditions established within and pursuant to the GSPADI Constitution and Bylaws, including but not limited to any and all annual reporting and oversight mandates. The Events and Forums Subcommittee shall not accrue funds, contribute to, or otherwise act independently of the annual GSPADI appropriations process on matters of finance without the approval of a majority of the SCGSPADI membership as established via resolution approved via simple majority vote of the SCGSPADI membership.

Subsection 7: Meeting procedures

The Events and Forums Subcommittee shall meet at least three [3] times per semester with the possibility of calling for additional meetings, if necessary to fulfill the charge and duties of the Subcommittee, at the discretion of the Subcommittee Chair. Comprehensive minutes of all meetings shall be kept and communicated to the SCGSPADI by the Subcommittee Chair (or appointee). All meetings of the Subcommittee shall be open to the public, and public notice of Subcommittee meetings shall be made through appropriate electronic media, including but not necessarily limited to the website for the GSPADI, which shall itself be public.

  • The current edition of Robert’s Rules of Order Newly Revised, alternately referred to as “Robert’s Rules” or “RRONR”, shall govern the process of meetings of the Events and Forums Subcommittee. The Constitution and Bylaws of SCGSPADI shall supersede Robert’s Rules in cases of conflict
  • Any GSPADI Member may submit relevant items for discussion within the Events and Forums Subcommittee
  • For business to be conducted, a meeting must have been publicly announced by the Chair of the Events and Forums Subcommittee via email to all Subcommittee members wishing to be so informed at least seven [7] business days in advance, excluding University holidays
    • Should a regularly scheduled meeting need to be moved in either time or location during this seven-day period, no binding decisions may be taken
  • A quorum for meetings of the Events and Forums Subcommittee shall be defined as one-half of Events and Forums Subcommittee voting members or three [3] voting members, whichever is greater. A quorum shall be required to transact official business. No member of the Events and Forums Subcommittee shall be entitled to more than one vote in Subcommittee meetings
  • Resolutions adopted via simple majority vote of the Events and Forums Subcommittee represent a majority viewpoint of members of the Subcommittee. Resolutions require a simple majority vote of the membership of the Events and Forums Subcommittee to be adopted by the Subcommittee. No person acting as a representative of the Events and Forums Subcommittee may act in contradiction to or in violation of a passed verdict
  • Dates of Events and Forums Subcommittee meetings shall be determined by the Chair of the Events and Forums Subcommittee. Additional Subcommittee meetings shall be called via request of a majority of the SCGSPADI. Upon receipt of such request, the Chair of the Events and Forums Subcommittee shall have seven [7] days to schedule a meeting. Said meeting must be scheduled to occur at least seven [7] days after the Chair schedules the meeting with the Subcommittee members, which shall constitute the announcement of the meeting. Under no circumstances shall said meeting occur later than twenty-one [21] days from submission of the originating request
  • Members of the Graduate School and broader University administration may be invited to speak during Events and Forums Subcommittee meetings by the Chair of the Events and Forums Subcommittee
  • Reasonable accommodations shall be provided for all Subcommittee meetings to facilitate attendance and participation of all Subcommittee members. Such reasonable accommodations shall include, but may not be limited to, provision of electronic forms of attendance and voting by Subcommittee members.
  • Members of the Events and Forums Subcommittee who are unable to attend a Subcommittee meeting in person shall be provided upon request a mechanism to enable said member to attend via digital conferencing. The votes of those in attendance via digital conferencing shall be counted in the same manner as those physically present.
  • Members of the Events and Forums Subcommittee shall have the option to vote via email if they notify the Chair of the Events and Forums Subcommittee in advance of their intention to do so. Emailed votes shall be submitted prior to the scheduled meeting in order to determine voting outcome in a timely manner.

Subsection 8: Dissolution

The Events and Forums Subcommittee fulfills a critical function of the GSPADI (programming), and shall be an integral component of the SCGSPADI and GSPADI. Members of the Events and Forums Subcommittee may be censured or removed per Article IV Section 10. The operations and procedures of the Events and Forums Subcommittee itself, as stipulated within the GSPADI Constitution and Bylaws, may only be altered (including but not limited to the dissolution of the Subcommittee) via Bylaws amendment pursuant to Article VI of the GSPADI Constitution and Bylaws.

Section 6: Establishment of additional subcommittees

The SCGSPADI shall have the ability to charge, modify the charge, and discharge standing subcommittees which further the mission of the GSPADI, pursuant to the terms and conditions of the GSPADI Constitution and Bylaws, the charges of the standing subcommittee once established, and applicable laws and University policy.

