UNIVERSITY OF KANSAS

GRADUATE AND PROFESSIONAL ASSOCIATION

Constitution

Revised Spring 2007

ARTICLE I
Preamble

1.1  We, the graduate and professional students of the University of Kansas, in order to secure a more significant and meaningful voice in our university disciplines, programs, and endeavors, and desiring therefore to establish a representative body to further this goal, do hereby establish this Constitution.
1.2  The Graduate and Professional Association (GPA) hereby formed shall be an executive and legislative body of all graduate and professional students of the University of Kansas. 
1.3  The purpose of the Graduate and Professional Association is to work to enhance the learning experience, both inside and outside the classroom, of all graduate and professional students at the University of Kansas.  The mission of this body is fourfold: To serve graduate and professional students at the University of Kansas by addressing their needs and concerns; To promote graduate and professional students status and achievements (e.g. research, teaching, and service) to the administration, community, and Board of Regents; To develop productive working relationships with all departmental, administrative, and governance bodies at the University of Kansas; and To provide opportunities that facilitate graduate and professional students' academic and professional development.
1.4  Nothing in this Constitution shall be construed contrary to the University Code or the Code of Student Rights and Responsibilities. 
1.5  This Constitution shall become effective upon the approval of the majority of the Graduate and Professional Affairs Committee (GPAC), present and voting, and shall only be enacted, amended, or repealed with a two-thirds (2/3) vote of the members present and voting at a regular or special meeting when the notice of the meeting states the substance of the enactment, amendment, or repeal to be considered.

ARTICLE II
Membership

2.1  The Graduate and Professional Association shall consist of all currently admitted and enrolled graduate and professional students at the University of Kansas.  Further, any admitted and enrolled student of the University of Kansas may become a member by attending the GPAC meetings.
2.2  The Graduate and Professional Association meet and make decisions as the Graduate and Professional Affairs Committee.  The voting membership of GPAC shall consist of the members of Graduate and Professional Association.
2.3  By requirement, each graduate student senator of the Student Senate must attend at least two (2) GPAC meetings each semester. 
2.4  The following people shall be ex-officio, non-voting members of the Graduate and Professional Assembly:

• The Student Body President or designee
• A representative from each graduate collective bargaining unit
• A representative from the Graduate School and International Studies Dean's Office
• Director , Communications Coordinator, and Financial Coordinator of the Graduate and Professional Association

ARTICLE III
Attendance and Meetings

3.1  All representatives to the GPAC are to attend all Committee meetings.  If a representative is unable to attend a meeting, she or he may send a designee from the same department.
3.2  Each department may determine the procedure for selecting its representative, provided that those considered for the seat are members of the Graduate and Professional Association (Section 2.1), are members of their department's Graduate and Professional Student Association (Article VI), and are in good standing in that department according to the standards of that department. 
3.3  The Graduate and Professional Affairs Committee is a standing committee of Student Senate, and shall meet as such.  Dates, times, and locations of these meetings will be determined by the University of Kansas Student Senate Vice-President at the beginning of each academic semester.  This schedule is to be posted on the GPA website and the GPA Communications Coordinator will immediately notify the representatives of any changes to the schedule. 
3.4  Quorum for conducting business shall exist when one half of the GSOs are represented.  Quorum may be suspended by a simple majority vote of those members, present and voting, at any regularly scheduled Committee meeting. 
3.5  The Communications Coordinator shall compile the minutes of each meeting and they shall be posted on the GPA website. 

ARTICLE IV
Staff of the Graduate and Professional Association

Section 1.  Paid Staff Positions of the Graduate and Professional Association

4.1 There will be three paid staff positions of the Graduate and Professional Association: Director, Communications Coordinator, and Financial Coordinator.

