GCA OFFICER"S HANDBOOK

Graduate Communication Association

Officer’s Handbook

Table of Contents

GCA History
GCA Officer History
Office of Campus Involvement
Meetings
GCA Constitution
GCA By-Laws

GCA History

In 1999, the School of communication Studies (SCS) Graduate Student Alliance (GSA) was formed as a means of building community among graduate students of the newly formed SCS. Along with building community, GSA also intended to offer graduate students a forum for voicing issues and concerns free from faculty or administrative intervention. As the SCS became more established and the students assimilated into one program, the focus of the organization has expanded to incorporate professional and academic development. To achieve these new objectives, the active body voted to apply for formal recognition from the University in 2000. Official recognition was granted in Spring 2001, gaining GSA representation on the Graduate Student Senate, as well as a budget of funds supplied by the University. In Spring 2003, the active membership voted on a new name for the organization, Graduate Communication Association, better reflecting the vision of the organization.

Today GCA is expanding on the original goals of providing professional and academic enhancement and by developing connections with other organizations on campus and continuing to foster community building, not only in the SCS, but also across the University. In future years our goal is to gain membership from the entire graduate community to establish the organization as a respected and active organization on the campus of Bowling Green State University. In keeping with the original intent of the organization, GCA is a student-centered organization committed to providing a space for graduate students to come together.

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GCA Officer History

Office of Campus Involvement

The Office of Campus Involvement (OCI) is the office that overlooks all student organizations. As a recognized and funded organization of Bowling Green State University, GCA must uphold the rules and regulations set forth by the Office. The main impact of the Office of Campus Involvement falls into three categories:

• Roundtables: As a recognized organization, GCA may be required to send a representative to a set number of roundtables each semester. The President will receive all correspondence regarding the roundtables. It is imperative that either the President or a representative attends the specified number of roundtables. Attendance is taken and the roundtables generally last about an hour.
• Meetings: The Office of Campus Involvement also has other mandatory meetings that the President or a representative must attend. Sometimes these meetings are emergency meetings and are held at the last minute. The Office tries to notify the President at least one week in advance thought it has been known to give less than 24 hours notice. If the president is unable to attend the meetings and is not able to find a representative, she/he must call the Office as soon as possible.
• Budget: GCA currently receives a budget every year. The Office of Campus Involvement oversees this budget and runs treasurer workshops. The Treasurer is required to attend a specified number of these workshops (generally two) per year. In the Spring, the Office of Campus Involvement holds budget hearings. We are required to send a group to present our budget. This falls under the responsibilities of the Treasurer, but it is a good idea for all executive officers to be aware of the deadlines and requirements of the budget.

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Meetings

As executive officers, one of their primary duties will be to participate in meetings. At the time of the creation of this handbook, the organization must meet a minimum of four (4) times per academic year. It can range widely in response to the current levels of activity within the graduate student body. Essentially, it is up to the discretion of the President regarding the number and types of meetings held per semester.

Meeting Types

Meetings can be broken into three basic types:

• Executive board meetings – these meetings are closed to the public and to active members other than the executive board. Executive board meetings are generally held to determine goals of the organization for the semester and basic orders of business (e.g., determining a general meeting schedule and planning activities).
• General meetings – these meetings are open to all current members and prospective members of the GCA. Traditionally, faculty members are not included in general meetings. The general meetings are for discussion amongst the members regarding pertinent issues. It is generally advisable to provide an agenda for the members prior to the meeting.
• Special issue meetings – Special issues can range from meetings called specifically to vote on an issue (see constitution for quorum information) and elections to meetings called specifically in response to requests by the active members.

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Meeting Procedures

The basic procedure of running a meeting is identical across the three types. When the President has decided on a meeting time, a location must be determined. Traditionally, all meetings have been held in West Hall in one of the conference rooms. However, we may consider utilizing space in the Bowen-Thompson Student Union as a means of opening our organization to the greater BGSU graduate student community. Reservations for West Hall are made through 302 West Hall. Reservations for the Bowen-Thompson Student Union are made by calling (419) 372-9000 or through the meeting space website.

There are times of the semester that are more busy than others and the meetings can be rescheduled if a more pressing matter needs to take precedence. According to university organization guidelines, the Vice President is responsible for securing room locations. In GCA, however, the task has been divided between both the President and the Vice-President so it will be essential to clarify who will take charge of this responsibility.

