Guide to the GSO

Election Guidelines

Structure of the GSO

NOTIFICATION
The list of candidates and method of voting must be announced publicly and at least one week in advance of the beginning of the election.

ELECTIONS IN PERSON
Elections can be held through a properly publicized meeting. This meeting must be scheduled a week in advance, and at such a time that is convenient for the majority of graduate students. Candidates are elected by a majority vote of graduate students present at the properly announced meeting.

ELECTIONS BY BALLOT
Elections can be held by a mail ballot. Ballots must be distributed to every graduate student in the department. The ballots must include either an envelope or a space for a signature and name. This is neces- sary to ensure that there is only one ballot per graduate student. This envelope or space must be separated from the ballot prior to the actual counting of ballots in order to ensure a secret ballot. The ballots must be returned to a clearly advertised location. The deadline for the return of ballots is final. If there is any problem with the collection of ballots the deadline cannot be extended, but rather the election must be restarted from the initial notification process.

COUNTING OF BALLOTS
Ballots shall be counted by no less than three people, no more than one of which may be a candidate in the election. The suborganization shall be responsible for providing the GSO Vice President with a List of Officers Form, including the names and contact information of all elected officers (and senators) and signed by the president and treasurer of the organization. These forms are available in the GSO Office. Access to allocated monies as well as commencement of voter status of elected Senators will be possible only upon submission of this form to the GSO Vice President.

INSURANCE AGENT
Currently, the GSO has retained Mr. Terrance Davies of Ernstrom & Heichemer as its broker (or agent) to handle the GSO’s insurance matters. The GSO has purchased two kinds of insurance: one covering the GSO as a whole, and a second covering the GSO employees. The GSO President is responsible for making sure that all insurance contracts are up-to-date and that the GSO is in compliance with state labor laws.

The GSO insurance covers the following: property and equipment; commercial general liability; umbrella liability; hired-autos and non-owned automobile liability; and employee dishonesty. The GSO employee insurance covers disability and workers’ compensation benefits.

LAWYERS
The GSO keeps on file contact information for lawyers whose services may be requested in case the Organization is faced with legal problems. Currently, the law firm on file is that of Aswad& Ingraham

I. GSO COMMITTEES

To sign up for any of these committees please give your name, telephone number and e-mail address to the GSO Vice President and indicate which committee you are interested in serving on. CONSTITUTION, BY-LAWS AND CHARTERING COMMITTEE Chaired by the Vice President and must have at least three other members recommended by the chair and approved by the Senate. This committee oversees reviewing the GSO Constitution and By-laws and, whenever necessary, recommends changes to be presented to the Senate and voted on by graduate students through referenda publicized in advance. This committee also reviews new charter requests, and upon approval, recommends the charter request to the Senate to be voted on.
Meetings: Members of this committee meet when necessary and as determined by themselves.

GENERAL ELECTIONS COMMITTEE
Chaired by the Vice-President and must have at least three other members recommended by the chair and approved by the Senate. This committee oversees the GSO General Elections and Referenda processes, and is officially responsible for the running of elections and of referenda. [This Committee’s composition and duties will be under review by the GSO Senate during the Fall 2005 semester.] Meetings: Members of this committee meet during the Spring semester as frequently as necessary.

BUDGET COMMITTEE
Chaired by the Treasurer and must have at least three other members recommended by the chair and approved by the Senate. This committee assesses various GSO budget allocations and works on the financial infrastructure of the GSO. It proposes a beginning-of-the year budget to be ratified by the Senate and regularly updates budget files. It also informs the Senate and gets its approval for various allocations after providing some recommendations in relation to the overall expenditures of the GSO, and, when necessary, to the particular worth of any project for the body of graduate students. Meetings: This committee meets at least twice a month, usually before Senate meetings.

GRADUATE STUDENT CONFERENCE, TRAVEL, AND RESEARCH FUND (GSCTRF) COMMITTEE
Chaired by the Treasurer and must comprise of a faculty member and at least three other members. This committee reviews GSCTRF applications, and decides the amount of reimbursement to each accepted applicant. The decisions of this committee are not subject to Senate approval, but might be subject to control by the Treasury Overseeing Committee.
Meetings: As determined by the GSO Treasurer

COMMITTEE ON ACADEMIC FREEDOM
Chaired by an Executive Board member and must have at least three other active members recommended by the Committee chair and approved by the Senate. The purpose of this committee is to investigate and address issues that impinge upon the academic rights and freedoms of graduate students as members of the campus community, as academics, and as professionals. Meetings: when necessary.

TREASURY OVERSEEING COMMITTEE
Responsible for the supervision of the finances of the GSO, that is, the supervision of the records of the disbursement of funds, the transferal of monies and the state of all GSO accounts. It is chaired by the Assistant to the President or a non-Executive Board member and has as its other members the Executive Board and minimally three other graduate members appointed by the Senate. The Committee is expected to meet at least once a month during the academic year (September to May) for overseeing the transaction of the GSO funds. For quorum, the presence at least one of the non-Executive Board members is mandatory. The Committee is expected to report its findings to the Senate regularly, and to make a formal report to the Senate at least once a semester. In case of discovery of any irregularities, the Committee is responsible for bringing such cases to the attention of the Senate, and for consulting the matter with the Chief Financial Officer of SUNY Binghamton.