Section 2. Responsibilities of the Director

4.2.1  During April each year, the Graduate Student Executive Committee shall select a Director to be employed for the following fiscal year.  To be considered for this position, the candidate must be accepted to a Post-Baccalaureate program at the University of Kansas.  This person must be currently and continuously enrolled in the University of Kansas during the tenure and must be deemed a Post-Baccalaureate student.  Applicants for this position who simultaneously serve on the Graduate Student Executive Committee shall not be present during any selection process discussion or vote for any of the officers.
4.2.2  The responsibilities of the person holding this position shall include, but not be limited to:

• Serving as GPAC chair.  This also includes serving as a member of the Student Executive Committee of Student Senate.
• Attending or designating an attendee to all key leadership meetings and events with other members of University governance.  This includes, but is not limited to, all boards and committees requiring a graduate and professional perspective.
• Acting as a liaison between graduate students and university officials.
• Designing, coordinating, and overseeing the KU Graduate Student Research Summit during each spring semester.
• Designing, coordinating, and overseeing the KU Graduate Student Research Competition during each spring semester.
• Designing, coordinating, and overseeing the annual Jayhawk Graduate and Professional Welcome and Information Fair at the beginning of each fall semester in conjunction with Graduate Student Orientation.
• Actively facilitating the creation and maintenance of productive working relationships with the University administration, Student Senate, GSOs, GTAC, Graduate and Professional senators, and other organizations or offices affecting graduate and professional students.
• Expanding and enhancing current programming as well as developing new programming based on the needs, interests, and general welfare of graduate and professional students.
• Reporting on activities at each GradEx and GPA meeting.
• Providing updates to the Communications Coordinator as necessary to be posted on the GPA website.
• Submitting or presenting semi-annual reports of activities in November and April to GradEx in the format determined by the Committee.
• Serving as the Office Manager for the GPA office in SILC.
• The director will supervise the Communications Coordinator and the Financial Coordinator and act as a liaison between the GPA office and GradEx.

Section 3. Responsibilities of the Communications Coordinator

4.3.1  During April each year, the Graduate Student Executive Committee shall select a Director to be employed for the following fiscal year.  To be considered for this position, the candidate must be accepted to a Post-Baccalaureate program at the University of Kansas.  This person must be currently and continuously enrolled in the University of Kansas during the tenure and must be deemed a Post-Baccalaureate student.  Applicants for this position who simultaneously serve on the Graduate Student Executive Committee shall not be present during any selection process discussion or vote for any of the officers.
4.3.2  The responsibilities of the person holding this position shall include, but not be limited to:

• Keeping the GPA website up to date with relevant information and maintaining it as a useful, attractive, and navigable website.
• Recording and disseminating the minutes of GradEx and GPAC meetings as well as providing notice of upcoming meetings for both bodies on the GPA website in a timely fashion.
• Actively facilitating the recruitment/creation, maintenance, and involvement of departmental GSOs.  Maintaining the database of addresses, names, and GSO contacts.
• Gathering and disseminating information of general interest to graduate and professional students.  This includes, but is not limited to, corresponding with departmental GSOs and advertising events, speakers, programs, and meetings.
• Gathering and disseminating information about graduate and professional student accomplishments with respect to teaching, research, and service to the university administration, community, and Board of Regents.
• Reporting on activities at each GradEx and GPA meeting.
• Serving on applicable university governance committees where needed.
• Helping to construct and edit the GPA website, annual reports, surveys, listserv, email address lists, and other projects assigned by GradEx.
• Conduct inter-university correspondence.
• Submitting or presenting semi-annual reports of activities in November and April to GradEx in the format determined by the Committee.

Section 4. Responsibilities of the Financial Coordinator

4.4.1  During April each year, the Graduate Student Executive Committee shall select a Director to be employed for the following fiscal year.  To be considered for this position, the candidate must be accepted to a Post-Baccalaureate program at the University of Kansas.  This person must be currently and continuously enrolled in the University of Kansas during the tenure and must be deemed a Post-Baccalaureate student.  Applicants for this position who simultaneously serve on the Graduate Student Executive Committee shall not be present during any selection process discussion or vote for any of the officers.
4.4.2  The responsibilities of the person holding this position shall include, but not be limited to:

• Conducting the day-to-day financial operations of the GPA, GSOs, and their officers.
• Developing and maintaining productive and supportive working relationships with all GSO treasurers and the Student Senate treasurer.
• Updating and maintain the Procedures Handbook for GSO treasurers.  At the beginning of each fall semester, update and circulate the handbook to GSO treasurers.
• Hold a mandatory treasurers training in the fall of each year to present information regarding budget process procedures, current spending procedures, and the allocation of funds for the upcoming fiscal year with GSO treasurers.
• Developing a preliminary budget for GPA for approval by GradEx prior to Student Senate bloc allocations.
• Providing updates to the Communications Coordinator as necessary to be posted on the GPA website.
• Reporting on activities at each GradEx and GPA meeting.
• Gathering and archiving individual copies of all purchase orders and/or corresponding documentation.
• Making appropriate submission of all GSO funding paperwork by July 1 of every year.
• Submitting or presenting semi-annual reports of activities in November and April to GradEx in the format determined by the Committee.