After the room is secured, the active members should be alerted of the meeting at least one week in advance. This is not a necessary step in executive board meetings. Members are typically notified through e-mail and through postings throughout West Hall. It is a good idea to provide members with at least two e-mail notices: one when the meeting is first determined and the second as a reminder a day or two prior to the meeting. The Secretary is responsible for correspondence regarding meetings but it is ultimately up to the President to ensure that everyone is alerted. E-mail lists of the graduate students can be obtained through 302 West Hall.

The president is responsible for conducting the meeting. It is up to the president how formal to make the process. It is a good idea to have a basic understanding of Robert’s Rules of Order to conduct meetings, particularly any that require a vote. The President can also appoint a sergeant-at-arms if s/he deems it necessary. Finally, the secretary should make minutes of the meetings available to the active body.

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GCA Constitution

Article I.

The name of the organization is Graduate Communication Association (GCA).

Article II.

No affiliation with any other group exists at this time.

Article III.

Purpose:

• Develop a support network of graduate student colleagues.
• Provide opportunities for academic and professional development within the field of communication studies.
• To create a forum to express issues and concerns and act as a mediating channel between graduate students and Bowling Green State University faculty, administration, and community.

Article IV.

Membership Requirements:

• Any graduate student that is registered for at least one (1) credit hour will be considered for membership in the Graduate Communication Association.
• Active members will be determined by consistent meeting attendance as approved by the President.

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Article V.

Officers:

• President: Will serve from fall elections thru fall elections of the next year. Eligibility includes being an active member of the Graduate Communication Association. The President will be elected during the last meeting of spring semester prior to assuming the position in the fall.
  Vice-President: Will serve from fall elections thru fall elections of the next year. Eligibility includes being an active member of the Graduate Communication Association and an active participation in graduate student life. The Vice President will be elected during the last meeting of spring semester prior to assuming the position in the fall.
• Treasurer: Will serve from fall elections thru fall elections of the next year. Eligibility includes being an active member of the Graduate Communication Association and an active participation in graduate student life.
• Secretary: Will serve from fall elections thru fall elections of the next year. Eligibility includes being an active member of the Graduate Communication Association and an active participation in graduate student life.
• Doctoral Student Representative: Will serve from fall elections thru fall elections of the next year. Eligibility includes being an active member of the Graduate Communication Association and an active participation in graduate student life.
• Master’s Student Representative: Will serve from fall elections thru fall elections of the next year. Eligibility includes being an active member of the Graduate Communication Association and an active participation in graduate student life.
• Part-Time Student Representative: Will serve from fall elections thru fall elections of the next year. Eligibility includes being an active member of the Graduate Communication Association and a part-time graduate student. This will be an optional position. If there is not part-time student interested in filling the position, it will go unfilled.
• Graduate Student Senate Representative(s): Will serve from fall elections thru fall elections of the next year. Eligibility includes being an active member of the Graduate Communication Association. The primary graduate student representative will be elected during the last meeting of spring semester prior to assuming the position in the fall.
• Graduate Committee Representative: Will serve from fall elections thru fall elections of the next year. Eligibility includes being an active member of the Graduate Communication Association.
• Interpersonal Communication Representative: Will serve from fall elections thru fall elections of the next year. Eligibility includes being an active member of the Graduate Communication Association.

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Article VI.

Advisor:

• The current Graduate Coordinator of the School of Communication Studies will serve as the advisor and the term will match that of the Graduate Coordinator unless otherwise decided by at least a 2/3 of the members.
• A new advisor may be elected if 2/3 of the membership votes to do so.

Article VII.

Meetings:

• The group will meet a minimum of four times throughout the academic year.
• Active members are expected to attend these meetings. (Inconsistent attendance may affect entitlement to organization benefits—to be determined by the President.)
• Special Meetings will be called as needed with a minimum one-week notice.
• The President will call all meetings including emergency meetings if the need arises.

Article VIII.

Quorum:

• Two-thirds of the active members present at general meetings, to be determined by the secretary, must be present at a meeting to vote on matters.

Article IX.

Referendum and Recall:

• The organization will be conducted in accordance with School of Communication Studies and Bowling Green State University policies.

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Article X.

Amendments:

• Amendment procedures are outlined in the By-Laws, section IX.

