Office of Graduate Affairs

GSA Constitution

Article I. Objectives and Purposes

The objectives and purposes to which the Graduate Student Association (GSA) are dedicated are as follows:

To provide a forum for discussion of issues of concern to graduate students.
To advocate for graduate student interests with Brandeis faculty and administration.
To organize, promote, and conduct activities beneficial to graduate student life.
To disseminate information of potential interest to graduate students.
To help establish, support, and assist graduate student clubs and organizations.
To appoint graduate students to university committees.
To engage and partner with the members of the Brandeis campus community.
To own and manage property and accounts that will assist in securing the above objectives.

Article II. Structure of the Graduate Student Association

Section 2.1: Membership

The Graduate Student Association consists of an executive board (also called the executive committee or E-Board) and a senate. Executive board members are elected by the graduate student body every spring semester for the following academic year. Senate members are drawn from governmental bodies within the three on campus graduate schools as well as any graduate student expressing interest and attending more than 60% of GSA meetings. All graduate students are eligible for election or appointment to the GSA, as well as to any committee, internal or external, in order to represent graduate students (with the exceptions noted below). All graduate students can participate in all activities of the GSA. These appointments will last one or two academic years, depending on position (see descriptions below); participating members must remain active students for the duration of their time in service.

Section 2.1(a): GSA Executive Board

The elected officers of the GSA Executive Board are as follows:

Co-Chairs (2) and Board of Trustees Representative

The senior leadership of the Graduate Student Association is represented by the two Co-Chairs and the Board of Trustees Representative. Each position shall be voted in through a general body election and are open to all graduate students, however the Board of Trustees Representative is a two year commitment. These three positions hold regular meetings with senior Brandeis administration over the course of their time in office.

Co-Chair 1

Chair e-board meetings.
Actively assist event initiatives, where necessary.
Provide overall support when needed for representation, duties, and implementation of initiatives.
Advocate for student voices and other graduate student concerns.
Co-responsible for the leadership of the GSA and its front-facing representatives.
Uphold the rules and regulations of the GSA constitution.
Assist and help other GSA body members when needed.
Must serve on at least one committee; committees to be announced by the GSA advisor.
Must have a meeting with the GSA advisor, Co-chair 2 and the Board of Trustees rep every other week to show progress/issues/opportunities and discuss them.
Must lead at least one event per year.

Co-Chair 2

Capture meeting minutes at all GSA meetings and send them out to all members within 24 hours after the meeting.
Actively assist initiatives or funding requests, where necessary.
Provide overall support when needed for representation, duties, and implementation of initiatives.
Advocate for student voices and other graduate student concerns.
Co-responsible for the leadership of the GSA and its front-facing representatives.
Uphold the rules and regulations of the GSA constitution.
Create and share agendas and minutes for all GSA meetings.
Assist and help other GSA body members when needed.
Must serve on at least one committee; committees to be announced by the GSA advisor.
Must have a meeting with the GSA advisor, Co-chair 1 and the Board of Trustees rep every other week to show progress/issues/opportunities and discuss them.
Must lead at least one event per year.

Board of Trustees Representative

Serves as graduate student representative on the Board of Trustees (a 2-year commitment), attending all relevant Board of Trustees meetings.
Sets agenda topics for all GSA meetings, in collaboration with the co-chairs and the GSA advisor.
Responsible for the transition between the incoming and outgoing GSA Executive Boards after elections in the spring.
Assists with orientation and leadership development of the newly elected E-Board members, in collaboration with the Office of Graduate Affairs.
Organize and help conduct GSA elections with the Office of Graduate Affairs.
Provide overall support when needed for representation, duties, and implementation of initiatives.
Advocate for student voices and other graduate student concerns to Brandeis senior administration.
Uphold the rules and regulations of the GSA constitution.
Assist and help other GSA body members when needed.
Must have a meeting with the GSA advisor and the two Co-chairs every other week to show progress/issues/opportunities and discuss them.
Must lead at least one event per year.