GRADUATE STUDENT GRIEVANCE COMMITTEE
Chaired by the Graduate Vice President of Multicultural Affairs. This committee handles students’ grievances, especially concerning the well being within, and treatment of students by, departments and the university in general, and will give guidance and support for individual students who have individual grievances filed with university-wide committees. It also deals with any grievances related to the GSO and its various internal committees.
Meetings: when necessary.

AD HOC COMMITTEES
The creation of ad hoc committees is among the powers of the Senate. The Executive Board may recommend the creation of and make appointments to such committees subject to the approval of the Senate.

II. UNIVERSITY-WIDE COMMITTEES

These committees generally schedule meetings on dates and times most suitable for their respective members. Typically, they meet once a month or when necessary. Check with the GSO for details concerning meetings. If you are interested in signing up for any of these committees, the GSO will relay your contact information to the committee chairs.

HARPUR COLLEGE COUNCIL
Three graduate students representing respectively the Humanities, Social Sciences, and
Science/Mathematics. The HCC has eight standing committees: Academic Honesty; Academic Standards; Admissions; Curriculum; Educational Planning and Policies; Elections; Innovational Projects Board; and Summer Committee. The standard meeting time for HCC is Wednesday from 1:15 pm – 2:05 pm in UU 133 and it only meets as needed.

GRADUATE COUNCIL
Four graduate students, including the GSO President, and three others chosen such that the four representatives include two from Arts and Sciences, and two from the Professional Schools. The Graduate Council has five standing committees: Graduate Budget Advisory Committee; Curriculum Committee; Academic Standards and Planning Committee; Advisory Committee for Scholarship and Research; and Grievance Committee. Meetings: Once a month on Mondays 3:00-4:30 pm. Check with GSO for further details.

FACULTY SENATE
Seven standing committees that allow for one graduate student representative each: Budget Review Committee; Convocations Committee; Educational Policy and Priorities Committee; Library Committee; Educational Opportunity Program Advisory Committee; Committee for the University Environment; and All University Undergraduate Curriculum Committee.
Meetings: The Faculty Senate meets on Tuesdays at 11:45 am in UU133 only when there is business.

AUXILIARY SERVICES COMMITTEE
One or more graduate student representatives, as indicated below:

Contract Dining and Cash Food Services (1)
Catering and Chenango Room (1)
Bookstore (2)
Vending (2)
Childcare (3)

Meetings:

> The Bookstore Advisory Committee will have its first meeting on October 19th
in UU324, 12:00-1:00 pm. Please notify the GSO as soon as possible if you are interest so that luncheon arrangements can be made with the Bookstore Committee. Further meetings will probably be scheduled.

> The Vending Advisory Committee has two (2) scheduled meetings at this time, both on Wednesdays. The first meeting is on 16th
November, 2005 from 3:30-4:30 pm in UU102. The second meeting will be on 22nd March, 2006 from 3:30-4:30 pm in UU101.

> The Childcare Advisory Committee will be meeting on Thursdays, in the back room of the Chenango Room from 12:00-1:00 pm. Lunch will be provided.

The meeting dates for Fall 2005 are: October 6th, November 3rd , December 1st.
The meeting dates for Spring 2006 are: February 2nd, March 2nd and April 6th.

SERVICE AWARDS COMMITTEES
One graduate student for each of the two committees. The first selection committee reviews the nominations and recommends no more than two nominees to the university’s President for the University Award for Excellence in Professional Service. A second selection committee recommends no more than two nominees to the university’s president for the University Award for Excellence in Classified Service. Meetings: As necessary, and generally during the Spring semester.

TRANSPORTATION COMMITTEE
One graduate student representative. Note: This position has been filled.

PERSONAL SAFETY ADVISORY COMMITTEE
One graduate student representative.

STRATEGIC PLANNING COUNCIL
One graduate student representative, preferably a GSO executive committee member.

PARKING COMMITTEE
One graduate student representing graduate students’ interests on parking space issues and parking policies.

GRADUATE STUDENT CONFERENCE TRAVEL AND RESEARCH FUND (GSCTRF)
APPLICATION GUIDELINES & APPLICATION FORM

The GSCTRF is outlined by the Constitution of the Graduate Student Organization and is designed to provide monetary reimbursement for expenses incurred in presentation of papers at scholarly conferences, and for travel in connection with research for the thesis/dissertation. In the event of an excess of applications, priority will be given to new applicants. All application packets should be submitted to the GSO Office, LN 2441

I. REIMBURSEMENT FOR CONFERENCE PARTICIPATION EXPENSES
Any graduate student in good standing (as determined by the Office of the Graduate School) shall be eligible to submit a request for no more than half the expended amount (maximum of $200) for reimbursement of expenses incurred for presenting in any conference. The following must be included for all requests:
1. An application form signed and dated by the applicant and applicant’s Advisor or Director of
Graduate Studies of the department/school;
2. A letter explaining need;
3. Receipts for expenses in connection with the conference, including travel expenses (air, train, bus fare, fuel receipts, hotel bills, conference registration fees, etc.);
4. A budget of expenses (to determine the total cost of conference participation);
5. An accounting of all other sources of funding;
6. An abstract of the presentation;
7. A copy of the program showing the participant’s name, or a letter confirming participation in the conference (e.g. the letter of notification for the acceptance of the paper.).

