Bylaws | Graduate Student Senate

Article 1: Mission

Consistent with the Mission of the University of Tennessee, Knoxville, hereinafter referred to as University, the Graduate Student Senate (GSS) serves those that have chosen to continue their education for purposes of extending the boundaries of human knowledge and improving the lives of people in the State of Tennessee, the United States, and the world.
The GSS shall represent the graduate and professional student body in all matters relating to the concerns of graduate and advanced professional students, hereinafter referred to as Students. The GSS shall participate in the establishment of policies and regulations relating to graduate programs in consultation with and subject to the final approval of the Dean of the Graduate School, the Chancellor of the Knoxville campus, and the President and Board of Trustees of the University of Tennessee System. The GSS shall also make recommendations to appropriate decision-making officers in matters concerning Students.
Except for voting rights on matters before the GSS, all members of the graduate and professional student body shall have full rights of participation in GSS affairs and committee membership and full eligibility for any post for which they meet the qualifications.

Article 2: Legislative Power

The legislative power of the GSS shall be vested in student representatives, hereinafter referred to as Senators, from each academic department of the University of Tennessee, Knoxville, which offers graduate or advanced professional degrees or certificates. For academic entities that offer graduate or advanced professional degrees or graduate certificates and that do not align with a specific academic department, a GSS seat may be established to represent those Students at the discretion of the Dean of the Graduate School. Both academic departments and academic entities defined above shall be hereinafter referred to as academic units. The Senate Chair shall serve as the Presiding Officer and shall have the right to vote in the GSS in the event of a tie. In the absence of the Senate Chair, the President or Vice President shall serve as the Presiding Officer and shall have the right to vote in the GSS in the event of a tie.
The process for choosing Senators for GSS seats shall be left to the discretion of each academic unit. Each academic unit shall, however, select its Senator(s) by the last day of classes in the spring semester of the academic year. The selection of GSS Senators should coincide with each academic unit’s graduate student organization elections, where applicable. If an election in an academic unit is deemed necessary, the GSS shall assist with the selection of a Senator by administering an election. Each academic unit shall submit the name of the selected Senator(s) to the Graduate Student Senate.
In some instances, it may be logical to have one Senator represent more than one academic unit. In addition, the organization of academic units at the University changes periodically. For this reason, the GSS shall develop a list of Senate seats (using the Graduate Catalog) for the following academic year, prior to the annual elections.
The GSS shall have the following duties and responsibilities:
1. to pass legislation that shall represent the official position of the GSS;
2. to approve all or part of the findings and recommendations of any committee before such recommendation shall become the official position of the GSS;
3. to approve all proposed appropriations of funds before expenditures can be made; and
4. to remove from office, in accordance with Article VII of the GSS Bylaws, any officer, committee member, or Chairperson who fails to fulfill their duties as outlined in Articles II and III of the GSS Bylaws.
GSS Senators shall have the following duties and responsibilities:
1. to attend each Session of the GSS or to designate a proxy to attend in their absence;
2. to notify constituents of their representation in respective academic units;
3. to represent the viewpoints of their academic unit actively and accurately in all matters before the GSS and to conduct meetings of Students in their academic unit to solicit their views and concerns;
4. to inform their constituents of issues, activities, legislation, and amendments brought to the GSS; and
5. to maintain an active UTK email account for the purposes of receiving and sending information, as well as providing GSS with a fast, convenient way to communicate with Senators.
There shall be five permanent internal Committees in the GSS that are hereby charged with carrying out duties and responsibilities outlined in Article II, Section 9 of the GSS Bylaws. The purpose of the committees shall be to provide a collaborative effort to investigate, develop, plan, and advocate for Student concerns, programming, and issues as they arise. The GSS will confirm nominations for Senators to serve as the Committee Chairs by no later than the second Regular Session in a given academic year. Each Committee must have one Chairperson, and will consist of a subset of Senators, except for the Graduate Student Senate Advisory Committee to which non-Senator Students may be appointed. Additionally, internal ad hoc committees may be created by the GSS as outlined in Article II, Section 7 of the GSS Bylaws.
Process of Establishment and Renewal of Internal Ad Hoc Committees:
1. When deemed necessary, the President shall propose the establishment of an ad hoc committee with a stated purpose, subject to a majority vote of the GSS during a Session of the GSS.