Graduate Communication Association By-Laws 

Membership:

Requirements:

• All graduate students who are registered for college credit are eligible to be considered for membership in the Graduate Communication Association. Membership will be determined each semester by these standards.
• Active members will be determined by consistent meeting attendance as approved by the President.
• All members of the Graduate Communication Association will have the right to vote on all issues if they so choose.

Dues:

• There will be no dues required for membership in the Graduate Communication Association. At times there may be requests for voluntary contributions handled by the treasurer to pay for activities planned for the organization.

 Executive Board:

• The Executive Board will be composed of the President, Vice-President, Treasurer, and Secretary.
• Upon the discretion of the President, other officers may be asked to join the Executive Board.
• The Executive Board will be responsible for the delegation of Graduate Communication Association funds by vote. The delegation of funds will require a majority vote of the Executive Board at the beginning of the academic year.
• The Executive Board powers and responsibilities will include those listed under the section, “Duties of Officers.”

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Duties of Officers:

Powers:

President

• To call, coordinate, and conduct meetings as needed.
• To assist with and approve the collection and distribution of organization funds.
• To conduct votes.
• To make executive decisions (when necessary).

Vice-President

• To assume all powers of the President in the event that s/he is unable to fulfill the powers of that position.
• To assist with and approve the collection and distribution of organization funds.

Treasurer

• To collect and distribute any funds that belong to the Graduate Communication Association in a manner that is agreed upon per the requirements listed in the Constitution and By-Laws.
• To issue funds only with the consent of the Executive Board, and/or without Executive Board consent when necessary.
• To assume all powers of the Vice-President in the event that s/he is unable to fulfill the powers of that position.

Secretary

• To determine who is and is not a member of the Graduate Communication Association per membership requirements.
• To assume all powers of the Treasurer in the event that s/he is unable to fulfill that position.

Doctoral Student Representative

• To assume all powers of the Secretary in the event that s/he is unable to fulfill the powers of that position.

Master’s Student Representative

• To assume all powers of the Secretary in the event that s/he and the Doctoral Student Representative is unable to fulfill the powers of that position.

Part-time Student Representative (If applicable)

• Assume all powers of the secretary in the event that s/he and the Master’s Student Representative and the Doctoral Student Representative are unable to fulfill the powers of that position.

Graduate Student Senate Representative(s)

• Assume all powers of the secretary in the event that s/he and the Part-Time Student Representative, Master’s Student Representative, and the Doctoral Student Representative are unable to fulfill the powers of that position.

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Official Responsibilities:

President

• To call and conduct public and executive meetings.
• To provide the organization with a vision as well as assist in goal development for the year.
• To assist in organizing activities and events.
• Those responsibilities jointly assumed by the Executive Board to fulfill the purpose of the Graduate Communication Association.

Vice-President

• To serve as activities coordinator for all Graduate Communication Association activities. This may include delegating responsibilities to other members.
• Those of the President in the event s/he is not able to fulfill the responsibilities of the position.
• Those responsibilities jointly assumed by the Executive Board to fulfill the purpose of the Graduate Communication Association.
• Coordinate professional development series workshop in conjunction with the President.

Treasurer

• Maintain the Graduate Communication Association budget by open record.
• To issue funds as directed by the Executive Board.
• To collect any funds or pay any fees issued by the Graduate Communication Association for any of its events.
• Complete Annual Student Budget Committee (SBC) funding forms and hearing process.
• Attend SBC bi-yearly treasurer’s workshops.
• Attend Office of Campus Involvement’s bi-yearly treasurer’s consultations.
• Train newly elected treasurer regarding financial responsibilities every fall after elections (if applicable).
• Those of the Vice-President in the event s/he is not able to fulfill the responsibilities of the position.
• Those responsibilities jointly assumed by the Executive Board to fulfill the purpose of the Graduate Communication Association.

Secretary

• To keep, report, and distribute minutes at public and executive meetings of the Graduate Communication Association. Copies of minutes will be distributed at meetings and posted in the Graduate Computer Lab and on the SCS Blackboard Community Site.
• To maintain records of meetings and activities carried out.
• To acquire names and e-mail addresses of members at the beginning of each semester based on membership requirements listed in the By-Laws.
• To maintain a list of active members based on membership requirements listed in the By-Laws.
• Those of the Treasurer in the event s/he is not able to fulfill the responsibilities of that position.
• Those responsibilities jointly assumed by the Executive Board to fulfill the purpose of the Graduate Communication Association.

