Office of Graduate Affairs

GSA Constitution

Article I. Objectives and Purposes

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

To provide a forum for discussion of issues of concern to graduate students.
To advocate for graduate student interests before Brandeis faculty and administration.
To organize, promote, and conduct activities beneficial to graduate student life.
To disseminate possible information of interest to graduate students.
To establish, support, and assist graduate student clubs and organizations.
To appoint graduate students to faculty and 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 shall consist of elected graduate students. All graduate students are eligible for appointment to the GSA board and any committee, internal or external, that provides for representation by graduate students and to participate in all activities of the GSA.

Section 2.1(a): GSA Executive Board

The elected officers of the GSA Executive Board (Executive Board, E-Board, The Committee, The Executive Committee) shall be:

Co-Chairs (2) and Board of Trustees Representative

The senior leadership of the Graduate Student Association is represented by 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
Meet, weekly, with the Director of Events & Marketing to measure progress of the department’s goals and actively assist this department director’s 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.
Be in frequent contact or communication with the campus graduate student body.
Assist and help other GSA body members when needed.
Must serve on at least one committee; committees to be announced by the faculty advisor (GSA Advisor).

Co-Chair 2

Capture meeting minutes at all GSA meetings and send them out to all members within 24 hours after the meeting.
Meet weekly, with the Director of Treasury & Organizations and to measure progress of the department’s goals and actively assist this department director’s 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.
Be in frequent contact or communication with the campus graduate student body.
Assist and help other GSA body members when needed.
Must serve on at least one committee; committees to be announced by the faculty advisor (GSA Advisor).

Board of Trustees Representative

Create and share meeting agendas; works with Advisor and E-board Members to set agenda topics for all GSA meetings.
Responsible for the smooth transition of the Graduate Student Association Executive Board to new ones at the start of the year.
Assists with orientation and leadership development, along with the Office of Graduate Affairs to newly elected E-Board members.
Meet weekly, with the Director of Communications and Director of Advocacy & Collaborations to measure progress of each department’s goals and actively assist these two department directors in all their initiatives, where necessary.
Organize and help conduct 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.
Uphold the rules and regulations of the GSA constitution.
Assist and help other GSA body members when needed.
Eligible to serve as graduate student representative on the Board of Trustees (must be 2-year commitment).
Must serve on at least one committee; committees to be announced by the faculty advisor.

Director of Treasury & Organizations

Primarily responsible for setting and tracking the GSA budget.
Responsible for the management of club and organization funding requests.
Compile all incoming funding requests and communicate them to the entire GSA Board and/or determining funding requests below $200.
May request an informal GSA Board to discuss an urgent funding request, $200 or more, which needs to be discussed but cannot wait till the next official Board meeting.
Facilitate additional funding requests, including GSA Executive Board members as needed.
Responsible for constantly informing and communicating with graduate student clubs, at all 3 graduate schools, so that they are aware that they can request funding from GSA as well as providing them with the form necessary to complete their requests.
Compile and report department progress/issues/opportunities at monthly E-Board meetings.
Must serve on at least one committee; committees to be announced by the faculty advisor.
Report to Co-Chair 2, through 1-on-1 weekly meetings

Director of Communications

Primarily responsible for the management of GSA social-media platforms.
Responsible for the development and execution of the bi-monthly GSA Newsletter.
Communicate upcoming meetings (as necessary).
Market GSA or affiliate events through social media and other forms of communication.
Responsible for designing marketing materials for GSA original programming, including posters, brochures, photography, and more.
Must work closely with the Director of Events & Marketing and the Director of Advocacy & Collaboration to market upcoming GSA events.
Monitors and updates GSA web pages.
Ensure and guide Executive Board members to follow Social Media procedures for GSA.
Compile and report department progress/issues/opportunities at monthly E-Board meetings.
Must serve on at least one committee; committees to be announced by the faculty advisor.
Report to the Executive Advisor, through 1-on-1 weekly meetings

Director of Events & Marketing

Responsible for overseeing and directing all GSA event planning, including coordinating E-Board representation at events.
Come up with creative event ideas, with the collaboration/support of the GSA E-Board.
Work closely with the Director of Communications to get the necessary event poster designs as well as spreading awareness about upcoming events.
Work with the Director of Collaboration to identify collaborative opportunities with other student clubs or departments on campus, or neighboring universities.
Compile and report department progress/issues/opportunities at monthly E-Board meetings.
Must serve on at least one committee; committees to be announced by the faculty advisor.
Report to Co-Chair 1, through 1-on-1 weekly meetings