Director of Treasury & Organizations

Primarily responsible for setting and tracking the GSA budget.
Responsible for the management of club and organization funding requests.
- Compiles all incoming funding requests and communicates them to the entire GSA Board and/or determines funding requests below $200.
- May request an informal GSA E-Board meeting to discuss an urgent funding request, $200 or more, which needs to be discussed but cannot wait till the next official meeting.
Creates a Google/Excel spreadsheet to keep track of approved event and club funding, sharing this with the Director of Communications and the Director of Events and Marketing.
Responsible for notifying student clubs what funding is available for them throughout the year.
Works with the Director of Events and Marketing and the Director of Communications to inform the student body about the availability of funds for events and Travel and Research Grants (TRG).
- Set deadline every semester for TRG applications.
- Work with Director of Events and Marketing and Director of Communications to decide on how to respond to applications over the summer or after the deadline.
Provides a summary of GSA expenses before the end of every semester.
Must serve on at least one committee; committees to be announced by the GSA advisor.
Must have a monthly meeting with the GSA advisor to show progress/issues/opportunities and discuss them.
Must lead at least one event per year.

Director of Communications

Responsible for the development and execution of the bi-monthly GSA Newsletter. This includes communicating with different offices that work with graduate students (e.g. OEO, ISSO, BCC, DEI, and the three graduate schools) to promote their events as well.
- Newsletters must include GSA meeting minutes.
Collaborates regularly with the Director of Events and Marketing.
Communicates upcoming E-Board meetings to its members (as necessary).
Designs marketing materials for GSA original programming, including posters, brochures, photography, et.cetera. working with the assistance of the Director of Events and Marketing as a proofreader.
Works closely with the Director of Events and Marketing and the Director of Advocacy & Collaboration to market upcoming GSA events.
Must serve on at least one committee; committees to be announced by the GSA advisor.
Must have a monthly meeting with the GSA advisor to show progress/issues/opportunities and discuss them.
Must lead at least one event per year.

Director of Events & Marketing

Primarily responsible for the creation and management of engaging GSA social-media platforms.
Markets GSA or affiliate events through social media.
Works together with the Director of Communications.
- Proofreads marketing materials that the Director of Communications has created
- Collaborates with the Director of Communications with the creation of flyers, posters and other arts
Responsible for coordinating E-Board representation at GSA or GSA sponsored events.
Ensures students follow the GSA guidelines, particularly, the requirements of the socialization of their funded events, as communicated on the website utilizing the spreadsheet shared by the Director of Treasury and Organization.
Must serve on at least one committee; committees to be announced by the GSA advisor.
Must have a monthly meeting with the GSA advisor to show progress/issues/opportunities and discuss them.
Must lead at least one event per year.

Director of Advocacy & Collaboration

Promotes student engagement and involvement in the Waltham community and at the University.
Works with the GAP Advisor collaborating with Student Engagement to identify volunteer and leadership opportunities for graduate students at the University and the Waltham community.
Creates and fosters collaborations between departments on campus and with community partners.
Works closely with the GSA E-Board to ensure members’ active participation in University committees, and with the Senate to ensure fulfillment of Senate responsibilities.
At beginning of the fall semester, check in with existing GSA chartered clubs on Campus Groups to see if still active and reminder to update their information in Campus Groups.
Assists in advocating for graduate student concerns, including being the primary point person for emails received via the GSA email, raising any issues to the E-Board from said emails, and responding to the sender on how the issue will be addressed.
Represent Brandeis and the GSA at the Mass Grad Federation.
Must serve on at least one committee; committees to be announced by the GSA advisor.
Must have a monthly meeting with the GSA advisor to show progress/issues/opportunities and discuss them.
Must lead at least one event per year.

