The leaders of the Graduate Student Senate (GSS) have adopted the following document to clearly communicate the details of GSS Elections and Transitions. 

Election Overview

The election for GSS President and Vice President will occur in the spring semester of each year. The GSS President and Vice President will serve approximately a 1-year term starting on or around June 1 and ending on May 31 of the following year. All graduate and professional students who are enrolled in at least one course for the spring semester are eligible to vote. Voting occurs through Volink, an online software for student organizations at the University of Tennessee, Knoxville. Students will receive the link to vote in the election at least one time to their university-provided email account. 

The Volink election site is managed by the GSS Program Coordinator, through a partnership between the Division of Student Life, the Dean of Students Office, and SGA and GSS. When possible, GSS leaders are encouraged to coordinate their elections with the Student Government Association (SGA) elections to promote the democratic process and highlight that all graduate and professional students are eligible to vote for the SGA President and Vice President. The voting period should be no shorter than 48 hours.

Candidate Eligibility

A candidate must be currently enrolled in one or more credit hours and in good academic standing in the Graduate School, College of Veterinary Medicine, or College of Law. They also must be enrolled as a full-time student for no less than two consecutive semesters (excluding summer) following the elections, with the flexibility to attend regularly scheduled meetings in the role of GSS President or Vice President. They also must be committed to working diligently, advocating on behalf of all graduate and professional students, and serving as official representatives of the Graduate Student Senate. Lastly, they need to be willing to carry out the duties and responsibilities in accordance with the GSS Constitution and Bylaws. As outlined in the GSS Bylaws, the roles of President and Vice-President are encouraged to have availability during business hours which may make it difficult for those with full-time employment. 

Term Limits

The GSS President and Vice President may only serve a maximum of two (2) terms and then would be considered ineligible to run again.

Leadership Award

The role of an elected officer affords a unique glimpse into the complex network of individuals and offices across campus and affords opportunities to meet and work closely with key administrators. In recognition of their service, the GSS President and Vice President will receive a GSS Leadership Award in the total amounts of $3,000 and $2,000, respectively, paid as a fellowship through the Office of Financial Aid and Scholarships. Half of the award will be distributed in approximately November, and the remainder in approximately April.

Becoming a Candidate

To run for GSS President or Vice President a student must communicate their intent to run by emailing both gss@utk.edu and njakel@utk.edu with the following information:

• Name
• Department
• NetID
• Expected graduation date
• Position for which you would like to run (either President or Vice President)
• Copy of your resume or CV, including your leadership experience and campus involvements (including GSS service)
• A short statement of intent (i.e. explain to the graduate and professional student body why you would like to be elected, 250 words or less – for GSS distribution – including but not limited to the GSS website or social media).

All emails of intent should be received at least two weeks prior to the election. Candidates may conduct solo campaigns or run as part of a partner campaign.

Candidates are encouraged to make use of the Craft Room within the Center for Student Engagement to create materials for marketing their campaign. Additionally, up to $250 from the GSS Operating Budget will be set aside for campaign subventions, up to $50 per candidate, with the $250 to be split equally if there are more than 5 candidates. Ideally, for any marketing expenses (i.e., printing), these funds must be spent according to UT fiscal policy in conjunction with the GSS Program Coordinator and/or GSS Treasurer. If unspent, these funds revert to the GSS general operating budget. 

Winning the Election

The winning candidate will receive a majority of votes (50% +1 vote). The election results are certified by a member of the Judiciary Committee and optionally the Technology Director and GSS Program Coordinator who will review the results of the election within 24 hours of the election closing. One representative from each campaign is eligible to watch the certification of the election results.

Swearing In

The outgoing GSS President and Vice President will swear in their successors at the final senate session before the end of the spring semester, schedule permitting. If one of the current GSS President or Vice President becomes the GSS President-elect or Vice President-elect, the GSS Senate Chair or Judiciary Chair will swear them in using the oath of office (see below)

Oath of Office *GSS President* to *GSS President-Elect*

*GSS President-Elect*, please raise your right hand and repeat after me.

1. I, *GSS President-Elect*, solemnly swear that I will faithfully execute the office of the Presidency for the Graduate Student Senate.
2. I will strive to further the goals and initiatives of this deliberative body.
3. I will always act in the best interest of the graduate and professional students, and will, to the best of my ability, preserve, protect, and enforce the constitution and bylaws of GSS of the University of Tennessee, Knoxville.
4. Congratulations!
5. I would like to now introduce *GSS President-Elect* for brief remarks.

Oath of Office *GSS Vice President* to *GSS Vice President-Elect*

*GSS Vice President-Elect*, please raise your right hand and repeat after me.

1. I, *GSS Vice President-Elect*, solemnly swear that I will faithfully execute the office of the Vice Presidency for the Graduate Student Senate.
2. I will strive to further the goals and initiatives of this deliberative body.
3. I will always act in the best interest of the graduate and professional students, and will, to the best of my ability, preserve, protect, and enforce the constitution and bylaws of GSS of the University of Tennessee, Knoxville.
4. Congratulations!
5. I would like to now introduce *GSS Vice President Elect* for brief remarks

Senator Transitions – Reporting Elections and Appointments in Academic Units

Annually, usually after their term begins the GSS President-elect and Vice President-elect, and GSS Program Coordinator reach out to departments’ or academic units’ Directors of Graduate Studies and Student Graduate Coordinators via the gss@utk.edu email to identify their unit’s senator(s) for the upcoming year. 

Per the GSS Bylaws and Constitution, academic units with 50 or more enrolled graduate and professional students (as reported from the previous Fall semester) will have two seats in the Graduate Student Senate while those with 49 or less will have one senator.

Some academic units hold an election while others appoint their representatives. We advise academic units, or designated Graduate Student Organizations, to host an election in the spring semester. However, if that is not possible for an academic unit or department, appointing senator(s) will be sufficient. Directors of Graduate Studies and/or Student Graduate Coordinators from each academic unit should report the name(s) of their unit’s senator(s) to gss@utk.edu by the end of each Spring semester.

Report as soon as possible but no later than the first business day of August.

Amending the Elections Rules and Procedures Document

The Senate may amend this document with a simple majority vote. However, changes to this document and the elections process should be reviewed and discussed well in advance of an election by the Legislative Steering Committee and with the input of the GSS Program Coordinator and/or the Dean of the Graduate School.