II. REIMBURSEMENT FOR TRAVEL EXPENSES in relation to a RESEARCH PROJECT
A graduate student engaged in research on her/his thesis or dissertation may apply for up to $200 for travel connected to that research project. For consideration, the following must be submitted:
1. An application form (see above).
2. A letter outlining the research; a thesis or dissertation proposal (which was submitted to the Graduate Program in which the student is enrolled); and the benefits of the research for timely com- pletion of the thesis or dissertation.
3. A budget of expenses for the research trip.
4. All receipts for expenses incurred (travel, lodging, parking).

III. ADDITIONAL GSCTRF POLICIES:

TIME CONSTRAINTS
The GSCTRF committee will consider applications submitted no later than thirty days after the conclusion of the conference/trip. For conferences taking place in the summer, applications should be submitted by the beginning of the third week of the following semester. All supporting documents must be submitted within fifteen days after notification of any inadequacies. In the event of extenuating circumstances, the GSO Treasurer must be notified within three weeks after the event.

OTHER SOURCES OF FUNDING
All applicants should also apply for funds from the Graduate School prior to the conference or research travel (applications are available in the Office of the Graduate school and in the GSO Office). All applicants must provide a report of other sources of support for their research or conference participation. This includes funds received from the Graduate School, departments, and independent entities.

EXCLUDED EXPENSES
Photocopies or duplication; library materials or equipment; office supplies or paper goods; typing or other clerical services; inter-library loan fees; fines for overdue materials; food; expenses incurred in connection with conferences held at SUNY-Binghamton, its schools, departments, centers or organizations.

DIVISION OF FUNDS
The funds for GSCTRF shall be divided into two equal parts for disbursement during each semester.

LIMITS ON GRANTS
No grant shall exceed one-half (1/2) of the total cost of the project. No one at any time will exceed $200. No student shall receive more than $250 for conference participation and $200 for travel on thesis/dissertation research per academic year. No student shall receive more than $750 in total GSCTRF funds during her/his academic career.

GSCTRF COMMITTEE
The GSCTRF committee consists of one GSO officer and at least one faculty member and two students.

EXTRA FUNDS
In the event of exhaustion of the GSCTRF funds, money up to the amount rolled over from the GSCTRF into the funds balance in the previous fiscal year owing to its non-usage can be appropriated by the GSCTRF Committee for use in the current year. The provision, nonetheless, requires an amendment of the budget in this regard.

WARNING: Any misrepresentation, fraud or deliberate misleading on the part of the applicant in regard to an application to the GSCTRF shall de facto void that applicant’s right and privilege to any grant money and may lead to whatever necessary steps to reclaim any money provided by that fund. Similarly, such acts shall de facto void that applicant’s right and privilege to submit any further application to the GSCTRF for the duration on that student’s tenure as a graduate student at SUNY-Binghamton.

II. ACCEPTABLE USE OF FUNDS
Funds, which are collected in conformity with the university rules and regulations, shall be used only for the
benefit of the campus community. The following programs can be supported:
> Programs of cultural and educational enrichment (e.g. guest speakers, workshops etc.);
> Recreational and social activities (e.g. beginning- or end-of-the-year picnics);
> Tutorial programs;
> Athletic programs, both intramural and intercollegiate;
> Student publications and other media;
> Assistance to recognized student organizations, provided that the purpose and activities of
the organization are of an educational, cultural, recreational or social nature (i.e. transfer of
funds);
> Insurance related to the conduct of these programs;
> Administration of these programs;
> Transportation in support of these programs;
> Student services to supplement or to add to those provided by the university; and
> Remuneration to student officers for services to student government.

III. UNACCEPTABLE USE OF FUNDS
The following are a sample of expenditure types that are unacceptable:
> Purchases of goods and services for personal use
> Gifts and prizes;
> Cigarettes and flowers;
> Donations to any outside organizations or individuals
> Promotion of political party activities.
Please check with the GSO Treasurer in case of any doubt concerning the appropriate use of GSO funds.

IV. ALLOCATION OF FUNDS and BUDGET REQUESTS

A. ALLOCATION OF FUNDS
Regular allocation of funds is decided according the following rules:
1. Departmental organizations do not have to submit budget proposals to the GSO, for they are automatically allocated monies on the basis of the number of graduate students in their respective departments. Each departmental organization receives a percentage of the monies allocated to all departments as determined in the GSO By-laws. Note, however, that the GSO must be officially informed of the elected officers before any monies can be spent by the departmental organization. The spending plan of departmental monies must be approved by the entire departmental organization and should be for the benefit of the entire suborganization.
2. All nondepartmental organizations (cultural organizations), on the other hand, have to submit their budget proposals by the 1st of every April. However, funding for non-departmental organizations is not guaranteed but shall be based on the merits of the organization’s claim to meet special needs of the graduate students it serves.
3. Other requests for GSO funds (for instance from undergraduate organizations, the ISSS
International Student Festival etc.) are to be submitted to the Budget Committee and presented to the GSO Senate by the submitters. The Senate needs to be informed of (1) the description of the project, (2) its relevance to the graduate student community, and (3) a detailed budget. Funds can be allocated at the discretion of the Senate and provided that there is sufficient money available in the Contingency Fund. While organizations should be careful to plan events within the limits of their allocated budgets, they are also encouraged to ask for financial support from sister suborganizations, provided that the events/activities in question are open to members of all contributing organizations and the graduate student community at large.