2. Ad hoc Committees are established for a term of one year, after which they must be reconstituted by the President and confirmed by a majority vote of the GSS no later than the second Regular Session in a given academic year
3. Ad hoc Committee Chairs shall be nominated from the floor by the President and confirmed by a two-thirds vote of the GSS no later than the second Regular Session in a given academic year.
Each Senator shall be required to serve on one internal Committee and shall be responsible for notifying the President of their preferences no later than the first Regular Session in a given academic year. It will then be the responsibility of the President to form the Committees and to appoint Committee Chairpersons. If the President is unable to appoint a Committee Chairperson, the President shall solicit a volunteer to serve as Chairperson for the Committee.
This section outlines the duties and responsibilities of each GSS internal Committee.
1. Permanent Committee:
  1. Executive Committees:
    1. Per the GSS Constitution, the Executive Committee consists of executive officers including the President, Vice President, Senate Chair, Secretary, Treasurer, Communications Director, and Technology Officer.
    2. Additionally, Chairs of internal Committees shall serve on the Executive Committee to report on their respective committees’ activities.
    3. The Executive Committee’s responsibilities are outlined in Article IV, Section 1G of the GSS Constitution.
    4. The President shall serve as the Chair of the Executive Committee. The Vice President shall serve as the Chair of the Executive Committee in the absence of the President.
    5. Additionally, the Executive Committee may act for the GSS when there is no time for a Regular or Special Session, as deemed necessary by the President, and report such actions, which are subject to approval by the Senate, at the next scheduled Regular Session.
    6. The Executive Committee may formulate, set, and enact the GSS’s agenda, as well as discuss and seek out subjects deemed appropriate for future consideration at Sessions of the GSS.
    7. Members of the Executive Committee will inform and update the GSS on any actions, meetings, decisions, or other duties performed or acted upon in an individual capacity, on behalf of the GSS or the Executive Committee, at the next Regular Session, or electronically, as circumstances so require.
  2. Judiciary Committee:
    1. Per the GSS Constitution, the Judiciary Committee shall consist of four Senators, appointed from the floor by the President, hereinafter referred to as Justices. Three Justices shall serve as Primary Justices, while the fourth serves as an Alternate Justice.
    2. The duties and responsibilities of the Judiciary Committee are outlined in Article IV, Section 2 of the GSS Constitution.
  3. Finance Committee:
    1. Per the GSS Constitution, the Finance Committee shall be chaired by the GSS Treasurer, appointed from the floor by the President.
    2. Any GSS Senator may serve on the Finance Committee.
    3. The purpose and membership guidelines of the Finance Committee are outlined in Article IV, Section 3 of the GSS Constitution.
    4. Duties and responsibilities:
      1. to provide regular budgetary updates to the Executive Committee;
      2. to provide budgetary updates to Senators at each Regular Session;
      3. to plan, oversee, and utilize the GSS budget, in coordination with the Executive Committee, as deemed necessary by both committees;
      4. to explore opportunities of funding from external sources.
    5. Additionally, the Finance Committee shall oversee the Annual Fundraiser. A subcommittee specific to the Annual Fundraiser may be established to facilitate planning and public relations duties prior to the event. Funds raised by the Annual Fundraiser shall be used to benefit a campus organization or institution, as agreed upon by the Finance and Executive Committees.
  4. Legislative Steering Committee:
    1. Per the GSS Constitution, the Legislative Steering Committee Chair shall be nominated from the floor by the President and confirmed by a two-thirds vote of the GSS no later than the second Regular Session in a given academic year.
    2. Any GSS Senator may serve on the Legislative Steering Committee.
    3. The purpose and membership guidelines of the Legislative Steering Committee are outlined in Article IV, Section 4 of the GSS Constitution.
    4. Duties and responsibilities:
      1. to set both short-term and long-term goals for the GSS by identifying matters of concern to be addressed by internal Committees for current and following academic years;
      2. to work with internal and external Committees to determine the needs of Students;
      3. to assist internal Committees with the development and drafting of legislation;
      4. to review the GSS Constitution and Bylaws and recommend any changes deemed necessary for consideration; and
      5. to coordinate legislation with the UTK Student Government Association and UTK Faculty Senate.
  5. Committee on Equity and Diversity:
    1. Per the GSS Constitution, the Equity and Diversity Committee Chair shall be nominated from the floor by the President and confirmed by a two-thirds vote of the GSS no later than the second Regular Session in a given academic year.
    2. Any GSS Senator may serve on the Committee on Equity and Diversity.
