Constitution

Mission Statement


Biology Student Leadership is an organization consisting of all graduate students of the Biology graduate program in the Federated Department of Biological Science and those who have taken on leadership roles representing Biology graduate students throughout Rutgers/NJIT with the shared goal of improving the graduate school experience. Biology Student Leadership’s mission is to assess, represent, and communicate the interests of Biology students to the program committees both within the department and within the universities (Rutgers GSGA, NJIT GSA, Colloquium Committee, AAUP-AFT, etc.). Specifically, Biology Student Leadership’s purpose is to inform students of their rights and responsibilities within the program, advocate for student interests when requests fall within the member’s respective role within the program, and connect students to resources that may enhance their experience. Our core goal is to promote collaboration and understanding between students, department faculty, and administrators to assist in promoting a Biology graduate program that will effectively develop the educational and professional skills for all of its Masters and PhD level members.

Name and Purpose

The organization is hereby designated the Biology Student Leadership (BSL).


The objective of BSL is to assess, represent, and communicate the interests of Biology students to the program committees within the department and across the universities. BSL’s core goal is to promote collaboration between students, department faculty, and administrators to assist in promoting a Biology graduate program that will effectively develop the educational and professional skills for all of its Masters and PhD level members.


Spirit of the Document


The constitution is an independent document, separate from all department-level and other agencies within NJIT and Rutgers universities. It has been written by graduate students for graduate students and is not a vehicle for faculty or administrative oversight. The dissolution of the BSL and/or its constitution can only be done by a full student body vote of at least 2/3 majority.


The constitution is a living document which will evolve to meet the needs of the graduate student body. The document was written with best intent, but with the understanding it would be impossible to anticipate all possible scenarios therefore any modification to the constitution should consider the scope and scale of the constitution and its purpose in serving the needs of the graduate student body.

Powers

In order to further the aims, the group shall have the power to:

  • Encourage active participation.
  • Cooperate with other committees and organizations within the universities in furtherance of the objects and to exchange information and advice with them.
  • Maintain funds received from the.
  • To establish or support any committees formed for all or any of the objectives.
  • Do anything else within the policies dictated by the Constitution and Student Life policies.


Membership

All Masters and PhD students enrolled in the Biology program through either Rutgers University-Newark or NJIT are automatically considered members. From this population, students will be elected into leadership roles. It is the hope that each Biology student will serve 1-2 terms on BSL during their graduate student years.

Leadership Roles and Responsibilities

Qualifications for Office

Any student enrolled within the Federated Biology graduate program is eligible to run for a leadership position.


The following positions are permanent positions for which every effort should be made to fill each year. Each student is limited to filling one position per academic year. Vacancies will be filled in accordance with the procedures outlined in Elections.


Offices

  • Facilitator (1)
    • This position will be filled by one individual.
    • Organize meetings of the Biology Student Leadership including scheduling, writing agendas, facilitating, minutes, etc.
    • Maintain communication with all student leadership members.
    • Interact with departmental committees, administration, and faculty to represent student voice as necessary.
    • Oversee committees.


  • Faculty Representative (2)
    • Attend Graduate Faculty meetings to represent concerns of the entire graduate student body as solutions are developed in response to student feedback and
    • Report back to the graduate students with updates from meetings.
    • Chair the annual fall committee to oversee the creation, execution and analysis of the annual graduate student feedback survey, as well as its presentation to administration and student body


  • Rutgers Union (2)
    • Promote communication between Rutgers' union and students within the Biology department. This includes outreach to potential new members.
    • Act as a resource for Rutgers students to help students identify when it is appropriate to contact the union for support and facilitate contact with relevant union staff.
    • Share relevant union updates with the student body, including via email and at Colloquium.


  • NJIT Union (1-2)
    • Participate in the NJIT TA/GA Union Meetings.
    • Promote communication between NJIT union and students within the Biology department.
    • Act as a resource for NJIT students to help students identify when it is appropriate to contact the union for support and whom within the union to contact.
    • Share relevant union updates with the student body.


  • Colloquium (3-4)
    • Communicate with department administrators and both Rutgers and NJIT labs regarding scheduling of speakers.
    • Maintain up to date files regarding the process for inviting speakers, scheduling speaker visits and how to get reimbursed.
    • Organize end of semester research days and other panels of interest to the student body.
    • Send weekly reminders regarding Colloquium events.


  • Social Coordinators (2)
    • Organize formal and informal social outings available to all students.
    • Submit proposals to the GSGA for funding in a timely manner. (Proposals seeking greater than $250 must be submitted before the first GSGA meeting of the year).
    • Submit proposals to the GSA for funding in a timely manner.
    • Maintain communication with all students regarding events.