B. BUDGET REQUESTS AND PROCESS
The allocation of funds is primarily done through the budgetary process of the GSO, which includes the following major steps:
1. The submission by suborganizations of their budget proposals to the GSO Treasurer by the 1st of April of each year for the following academic year.
2. The examination and amendments by the Budget Committee of all budget requests and items, and preparation of the GSO consolidated budget.
3. The submission by the Treasurer of the Budget Committee’s budget recommendations to the Senate for eventual amendments and approval.
4. Notification of various suborganizations of their respective approved allocated monies.

Prior to making any claims to GSO funds and for their budget proposals to be receivable, all
nondepartmental organizations must meet two important requirements:
1. Make sure the organization is registered with the GSO Vice President (who is chair of the Constitution and Chartering Committee);
2. Elect and provide the GSO Vice President with an updated and completed List of Officers form. Elected officers shall include at least a President, a Treasurer, and a Secretary. The list must be signed by the newly elected Treasurer and President of the organization.

V. DISBURSEMENT OF FUNDS
Approved and allocated monies can be actually spent or disbursed only by a designated custodial and disbursing agent. Expenses are made out of pocket, and then are reimbursed by the GSO upon receipt of completed vouchers, receipts and other required documentation. Note that the GSO does not pay sales tax. Tax exempt forms are available in the GSO Office.
All spending must be supported by a GSO VOUCHER, which the spending organization should pick up from the GSO Office. The voucher must be filled out completely as it contains information required for the issuance of a check or of a transfer. The voucher, which must also be signed by the treasurer of the spending organization, shall be accompanied by supporting documentation as described below. The GSO Treasurer is the officer empowered to order checks or transfers after her/his approval of the voucher and its supporting documentation.

The following transactions and required information/documentation may lead to the processing of a VOUCHER submitted in original (including the pink and yellow carbon copies):

A. VENDOR PAYMENT
The documentation needed includes:
(1) an approval of the expenditure by the organization
(2) a copy of the Purchase Order, if needed
(3) a bill or statement from the vendor for the goods or services being paid for.

The Treasurer of the GSO issues purchase orders on a per case basis through a written permission to purchase items from vendors who grant such privileges to the GSO, such as the Campus Bookstore or the Marriot/Sodexho Services. In such cases the amount of purchase should be in excess of $100.00. In other cases wherein the vendors concerned do not allow purchase orders or the amount of purchase does not exceed $100.00, the interested GSO suborganization should obtain an invoice (pro-forma) from the vendor stating in detail the items to be purchased and their prices. Then, the invoice should be submitted to the GSO Treasurer who will issue the check to make the purchases.

B. REIMBURSEMENT OF EXPENSES
Reimbursement to a member of the organization for expenditures made by her/him on behalf of the organization requires (1) an approval of the expenditure by the organization, and (2) all appropriate original receipts.

C. PAYMENT FOR SERVICES PERFORMED
This procedure concerns the disbursement of a stipend and payment of a speaker or performer for amounts not to exceed $500.00. If payment for services is equal or exceeds $500.00, a contractual agreement must be established. Contractual agreements are usually made by filling out an honorarium form available in the GSO Office.

Other required information and documentation include:
(1) the social security number of the person being paid, or the Federal Tax ID # if payment is to be made to a corporation.
(2) the current address of the individual or corporation.
(3) a completed W-9 Form, regardless of the amount.

VI. NOTE ON SUBORGANIZATION EXPENDITURES
No GSO suborganization shall expend more than 30% of its total allocation after April 1 without prior approval from the GSO Treasurer. Requests for such approval must be submitted in writing to the GSO Treasurer prior to April 1. After April 1, all monies in excess of 30% of the total allocation not approved for retention by the GSO Treasurer shall be removed from sub-organization accounts and rolled back to the Fund Balance. Requests for restoration of suborganization funds made after April I must be made to the Senate in accordance with the Constitution (Article X, Section C).

VII. REALLOCATION (TRANSFER) OF FUNDS
Departmental suborganizations shall have the power to reallocate 20% of their budget to other GSO chartered groups and non-departmental sub-organizations shall have the power to reallocated 10% of their budget to other GSO chartered groups subject to the approval of the GSO Treasurer.

VIII. ROLLOVER
All monies raised by sub-organizations in fund raising events and unspent at the end of the financial year shall rollover into that suborganization’s account for the following year as off-balance monies. All other unspent monies held in the group’s account shall revert to the general fund balance of the GSO at that time.

IX. OTHER TYPES OF USAGE OF GSO FUNDS
For prudential reasons and as per the Constitution, the GSO has elected to maintain three reserve accounts:

A. STABILIZATION FUND
The amount credited to this account is determined by the by-laws and can be used by the
GSO executive Board to prevent fiscal crisis within the GSO. Currently, this fund is allocated $25,000.