    3. The purpose and membership guidelines of the Committee on Equity and Diversity are outlined in Article IV, Section 5 of the GSS Constitution.
    4. Duties and responsibilities:
      1. to advocate for Students in all matters related to diversity, equity, and inclusion;
      2. to gather and present all relevant data pertaining to the equity and diversity of our graduate and professional student body;
      3. to determine issues and areas of concern that disproportionately impact minority student groups; and
      4. to promote legislation that can improve equity and diversity across campus
2. Ad Hoc Committees
  1. Committee on Programming and Events:
    1. The Committee on Programming and Events shall be responsible for promoting the GSS, as well as increasing its transparency and its ability to communicate with Students.
    2. The Committee on Programming and Events Chair shall be nominated from the floor by the President and confirmed by a two-thirds vote of the GSS no later than the second Regular Session in a given academic year.
    3. Any GSS Senator may serve on the Committee on Programming and Events.
    4. The Committee is charged with hosting no less than one graduate student social event per academic semester except during summer/mini semesters.
    5. The Committee is charged with hosting an annual Town Hall, which will facilitate communication between Students and University administrators.
    6. The Committee will distribute information concerning GSS events. Information may include, but is not limited to, flyers, posters, , online events calendars, social media, emails, and weekly and/or monthly newsletters.
  2. Committee on Travel Awards:
    1. The mission of the Committee on Travel Awards is to advance the interests of Students and promote research by easing Students’ financial burden of travel.
    2. The Committee on Travel Awards shall be responsible for sustaining, evaluating, and administering the GSS Travel Award funds at least three times per academic year.
    3. The Committee on Travel Awards Chair shall be nominated from the floor by the President and confirmed by a two-thirds vote of the GSS no later than the second Regular Session in a given academic year.
    4. Any GSS Senator may serve on the Committee on Travel Awards.
    5. The Committee will participate in the travel fund application deliberation process led by the President, Vice President, and/or Chair.
    6. The Committee shall be responsible for evaluating issues in allocating awards and catering the evaluation process to best represent the most fair and equitable process possible.
    7. The Committee shall work with the Graduate School to administer funds.
  3. Graduate Student Senate Advisory Committee:
    1. The Graduate Student Senate Advisory Committee shall be responsible for serving Students by providing a voice for Students through the development of legislation, organization of events, and/or engagement in other activities that do not fall under the purview of existing Committees, as directed by the President.
    2. The Graduate Student Senate Advisory Committee Chair shall be nominated from the floor by the President and confirmed by a two-thirds vote of the GSS no later than the second Regular Session in a given academic year.
    3. While the Graduate Student Senate Advisory Committee shall be chaired by a Senator of the GSS, its membership shall consist of any Students willing to serve.
  4. Committee on Graduate Student Wellbeing:
    1. The Committee on Graduate Student Wellbeing shall be responsible for advocating for Students regarding matters that impact Students’ physical, mental, emotional, and social health.
    2. The Committee on Graduate Student Wellbeing shall be responsible for gathering data and information regarding the needs and concerns of Students, and for coordinating with internal and external committees to enact changes to existing policies and procedures in accordance with the Committee’s advocacy of Students.
The Committees shall meet to discuss committee matters at least once per month outside of the scheduled Regular Sessions. Committees may meet more if necessary to complete work associated with their duties and responsibilities listed in Article II of the GSS Bylaws. Committee Chairs, their designated proxies, or a member from their respective committee shall provide a verbal report at each Regular Session. Written reports are encouraged and may be posted to the GSS website. While any Senator may put forth legislation for consideration to the Senate, Committee Chairs or their designated proxies shall be responsible for presenting to the Senate any legislation that has been drafted by their Committee. Drafts of legislation shall be circulated to the GSS no later than 3 days prior to the Session at which the legislation will be considered.
If a Committee Chair is not fulfilling their duties and responsibilities, a simple majority vote by the Committee membership will result in the removal of this Senator from their Chair position. In the event of a Chair being removed, incapacitated, or unable to fulfill their duties, the Committee shall be responsible for nominating candidates, which will be elected by a simple majority of GSS Senators at the next Regular Session. Any Chair voted out of their position may file for an appeal with the Executive Committee, which shall deliberate over the appeal and determine if the removal will stand. In the event of a tie, the decision to remove the Chair will be overturned.