Non-Officer Positions

  • Rutgers GSGA and NJIT GSA
    • Members of the graduate student governments at Rutgers and NJIT are encouraged to attend BSL meetings as non-elected participants. It is the structure of both governing bodies that department representatives do not require an election to be an active voting member, but rather is contingent in their active and consistent participation in the organization. Our goal is to maintain membership within the student governments to ensure that we are connected to resources and information from graduate school. Any member of BSL is eligible to participate in the graduate student governments at their respective institutions (i.e., matriculated at either NJIT or Rutgers).

Meetings

BSL will conduct three types of meetings as outlined below: Student Meetings, BSL meetings, and meetings with department chairs and directors.

Student Meetings

There shall be at least one Student Meeting per semester composed of all graduate Biology members held during the Colloquium period. Student Meetings will be scheduled during the period in which the Colloquium schedule is established. Time will be allotted for active dialogue between students and leadership during every Student Meeting. Other meetings may be scheduled as needed to meet the needs of the Biology graduate student body. These meetings may take place outside of the Colloquium time slot.

The Facilitator will communicate with the Colloquium Committee to select appropriate dates for Student Meetings when the Colloquium calendar is set. The Colloquium Committee will inform the graduate Biology student body of all Student Meetings one week in advance. The facilitator will appoint one individual to record minutes of the meeting. Minutes will be submitted to the facilitator who will be in charge of filing minutes and ensuring minutes are distributed via email to all BSL officers within one week following the meeting.


BSL Meetings

There shall be at least two BSL meetings held per year consisting of BSL officers to handle on-going projects and facilitate communication across offices. Meetings shall be called by the facilitator. All meetings with votes on the agenda must meet quorum which is set at 50% attendance. The facilitator will appoint one individual to record minutes of the meeting. Minutes will be submitted to the facilitator who will be in charge of filing minutes and ensuring minutes are distributed via email to all BSL officers within one week following the meeting. Upon invitation, biology graduate students, or other interested parties, may attend BSL meetings.


Graduate Program Directors and Department Chairs Meeting

There shall be at least one Executive Committee meeting held per semester consisting of the Graduate Program Directors and Department Chair(s) for the purposes of updating the students on pertinent department issues and sharing student concerns with department administrators. These meetings will be scheduled during the period in which the Colloquium schedule is established. Time will be allotted for active dialogue between students and administration during every one of these meetings.

The Colloquium Committee will communicate with the GPDs and Chairs to select a date for the Executive Committee Meeting. These meetings will ideally take place during the first week of semester. The Colloquium Committee will inform the graduate Biology student body of all Executive Committee Meetings one week in advance. The facilitator will appoint one individual to record minutes of the meeting. Minutes will be submitted to the facilitator who will be in charge of filing minutes and ensuring minutes are distributed via email to all BSL officers within one week following the meeting.


Decision Making within BSL Meetings

Decisions shall normally be made within BSL by consensus, defined as an agreement reached wherein no officer raises objection. Officers who disagree with a proposed decision may voice this disagreement as either dissent or objection. Dissent will be noted in the official minutes, but is not sufficient to break consensus. Objection prevents consensus, and forces the issue to a formal vote.

Issues of sufficient gravity, or issue upon which an objection has been raised, shall be decided through a formal vote as follows. A formal vote requires the participation of a majority (>50%) of elected officials. The results of a vote are determined by the option with the single highest number of votes, even if this number is not an outright majority.

Officers not present for a formal vote are considered to be in abstention, unless an absentee vote is arranged. If the officer elects to lodge an absentee vote, the vote must be sent to the Facilitator in an official email within 72 hours.


Committees

Internal Committees

Committees may be created when tasks do not clearly align under the responsibilities of BSL offices or if an office requires support on a task. If the formation of a committee is necessary, the facilitator will call for volunteers to join a committee. The final membership of the committee shall be approved by consensus of the BSL.

Committees proposed by non-BSL members

General members may approach BSL officers with concerns. If these concerns warrant creation of a committee, the facilitator will call for volunteers to join a committee. The general member will automatically be included within this committee.

Election Commission

Annual elections will be officiated by an election commission consisting of no fewer than two members of the graduate student body. Such students shall not run for any positions in the election over which they officiate. Elections shall be held before the end of the spring semester. Positions will begin starting June 1st and will be considered fulfilled on the following May 31st excepting instances where a commitment (such as an external committee placement) requires continued participation. All transfer of responsibilities must take place by the first day of the fall semester.


The purpose of the Election commission is to ensure all BSL positions are filled. The Election Commission will have use of the BSL election email account to conduct all correspondences. The BSL election email account will be accessible only by the Election Commission during the election process. The BSL email account will be set as the recovery account and directions to access the BSL election account will be included in the Election folder on the BSL Google Drive.The responsibilities of the election commission consist of:


  1. initiate the call for nominees
  2. communicate with nominees throughout the election process
  3. receive acceptance or rejection of nominees
  4. coordinate the election process
  5. inform winners of their new position
  6. inform faculty and students via email of the newly elected officers
  7. maintain election records for not less than 30 days

Elections

Elections shall consist of two phases consisting of a nomination period followed by a general election. Annual elections for all offices will take place before the end of the spring semester.