B. CONTINGENCY FUND
This fund provides the GSO with access to funds that may be allocated at the discretion of
the GSO Senate in a manner consistent with the regulations of the SUNY Board of Trustees
and the GSO Constitution and By-laws.

C. FUND BALANCE
GSO funds not accruing from activity fees including, but not limited to, rollover from the
previous fiscal year and interest from the stability fund are held in the fund balance
account.

INFORMATION on GSO VOUCHERS
Here are some pointers to follow when filling out a voucher. Please also refer to sample vouchers located at the end of this document. If this is still unclear, members can also stop by the GSO Office to peruse over yet more samples of completed documentation for GSO reimbursements/payments. Remember that vouchers will not be processed until all necessary supporting documents are turned in.

*** SOME IMPORTANT NOTES***
> Vouchers submitted to the GSO are processed on MONDAYS and checks are usually ready by Wednesday or Thursday of the same week. If you do not provide an address please be sure to remember to stop by the GSO Office and pick up your check.
> Vendors can be paid directly or suborganization members can be reimbursed for purchases made on behalf of their suborganizations. Either way, a voucher and other appropriate documentation must be submitted to the GSO. The GSO Treasurer processes this paperwork and requests that the Foundation cut a check for the payee.
> Do NOT have invoices or bills sent directly to the GSO office. The GSO cannot pay any invoice or bill without a completed voucher and appropriate documentation attached.
> Be sure to pick up a GSO Tax-Exempt form from the GSO Office BEFORE making purchases at any off-campus location. The GSO cannot pay or reimburse sales tax or bottle deposit fees. Sales tax or bottle deposit fees mistakenly included in the voucher total may result in the delay of payments and reimbursements. Please check vouchers for such errors before submitting them to the GSO.
> It is the responsibility of the suborganization treasurer to keep track of the amount of money in the suborganization’s GSO account.

I. VOUCHERS AND OTHER DOCUMENTS NEEDED FOR GSO PAYMENTS
Reminder: It is the responsibility of the suborganization treasurer to ensure that vouchers are completed correctly and that all supporting documentation is in order.
> One voucher is needed for each payee. Multiple receipts or invoices can be listed on a voucher if they are all payable to the same person or vendor.
> Every voucher must be accompanied by documentation explaining the use of funds. For purchases related to a party, meeting, or other such event, the flyer or email that advertised the event should be attached to the voucher. For honorariums, a program or flyer that includes the payee’s name should be attached to the voucher. For other purchases, a letter explaining who will use the items purchased, where they will be used, and why and how the suborganization decided to make the purchase should be attached to the voucher.
> Original receipts or invoices must be attached to the voucher.
> In accordance with the university alcohol policy, bulk alcohol purchases (i.e. kegs, quarter kegs, multiple liters of wine) must be justified by the number of persons attending an event (for example, at least 100 people for a keg). Note on the voucher or other documentation the number of people who attended an event for which bulk alcohol purchases were made.
> Honorariums require the signature and Social Security number of the payee on the voucher. The payee must also complete a W-9 tax form. To pay honorariums over $500, the GSO requires a copy of the contract with the payee.

II. HOW TO FILL OUT A VOUCHER

1. Check off the appropriate box: “Vendor Payment”, “Reimbursement”, or “Personal Service Performed”. If “Personal Service Performed” is checked off, please include the person’s Social Security Number.

2. Write the name and address of the payee. The check will be mailed to the address written on the voucher. Home or campus addresses may be used. If the payee prefers to pick up the check at the GSO office, note this on the voucher, and do not provide an address.

3. Write the suborganization name and account number located on the right-hand side of the voucher. If desired, write the voucher number and voucher date.

4. Deduct any sales tax and bottle deposit fees from receipts/invoices. List each receipt/invoice under ” Description” and the amount of each receipt under “Detail.” Calculate the total and write the amount under “Total.” Attach all receipts/invoices listed.

5. The payee must sign the voucher where it says “Signature.”

6. The suborganization treasurer must sign and date the voucher under “Organization Approval.” If the payee is the suborganization treasurer, than the suborganization president must sign under ” Organization Approval.”

The following pages include the following:
1) sample request for budget increase from GSO.
2) sample request for access to more than 30% of funds after April 1st.
3) sample voucher relevant for all submissions.
4) sample voucher for reimbursement of expenses.
5) sample vendor payment voucher.
6) sample personal services.
7) sample fund transfer.

SAMPLE BUDGET INCREASE REQUEST

Crossing the Boundaries
An Interdisciplinary Graduate Student Conference
GSO Account # 6680
April 1, 2004

Nikolay Karkov, Treasurer
Graduate Student Organization
SUNY-Binghamton

Dear Nikolay,
Crossing the Boundaries requests an increase in its GSO budget allocation for next year. The total projected expenses for the conference, which included 36 participants from SUNY-Binghamton and elsewhere, equal $3500 (details below). CTB seeks donations from various departments and other funds each year; we usually raise $800-$1000 in this way. We request $2500 from GSO for the 2005-2006 academic year.