Doctoral Student Representative

• To act as a liaison between the Executive Board and Doctoral student members of the Graduate Communication Association.
• Those of the Secretary in the event s/he is not able to fulfill the responsibilities of that position.
• To actively attend SCS faculty meetings.

Master’s Student Representative

• To act as a liaison between the Executive Board and Master’s student members of the Graduate Communication Association.
• Those of the Secretary in the event s/he and the Doctoral Student Representative are not able to fulfill the responsibilities of the position.
• To actively attend SCS faculty meetings.

Part-time Student Representative (If applicable)

• To act as a liaison between the Executive Board and part-time student members of the Graduate Communication Association.
• Those of the Secretary in the event s/he and the Master’s Student Representative and the Doctoral Student Representative are not able to fulfill the responsibilities of that position. ]
• To actively attend SCS Faculty meetings.

Graduate Student Senate Representative(s)

• To act as a liaison between the Graduate Student Senate and members of the Graduate Communication Association.
• To attend all Graduate Student Senate Meetings. (In cases where the representative is unable to attend Graduate Student Senate Meetings, an alternate must be found to do so.) The Graduate Communication Association must meet the attendance policy of the Graduate Student Senate in response to funding requirements.
• Those of the Secretary in the event s/he and the Part-Time Student Representative, Master’s Student Representative and the Doctoral Student Representative are not able to fulfill the responsibilities of that position.

Graduate Program Committee Representative

• To act as a liaison between the members of the Graduate Communication Association and the Graduate Program Committee.
• To attend all Graduate Program Committee Meetings. (In cases where the representative is unable to attend Graduate Program Committee Meetings, an alternate should be found to do so.)
• To represent graduate student opinions as approved via active members of the Graduate Communication Association at Graduate Communication Association business meetings.
• Those of the Secretary in the event s/he and the Graduate Student Senate Representative(s), Part-Time Student Representative, Master’s Student Representative and the Doctoral Student Representative are not able to fulfill the responsibilities of that position.

Interpersonal Communication Representative

• To act as a liaison between the members of the Graduate Communication Association and the Department of Interpersonal Communication Association.
• To attend Department of Interpersonal Communication Faculty Meetings Committee Meetings.
• Those of the Secretary in the event s/he and the Graduate Program Committee Representative, Graduate Student Senate Representative(s), Part-Time Student Representative, Master’s Student Representative and the Doctoral Student Representative are not able to fulfill the responsibilities of that position.

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Removal from Office:

President

• May be removed from office with a 2/3 vote by the membership of the Graduate Communication Association in favor of her/his removal.
• In the event of removal, s/he will be succeeded by the Vice-President.

Vice-President

• The Vice-President may be removed from office with a 2/3 vote by the membership of the Graduate Communication Association in favor of her/his removal.
• S/he will be succeeded by a new Vice-President, to be nominated and elected by 2/3 of the membership of the Graduate Communication Association.

Treasurer

• The Treasurer may be removed from office with a 2/3 vote by the membership of the Graduate Communication Association in favor of her/his removal.
• S/he will be succeeded by a new Treasurer, to be nominated and elected by 2/3 of the membership of the Graduate Communication Association.

Secretary

• The Secretary may be removed from office with a 2/3 vote by the membership of the Graduate Communication Association in favor of her/his removal.
• S/he will be succeeded by a new Secretary, to be nominated and elected by 2/3 of the membership of the Graduate Communication Association.

Doctoral Student Representative

• The Doctoral Student Representative may be removed from office with a 2/3 vote by the membership of the Graduate Communication Association in favor of her/his removal.
• S/he will be succeeded by a new Doctoral Student Representative, to be nominated and elected by 2/3 of the membership of the Graduate Communication Association.

Master’s Student Representative

• The Master’s Student Representative may be removed from office with a 2/3 vote by the membership of the Graduate Communication Association in favor of her/his removal.
• S/he will be succeeded by a new Master’s Student Representative, to be nominated and elected by 2/3 of the membership of the Graduate Communication Association.