Article 3: Officers

The GSS shall have two elected officers, the President and Vice President, elected each spring during the annual election for a term of one year; and five appointed officers: the Senate Chair, Secretary, Treasurer, Communications Director, and Technology Officer, appointed in accordance with Articles II and III of the GSS Bylaws.
The President shall have the following duties and responsibilities:
1. to be the chief executive officer and ensure that the affairs of the GSS are carried out in accordance with the GSS Constitution and GSS Bylaws;
2. to be the official representative of the GSS and, in this regard, to have responsibility for presenting legislation of the GSS to appropriate organizations and persons when so directed by the GSS;
3. to call Sessions of the GSS, preside in absence of the Senate Chair, and vote only in the case of a tie when serving as Presiding Officer;
4. to establish, renew, and abolish ad hoc Committees as may be necessary, subject to a majority vote of the GSS;
5. to appoint Senators to all external entities on which the GSS has representation, subject to confirmation by a majority vote of the GSS;
6. to temporarily assume the duties and responsibilities of the Vice President in the event of the Vice President’s incapacitation;
7. to notify Senators, Committee Chairs and members, and other appointed officials of their appointments and their responsibilities;
8. to serve as a representative of all Students on the Graduate Council;
9. to serve as a member of the GSS Executive Committee.
The Vice President shall have the following duties and responsibilities:
1. to act as the President or Senate Chair in their absence, or at their request;
2. to assume the Office of the President in the event of the President’s incapacitation;
3. to serve as the President’s proxy on the Graduate Council; and
4. to serve as a member of the GSS Executive Committee.
The Senate Chair shall have the following duties and responsibilities:
1. to serve as Presiding Officer of the GSS and vote only in the case of a tie;
2. to establish the agenda for each Session of the GSS, in coordination with the Executive Committee;
3. to have the responsibility of inviting prominent administration and community leaders to update the GSS on activities in their respective offices;
4. to maintain the roster of current GSS Senators and to recruit Senators to fill vacant seats;
5. to temporarily assume the office of the President in the event of a vacancy in the Offices of the President and Vice President in the interim while a General Assembly is called to elect a new President and Vice President, in accordance with Article VII, Section 8 of the GSS Bylaws; and
6. to serve as a member of the GSS Executive Committee.
The Secretary shall have the following duties and responsibilities:
1. to keep a record of all proceedings of the GSS;
2. to have on hand at every Session of the GSS a copy of the GSS Constitution, GSS Bylaws, any special rules of order, and minutes, with any amendments to those documents properly recorded;
3. to make the minutes and records available to GSS Senators and officers upon request;
4. to maintain an accurate listing of appointed officers and representatives to external entities;
5. to act as Presiding Officer in the absence of the President, Vice President, and Senate Chair, and to choose an acting Secretary who will temporarily assume the duties and responsibilities of the Secretary for the remainder of the Session;
6. to provide a copy of the GSS Constitution and Bylaws to all new and returning Senators, and upon request, by any member of any academic unit;
7. to revise and proof all official GSS documents before they are circulated to the Senate and/or published in a public forum; and
8. to serve as a member of the Executive Committee.
The Treasurer shall have the following duties and responsibilities:
1. to work on matters pertaining to the approval and allocation of GSS funds, including the development of the GSS budget proposal, in coordination with the Executive and Finance Committees;
2. to present budget allocations to the GSS;
3. to approve or deny any funding requests from members of the GSS, in conjunction with the Executive and Finance Committees;
4. to maintain and organize all receipts and request forms pertaining to GSS funds;
5. to be responsible for presenting regular Treasurer reports to the GSS Executive Committee and the GSS on the status of the GSS budget; and
6. to serve as a member of the GSS Executive Committee.
The Communications Director shall have the following duties and responsibilities:
1. to provide monthly updates to the graduate and professional student body via the GSS website, newsletters, and GSS social media accounts;
2. to photograph and video all GSS events;
3. to coordinate with internal and external Committees to disseminate information pertaining to GSS events and initiatives;
4. to manage GSS social media accounts and to oversee content creation for use on GSS social media accounts;
5. to assist the Technology Officer in maintaining the GSS website; and
6. to serve as a member of the GSS Executive Committee.
The Technology Officer shall have the following duties and responsibilities:
1. to maintain the GSS website and other online media in coordination with the Communications Director;
2. to coordinate and assist with the use of any electronic equipment, software, or service used in Sessions of the GSS, including presentations, audiovisual equipment and/or recording devices, voting devices, and any other related duties, as directed by the President; and
3. to serve as a member of the GSS Executive Committee.

