Brigham Young University Graduate Student Society

Policies and Procedures

This organization shall be called Brigham Young University Graduate Student Society (BYUGSS), shall include all graduate students as members, and shall be organized as follows:

FUNDING

This organization shall be funded through the Graduate Studies.

PURPOSE

The purpose of the organization is to facilitate the inclusion of graduate students into the intellectual/creative culture of the university and to enhance the dynamic intellectual BYU graduate community. To accomplish this, BYUGSS shall do the following:

1. Encourage graduate students to research and share their findings with the scholarly community.
2. Enhance the unique culture at BYU by developing both the spiritual and intellectual facets of our education.
3. Advocate graduate student concerns (including graduate funding) with the administration.
4. Prepare graduate students to work in their fields of interest.
5. Link the efforts of the departmental graduate student associations with the Graduate Studies.

ACTIVITIES

BYUGSS will be responsible for the following major activities:

1. Research Presentation Awards: Based on available funding, graduate students will have three opportunities each year to apply for awards for presenting their research at meaningful conferences. Each application period will include conferences within four months of the year. The amount of the awards will depend on the amount of funding received for the year with individual awards being no less than $400 each. The RPA application and award process are under construction and are subject to change at any time upon final approval of the Assistant Dean and Dean of Graduate Studies.
2. Fall and Winter Workshops: BYUGSS will present two workshops on topics of interest to graduate students such as writing and defending theses and dissertations, looking for a job, etc. to help students prepare to continue their studies or enter their field upon graduation.
3. Faith and Scholarship Symposium: an annual event which encourages combining faith and scholarship.
4. National and Regional Graduate Student Associations: Attend annual, national, and regional NAGPS conferences.
5. Socials: BYUGSS may sponsor interdepartmental socials to facilitate communication between graduate students such as the Grad BBQ and Grad FHE.
6. Graduate Orientation: BYUGSS will host the Fall Info Fair and Dinner for new graduate students.
7. Fall and Winter Retreats: The Council will strengthen its leadership role in BYUGSS each semester by attending a retreat only for council members and their families.
8. Graduate Student conferences and publications: BYUGSS may sponsor an annual interdisciplinary conference with papers presented by graduate students. BYUGSS will also pursue dissemination of those papers.

ORGANIZATION

This organization shall have three levels of involvement:

First, the general body of the organization which includes all students currently matriculated in graduate studies at Brigham Young University.

Second, the BYUGSS Graduate Student Council, which includes a designated member from each department. These members will be either the presidents (or members of the presidency of the departmental graduate student associations), nominated by their department graduate coordinator, or self-volunteered. These representatives will meet regularly (twice each month during Fall and Winter semesters). The Graduate Student Council serves in an advisory capacity to the Graduate Studies and the Dean of Graduate Studies. The Council is the link between the administration and the students and helps the presiding officers understand the current needs and opinions of graduate students.

The Council also provides a connection between the diverse programs across campus. Students on the Council should be aware of the needs and opinions of the students in their department and bring those concerns forward. Additionally, representatives relay information back to the graduate students in their programs. The Council is a vital part of the success of planning and implementing all BYUGSS activities. Council meetings shall be structured to assure that the time is efficiently used.

Each meeting will be conducted by the presiding officers and will follow a previously set agenda.

Third, the four presiding officers will meet together at least once each week, and twice each month with the BYUGSS Graduate Council. In addition, they should schedule a meeting with the Assistant Dean of Graduate Studies every two weeks and a monthly meeting with the Dean of Graduate Studies (to which the Assistant Dean should also attend).

The four presiding officers should consist of a president, two vice presidents, and a secretary. The president, in counsel with the vice presidents and secretary, should assign responsibilities that are equitable and that utilize the strengths of each member.

The duties include but are not limited to the following:

1. Plan and implement at least one workshop each semester (Fall and Winter).
2. Plan and implement the annual Faith and Scholarship Symposium.
3. Plan and execute the dissemination of current Research Presentation Awards.
4. Publicize all activities, workshops, application deadlines, and openings in the presidency.
5. Plan and implement hiring for the following year.
6. Prepare and maintain budgeted expenses.
7. Prepare the agenda for the semi-monthly council meetings, send reminders and minutes, and preside over the council.
8. Maintain the council by recruiting members from graduate coordinators. Visit and update the graduate coordinators, as needed.
9. Prepare agendas for presidency meetings.
10. Submit a year-end report at the end of May.
11. Prepare a yearly history to be stored in the Graduate Studies Office.
12. Respond to GSS emails in a timely manner.
13. Maintain and update the GSS Web site.
14. Prepare and seek approval from the Dean and Assistant Dean of Graduate Studies for the annual calendar and budget before the fall semester begins, and make room reservations for all calendar events, the semi-monthly Graduate Student Council meetings, and the weekly Presidency meetings.
15. Attend and participate in the annual and the regional conferences of the national graduate student organization (NAGPS).
16. Fulfill other university assignments, such as serving on the ETD committee.
17. Ensure that a representative attends semi-weekly SAC meetings to present the concerns of the graduate students and to support the undergraduate community.
18. Meet monthly with the BYU student body president (President’s Coordinating Council).
19. Provide time cards to the OGS Office Manager on the last day of each pay period.

APPOINTING NEW PRESIDING OFFICERS

Within each group of presiding officers, at least one must be able to continue in the position the following year. To fill the open spots, the Council members may nominate persons from the Graduate Student Council in spring of each year. The openings will also be posted on the Web site. However, when possible, preference will be given to those who have served on the Graduate Student Council. These students should be exemplary in their studies. The nominated students will submit an application which will then be reviewed by the current presiding officers. Their recommendations are then submitted to the Dean, the Assistant to the Dean of Graduate Studies, and the current officers for approval.

If one or more of the Vice Presidents or President should consistently fail to perform their responsibilities, or do anything else contrary to the ethics and standards set forth by the Honor Council, or the Graduate Studies, the Dean and/or Assistant Dean of Graduate Studies shall retain the right to relieve such officers of responsibilities and a new officer shall be appointed by the remaining officer(s). This may take place at any time.

CHANGING POLICIES AND PROCEDURES

As BYUGSS expands and improves services for the graduate students of Brigham Young University, the presiding officers and Graduate Student Council may see the need to create new policies and procedures. In order to assure that these procedures are necessary, they must first be approved by members of the Graduate Student Council and by the Dean of Graduate Studies.

Updated 8-3-2005