Section 2.2: Executive Board Duties

Section 2.2.1: The Duties of the Board

The Executive Board serves as the official elected governing body of the Graduate Student Association, all graduate student clubs, and of all graduate students at Brandeis University.
The GSA Executive Board and the Senate shall require all officers and senators to comply with all provisions of this constitution. It is the role of the GSA and the Senate to form committees as per the work requirements and ensure the effectiveness of individuals and committees within the GSA.
The GSA Executive Board shall have authority over matters pertaining to the activities of the GSA or any committee thereof, as determined by a majority vote.
The GSA Executive Board is responsible for filling positions requiring graduate student representation on University Committees.
- Each E-Board member shall serve on one committee, and is responsible for finding other representatives to serve on the remaining committees. Non E-Board members do not have to attend GSA meetings, but the E-Board member who found them must gather information regarding their committee prior to GSA meetings.
- Each GSA meeting includes time to hear updates from University committee representatives.
The GSA Executive Board is responsible for reporting the disbursement of the budget money, each semester, to the GSA Senate or other student clubs based on an E-Board approved requisition. The Executive Board, in collaboration with the Office of Graduate Affairs, may identify and appoint individuals to fill additional positions as necessary.
The Executive Board reserves the right to charter or recognize graduate student clubs and organizations, and to grant said chartered clubs’ funding requests.
Executive Board members are expected to regularly attend all GSA meetings and the GSA retreat/orientation at the beginning of the fall semester. All the members are required to attend at least 60% meetings of all GSA meetings and events. Failure to attend without a genuine reason may be cause for the loss of their position.
E-Board members must maintain consistent communication via meetings and university sanctioned forms of communication with the GSA advisor and each other.
Executive Board members will be compensated at a rate of $18 per hour, from the GSA budget, for their work and attendance at GSA and University committee meetings or to the maximum of the hours approved by the E-Board. All other time spent related to the position duties will not be eligible for additional hourly pay through the GSA budget. Any changes to this payment structure must be voted for and approved by the standing Executive Board members or at the discretion of the GSA advisor.

Section 2.2.2: Required Training

All E-Board members must complete Responsible Reporter training offered by the Office of Equal Opportunity.

Section 2.3: GSA Senate

Section 2.3.1: Duties of Senators

The GSA Senate shall operate as a sub-committee to the GSA Executive Board. With powers vested by the GSA Board, the GSA senate serves as a representative body for graduate students at Brandeis University.
Elected senate members shall serve for a one year term during the academic year, with the option to continue during the summer, and shall represent the GSA at their respective schools, gather information, and report to the GSA E-Board and Senate.
Elected senators are encouraged to attend the GSA retreat, at the beginning of the fall semester.
Senators are required to attend at least 60% of GSA meetings and events. Failure to attend without a genuine reason may be cause for the loss of their position.
Senators shall attend the GSA E-Board meeting on a monthly basis. If more meetings are required, they can convene them.
Senators shall report all information/key issues regarding their respective schools and/or University committees roles.
Senate members will be compensated at a rate of $15 per hour, from the GSA budget, for their work at respective schools and attendance in meetings and events, or to the maximum of the hours approved by the GSA E-Board. Senators may be compensated up to three hours per week. All other time spent related to the position duties will not be eligible for additional hourly pay through the GSA budget. Any changes to this payment structure must be voted for and approved by the standing Executive Board members.

Section 2.3.2: Senate Structure

The GSA Senate shall consist of students (Senators) from each of the three graduate schools at Brandeis University. Senators representing each graduate school are nominated by each school’s staff program advisors in order to be most representative of the community, at large, for a one-year term.

Membership includes:

1 GSAS representatives from the sciences
1 GSAS representative from the social sciences, humanities, or arts.
1 Heller representative
1 International Business School representative.

Any other active graduate student with regular attendance at Senate meetings and/or involvement in university-wide or GSA-related committees may participate as a Senator, but does not receive payment for their role and does not have voting privileges.