Article 4: Veto

The President shall have the power to veto legislation passed by the GSS. Vetoes must be ordered within three days after legislation is passed through the GSS. The President has the responsibility to notify Senators of the veto no later than one week prior to the following Session. If the President fails to provide proper notification, the veto will become null and void.
In the event of a veto by the President, the GSS can override the President’s veto by a two-thirds majority upon the establishment of a quorum at the next Session of the GSS immediately following the veto.
If the vetoed legislation would affect business occurring between or occurring on the date of Sessions of the GSS, the President has the responsibility to notify Senators of the veto at least 48 hours prior. If proper notification is not communicated, the veto becomes null and void.
In the event of a veto impacting business prior to or occurring on the date of the next Regular Session, Senators can override the veto by calling a Special Session in accordance with Article VI, Section 3 of the GSS Bylaws and obtaining a two-thirds vote of the GSS Senators in attendance.

Article 5: Appointments

The President shall appoint representatives to the UTK Faculty Senate, UTK Student Government Association, and other external organizations as requested, subject to confirmation by a two-thirds vote of the GSS Senators during the next Regular Session following the need for an appointed representative, except where such positions are reserved to GSS officers.
1. These external representatives shall have the following duties and responsibilities:
  1. to serve in the respective external organization in the interests of the GSS; and
  2. to provide a written report of any meeting minutes and/or actions of respective organizations to the Executive Committee and provide reports to the Senate if requested.
2. Appointments of the Senate Chair, Secretary, Treasurer, Communications Director, Technology Officer, and representatives to external organizations shall be restricted to Senators of the GSS as defined in Article II, Section 6 of the GSS Bylaws. However, if no Senator is willing to serve in these roles, the position may be opened to any Student at subsequent Sessions of the GSS following the need for such appointment
3. The President or any Senator may make nominations for these positions. All appointments shall be confirmed by a two-thirds vote, with a secret ballot election to be held if more persons are nominated than there are positions to be filled.