Director of Advocacy & Collaboration

Responsible for taking initiative to ensure the GSA has a prominent and positive image at Brandeis University.
Responsible for ensuring that graduate students and student clubs are aware of GSA’s existence and the role of the GSA.
Key point of contact for graduate student clubs; help them to organize events by developing linkages and connecting to relevant people and ensure clubs follow Club Handbook.
Creates and foster collaborations between departments on campus and community partners.
Work closely with the GSA Board, to ensure their active participation and fulfillment of senate responsibilities.
Work with the Director of Events & Marketing to organize collaborative events with other student clubs or campus departments.
Explore collaboration with groups and departments for potential partnerships.
Assist in advocating for graduate student concerns.
Represent Brandeis and the GSA at the Mass Grad Federation.
Compile and report department progress/issues/opportunities at monthly E-Board meetings.
Must serve on at least one committee; committees to be announced by the faculty advisor.
Report to the Executive Advisor, through 1-on-1 weekly meetings

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 (GSA), 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 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.
All Executive Board members are required to hold weekly rotating office hours totaling two hours per week.
Executive Board members are expected to regularly attend all GSA meetings and the GSA retreat at the beginning of the fall and spring semesters, as well as maintain consistent communication via meetings and email/phone contact with the GSA advisor. 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.
Executive Board members will be compensated at a rate of $15 per hour, from the Graduate Student Association budget, for their regular office hours and attendance at monthly GSA meetings or to the maximum of the hours approved by The Committee. Committee members may be compensated up to 3 hours per week. All other time spent related to the position duties will not be eligible for additional hourly pay through the Graduate Student Association 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.
The GSA Senate shall act as an advisory board to the GSA Executive Board. With powers vested by the GSA, the GSA senate serves as a representative body for graduate students at Brandeis University. Senators are invited and encouraged to attend the GSA retreat at the beginning of the fall and spring semesters.

Section 2.2.2: Diversity and Inclusion Training

All E-Board members must address others with respect and dignity, and shall not discriminate (against Board Members, Staff, Faculty, student body members) based on race, ethnicity, religion, or gender. Anyone found violating this clause shall be expelled from the organization, according to the procedures described within Section 4.1.1: Motion of Removal. If the member is voted out, the position shall be filled by a former runner-up in the election, or someone elected by the current Board if the runner-up is unwilling to take the position.
All E-Board members must complete Bystander Training, or a Diversity, Equity, and Inclusion Training once annually as recorded by the Office of Prevention Services and the Office of Diversity, Equity, & Inclusion. Failure to comply will result in club de-chartering and de-recognition.

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 1-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 and to the Senate.
Elected senators are required to attend the GSA retreat, at the beginning of the fall and spring semesters.
All the members are required to attend at least 60% meetings of all Senate meetings and events. Failure to attend without a genuine reason may be cause for the loss of their position.
Senators shall meet at least monthly, but this meeting must take place before each GSA E-Board Meeting.
Senators shall report all information/key issues regarding their respective schools.
The GSA Board Member that serves on the Senate is required to report all Senate Meeting outcomes at every GSA E-Board Meeting.
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 monthly Senate meetings or to the maximum of the hours approved by the GSA E-Board. Senators may be compensated up to 3 hours per week. All other time spent related to the position duties will not be eligible for additional hourly pay through the Graduate Student Association 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 selected 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 Student 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.

Section 2.4: University Committee Representatives

University Committee Representatives (Representatives) are graduate students from any school at Brandeis University, who volunteer to sit on the various Committees on campus in order to represent the voice and perspectives of graduate students. Such committees may include but not limited to the Emergency Fund; Library Advisory Council; Student Conduct Board; Health and Safety Committee; Dining Committee; Parking Appeals Committee; Diversity Equity, Inclusion and Justice Committee; Teaching, Learning, and Assessment Committee.
Executive Board members are also required to sit on at least one University Committee and are therefore automatically part of the University Committee. Senators and E-board Members that sit on committees, should fill this form after each committee meeting: https://brandeis.wufoo.com/forms/zeuj1qr1jfhtop/
Senate Members 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.
University Committee Representatives represent the concerns of their constituencies to the committees they sit on, and before the GSA Executive Board and Senate.
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 Senate meetings.
Following all committee meetings, Representatives must report a full summary of their committee meeting’s discussions and outcomes via the online committee reporting form.

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 Executive Advisor.
Decisions in the GSA and at GSA Committee meetings shall be approved through a majority vote. In the case of a tie, the staff 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 Executive Advisor.
Agenda items are solicited from Executive Board members and set by the Executive Advisor.
All the GSA Executive Board meetings’ minutes will be saved by the Director of Communication 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, but this meeting must take place before each GSA E-Board Meeting.
The meeting is suggested to occur in various locations throughout campus to encourage participation of students from all programs. One representative from each of the four representative programs (as described in Section 2.3) shall attend scheduled meetings. Exceptions for remote attendance may be granted by a GSA Co-Chair or Executive Advisor. As an incentive, food will be provided at Senate meetings. Senate members shall, at minimum, engage once a month to provide updates of their department or check in to confirm they are informed of GSA business activity.
Senate meetings shall be led by one GSA Board Member, one of the Co-Chairs/Executive Advisor, who shall volunteer or be nominated by the team.
At the Fall Leadership Retreat or first Senate meeting of every year, the Senate shall determine the specific Senators to become University Committee representatives. Additional meetings may be scheduled by vote of the Senate or at the discretion of a Co-Chair or Executive Advisor.
Agenda items are solicited from senators and committee representatives and set by Co-Chair 1. Senate meetings shall be led and chaired by Co-Chair 2.
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.
A quorum for the Senate is defined as the presence of at least two voting Senators, and must be satisfied in order to allow the Senate to take official actions. In the case of voting, online members will have 24 hours from “proposal” to vote on matters presented at the Senate meeting, unless a unanimous vote occurs in the live meeting. Should there be difficulties with regular attendance at meetings, the Co-Chairs or Executive Advisor may waive the need for a quorum to take official actions.

