The Governing By-laws of the University System of Maryland Student Council

BY-LAWS OF THE UNIVERSITY SYSTEM OF MARYLAND STUDENT COUNCIL

ADOPTED: SEPTEMBER 2015
SECTION 1: DEFINITIONS
A.

In these by-laws, student government association means an institutions undergraduate

student government association or the most functionally equivalent undergraduate body
on that campus.

B.

In these by-laws, graduate student association means an institutions graduate student

association or the most functionally equivalent graduate and professional studies student
body on that campus.

C.

In these by-laws, constituent organization means all student government associations and
graduate student associations in the University System of Maryland as defined by these
by-laws.

D.

In these by-laws, student body president means the president of the undergraduate
student government association, or of the functionally equivalent organization.

E.

In these by-laws, graduate student president means the president of the graduate student
association, or of the functionally equivalent organization.

SECTION 2.1: APPOINTMENT PROCESS

A.
1.

The appointment process shall be conducted as follows:

Each degree granting institution will have two (2) representatives on the
University System of Maryland Student Council (Council), casting one
(1) institutional vote. Regional Centers may obtain membership and voting
rights in the Council pursuant to Section I.A.i of the Constitution of the
Council.

2.

The undergraduate student body president and, where applicable, the graduate
student body president of each institution shall be appointed to the Council for a
one (1) year term beginning on July 1st.

3.

The undergraduate student body president and, where applicable, the graduate
student body president, may designate an appointed or elected member of their
student government association or graduate student association to serve in their
place on the Council.

4.

At institutions lacking a graduate student association or equivalent organization,

the undergraduate student body president shall have the power to designate a

The Governing By-laws of the University System of Maryland Student Council

second undergraduate representative of that institution to the Council, so long as
that individual is an elected or appointment member of the student government
association.

B.

5.

The undergraduate student body president and, where applicable, the graduate
student association president shall notify the Chair of the Council and the Vice
President for Student Affairs of the Institution, or equivalent, of the name and
contact information of the student that he/she has appointed to serve on the
Council if he/she does not wish to serve on the Council, no later than August 1st.

6.

The undergraduate student body president shall, pursuant to clause 3 of this

subsection, notify the Chair of the Council and the Vice President for Student
Affairs of the Institution, or equivalent, of the name and contact information of
his/her designee of the second representative of that institution to the Council.

The Council shall notify each University System of Maryland undergraduate and
graduate student body president, each graduate student president, and institution president
or regional center executive director by June 1st:
1.

That the student body president, and, where applicable, the graduate student
president will be automatically appointed as the representatives to the council for
the subsequent academic year.

2.

Of the requirements for the designation of other students to the Council if desired
by the appointee, or in the absence of a graduate student association, the
appointment of a second undergraduate student.

C.

The institutions and regional centers that have been approved for membership in the
succeeding year are to submit the names and addresses of the new representatives to the
Council President by August 1st.

D.

The Student Regent will be an ex-officio member of the Council without voting
privileges.

SECTION 2.2: ABSENTEE VOTING

A.

In the absence of one (1) representative, the attending representative will cast the
institutional vote or regional center vote, unless an Executive Session is called.

B.

In the event of a vacancy in the Council through death, resignation, removal, or other
cause, the affected institution or regional center shall appoint a successor, as soon as
possible, to fill the vacancy for the remainder of the term. Until a successor has been
named, the Council President may exercise appointment powers outlined in Section XI.B
of the Constitution of the Council.

The Governing By-laws of the University System of Maryland Student Council

C.

Absentee votes will not be allowed.

SECTION 3.1: EXECUTIVE OFFICERS AND DUTIES

The Council will have three Executive officers, which shall comprise the executive board: a
President, a Vice President for Undergraduate Affairs, and a Vice President for Graduate Affairs.
At the conclusion of their term in office, the outgoing executive board will create a summary
report on issues and activities for the Student Council files and for the use of the incoming
executive board. In addition, each officer has specific duties as follows:
A. The President will:
1.