Projected Expenses 2005-2006
Conference Expenses

Expected Costs
Keynote speaker 1  $500.00
Keynote speaker 2  $500.00
Keynote speaker reception  $300.00
Funds to defray travel expenses for participants  $500.00
Transportation from hotel to conference venue  $100.00
Public Service Programs Center Room C – 3 days   $100.00
Poster printing  $150.00
Program printing  $50.00
Printed collection of presented papers  $200.00
Lunch catering by Marriot/Sodexho – 2 days  $600.00
Conference party  $500.00

TOTAL EXPENSES
_____________

$3500.00

Thank you,

Kivanc Kilinc
Treasurer

SAMPLE ACCESS TO FUNDS AFTER APRIL 1st REQUEST

Art History Graduate Student Union (AHGSU)
GSO ACCOUNT #5020

April 1, 2004

Nikolay Karkov, Treasurer
Graduate Student Organization
SUNY-Binghamton

Dear Nikolay,

Art History requests permission to spend more than 30% of our remaining budget after April 1st . We expect to have at least two get-togethers in the next month, and we plan to buy some supplies for our office computer. Also, we have decided to spend any money left in our budget at then end of each year helping to reimburse expenses incurred by Art History graduate students at conferences they participated in during the past year.

Thank you.

Kivanc Kilinc
Treasurer

All GSO chartered (i.e. nondepartmental/sociocultural) organizations need to have graduate student members and their activities should be relevant to the graduate student community. GSO chartered organizations, like departmental organizations, are required to submit a list of elected officers each year. No money can be disbursed without an updated list of officers that includes their names, contact information and more importantly, the signatures of the organization president and treasurer. Chartered organizations are NOT guaranteed GSO funding.

NEW CHARTERS
Graduate student organization that would like to be chartered need to submit to the GSO Vice President (who chairs the Chartering Committee):
1. List of Officers (this form is available in the GSO Office);
2. a Charter ( constitution, mission and/or statement of purpose);
3. the signatures of 25 graduate students in support of chartering the organization;
4. a budget proposal (optional)

ACTIVE CHARTERED ORGANIZATIONS
Active graduate student organizations that are already chartered (i.e. have been approved by the Chartering Committee and Senate, have a charter and 25 signatures on file in the GSO Office) need to submit to the GSO Vice President every year:
1. List of Officers (this form is available in the GSO Office);
2. a budget (optional) submitted to the GSO Treasurer by 1 April each year
NOTE: In order to stay active, chartered organizations need to resubmit the signatures of 25 graduate students every 5 years.

INACTIVE CHARTERED ORGANIZATIONS
Inactive chartered organizations that want to reactivate their status need to submit to the GSO Vice President:
1. List of Officers
2. a new Charter
3. 25 graduate students signatures in support of the reactivation
4. budget proposal (optional)

TEMPORARY CHARTERED ORGANIZATIONS
Events, Conferences, Speaker Series, Workshops, Working Groups, etc. that are organized by and/or geared
toward graduate students (but are independent of any GSO chartered or departmental organization) can
apply to be chartered temporarily. Temporary charters will have a duration of ONE YEAR and will have
their own budget line for that period. Temporary charters require:
1. A list of organizers;
2. Signatures of the President and the Treasurer;
3. A statement of purpose;
4. A graduate student organization sponsor (signature of at least one President of a GSO organization)
AND signatures of 25 graduate students in support of the application.

SAMPLE CONSTITUTION
This sample constitution can be used as a guideline to draw up a constitution for a new group seeking to be chartered by the GSO or to update existing constitutions (for departmental and/or Nondepartmental suborganizations). Remember: CHARTERED Organizations must submit a new Constitution every 5 years in order to remain active. Examples have been italicized and GSO rules and regulations every organization should adhere to appear in boldface for your convenience.

>>SAMPLE CONSTITUTION<<

Constitution of
(Organization Title)

Article I
Preamble
(Organization Preamble)
The organization shall be called …

Article II
Membership
There shall be no limits on membership in this organization.
or Membership is open to any graduate student interested in the group.

Article III
Executive Board
(or Editorial Board for Publications)
The organization shall have at least three officers who shall constitute the Executive Committee (President, Vice President and Treasurer). Officers shall be elected by simple majority. Elected officers shall serve for the duration of ONE academic year. If any officers resign before the end of their term or fail to fulfill their duties, another candidate elected by a simple majority of at least one half of active the membership at the time of the vacancy shall replace them. Specific rules pertaining to the election of Executive Board members, Senators (for departmental suborganizations) and their duties should be specified in the organization’s by-laws and in accordance with related regulations stipulated in the GSO Constitution.

Article IV
Meetings
For organizations that publish journals: e.g. Meetings shall be held at least once before each publication. All other chartered organizations should hold regularly scheduled meetings as determined by its members. Special meetings may be called by the Executive Committee or by a simple majority of the organization’s members.

Article V
Amendment
Amendments to the Constitution require previous notification of the membership, and approval of two-thirds of the members voting on the amendment.

Article VI
Ratification
Ratification of the Constitution requires a (two-thirds) majority of the membership.

BY-LAWS:

Article I
Rights and duties of membership
We have no strict membership requirements. We hope that our members agree with the purposes and aims of our organization, as they are stated in the preamble of this constitution.