Section 2.4: University Committee Representatives

University Committee Representatives (Representatives) are graduate students from any school at Brandeis University who sit on various Committees on campus in order to represent the voice and perspectives of graduate students.
Executive Board members are also required to sit on at least one University Committee. Information from committees can be relayed to the rest of the E-board either in meetings or in the spreadsheet of meeting minutes.
Senators may also become University Committee Representatives by serving on at least one committee and abiding by the rules and regulations set forth in section 2.4.
Representatives represent the concerns of their constituencies to the committees they sit on.
Representatives communicate the proceedings of committee meetings to the GSA Executive Board, Senate, and constituencies.
Although Representatives bear particular responsibilities to the graduate students of their division, they shall primarily represent the interest of the graduate student body at large. Representatives are encouraged to attend all GSA meetings.

Section 2.5: Meetings

Section 2.5.1: GSA Executive Board Meetings

Meetings of the GSA Executive Board shall be held at the Graduate Student Center or other assigned location a minimum of once a month, unless otherwise directed by the Executive Board. Additional meetings may be scheduled by vote of the Executive Board or at the discretion of the Co-Chairs or Board of Trustees Representative.
Decisions in the GSA and at GSA meetings shall be approved through a majority vote. In the case of a tie, the GSA advisor shall determine an outcome.
A quorum for the Executive Board is defined as the presence of at least five voting E-Board members, and must be satisfied in order to allow the Executive Board to take official actions.
Meetings may be canceled by prior vote of the Executive Board or at the discretion of the Co-Chairs or Board of Trustees Representative.
Agenda items are solicited from Executive Board members and set by the Board of Trustees Representative.
All the GSA Executive Board meetings’ minutes will be saved by the Co-Chair 2 on the official GSA google drive folder. Reporting format will require the summary of the meeting, list of attendees, and future items to accomplish. Other fields or information may be included at the discretion of the Director of Communications.
All meeting minutes shall be made public to the graduate student body and the link to all official GSA Executive Board meetings’ minutes must be sent to the graduate student body via the monthly GSA Newsletter, by the Director of Communications.

Section 2.5.2: Senate Meetings

Meetings of the GSA Senate shall happen at least monthly, usually combined with the GSA E-board.
If a Senator wants to add an item to the agenda, they need to notify the co-Chairs at least 48 hours in advance of the next meeting.
A motion may be proposed (and seconded) by any Senator. Any duly seconded motion shall be passed upon receiving the affirmation of a majority of the members present or shall be otherwise defeated. Each Senator may cast one vote. University Committee Representatives who are not sitting Senators cannot vote in the Senate, unless they have satisfied the 60% participation rate to be recognized as a senator with regular attendance.

Section 2.6: Role of Office of Graduate Affairs

The Office of Graduate Affairs shall act as a liaison between the Graduate Student Association and the university administration and faculty. In addition, this office will serve in an advisory capacity to the GSA.
The GSA advisor has a duty to remain unbiased on graduate student issues and best serve the reasonable requests and motives of the members of the Graduate Student Association as a university-wide advocate. Thus, this representative is not provided any voting privileges, except while serving as a tie-breaker.
In addition, the GSA advisor is required and committed to provide a "safe space" for graduate students, in which students’ opinions and/or feedback about the university or its members remain private and that core issues are advocated for on behalf of the graduate students, to protect anonymity and the truest essence of freedom of expression. However, this role is not a confidential role, so if there is any violation of federally protected categories, the GSA advisor will report said violation to OEO.
The Office of Graduate Affairs will also help GSA in fundraising and resource mobilization for GSA activities.

Article III. Election Procedures

Section 3.1: GSA Executive Board Elections

Section 3.1.1: Election Period and frequency

Students must contest for positions, and be elected, to serve on the GSA E-Board.
Elections shall be held once every academic year, during the spring semester, to replace all relevant Executive Board members.

Section 3.1.2: Elections Guidelines

A description of all positions up for election shall be distributed to the entire graduate student body, at least one week before the beginning of nominations.
There shall be a self-nomination period, for a duration of at least one week before the voting period.
The voting period must be for at least one (1) week.
Each candidate may only apply or run for a maximum of two positions.

