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  • 3. The Executive Board
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  1. There shall be an Executive Board, hereafter referred to as the Board, which is responsible for the administration of the GSA, the enforcement of this Charta and all by-laws, and the implementation of all resolutions passed by either the Board itself or the General Assembly. The Board shall determine the GSA's policies and plan and Implement social, cultural and scientific events. The Board is in charge of the budget of the GSA. The Board shall establish rules for the greater good of the graduate students at IUB and issue resolutions for the advancement of graduate studies at IUB. The Board represents the GSA towards the outside world.
  2. The Board meets monthly during the academic semesters; time and place of such meetings are to be publicly announced at least 3 days in advance. Additional meetings can be called by any two Board members. All meetings of the Board shall be public. There shall be records of all meetings kept and published.
  3. The Board shall consist of the following elected officers: the Treasurer, the Secretary and the Activities Coordinator. Furthermore, each school of IUB that enrols at least ten graduate students (full-time or part-time) has the right to be represented in the Board by a Secretary General (SG).
  4. The term of any Board member ends immediately after the election of a successor; re-election is possible.
  5. During Board meetings, any attending members of the Council (see §4) shall have the full privileges of Board members, including the right to vote. During votes, attending Council members are counted towards the Board.
  6. At most one Board member may be absent for the Board to be quorate. The Board passes resolutions by simple majority, votes are cast by hand raising. Each member of the Board shall have the power to introduce motions to the Board or to the agenda of the General Assembly for discussion and vote.
  7. The Board shall have the power to call an extraordinary General Assembly.
  8. The Board is free to appoint any Member to support the Board with the execution of a specific task.
  9. All candidates for the office of SG shall be affiliated with the school they are running for. An office of SG is left vacant for a term of office if it cannot be filled at the beginning of the term. Each SG represents the graduate students of her school towards the university administration, faculty, staff, alumni, undergraduates and other bodies. All SG in unison may represent the entire GSA; if at some occasion only one representative can be heard, the SG may transfer their vote to one of their number on positions that all agree on. The SG shall take turns for such occasions. The SG hears motions and petitions from Members of her school. The SG work together to determine the agendas for meetings of the Board and the General Assembly. They oversee the implementation of all resolutions passed by either the Board or the General Assembly. Each SG has the power to veto any resolution passed by the Board and thus delay its implementation by four days.
  10. The Treasurer is responsible for the funds of the GSA and administrates them in a way that benefits the GSA. She shall keep all funds in a bank account close to campus; only the Treasurer and an ombudsman of the administration shall have access to this account. The Treasurer submits an annual budget proposal to the Board for vote. She informs the Ordinary General Assembly (§5.1) of the financial situation of the GSA. She keeps records of all financial transactions for approval by the administration. The Treasurer disburses funds for activities provided for in the budget and approved by the Board or the General Assembly. She sees to it that the annual budget is not exceeded. The Treasurer collects donations, fees and all other monies that are transferred into the possession of the GSA.
  11. The Secretary is responsible for the public presentation of the GSA. She keeps up-to-date lists of members at all times and is responsible for the GSA archive. She announces meetings of the Board or the General Assembly within the provided time frames. The Secretary chairs all meetings of the GSA and takes and publishes minutes within five days; she may delegate these tasks to other participants. The Secretary observes adherence to the agenda, calls for discussions and votes and enforces an orderly conduct of all participants. The Secretary oversees the GSA's public relations and coordinates the GSA's presentation in the media, both electronic and printed.
  12. The Activities Coordinator (AC) is responsible for the improvement of graduate student life on campus. She oversees programs, services and events in which the GSA participates. She leads the organization of social and cultural activities for the graduate students. She provides a platform for the graduate students to familiarize each other with their academic fields and research projects. The AC is in charge of orientation events for new graduate students.
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11 Comments

  1. In the 3.1 "scientific" events is to be changed into "academic".

    There was a discussion on whether or not we should change "plan and Implement social, cultural and scientific events" (3.1) into a stricter obligation of implementing one social, one cultural and one academic event per year by the board as such. The intention to make the board more aware of its duties was agreed on. However, it was decided that a by-law, which would clarify importance of the O-week, obligations of the board, and the traditions established by the community, would be more productive than a change in the Charta.