Article II
Date and Method of Electing Officers of the Executive Committee
Outgoing Executive Committee members shall hold elections no later than the SECOND week of
each Fall Semester. Refer to the GSO Constitution and By-Laws for specific regulations concerning
elections procedures.

Article III
Duties Authority and Responsibilities of the Executive Committee
1) The president shall be responsible for overseeing the general functioning of the organization and holding regularly scheduled and properly announced meetings.
2) The vice president shall be responsible for keeping minutes during
regularly scheduled meetings and making these available to the organization membership at large. 3. The treasurer shall be responsible for keeping track of the organizations finances, including signing vouchers that entail organizational expenses.
4) The Senator shall be required to participate in all GSO Senate meetings, and to facilitate communication between the organization and the Senate.

Article IV
Method of Conducting Meetings
Upon electing an Executive Committee, organizational meetings/gatherings shall be chaired by individual members on a voluntary basis. The meetings shall be conducted under parliamentary procedure (i.e. Robert’s Rules of Order), so as to allow for the open expression of dissent within the group. Prior to the time when the rotating of voluntary chair procedure is introduced, the president/organizer shall conduct all the meetings. If a regular schedule cannot be established, meetings should be announced to the general membership at least one week in advance.

Article V
Establishing Quorum
One more than one half of the active membership shall constitute quorum. Active membership shall be determined by participation in two of the last three meetings.

Article VI
Method to Amend the By-laws
A majority vote of more than half the active membership is necessary to amend the by-laws.

This section presents an overview of the internal structure of the GSO including the General Assembly, Senate, Executive Board and Suborganizations as well as the duties of the members of each subdivision. Further information can also be found in the GSO Constitution. The GSO’s relationships with other bodies (such as campus-wide committees, other University institutions and external third parties) are presented in other sections.

I. GENERAL ASSEMBLY/GRADUATE STUDENTS’ ASSEMBLY
The General Assembly is the supreme body of graduate students.

> General meetings can be called by graduate students or the Executive Board, among other
reasons, to rescind an action of the Senate, to present amendments to the constitutions, and to seek the opinion of the graduate student body on controversial issues confronted by the GSO.

> The call for a general meeting by non-Executive Board members must be addressed to the
Executive Board along with a written petition signed by at least fifty graduate students.
The Executive Board will then set a date for the general meeting, notify members of the
Senate and the graduate student body and make the necessary logistic arrangements. Actions of the Senate may be rescinded by a majority vote of those present at a general meeting, as long as fifty students minimum are present.

II. GSO SENATE
The Senate is the representative and decision-making body of the GSO. The Senate approves budget allocations, amendments, charters, expenditures, statements and oversees other GSO related activities. The Senate meets bi-weekly during the academic year and meetings are scheduled at the beginning of each semester to accommodate as best as possible the schedules of attending Senate members. Decisions concerning the graduate student community at large are made by majority votes of the quorum as prescribed in the constitution. Any and all graduate students are welcome to attend Senate meetings and bring to the table issues they believe should be addressed by the Senate. Voting capacities in the Senate, however, are restricted by the regulations stated below.

Voting members of the Senate include the following:

> Representatives from all departments or programs (herein referred to as ‘departmental
organizations’) offering a graduate degree. Representatives (herein referred to as ‘Senators’)
are elected by their respective department/program constituents. One senator is required for
each 75 full-time enrollments or portions thereof.

> The Sociocultural and Multicultural Assembly (SCMA), composed of all non-departmental
organizations chartered by the GSO, appoints seven voting representatives to the Senate. The Graduate Vice President for Multicultural Affairs (GVPMA) is responsible for overseeing
this process of appointment.

Senators obtain voting member status within the Senate by registering with the GSO Vice President. To ensure the voting status of Senate or SCMA members, each departmental and nondepartmental organization is required to submit a “List of Officers” form no later than the second week of each Fall Semester subsequent to each organization’s internal election. Hardcopies of this form are available in the GSO Office, and can also be downloaded from the GSO website.

Non-voting members of the Senate include:

> Representatives serving on various University-wide committees and GSO internal
committees, the representative to the Binghamton University Council, and graduate and
undergraduate students invited by the Senate.

III. EXECUTIVE BOARD
The Executive Board is responsible for running the day-to-day operations of the GSO. It is composed of the following members who serve a one-year term:

A. Officers elected in the GSO General Elections:

1. The President, who oversees general GSO activities, serves as liaison between the
graduate students and the administration, and acts as chair of the Senate;

2. The Vice President, who assumes the duties of the President when the President is
absent or unable to fulfill her/his duties as defined in the GSO Constitution. The Vice
President fulfills other specific duties as described in the Constitution, including chairing
the Constitution, By-Laws and Chartering Committee, and co-chairing the Elections
Committee with the Chief Elections Officer;

3. The Treasurer, who is responsible for the management and record keeping of the GSO
funds;

B. Officers appointed by the GSO:

4. The Graduate Vice President for Multicultural Affairs (GVPMA), who is elected by a
committee of members from the SCMA and who assumes the responsibility of
organizing and coordinating matters related to multicultural activities, communication,
and exchange;

5. Other officers as appointed by the President and approved by the Senate according to the
By-laws. Currently, these include an Assistant to the President who is a voting member
of the Executive Board.