Section 3.1.3: Elections Process

Call for expression of interest for GSA positions will be launched by the Office of Graduate Affairs, thereby beginning the nomination period.
Students would have at least one week to express their interest by completing self-nomination forms.
The outgoing Executive Board would review applications of prospective GSA members to narrow down to five candidates for each position (6 for Co-Chair) and should have no more than three students per school represented as a final candidate for each role.
Students qualified for the positions will be eligible to share one announcement on the GSA Facebook and Instagram pages, 24 hours prior to the official election period.
If candidates get winning votes on multiple seats, candidates will make a decision within 24 hours regarding the position they want to keep. The runner-up of the position they did not pick will then be notified to serve in that position.
Within four days after the voting deadline, and once candidates confirm positions, the Office of Graduate Affairs shall announce results to the entire graduate student body.
There will be a combined meeting with both the newly elected E-Board members and current members within two weeks after the election.

Section 3.2: GSA Senate Appointments

Section 3.2.1: Appointment Period

Nominations shall be held once every academic year, during the fall semester, to replace all relevant Senators or other university wide committee positions.

Section 3.2.2: Selections Process & Guidelines

Student leader staff advisors within each graduate school are primarily responsible for nominating Senate representative(s) based upon who they believe is the best student to represent their cohort (school).
- These selections should ideally come from established cohorts of elected student leaders (i.e. IBSSA, HSA, GDR). However, discretion is given to individual program specific advisor(s) to select a student they determine will best represent their cohort.
A description of the position shall be distributed to the entire graduate student body by each schools’ governing body at each respective school.
The leadership clubs shall create one position during their membership election period titled “Graduate Student Association Senator.”
The elected GSA Senator will start their role in the fall.
GSA Senators shall assist GSA in all its activities, including event planning and bridging their respective schools to the wider graduate community.

Article IV. GSA Code of Conduct

Section 4.1: Expected Behavior

All GSA E-Board members and Senators must address others with respect and dignity, and shall not discriminate (against fellow E-Board members, staff, faculty, or other student body members) based on any federally protected category. All GSA E-Board members and Senators are expected, as members of the Brandeis community, to abide by Brandeis guidelines outlined in Rights and Responsibilities. The GSA Code of Conduct is in addition to Rights and Responsibilities, particularly Section 2.10.

To maintain the proper functionality of the GSA and to advocate for the rights of graduate students, each GSA member is expected to:

Maintain cordial communication with other members of the Executive Board and Senate, as well as with any other student, staff, or professor within the university. Therefore, avoid using a slur, nickname, or offensive expression. Refrain from generating or spreading gossip about students’ lives.
Attend at least 60% of the meetings established in their job description.
Comply with the requirements of each position and with the direct instructions given by the GSA advisor.
Respect the working hours of the other members.
Represent, at all times, the values and qualities of a good leader, aspects of which will be discussed during the fall retreat/orientation.
Respect the functions and tasks of each member of the Executive Board, which implies high responsibility to share feedback and other areas of opportunity for improvement.

Section 4.2: Procedures for Unwelcome Behavior

If there is a moment of discomfort, each member has a personal responsibility to take the time necessary to be able to re-engage in a respectful conversation that leads to optimal solutions.
Communication, at this stage, must be in writing using only University-sanctioned platforms.
In the event that an agreement cannot be reached at a time of discomfort, the members of the Executive Board must go to the GSA advisor for an impartial opinion in this regard.
The failure to comply with the behavioral expectations may lead to a member’s removal by following the procedure established in sections 5.1 and 5.2.

Section 4.2: Interim Restrictions

In the event of a violation of the GSA Code of Conduct or Brandeis’ Students’ Rights and Community Standards, the GSA advisor plus another impartial staff member reserves the right to impose interim restrictions, including temporary removal from office. If necessary, the GSA advisor can call upon an impartial staff member to aid in the pursuit of an optimal solution, such as a representative from the Office of Equal Opportunity, the Ombuds, or any other university community member.

