UNIVERSITY SYSTEM OF MARYLAND STUDENT COUNCIL
(As amended and approved March 9, 2003)
The University System of Maryland Student Council Bylaws, as set forth in the subsequent pages, are the operating procedures for the System Student Council (SSC). These Bylaws expand upon and are in accordance with the SSC Constitution.
SECTION I: REPRESENTATION
- Each member institution will have two (2) representatives on the SSC, casting one institutional vote.
- In the absence of one representative, the attending representative will cast the institutional vote.
- In the event of a vacancy in the SSC through death, resignation, removal or other cause, the affected institution shall appoint a successor, as soon as possible, to fill the vacancy for the remainder of the term.
- Absentee votes will not be allowed.
- The SSC will notify each constituent student government, student government advisor, and institution president, by February 22, of the need to appoint representatives for the subsequent academic year. The institutions are to submit the names and addresses of the new representatives to the Chairperson by April 1.
- The Student Regent will be an ex-officio member of the SSC without voting privileges.
SECTION II: EXECUTIVES AND DUTIES
The SSC will have three executives: a Chairperson, a Vice-Chairperson, and a Secretary. At the end of their year in office, the outgoing administrative team will create a summary report on issues and activities for the SSC files and for the use of the incoming team of executives. In addition, each executive has specific duties as follows.
- The Chairperson will:
- call and preside at all meetings of the SSC;
- prepare and distribute the agenda prior to all meetings;
- appoint, with majority approval, SSC officers;
- appoint, with majority approval, the chairperson of all committees created by the SSC and serve as an ex-officio member of each committee;
- report to the Chancellor and Board of Regents at least twice each semester, and attend meetings of the Chancellor's Council and the USM Board of Regents;
- submit a schedule of all meetings to the SSC by September 20;
- appoint all student representatives to System-wide committees;
- maintain regular contact with representatives to ensure the ready flow of information from the SSC to the institutions;
- notify all institutions by February 22 to submit to the Chairperson the names and addresses of their new representatives.
- The Vice-Chairperson will:
- assume the duties of the Chairperson during his/her absence or disability;
- contact each representative prior to each meeting;
- insure that the libraries and SGA at each institution have updated versions of the SSC Constitution and Bylaws;
- maintain records of the activities of the System Student Council throughout the year;
- perform such additional duties as the Chairperson may request.
- The Secretary will:
- record and maintain the minutes, rolls, and other such records of all meetings of the SSC, and designate a replacement in the event of an absence, providing whenever feasible at least one week's notice of absence to the selected replacement;
- submit to the membership within ten working days of the meeting draft minutes for review and approval;
- provide the USM webmaster with the minutes of the meeting upon approval of the Chairperson;
- disseminate all SSC correspondence and perform all duties incident to the Office of Secretary.
SECTION III: OFFICERS AND DUTIES
The SSC will have officers to coordinate efforts in selected areas. Each officer has specific duties as follows:
- The Public Relations Officer will:
(1) create and/or maintain accurate media and publicity lists pertaining to the University System of Maryland (USM), including, but not limited to, media sources of all USM schools active in the SSC (newspapers, radio and television stations, web-page coordinators, and student government associations);
(2) compose and, upon the support of the administrative team, distribute press releases regarding SSC events, news, and updates;
(3) lead the SSC in promotion of the USM as the system governing public higher education in the state of Maryland and the SSC as a working advisory group to the USM.
- The Governmental Relations Officer will:
(1) inform SSC members about federal and state legislative matters of interest to students and education, primarily higher education;
(2) attend weekly meetings of the State Relations Council during the legislative session;
(3) perform research on legislative bills of interest to higher education in the State;
(4) plan, with the assistance of the USM State Relations Office, the SSC annual "Annapolis 101" meeting and reception;
(5) ensure that SSC members have the names and contact information for the state legislators in the districts representative of their institutions;
(6) assist SSC members in contacting state officials and in an appropriate and effective manner;
(7) work with the USM State Relations Office to ensure that appropriate student testimony is provided at hearings on legislation of interest to the USM and higher education when desirable.
- The Academic Affairs Officer will:
(1) serve as the SSC liaison to the Office of the Vice Chancellor for Academic Affairs on issues related to academic policy and other matters;
(2) attend meetings of the Education Policy Committee of the Board of Regents to represent the SSC;
(3) bring to the attention of the SSC issues related to academic affairs;
(4) serve as a liaison to the Academic Affairs Advisory Council when appropriate.
- The Student Affairs Officer will:
(1) serve as the SSC liaison to the Office of the Vice Chancellor for Academic Affairs on issues related to student affairs policy and other matters;
(2) attend committee meetings of the Board of Regents when student affairs issues are being considered to represent the SSC;
(3) bring to the attention of the SSC issues related to student affairs;
(4) serve as a liaison to the Vice Presidents for Student Affairs when appropriate.