Section 2.6: Role of Office of Graduate Affairs

The Office of Graduate Affairs (the Advisor) 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 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.
In addition, the 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.
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 or other university wide committee positions.

Section 3.1.2: Elections Guidelines

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

Section 3.1.3: Elections Process

Call for expression of interest for the GSA position would 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 5 candidates for each position (6 for Co-Chair) and should have no more than 3 students per school represented as a final candidate for each role.
Students qualified for the positions will be eligible to share 1 announcement on the GSA Facebook page, 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 Elections

Section 3.2.1: Election Period and frequency

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 electing 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.
The nomination process and period shall be set for by each graduate school’s Leadership Club(s): 1 GSAS representatives from the Science Policy Initiative (SIP) to represent the Sciences; 1 GSAS representative from the Social Science Student Government (representing Social Sciences, Humanities, and Arts); 1 Heller Student Association (HSA) member, 1 International Business School Student Association (IBSSA) member.
A description of the position shall be distributed to the entire graduate student body by the Leadership Club at each respective school.
The appointment of Senators must take place before or during the same time as the new GSA E-Board elections.
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 at the same time as the new GSA E-Board.
GSA Senators shall assist GSA in all its activities, including event planning and bridging their respective schools to the wider graduate community.

Section 3.2.3: Elections Process

The election process for Senators, from each respective school, will be initiated and managed by each respective Leadership Club. Leadership clubs may reach out to the GSA Faculty Advisor if they have questions about structuring an election process for the Senator position.
The leadership club may include the selection of the Senator position during their normal election process for the incoming board. If the Leadership Club’s service year starts from January to December, instead of August to July, then the members of the Leadership Club must hold a separate appointment process for the Senator position at their school at the same time (September) as the GSA is hosting the election process for the new GSA Board.
Each Student Club will announce the elected Senator to its graduate school’s student body as well as inform the GSA and GSA Advisor, who will orientate the new Senator(s).

Section 3.2.4: In an event of a vacated seat

If a position is vacated at any time, then the Leadership Club at that school elect or appoint a student (who is a serving member of the Leadership Club at that time) to fill it.
Students that become Senate members by way of regular meeting attendance will not be paid by the GSA.

Article IV. Removal from Office

Section 4.1: Removing Office Members of the GSA E-Board

Section 4.1.1: 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:
- 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 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 4.1.2: Right to Appeal Removal

Upon successful vote for removal from office, the individual may appeal the decision within five academic days of the vote. Appeals will be submitted and heard by the GSA Advisor, as well as one other neutral-party 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.
The Executive Board is then required to replace the officer by a majority vote.

Section 4.2: Removing Office Members of the Senate

Section 4.2.1: 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:
- A motion for removal shall cite specific charges, in writing, against the Senate member.
- The GSA Advisor shall be precise 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 4.2.2: Right to Appeal Removal

Upon successful vote for removal from office, the individual may appeal the decision within five academic days of the vote. Appeals will be submitted and heard by the GSA Advisor, as well as one other neutral-party 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.
The Leadership Club, at the school of the removed student, is then required to replace the officer by a majority vote (ideally from their pool of current members).

Article V. Clubs and Organizations

Section 5.1: 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 Committee. Such groups can apply for recognition from the GSA. In making these determinations, the Executive Committee 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 5.1.1: 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 5.2: 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 advisor or Executive Board before the end of the first week of the academic year. Any club that does not have active representation will be removed from the official recognized list, found on the GSA website.

Article VI. Issues of Concern

An item or issue of concern can be brought to the attention of the GSA Executive Committee by any member of the GSA, or any graduate student at Brandeis University. The Executive Advisor can then add 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 Committee of this intent or action. This action must pass a majority vote of the Executive Committee in order 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 VII. Amendments to the Constitution

Amendments to the constitution must be approved by three-fifths (60 percent) of the Executive Committee at the next scheduled Executive Committee meeting, and then by three-fifths (60 percent) of senators present at a regularly scheduled Senate meeting. 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 Committee 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 Executive Advisor(s) mutually agree upon any changes made.