    In 3.2 the following aspect should be added, "An archive of all meetings and decisions should be kept and publicly accessible".

    In 3.6 the quorum for decision making has to be changed from one to two absentees: "At most TWO Board member may be absent for the Board to be quorate." As well in 3.6 the direct and clear reference to the voting power should be added: "Each board member has a voting power that is non-transferrable to any members, except his/her direct substitute". In the same paragraph a direct description of the voting, "votes are cast by hand raising", probably can be taken out.

    It was decided that 3.8 paragraph has to be clarified either in Charta or, most probably, in a by-law: "The Board is free to appoint any Member to support the Board with the execution of a specific task." The main question is the accountability of an appointed member (if it's a temporary help or more permanent representative position). Small tasks are not regulated. The accountability of the GSA representatives, though, has to be better regulated. It has to be added that they are appointed by the GSA board, but are accountable to the community first of all. A representative has to inform the board when he/she drops out of the position and provide with a report on his/her work once a semester.

    In 3.9 "An office of SG is left vacant for a term of office if it cannot be filled at the beginning of the term." is to be left out completely. As well as "if at some occasion only one representative can be heard, the SG may transfer their vote to one of their number on positions that all agree on." has to be taken out, since there is no decision making in meetings where SG are to represent the GSA.

    In 3.10 it has to be clearly stated that the Treasurer is not responsible for the administrating of the funds. "The administrating of the funds is responsibility of the board and is done so to benefit graduate students". The whole procedure of the bank account, etc. is not relevant anymore. That is why "She shall keep all funds in a bank account close to campus; only the Treasurer and an ombudsman of the administration shall have access to this account" is to be taken out. The term "fee" is to be taken out from the 3.10 paragraph as well, so it is not confused with the goverment fee.

      • I'm in favor with your proposed changes to 3.6 and 3.8, well done! (smile)
      • A question regarding the "fee" in 3.10: Would you then subsume our share of the government fee under "monies transferred to the GSA" (by the administration)?
      1. Yes, this was the intention (smile)

        Y.

  2. Preliminary draft of the changes:

    (1) There shall be an Executive Board, hereafter referred to as the Board, which is responsible for the administration of the GSA, the enforcement of this Charta and all by-laws, and the implementation of all resolutions passed by the General Assembly or the Board itself. The Board shall determine the GSA's policies and plan and implement social, cultural and academic events. The Board is in charge of the budget of the GSA. The Board shall establish rules for the greater good of the graduate students at Jacobs University and issue resolutions for the advancement of graduate studies at Jacobs University. The Board represents the GSA towards the outside world.

    (2) The Board meets monthly during the academic semesters; time and place of such meetings are to be publicly announced at least 3 days in advance. Additional meetings can be called by any two Board members. All meetings of the Board shall be public. There shall be records of all meetings kept and published. There shall be an archive of all meetings, resolutions, and decisions kept and publicly accessible.

    (3) The Board shall consist of the following elected officers: the Treasurer, the Secretary and the Activities Coordinator. Furthermore, each school of Jacobs University that enrolls at least ten graduate students (full-time or part-time) has the right to be represented in the Board by a Secretary General (SG).

    (4) The term of any Board member ends immediately after the election of a successor; re-election is possible.

    (5) During Board meetings, any attending members of the Council (see §4) shall have the full privileges of Board members, including the right to vote. During votes, attending Council members are counted towards the Board. The voting power of a Council member is non-transferable to other members.