Nomination Process

Nominations shall be open to submission by graduate students for a period of 4 days. Nominees will have a period of 3 days to respond to either accept or reject their nomination. If the nominee does not respond to the notification it shall be taken as a rejection of the nomination. Nominees may chose to run for any number of positions, but following the election they may only serve in one position.

A second round of nominations lasting 3 days will take place immediately following the cessation of the first round for any positions which have no candidates. During this round, only self-nomination will be permitted. A self-nomination must be include their bio for placement on the ballot.

Election Process

The general election period shall last for a period of 4 days. Candidates from either nomination round one or two shall all be listed for considerations. Additionally, there will be an option to to write in a candidate for all offices. After the close of the election period, the leading candidates will be notified of their position. They will have a period of 2 days to accept or reject the appointment, in which case the position shall be offered to the nominee with the next highest vote total. A public announcement of election results will follow within 3 days of the close of the general election and resolution of any ties.


Resolving Multiple Wins and Ties

Students who lead in votes for multiple positions must choose one of these positions to accept, with the other role being offered to the nominee with the next highest vote total. After this phase, a tie may result. In the event of a tie, both candidates will be notified of the situation and given the option to concede or pursue the office. If neither candidate concedes, the election will be determined by arbitration.

Vacancies

In the event of a mid-term office vacancy, a special election commission will be convened. This special election commission may consist of currently serving BSL officers. Under no condition shall nominees be members of the special election commission. Special elections will follow the same protocol as standard elections, both in nomination and election phases. Special election results will be retained for a period of no less than 30 days.


In the event that after elections are held, positions are unfilled, the position will remain vacant until either the next election or a volunteer steps forward to fulfill the role until the next election. In the event, a member volunteers to fill the role, the BSL will confirm the position with a majority vote.

Records

Communications and records of the final vote tally shall be retained for a period of not less than 30 days. Challenges to the election results must be submitted to the election commission by the end of June immediately following the election. In the event of such a challenge, an investigative committee consisting of at least 3 students will be formed by BSL. These committee members must not have participated in the contested election in any form, either as nominee or in an officiating role.

Recalls

A request, accompanied by a petition containing at least 20 signatures or 40%, whichever is greater, of graduate Biology students for recall of any BSL officer may be made to the general body at a Colloquium Student Meeting. Upon receipt of a petition, a vote open to all graduate Biology students shall be held via paper ballot within two weeks. The decision to retain or dismiss the officer in question shall be decided by way of a 2/3 majority vote. Counting of ballots shall be conducted during the meeting in which the vote was held.


The Facilitator shall notify in writing (e.g. email) any officer against whom recall proceedings have been initiated, along with stated reasons for recall, immediately upon receipt of the request. The powers of an officer for whom a recall proceeding has been made shall be suspended immediately following the officer’s notification of that request, and shall remain suspended until the recall proceedings have reached a conclusion.


In the event of recall proceedings, a special election commission will be convened. This special election commission may consist of currently serving BSL officers, excluding the officer being recalled (see Vacancies).


Impeachment

A request for impeachment of a BSL officer may be initiated for failing to faithfully execute the responsibilities of the office occupied. Any BSL officer may initiate this procedure so long as support from two additional BSL officers has been obtained. Impeachment requests may only be considered valid if the accused officer has failed in any of the following:

  • Attend BSL meetings
  • Uphold the responsibilities of office
  • Maintain a level of professionalism and standards common to the office

The Facilitator shall notify in writing (e.g. email) any officer against whom impeachment proceedings have been initiated, with the stated reasons for impeachment, immediately upon receipt of the request. Individuals against whom impeachment proceedings have been initiated have the right to a hearing before the BSL. If a hearing is requested, proceedings for impeachment shall be as follows unless a resignation is submitted.


  1. Submit in writing to the BSL, excluding the officer against whom the proceedings are initiated, the individual’s name, position, and reasons for initiating the procedure.
    1. The formal submission must have the name and position of two additional BSL officers who support these proceedings.
  2. Upon receipt of such material, the Facilitator shall contact the individual so named to advise him/her of the accusations.
  3. The accused officer will have the right to a formal hearing before the BSL officers. In the event there is no response, the impeachment proceedings can continue with a final decision to be made within two weeks.
  4. A final decision will be determined by 2/3 vote by all officers and all elected officers are required to cast a vote. A vote in absentia may be accepted in the event an officer is unable to attend the meeting.

Amendments

This constitution may be amended or repealed in whole or part. To initiate this procedure an amendment must be presented in writing at least one meeting before an amendment vote occurs. Such a vote passes only under a 2/3 majority, and all elected officers are required to cast a vote.

Accessibility of Old Records

Documents will be available for review on the BSL Google Drive account as well as hard copies stored with the Facilitator. Any member of the graduate student Biology program shall have the right to review the documents of the BSL.

Ratified October 2016

Amended September 2020 (updated October 2020)