- The Technology Affairs Officer will:
(1) serve as the SSC liaison to the Office of the Chief Information Officer;
(2) attend meetings of the Technology Committee of the Board of Regents;
(3) bring to the attention of the SSC issues related to information technology;
(4) serve as a liaison to System technology-related councils and committees when appropriate.
- The Diversity Officer will:
(1) serve as the SSC liaison to the Office of the Vice Chancellor for Academic Affairs on issues related to diversity policy and other matters;
(2) attend meetings of relevant committees of the Board of Regents to represent the SSC's interest in diversity issurs;
(3) bring to the attention of the SSC issues related to diversity and diversity initiatives;
(4) serve as the SSC liaison to the Diversity Network and the Minority Achievement Committee.
SECTION IV: ELECTIONS
- Election of officers will be held at the April meeting of the SSC. Nominations for officers shall be taken during the March and April meetings and closed immediately prior to election of each office.
- The Student Regent will plan and execute the election of new officers. The Student Regent will, with the assistance of the advisor, tally the votes and announce the new officers immediately after the balloting.
- Candidates for elected office must be current or committed incoming members of the USMSC and students in good standing, with plans to stay enrolled in the USM and active in the USMSC during the following fall and spring semesters. SSC members who are candidates will retain voting rights during the election.
- Voting will be by secret ballot.
- New executives will be determined by simple majority and will serve for a one-year term. The new executives will be sworn in during the May meeting and will take office immediately after the meeting.
- Since the USMSC chair is not normally entitled to a vote, the institution from which the chair is chosen shall be asked to identify a second voting representative for that institution. The vice chair and the secretary-treasurer shall retain their status as institutional representatives and their voting rights.
- In the event of a mid-year vacancy in an elected office, a successor, who will serve for the remainder of the term, will be elected by a simple majority.
- The SSC will follow the procedures set forth in the Constitution for the removal of an officer.
SECTION V: STUDENT REGENT SELECTION
- Each degree-granting institution will have the opportunity to nominate a candidate to be the student member on the Board of Regents.
- Nomination forms will be distributed to all institutions no later than the October meeting of the SSC. All institutions will use the USMSC Student Regent nomination form in their selection process.
- Each institution will decide upon the most appropriate process for its nomination selection and will provide the details of that process to the Council by the November SSC meeting. Completed nomination packets must be returned to the USMSC by the date specified on the nomination materials.
- The USMSC will interview each campus nominee. Final selection of the USMSC nominees for the Student Regent position will take place at the December USMSC meeting.
- The USMSC will select at least three nominees to recommend to the Chancellor. The Council reserves the right to submit the list in a rank order if the membership so desires.
- The Chairperson of the USMSC will communicate in writing the decision of the USMSC to the Chancellor within five working days of the final selection.
- All candidates for the Student Regent position must adhere to the applicant procedures outlined in Section V of the By-laws.
- If a member of the USMSC wishes to be considered for the Student Regent position, she/he must declare her/his candidacy to the entire USMSC prior to the start of the December selection meeting as instructed in the Student Regent application packet. Any USMSC member who is a Student Regent candidate will be excluded from the candidate interview and selection process and waives all related voting privileges. If this member is the Chairperson of the USMSC, the Vice-Chair or appointed designee shall run the meeting.
SECTION VI: MEETINGS
- The first meeting of the SSC will occur in conjunction with the last meeting in May and will be presided over by the Student Regent.
- The SSC will meet, at a minimum, during the months of September, October, November, December, February, March, April, and May. A schedule of all meetings will be voted on by September 20.
- Special meetings, including meetings over the summer term and winter break, may be called by the Chairperson or upon petition of a simple majority of the SSC membership. At least ten (10) days notice is required for such meetings to be official.
- An Executive Session (a closed meeting) may be called by a simple majority vote of the representatives present. The Student Regent and the advisor may or may not be requested to attend, as determined by the representatives.
- A majority of institutions represented will constitute a quorum.
- Meetings will be open to all interested persons unless an Executive Session is called.
- The SSC will follow the procedures for handling unexcused absences as set forth in Section V of the Constitution.
SECTION VII: PARLIAMENTARY PROCEDURE
The most recent edition of Robert's Rules of Order will govern the SSC meetings except when in conflict with the Constitution.
SECTION VIII: AMENDMENT PROCEDURES
Amendment procedures for the Bylaws will be the same as those set forth in the Constitution, except Section VIII (B). The date on the Constitution and Bylaws shall be changed whenever an amendment is made to the document.