    (6) At most two Board members may be absent for the Board to be quorate. The Board passes resolutions by simple majority. Board resolutions shall become effective immediately. Each board member has a voting power that is non-transferable to any other members, except her/his direct substitute. Each member of the Board shall have the power to introduce motions to the Board or to the agenda of the General Assembly for discussion and vote.

    (7) The Board shall have the power to call an extraordinary General Assembly.

    (8) The Board is free to appoint any Member to support the Board with the execution of a specific task. This member is accountable to the community for the fulfillment of an appointed task.

    (9) All candidates for the office of SG shall be affiliated with the school they are running for. Each SG is elected by her/his school and represents the graduate students of her/his school towards the university administration, faculty, staff, alumni, undergraduates and other bodies. All SG in unison may represent the entire GSA. The SG hears motions and petitions from Members of her school. The SG facilitates the election of program representatives of her/his school. S/he assists to internal academic activities of her/his school. The SG work together to determine the agendas for meetings of the Board and the General Assembly. They oversee the implementation of all resolutions passed by either the Board or the General Assembly. Each SG has the power to veto any resolution passed by the Board that goes against her/his school interests. Thus SG delays its implementation by four days. The veto can be executed once per semester. If the solution is not reached upon in four days, an Extraordinary Assembly is to be called to solve the matter. During the preparation for the EA no decisions can be passed by the board on the issue that was vetoed.

    (10) The Treasurer is responsible for the funds of the GSA. The board administrates them in a way that benefits the graduate students of Jacobs University. The Treasurer submits an annual budget proposal to the Board for vote. S/he informs the Ordinary General Assembly (§5.1) of the financial situation of the GSA. S/he keeps records of all financial transactions for approval by the administration. The Treasurer disburses funds for activities provided for in the budget and approved the General Assembly or the Board. S/he sees to it that the annual budget is not exceeded. The Treasurer collects donations and all other monies that are transferred into the possession of the GSA.

    (11) The Secretary is responsible for the public presentation of the GSA. S/he keeps up-to-date lists of members at all times and is responsible for the GSA archive. S/he announces meetings of the Board or the General Assembly within the provided time frames. The Secretary chairs all meetings of the GSA and takes and publishes minutes within five days; s/he may delegate these tasks to other participants. The Secretary observes adherence to the agenda, calls for discussions and votes and enforces an orderly conduct of all participants. The Secretary oversees the GSA's public relations and coordinates the GSA's presentation in the media, both electronic and printed.

    (12) The Activities Coordinator (AC) is responsible for the improvement of graduate student life on campus. S/he oversees programs, services and events in which the GSA participates. S/he leads the organization of social and cultural activities for the graduate students. Together with the SG s/he provides a platform for the graduate students to familiarize each other with their academic fields and research projects. The AC is in charge of orientation events for new graduate students.

  3. The coming Assembly will decide whether or not the SG are elected by the schools or by the whole community. Considering that this question came up at the last Assembly, and that the working group also considers the splitting of the electorate to be a productive change, the re-formulation is offered in this draft.

    However, once again the formulations presented here are merely suggestions based on the results of the group discussions.

  4. Anonymous

    Sensational maetrial! I admire your hard work and the effort you place into your research and writing. I stand in agreement on nearly every point.

  5. Anonymous

    Hazel thanks for your note. (LOVE The Sartorialist!!). All black is often the default colour because it's the easier to unify (imagine an ensemble full of slightly different shades of red), it's easy on the eyes, and the audience tends to focus more on the music than if the ensemble were wearing different colours. The problem with saying go for it, wear any colour is what one person considers stylish another will consider completely inappropriate. There there's the issue of colour clashing. And in classical music, there are known stereotypes about what kind of dress is associated with certain types of music. Opera performers (and audiences) tend to go all out with style and flamboyance; Baroque performers (and audiences) tend not to consider fashion a big deal and are very low-key with their apparel. Ultimately, no, I don't think ensembles should be able to wear any colour; then it looks like a rehearsal.

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