Call and preside over all meetings of the Council;

2.

Prepare and distribute the agenda prior to all meetings;

3.

Appoint Council directors beginning on July 1st, and present for confirmation
by a majority of the full Council no later than the first official meeting;

4.

Oversee and manage the Council directors and call and preside over
executive cabinet meetings at least once every other month;

5.

Have final approval authority over the activities of the directors as they
relate to the execution of their position;

6.

Appoint, with majority approval, the chairperson of all ad-hoc committees

created by the Council and serve as an ex-officio member of each committee;

7.

Report to the Chancellor and Board of Regents at least twice each semester,
and attend meetings of the Chancellor's Council and the Board of Regents;

8.

Submit a schedule of all meetings to the Council by August 1st;

9.

Appoint all student representatives to System-wide committees;

10.

Maintain regular contact with representatives to ensure the ready flow of

information from the Council to the institutions;

11.

Notify all institutions and regional centers approved for membership the
succeeding academic year by June 1st to submit to the President the names and
addresses of their new representatives;

12.

Submit a budget for approval by the Council no later than the first Council
meeting;

The Governing By-laws of the University System of Maryland Student Council

13.

Submit a supplemental budget as necessary for approval by the full Council at his/
her discretion.

B. The Vice President of Undergraduate Affairs will:

1.

Assume the duties of the President during his/her absence or disability if the
chairperson is a graduate student until such time that a new election pursuant to
these by-laws can be held;

2.

Present to each University System of Maryland undergraduate student

government association on the role and goals of the Council;

3.

Assist the Executive Cabinet in attaining support for Council initiatives from
each constituent organization;

4.

Manage the participation of constituent organization System-wide initiatives

5.

Preside over the Undergraduate Affairs Committee;

6.

Prepare and distribute the agenda for the Undergraduate Affairs Committee
meetings prior to all meetings.

7.

Report the activities of the Undergraduate Affairs Committee to the full Council
at each meeting.

8.

Maintain records of the activities of the Council throughout the year; and;

9.

Meet monthly with the Senior Vice Chancellor of Academic Affairs

10.

Attend at least one (1) student government association meeting for each
University System of Maryland institution per semester.

11.

Visit and meet with the undergraduate student council president of each
institution at least once a semester

12.

Inform appropriate student leaders of the student regent position and actively
recruit student regent applicants

C. The Vice President of Graduate Affairs will:

1.
Assume the duties of the President during his/her absence or disability if the
chairperson is an undergraduate student until such time that a new
election pursuant to these by-laws can be held;
2.

Present to each University System of Maryland graduate student

government association on the role and goals of the Council;

3.

Assist the Executive Cabinet in attaining support for Council initiatives from
each constituent organization;
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The Governing By-laws of the University System of Maryland Student Council

4.

Manage the participation of constituent organization System-wide initiatives

5.

Preside over the Graduate Affairs Committee;

6.

Prepare and distribute the agenda for the Graduate Affairs Committee
meetings prior to all meetings.

7.

Report the activities of the Graduate Affairs Committee to the full Council
at each meeting.

8.

Maintain records of the activities of the Council throughout the year; and;

9.

Meet monthly with the Senior Vice Chancellor of Academic Affairs

10.

Attend at least one (1) graduate student association meeting for each
University System of Maryland institution per semester.

11.

Visit and meet with the graduate student council president of each institution
at least once a semester

12.

Inform appropriate student leaders of the student regent position and actively
recruit student regent applicants

SECTION 3.2: Directors and Duties

The Council will have directors to coordinate efforts in selected areas. Each director serves as a
member of the Executive Board Cabinet, has the opportunity to select a Deputy Director for their
respective positions to serve as assistants after confirmation by the Councils Executive officers,
and has specific duties as follows:
A. Director of Communications and Marketing will:
1.

Create and/or maintain accurate media and publicity lists pertaining to issues of
importance to the Council, including, but not limited to, media sources of all
University System of Maryland schools active in the Council (newspapers, radio
and television stations, web-page coordinators, and student government
associations);

2.