Section 5. Hiring of Additional Paid Staff Members

4.5.1  The Graduate Student Executive Committee shall hire, review, and arrange funding for additional staff positions in the same manner as for the Director, Communications Coordinator, and Financial Coordinator as deemed necessary.  Unless otherwise stated in the job description, all staff positions are directly subordinate to the Graduate Student Executive Committee.  In any case, Graduate Student Executive Committee authority over staff positions and activities is final. 

ARTICLE V
Graduate Student Executive Committee

5.1  The charges of the Graduate Student Executive Committee (GradEx) are To bring issues of concern to the attention of the graduate student community and to solicit feedback on these issues; To solicit issues of concern from the graduate student community; and To actively pursue the satisfactory resolution of these issues. 
5.2  The goals of this body shall be: To create the agenda for the executive and legislative issues to be addressed by the Graduate and Professional Association; To organize mechanisms and mobilize human resources for accomplishing the short and long term goals of the Graduate and Professional Association; and To oversee the progress made toward accomplishing the short and long term goals of the Graduate and Professional Association.
5.3  The membership of this body shall be elected according to the following procedures:

• At the meeting immediately prior to Spring Break, GPAC shall elect seven (7) of its members to serve on GradEx for a one (1) year term.  Members elected at this meeting shall serve from June 1 of the year in which they are elected until May 31 of the following year.  GPAC must strive to have one elected GradEx member be a hold over member of the Committee from the previous year.
• A vacancy on GradEx shall be filled by a special election held at the following GPAC meeting.
• If at any time the number of vacancies on GradEx, excluding ex-officio members, numbers four (4) or more, the Graduate Representative to SenEx shall join the remaining elected members of GradEx to act as the committee.  The purpose of this interim GradEx will be to call a special election.  In no case shall this interim GradEx serve beyond the election to fill the GradEx seats. 
• In cases where two or more candidates receive the same total number of votes, GradEx shall determine by lot the candidate to whom the seat shall be offered. 
• The Director, Communications Coordinator, Financial Coordinator, GPAC chair, Dean of the Graduate School, Student Body President, and the graduate representative to SenEx serve as ex-officio, non-voting members of GradEx.  They will all have full speaking privileges. 
• The GradEx Chair and Vice-Chair shall be elected from the Committee's membership and shall serve a one (1) year term from June 1 to May 31 of the following year. 
• The GradEx Chair will be the Vice-Chair of the GPAC upon approval of the Committee members.

5.4  GPAC may remove any or all of its GradEx members only by a separate vote of no confidence passed by two-thirds (2/3) of the membership, present and voting, after determination of quorum.  A vote of no confidence immediately removes the member or members of GradEx, and the resulting vacancy or vacancies shall be filled in accordance with section 5.3.
5.5  GradEx shall meet one hour prior to every GPAC meeting or based on emergency circumstances.  Notice of regularly scheduled meetings will be posted on the GPA website by the Communications Coordinator.
5.6  Non-members of GradEx may speak at any Committee meeting by gaining recognition from the Chair and/or at the request of a majority of Committee members.
5.7  The responsibilities of GradEx members shall include, but not be limited to the following:

• To attend all meetings, to take an active role in this executive body by agreeing to oversee a particular project that may include, but not be limited to, reviewing the performance of the three staff positions, organizing the efforts to address a particular issue, increasing the visibility of graduate and professional student opportunities, or gathering and disseminating information of interest to graduate and professional students.  A written report of the progress as well as charges for the incoming GradEx members shall be presented at the April Committee meeting.  Each Committee member shall have an opportunity to provide a report and/or solicit input at each GPAC meeting.
• At the October and February GradEx meetings, the members shall review and discuss the performance of the Staff positions. 
• In March and April of every year, the voting membership of GradEx shall serve as the hiring committee for the Staff positions.

5.8  During those periods when school is not regularly in session (Summer, Winter, and Spring Breaks), if quorum does not exist at a regularly scheduled GPAC meeting and/or a decision must be made within seven (7) days, GradEx may act in place of GPAC if the following procedures are followed:

• Designees have been selected by proxy for those GradEx members who will not be present during the Break period.
• At the first regularly scheduled meeting following the binding decisions of GradEx, GPAC shall be informed of the decisions that were made and the rationale for taking action without waiting for a regularly scheduled meeting.