Section 7: Establishment of ad hoc subcommittees

The Speaker of the SCGSPADI, and Directors and Chairpersons of SCGSPADI standing subcommittees, shall have the authority to charge, modify, and discharge ad hoc subcommittees within their purview. Any such ad hoc subcommittee shall be:

  • charged by the Speaker of the SCGSPADI or the Director or Chairperson of a SCGSPADI standing subcommittee, whom shall be ultimately and fully responsible for any such ad hoc subcommittee formed under their authority
  • overseen by and report to the charging authority
  • charged with objectives in demonstrable furtherance of the interests of the GSPADI, in accordance with the GSPADI Constitution and Bylaws and all applicable laws and University and Graduate School regulations
  • exempt from receiving funds through GSPADI appropriations processes
  • charged with powers or privileges that in no way exceed those provided to the charging authority
  • charged with specific objectives and for a period of time not to exceed the current fiscal year in which the ad hoc subcommittee is established
    • charges of ad hoc subcommittees may be renewed under authority of the then-current SCGSPADI Speaker or charging Subcommittee Director or Chairperson

Charges for ad hoc subcommittees should document the need for the subcommittee and inform the objectives, structure, and function of the ad hoc subcommittee. Ad hoc subcommittees charged under the authority of the Speaker of the SCGSPADI may be amended or rescinded by the Speaker or via simple majority vote of the SCGSPADI.
 Ad hoc subcommittees charged under the authority of the Director or Chairperson of a standing Subcommittee of the SCGSPADI may be amended or rescinded by the Subcommittee Director or Chairperson, the Speaker of the SCGSPADI, or via simple majority vote of the SCGSPADI.

The Constitution and Bylaws of the GSPADI shall be able to be amended via deliberative process. Any SCGSPADI member or GSPADI peer-member organization may petition the SCGSPADI leadership team to propose an amendment or revision for the Constitution or Bylaws of the GSPADI. Anonymous petitions will not be accepted by the SCGSPADI leadership team for deliberation.

Any and all proposals shall be first considered by an ad hoc committee of at least eight individuals within the SCGSPADI leadership. This committee shall be chaired by the Director of Policy. Those eight individuals shall be:

  • the Director of Policy
  • the chair of the Advocacy Committee, or appointed alternate member of the Advocacy Committee
  • the Speaker of the SCGSPADI, or appointed alternate
  • the Historian of the SCGSPADI, or appointed alternate
  • two members of the Ethics Subcommittee, appointed by the Director of the Ethics Subcommittee
  • the GSR
  • the external faculty advisor (if appointed)

Deliberation shall proceed in the following manner:

  • SCGSPADI members and GSPADI peer-member organizations may file a formal petition to the SCGSPADI leadership team, which identifies:
    • The issue or current text in question and filing petitioner(s)
    • the reason(s) for which amendment to the GSPADI Constitution or Bylaws is proposed
    • proposed text of the amendment or revision, if applicable
  • when a formal petition for an amendment to the Constitution or Bylaws is filed, the ad hoc deliberative committee shall be formed
  • upon formation of the deliberative committee, the committee shall:
    • review the petition
    • assess the need and validity of the proposed amendment
    • consider any plausible ethical or legal ramifications
    • modify the text of the proposed amendment as appropriate
    • conduct a roll call vote upon the proposed amendment via simple majority of the committee membership
  • if upon completion of the deliberative process a majority of the deliberative committee votes to approve the proposed amendment:
    • the Historian shall document the deliberative procedure and preserve the amendment text, rationale, and roll call vote electronically
    • the Speaker shall:
      • coordinate with the Director of Communications to ensure the proposed amendment is publicly accessible via the GSPADI website
      • coordinate with the GSR to communicate the proposed amendment to the GSLT for feedback and establish appropriate Google form to solicit feedback from the GSPADI General Membership via open comment period
      • this open comment period shall last not less than thirty [30], and not more than sixty [60], days in duration
      • put the proposed amendment on the docket for the next meeting of the SCGSPADI following the open comment period
      • relay the proposed amendment to the SCGSPADI and GSPADI General Membership via email with appropriate links to the website and Google form
    • the deliberative committee shall collect, review, and consider all feedback from the GSLT and public feedback form
      • if feedback is substantive and it is deemed appropriate to revise the proposed amendment, the deliberative procedure may be repeated
      • if feedback supports the proposed amendment as drafted, the deliberative procedure shall terminate and the ad hoc committee shall be disbanded

The proposed amendment to the GSPADI Constitution and Bylaws shall be adopted via deliberative process by the SCGSPADI:

  • at the next meeting of the SCGSPADI following the open comment period, the Speaker shall present the amendment for discussion and vote by the SCGSPADI membership
  • following the discussion, the SCGSPADI membership may adopt the proposed Constitutional amendment via a three-quarters [3/4] majority vote of the full SCGSPADI membership
    • if the amendment under deliberative consideration amends the Bylaws of the GSPADI, the SCGSPADI membership may adopt the proposed Bylaws amendment via a two-thirds [2/3] majority vote of the full SCGSPADI membership
    • the Historian shall document the vote and outcome in the historical record of the GSPADI
    • the Director of the Ethics Subcommittee and designated members of the Ethics Subcommittee shall preside over the vote
  • if the amendment is adopted, the SCGSPADI leadership team shall implement the amendment as appropriate.

The authority of GSPADI documents shall be:

  1. GSPADI Constitution
  2. GSPADI Bylaws
  3. SCGSPADI Resolution, Policy, or Procedure
  4. SCGSPADI Leadership Team Opinion, Policy, or Procedure
  5. SCGSPADI Leadership Team Member or SCGSPADI Subcommittee Director or Chairperson Statement, Policy, or Procedure, following the order of succession.

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