Compose and distribute press releases regarding Council events, news and
updates;

3.

Maintain the social media platforms of the Council including, but not limited to,
Facebook, YouTube, and Twitter;

4.

Collaborate with each System Student Government Association and Graduate

Student Association in the management of System-wide campaigns;

The Governing By-laws of the University System of Maryland Student Council

5.

Aid the executive cabinet in the execution of their duties;

6.

Serve non-voting ex-officio in meetings as directed by the President and take

minutes at those meetings;

7.

Serve as a member of the Executive Cabinet;

8.

Provide an executive report on activities at each Council meeting; and,

9.

Perform such additional duties as the President may request.

B. Director of Governmental Affairs will:

1.

Perform research and inform Council members about federal and state
legislative matters of interest to students;

2.

Coordinate a continuous System-wide advocacy campaign focusing on higher

education funding and affordability;

3.

Serve as the chief student advocate to the Maryland General Assembly and to
the Executive Branch of Maryland;

4.

Assist Council members in contacting state officials in an appropriate and

effective manner;

5.

Ensure that appropriate student testimony is provided at hearings on legislation

of interest to students and at all appropriate budget hearings;

6.

Coordinate a System-wide advocacy day;

7.

Collaborate on a regular basis with the Vice Chancellor for Government

Relations;

8.

When permissible, attend State Relations Council meetings;

9.

Organize a meeting between the Council and the Governor of Maryland before
the end of the fall semester;

10.

Ensure that a presentation on grassroots organizing is provided to the Council by

the end of the fall semester;

11.

Serve as a member of the Executive Cabinet; and,

12.

Perform such additional duties as the President may request.

The Governing By-laws of the University System of Maryland Student Council

C. Director of Finance and Management will:
1.
Act as the chief financial officer of the Council;
2.

Take necessary actions to receive funding for the Council;

3.

Maintain records of all Council financial transactions consistent with state

accounting procedures and submit monthly reports to the Council; Collaborate
with the appropriate representative in the University System of Maryland Office
in the procurement or attainment of any product or service needed by the Council;

4.

Issue preliminary recommendations on any appropriation to the executive board;

5.

Issue fiscal impact statements on all Executive Board and Council actions;

6.

Serve as a member of the executive cabinet; and,

7.

Perform such additional duties as the President may request.

D. Director of Student Affairs will:

1.

Serve as the Student Council liaison to the Office of the Vice Chancellor for
Academic Affairs on issues related to student affairs policy and other matters;

2.

Attend committee meetings of the Board of Regents when student affairs issues
are being considered to represent the Student Council;

3.

Bring to the attention of the Student Council issues related to student affairs,
including issues pertaining to dining, housing, transportation and parking, Greek
life, athletics and campus recreation, civic engagement, and health and wellness;

4.

Serve as a liaison to the Vice Presidents for Student Affairs when appropriate;

5.

Serve as a member of the executive cabinet; and,

6.

Perform such additional duties as the President may request.

E. Director of Diversity and Inclusion will:

1.

Serve as the Student Council liaison to the Office of the Vice Chancellor for
Academic Affairs on the issues related to diversity policy and other matters;

2.

Attend meetings of relevant committees of the Board of Regents to represent the

Student Council's interest in diversity issues;

The Governing By-laws of the University System of Maryland Student Council

3.

Bring to the attention of the Student Council issues related to diversity and
diversity initiatives;

4.

Serve as a member of the executive cabinet; and,

5.

Perform such additional duties as the President may request.

SECTION 3.3: EXECUTIVE CABINET

The executive cabinet shall be composed of each of the Officers and each of the Cabinet
Directors and shall meet at least every other month during each semester.

SECTION 4: STANDING COMMITTEES

The Council shall maintain standing committees in specified areas:
A. Graduate Affairs Committee
1.

The membership of the Graduate Affairs Committee shall be comprised of

the graduate students on the Council;

2.