ARTICLE VI
Graduate and Professional Student Organizations

6.1  Graduate and Professional Student Organizations (GSOs) are departmental groups formed to serve the needs and concerns of graduate and professional students within each of the departments.  These groups can organize and sponsor any activity that helps professional and academic development of graduate, professional, and undergraduate students.  There shall not be more than one (1) organization per recognized department or program offering a Post-Baccalaureate program of study. 
6.2  All GSOs shall register with the GPAC and the Student Involvement & Leadership Center (SILC) in August of each academic year and re-register if new officers are elected prior to April.  The treasurer of each GSO must attend the Financial Coordinator's workshop in September. 
6.3  GSO membership is open to all students currently enrolled at the University of Kansas in a Post-Baccalaureate program.  Each GSO shall elect a president or group leader, treasurer, and representative to GPAC each year. 

ARTICLE VII
Budget Code

Section 1. Graduate Organization Allocation Account

7.1.1  Funds apportioned to the Graduate Organization Allocation Account shall be used to provide one-year block allocations to Graduate and Professional Student organizations and activities. 
7.1.2  Any funds remaining in the Graduate Organization Allocation Account at the end of the fiscal year shall revert to the Graduate Organization Allocation Reserve Account.  The balance of this account shall not exceed 25,000 dollars.  Any funds in excess of 25,000 shall revert to the Student Senate Reserve Account.

Section 2. Graduate Organization Allocations

7.2.1  Registered and recognized GSOs are qualified to receive annual funding allocated at the beginning of every September.  GSOs qualify for additional funding distributed in the following year contingent upon regular attendance of GPAC meetings.  This additional funding is in accordance with the schedule set forth by the Financial Coordinator's Handbook.  At the second to last GPAC meeting of the academic year, the Financial Coordinator shall announce the funding distribution for each GSO for the subsequent year.
7.2.2  The Financial Coordinator shall solicit requests from any registered graduate and professional organization, group, or activity and consider each request in consultation within the context of apportionment to the Graduate Organization Allocation Account.
7.2.3  The Financial Coordinator in consultation with GradEx may amend any portion of a GSO's request by a simple majority vote of all those present and voting.

Section 3. Graduate Student Organization Funding Requests

7.3.1  All GSO funding requests must be submitted on the forms provided by the Financial Coordinator by the prescribed deadline.  These forms must be signed by the GSO president and treasurer to be considered valid requests. 
7.3.2  Budget requests must be for the professional and academic development of GSO members and must comply with the State of Kansas regulations, the University of Kansas Student Senate regulations, and the Graduate and Professional Affairs Committee regulations.  Budget requests should not include labor-related expenses.
7.3.3  Copies of all newsletters/journals funded with GPA funds must be sent to the GPA office in SILC for the archives.  All published materials must acknowledge the support of the GPA with the following statement: "This publication is supported by Student Activity Fees as provided by the Graduate and Professional Association and Student Senate."
7.3.4  Capital equipment requests shall be considered when in compliance with the following guidelines:

• Capital equipment purchased with these funds must be available to all GSO members.
• GSOs requesting funds must demonstrate adequate security for the protection of the requested equipment.

7.3.5  All requests for additional funding must be presented in writing at least ten (10) days before they are going to be heard by GradEx. Upon approval by a simple majority of the GradEx members present and voting, the request shall be presented at the next GPAC meeting.  Upon a simple majority vote by the GPAC members present and voting, the funds shall be allocated to the organization.
7.3.6  GSO funds may be used for travel so long as such travel is for academic purposes related to the organization's program of study.  This includes, but is not necessarily limited to, travel required in attending an academic conference, presenting a paper or dissertation, and in making field visits.  Travel arrangements must be made with the GPA's Financial Coordinator thirty (30) days in advance of any trip.

ARTICLE VIII
Amendments

8.1  Any provision of this Constitution may be amended by a two-thirds (2/3) vote of GPAC, present and voting once quorum has been achieved, or at least (5) members of GradEx in accordance with Section 3.4.
8.2  GradEx shall review the GPA Constitution during the Spring Semester of every second year to consider and debate any changes or modifications.