Part-time Student Representative

• The Part-time Student Representative may be removed from office with a 2/3 vote by the membership of the Graduate Communication Association in favor of her/his removal.
• S/he will be succeeded by a new Part-time Student Representative, to be nominated and elected by 2/3 of the membership of the Graduate Communication Association.

Graduate Student Senate Representative

• The Graduate Student Senate Representative may be removed from office with a 2/3 vote by the membership of the Graduate Communication Association in favor of her/his removal.
• S/he will be succeeded by a new Graduate Student Senate Representative, to be nominated and elected by 2/3 of the membership of the Graduate Communication Association.

Graduate Program Committee Representative

• The Graduate Program Committee Representative may be removed from office with a 2/3 vote by the membership of the Graduate Communication Association in favor of her/his removal.
• S/he will be succeeded by a new Graduate Program Committee Senate Representative, to be nominated and elected by 2/3 of the membership of the Graduate Communication Association.

Interpersonal Communication Representative

• The Interpersonal Communication Representative may be removed from office with a 2/3 vote by the membership of the Graduate Communication Association in favor of her/his removal.
• S/he will be succeeded by a new Interpersonal Communication Representative, to be nominated and elected by 2/3 of the membership of the Graduate Communication Association.

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Committees:

• Committees are formed on a needs basis, as determined by members of the Graduate Communication Association.
• A motion to form a committee (either a “standing” or “special”) will be made by a member of the organization. That motion must have a second from the floor. At this point the president will recount the purpose, powers, duties, status, and number of members in a committee. Question for clarification of these specific matters are entertained from the floor. If there are no more questions, a vote will be taken counting members of the Graduate Communication Association as dictated by the Constitution. If the motion passes then the committee will be formed. Those members present at the meting shall elect committee chairs. Members of the Graduate Communication Association will then be nominated for participation on a committee. The nominations, upon acceptance, will then be voted on based on the procedures for voting outlined in this document.

Order of Business:

• The President will conduct the order of business at meetings of the Graduate Communication Association. The traditional order of business includes the following items: (1) Call to order; (2) Reading of the minutes from the most recent meetings; (3) Approval of Minutes from Recent Meeting; (4) Announcements from any member of the organization; (5) Presidential report on any progress and action of the Executive Board; (6) Other officer reports: (7) Discussion of issues, concerns, and developments; and, (8) Adjournment of the meeting.

 Parliamentary Authority:

• The Graduate Communication Association will follow the procedures set forth in Robert’s Rules of Order.
• The President shall preside over all meetings. If the President is unable to fulfill this role at any time, responsibilities shall fall to the Vice-President and so on through the Executive Board members.
• The President holds the right to declare all meeting times and locations.

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 Election of Officers:

• All officers (except the president, vice-president, and graduate student senate representative) in the Graduate Communication Association are yearlong, elected positions with elections to be held annually, two weeks into the fall semester.
• The president, vice-president, and graduate student senate representative are elected the spring semester prior to taking office.

Amendment Procedures:

• All members of the Graduate Communication Association will be alerted to the meeting times and locations of any meeting concerning amendment procedures, (i.e., adding or striking) at least 48 hours in advance. An Executive Board Member shall be responsible for alerting the members by the means (e.g., e-mail, mail, phone, etc.) as s/he sees fit.
• At any meeting involving parliamentary procedures, quorum must be met.
• At these meetings, a Sergeant-at-Arms will be appointed by the President.
• Any amendment changes must be agreed upon by the majority of the attending membership. (Only active members will be granted voting privileges).
• The Secretary will post (within 48 hours) copies of minutes of all Graduate Communication Association meetings concerning Amendment procedures will be posted within 48 hours in the School of Communication Studies Graduate Student Computer Lab, as well as to all Graduate Communication Association members via the SCS Blackboard Community Site. In addition, the Advisory will be alerted to any changes that may take place. All other matters regarding amendment procedures are at the discretion of the executive board.
• All other matters regarding this procedure are at the discretion of the Executive Board.

Other Specific Policies and Procedures Unique to the Graduate Communication Association:

• The Executive Board reserves the right to meet outside general meeting times.
• No decisions regarding the Constitution of the Graduate Communication Association will be made without a majority vote of the active membership body.
• The Graduate Communication Association Constitution and By-Laws are representative in nature and are subject to change upon discretion of the membership body.

Revised: March 23, 2006

Posted to the Graduate Communication Association Blackboard Site: April, 16, 2006

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