The Committee shall be chaired by the Vice President of Graduate Affairs;

3.

The Committee shall have jurisdiction over all legislation specifically

affecting graduate students;

4.

The Committee shall be charged with conducting oversight and drafting

legislation regarding relevant University System policies, procedures, and
programs;

5.

The Committee shall meet during each full Council meeting and, additionally, at
the discretion of the Vice President for Graduate Affairs;

B. Undergraduate Affairs Committee

1.

The membership of the Undergraduate Affairs Committee shall be

comprised of the graduate students on the Council;

2.

The Committee shall be chaired by the Vice President of Undergraduate Affairs;

3.

The Committee shall have jurisdiction over all legislation specifically

affecting undergraduate students;

The Governing By-laws of the University System of Maryland Student Council

4.

The Committee shall be charged with conducting oversight and drafting

legislation regarding relevant University System policies, procedures, and
programs;

5.

The Committee shall meet during each full Council meeting and,
additionally, at the discretion of the Vice President for Graduate Affairs;

C. Executive Board Cabinet Committees

1.

The five (5) directors of the Executive Board Cabinet shall serve as Chair of their
respective committees.

2.

Deputy Directors will serve as committee secretaries for their respective

committees.

3.

Each Executive Board Committee shall be comprised of at least three (3) Student
Council non-Executive Board members with at least twenty-five percent (25%) of
the committee membership being students on the Graduate level.

4.

Executive Board Cabinet Committees shall meet every Council meeting

and each Director shall report on the findings and communications of the
committees actions.

SECTION 5: ELECTIONS
A.

Election of officers will be held at the last meeting of the Council calendar year.
Nominations for officers shall be open at least a month prior to the last meeting of the
Council, when the elections will be held for the succeeding year.

B.

The outgoing President will plan and execute the election of new officers. The outgoing
President will, with the assistance of the advisor, tally the votes and announce the new
officers immediately after the balloting.

C.

The Student Regent will assume the duties of the outgoing President if the President is a
candidate for any position.

D.

Candidates for elected office must be current or committed incoming members of the
Council and students in good standing, with plans to stay enrolled in the University
System of Maryland and active in the Council during the following fall and spring
semesters. Council members who are candidates will retain voting rights during the
election.

E.

Voting will be by secret ballot.

The Governing By-laws of the University System of Maryland Student Council

F.

New officers will be determined by simple majority and will serve for a one (1) year
term. The new officers will be sworn in during the last meeting of the Council and will
take office on July 1st until the duration of their term on June 30th of the following
calendar year.

SECTION 6: MEETINGS
A.

The Council will meet, at a minimum, during the months of September, October,
November, December, February, March, April, and May. A schedule of all meetings will
be voted on by September 20th.

B.

Special meetings, including meetings over the summer term and winter break, may be
called by the Council President or upon petition of a simple majority of the Council
membership. At least ten (10) days notice is required for such meetings to be official.

C.

An Executive Session (a closed meeting) may be called by a simple majority vote of the
representatives present. The Student Regent and the advisor may or may not be requested
to attend, as determined by the representatives.

D.

A majority of institutions and regional centers represented will constitute a quorum.

E.

Meetings will be open to all interested persons unless an Executive Session is called.

F.

The Council will follow the procedures for handling unexcused absences as set forth in
Section V of the Constitution.

SECTION 7: PARLIAMENTARY PROCEDURES

The Council shall develop standing rules to govern the introduction and enactment process for
resolutions and bills. The most recent edition of Robert's Rules of Order will govern Council
meetings for all questions outside of the scope of the standing rules, by-laws, and Constitution.
SECTION 8: AMENDMENT PROCEDURES
Amendments to the Student Council Bylaws must receive a two-thirds majority of the quorum
present for passage. Members must receive copies of the proposed amendment(s) to the Bylaws
at least ten (10) days prior to the meeting when the vote shall take place. The date on the
Constitution and Bylaws shall be changed whenever an amendment is made to the document.

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