IV. GSO SUBORGANIZATIONS
There are two types of suborganizations: Departmental and Nondepartmental suborganizations.

A. Departmental Organizations
Each department, school or program that offers a graduate degree has its respective graduate student organization. These organizations serve to promote department/program-based interests and social activities as well as to ensure that graduate students are represented at the department and university levels in various decision-making processes (for more details, see Section V). All enrolled graduate students are automatically members of their respective departmental GSO suborganizations. Funds to these organizations are allocated by the GSO according to the number of enrolled students within each department/program. (For guidelines on how to elect suborganization officers, please see the Election Guidelines leaflet).

B. Nondepartmental (GSO Chartered/ Sociocultural/ Multicultural) Organizations
These GSO suborganizations serve to promote the sociocultural and multicultural diversity
of the graduate student body at SUNY-Binghamton. One representative from each these
organizations together comprise the Sociocultural and Multicultural Assembly (SCMA),
which is chaired by the GVPMA. Any group of twenty-five or more graduate students has the right to submit a charter for a nondepartmental organization to the GSO Constitution, By-laws, and Chartering Committee (detailed information concerning chartering requests, active/inactive/temporary chartered organizations are found in the Chartering Guidelines leaflet). Nondepartmental organizations are not guaranteed GSO funding and funds that are
allocated to these organizations are generally determined by activities carried out in previous
years. The activities of Nondepartmental organizations cannot be member-exclusive and must be open to the graduate student community. In order to avoid a 10% reduction in future
budgets, these organizations are encouraged to have at least one event per semester that is
open to the public and is properly advertised through the GSO.

V. ROLE OF GSO SUBORGANIZATIONS AND REPRESENTATIVES TO THE SENATE
GSO suborganizations concern themselves with representation and empowerment. They must aim to represent the interests and needs of their constituents at the departmental/school level, and at the GSO and university levels. They must also empower their constituents in a way that guarantees involvement in department/school affairs and in the shaping and implementation of any policies that may affect them directly or indirectly. To this effect, members of GSO suborganizations must focus on the following points:

> GSO suborganizations should work on making sure that all departments and schools have
graduate student representatives with voting power on their decision-making boards (such
as in departmental/faculty meetings, hiring committees, future planning committees, etc.).
Students should be consulted on all aspects of changes of policies that the department or
school might be implementing.

> Suborganizations should elect senators that are able to attend all GSO Senate meetings
throughout the academic year and act as liaisons between the GSO and their respective
organizations’ constituents. As such, senators are expected to 1) bring to the attention of the
Senate any issue that concerns graduate student life and/or would require the concerted
efforts of the graduate student community on campus, and 2) to communicate issues that are
being discussed in GSO Senate on behalf of the graduate community to members of their
own organizations.

> GSO suborganizations should also elect, appoint, or volunteer students to fill GSO
committees (Elections, Budget, Grievance, etc.) and university-wide committees or boards
(Harpur College Council, Faculty Senate, Transportation Committee, etc.).

> While GSO suborganizations function in a self-sufficient manner, they also have to
participate in GSO activities and take on their fair share in the overall representation of
graduate students (such as in the GSO senate, GSO committees, and university-wide
committees). If suborganizations encounter any problem in their department or school they
need to inform the Senate and ask it and the GSO Executive Board, as well as other sub-
organizations, for advice, assistance, and support. Cooperation is necessary between sub-
organizations and the support of other graduate students is vital since some departments
may be able to share their unique experiences with other departments. Cooperation forms a
network of more organized student power pockets that can give graduate students across
the campus a say in decision-making processes. Sub-organizations should also be able to
mobilize to support the GSO in its efforts of representing and empowering all students
university-wide.

> Sub-organization meetings should be held regularly and with advance notice to all
constituents in order for students to 1) inform each other of what is happening at the
department and university levels; 2) share concerns and attempt to resolve problems; 3)
make decisions through a general vote for representational issues (department, GSO,
university, etc.) and for the allocation of its own monies. All decisions have to be voted upon
by the body of graduate students of the department or school (those who show up at a
meeting, as long as advance notice has been posted and communicated to all students).

Coffee Hour
Coffee hour Friday February 9th 2007
Coffee hour Friday March 2nd 2007
Coffee hour Friday April 13th 2007
Coffee hour Friday May 4th 2007

Other Activities

GSO Spring Stress Management Party: Saturday March 24th .

Graduate Research Day: Wednesday March 28th 2007

GSO Election/Referendum on activity fee: Wednesday April 18th and Thur. April 19th

Senate meetings are open to the public.

Senate Meeting
>Senate Meeting would be held at 4:30 pm in the GSO lounge.
Refreshments would be served.

Eight Senate meeting Wednesday 7th February 2007
Ninth Senate meeting Wednesday 21st February 2007
Tenth Senate meeting Wednesday 14th March 2007
Eleventh Senate meeting Wednesday 21st March 2007
Twelfth Senate meeting Wednesday 11th April 2007
Thirteenth Senate meeting Wednesday 25th April 2007
Fourteenth Senate meeting Wednesday 9th May 2007