Article V. Removal from Office

Section 5.1: Removing Office Members of the GSA E-Board and Senate

Section 5.1.1: Motion of Removal

It shall be the right of any Senator or Executive Board member to set forth a motion to remove an Executive Board or Senate member from Office, if:
- The member’s behavior is deemed grossly detrimental to the function of the GSA by violating the GSA Code of Conduct.
A motion for removal shall cite specific charges, in writing, against the Executive Board or Senate member.
The GSA advisor shall be present as an unbiased mediator.
An Executive Board member or Senator can be removed from Office by a three-fourths (75 percent) majority vote of the other members of the Executive Board and Senate Representatives.

Section 5.1.2: Motion of Removal

It shall be the right of any Senate member or Executive Board member to move forth with a motion to remove an Executive Board or Senate member from Office, should it follow these guidelines:
- The member’s behavior is deemed grossly detrimental to the function of the GSA by violating the GSA Code of Conduct.
- A motion for removal shall cite specific charges, in writing, against the Senate member.
- The GSA Advisor shall be present as an unbiased mediator.
An Executive Board member can be removed from Office by a two-third (66.6 percent) majority vote of all other members of the Senate & Executive Board.

Section 5.1.3: Right to Appeal Removal

Upon successful vote for removal from office, the individual may appeal the decision within five business days of the vote. Appeals will be submitted and heard by the GSA advisor, as well as one other neutral staff member. The GSA advisor will review the appeal against the grounds of the removal for Office and make final determination within 10 academic days. Grounds for removal should be based upon issues of student conduct or breach of the GSA Constitution.
If the removal is of an Executive Board member, the remaining E-board is then required to replace the officer by a majority vote.
If the removal is of a Senator, the Leadership club at the appropriate school is then required to replace the senator by a majority vote (ideally from their pool of current members).

Article VI. Clubs and Organizations

Section 6.1: Delegated Power to Charter New Graduate Student Clubs

The Office of Graduate Affairs has delegated the authority to charter or recognize new graduate student organizations to the GSA Executive Board. Such groups can apply for recognition from the GSA. In making these determinations, the Executive Board will consider the accuracy and descriptiveness of the club’s name, the openness of the proposed club to all members of the Brandeis graduate student community, and the need to encourage diversity among Brandeis clubs and accountability for club financial transactions. Upon this review, the GSA will ensure that new clubs are unique and distinctive from other existing organizations.

Section 6.1.1: Benefits

Recognized clubs receive the following benefits:

Inclusion in Brandeis club listings.
Ability to reserve spaces on campus.
Use of the Brandeis name in association with the name of the club/organization.
Access to funding through the Graduate Student Association.

Section 6.2: Requirements for Membership

Clubs may receive recognition by completing the appropriate steps outlined on the GSA website. Recognition is valid for the remainder of the academic year in which application is approved. A club is required to have active leadership on an annual basis to remain active, requiring confirmation of the status of the club to the GSA Director of Advocacy. Any club that does not have active representation will be removed from the official recognized list, found in Campus Groups.

Article VII. Issues of Concern

An item or issue of concern can be brought to the attention of the GSA Executive Board by any member of the GSA, or any graduate student at Brandeis University. GSA Co-chair 2 then adds this item to the next Executive Committee meeting's agenda. During this meeting, appropriate action and relevant participants will be decided. If any Executive Board member deems a certain action is appropriate on any issue, and seeks to take action, the said member must first inform the rest of the Executive Board of this intent or action. This action must pass a majority vote of the Executive Board so that the action be taken in the name of the GSA. In the circumstance that an individual or entity requires a confidential space to express a concern, that concern should be brought to the GSA advisor, the Assistant Dean of Graduate Affairs, the Office of the Dean of Students or the University Ombuds.

Article VIII. Amendments to the Constitution

Amendments to the constitution must be approved by three-fifths (60 percent) of the Executive Board at the next scheduled Executive Committee meeting, and by three-fifths (60 percent) of Senators present. If any graduate student at Brandeis wants to make amendments to the GSA Constitution, the said graduate student has to notify any member of the Executive Board and that request will appear on the next GSA agenda.

A thorough review and subsequent edits of the constitution may occur every summer, at which point the GSA Advisor and the Board of Trustees representative mutually agree upon any changes made.