Article 6: Senate Sessions and General Assemblies

Regular Sessions of the GSS shall be held at least three times per semester except during summer/mini semesters. The number of Regular Sessions during the summer/mini semesters shall be determined by the President.
A Regular Session is a meeting whose date and time were set by the President and for which notice was sent to all Senators at least seven (7) days in advance of the Regular Session.
A Special Session shall be held to consider problems requiring immediate attention and may be called by the President or by any three Senators. At least 48 hours’ notice must be given to all Senators of any Special Session
A quorum as defined by the GSS Constitution may be established at Sessions of the GSS by having at least one-half of Senate seats currently filled, present or in person, or by proxy. If an academic unit’s Senator is unable to attend Regular Sessions due to scheduling conflicts, they may appoint a permanent proxy.
For a motion to be officially considered as passed by the GSS, the following procedures must be followed:
1. The motion must be presented at a Regular or Special Session of the GSS.
2. A quorum must be present.
3. The motion must be put forth by a Senator and seconded by another Senator.
4. Only Senators of the GSS, or their designated proxies, may vote.
5. A majority of those casting a vote must favor the motion. A simple majority (greater than fifty percent) applies unless otherwise stated.
6. Each vote must be cast by the Senator or proxy either in person or through an online collection form.
The voting procedure for motions before the GSS shall be by voice, show of hands, roll call, or secret ballot. The following rules shall apply:
1. Secret ballot voting shall be used in all votes if requested by any GSS Senator.
2. When considering a motion, the Presiding Officer shall decide on what type of voting to use. A roll call vote must be taken whenever it is requested by one Senator and seconded by another Senator.
3. The Presiding Officer or their designated assistants shall tally the votes.
4. On a roll call vote, the Senator’s name shall be called, and the Senator shall vote by voice. A record shall be kept of all roll call votes and be included in the minutes.
All Senators shall be required to attend or appoint a proxy to attend each Regular Session not held during a summer/mini semester. No current officer or Senator may be appointed as proxy, nor may a person be appointed as proxy for more than one Senator at any given time, nor may a person be appointed as proxy without their consent. Any Senator appointing a proxy must inform the Presiding Officer or Secretary by email of their proxy at least one hour prior to the Session. The proxy must follow any voting instructions that have been given during the Session.
A General Assembly of the graduate and professional student body may be called by the Executive Committee, by a majority of the Senators, or by a written petition signed by at least fifty Students. The graduate and professional student body must be given at least one week’s notice of a General Assembly through an advertisement in the Daily Beacon and through communication with the deans and department heads of academic units. At a General Assembly, the Senate Chair shall preside over the General Assembly, all Students present shall have the rights of Senators, and the General Assembly shall have the full power of the GSS.

Article 7: Removal and Replacement

Any elected officer, appointee, or Senator may be removed from office by the GSS for failure to fulfill their duties and responsibilities as defined in Article IV of the GSS Constitution and Articles II and III of the GSS Bylaws.
An elected officer may be removed from office by a two-thirds vote of the GSS during a Session of the GSS, provided a motion for removal was put forth and tabled at the preceding Session of the GSS.
An appointee may be removed from office by a two-thirds vote of the GSS during a Session of the GSS, provided a motion for removal was put forth and tabled at the preceding Session of the GSS.
Senators from an academic unit may be removed by act of the Executive Committee of the GSS, in cooperation with the governing body (or equivalent) of the academic unit represented for failure to attend or designate a proxy to attend for two Regular or Special Sessions.
All persons removed from office may appeal their removal to the Judiciary Committee within seven (7) days of the date the notice of removal is presented via email.
If a Senate seat becomes vacant, the process specified in Article II, Section 2 of the GSS Bylaws shall be followed to fill that vacancy.
If the Office of the President becomes vacant, then the Vice President shall succeed to the presidency and accept all associated responsibilities until the end of the current term. If the Office of the Vice President becomes vacant, then the GSS shall elect a replacement within one month, subject to a two-thirds vote confirmation at a Regular Session.
If the Offices of the President and Vice President become simultaneously vacant, or if the graduate and professional student body elects neither a president nor a vice president at the annual election, then the current Senate Chair shall call a General Assembly, as described in Article VI, Section 8 of the GSS Bylaws, to elect a president and vice president.

Article 8: Elections

The President and Vice President shall be elected in the spring and under the Election Rules and Procedures. The GSS may, by a majority vote, recommend changes in the election proceedings.
Per the GSS Constitution, Senators representing academic units shall be selected based on the procedures and practices set forth by their academic units.

Article 9: Constitution

The constitutional rights and the role of the GSS are outlined in the GSS Constitution.
The GSS Constitution supersedes the authority of the GSS Bylaws.

Article 10: Bylaws

The GSS Bylaws may be amended by the approval of two-thirds of the Senators present at a Session of the GSS following the Session at which the proposed amendment is put forth, provided a quorum has been established.
The GSS Bylaws may be suspended for a specified purpose by the approval of two-thirds of the Senators present at a Session of the GSS, provided that:
1. A quorum has been established.
2. The suspension does not violate the GSS Constitution.
3. Senators were sent proper notice of the suspension

Passed and updated – April 2022.