The Emory University Medical Student Senate Constitution

Ratified October 27, 2013

Article I: Name and Purpose 

Section 1: Name

This organization shall be known as the Emory University Medical Student Senate, also referred to as the “Medical Student Senate” or “MSS.”

Section 2: Purpose

The role of the Medical Student Senate is to advance medical student interests by promoting channels of communication among students, faculty and administration; serving as a forum for discussion of issues impacting the student community; overseeing medical student organization charters; and establishing both broad monetary policy and specific budget allocations to enhance the student experience. The MSS shall also represent the medical student body in university-level policy decisions and participate in the planning of functions that are partially or fully funded by the MSS operating budget. 

Section 3: Non-discrimination clause

This organization will not tolerate discrimination against or harassment of any individual or group based upon race, color, religion, sex, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, veteran’s status, political orientation or beliefs, or any factor that is a prohibited consideration under applicable law.

Section 4: Anti-hazing clause

This organization will prohibit any activity expected of someone joining a group (or to maintain full status in a group) that humiliates, degrades, or risks emotional and/or physical harm, regardless of the person's willingness to participate.

Article II: Membership

Section 1: General Assembly

The MSS General Assembly shall be comprised of the following voting members:

- Four MSS Senators elected from each of the four medical school classes

- The Presidents and Vice Presidents of the first, second, third and fourth year medical school classes

- The medical school representative(s) to the Student Government Association (SGA), as provided by the SGA constitution or bylaws

- The medical school representative(s) to the Graduate Student Government Association (GSGA), as provided by the GSGA constitution or bylaws

- The medical student representative to the University Senate, as provided by the University Senate constitution or bylaws

- Elections in each class shall be conducted according to the MSS election bylaws

Section 2: Responsibilities

All members of the MSS are expected to faithfully represent the opinions of their respective classes and to communicate with their classes about MSS policies and decisions. Each member has one vote in all matters brought before MSS, and members are expected to participate in votes when present. Members are further expected to abide by any attendance policies established in the MSS bylaws and to abstain from voting on any matter for which a personal conflict of interest exists.

Section 3: Impeachment & Vacancy

Any member of the General Assembly may bring forth a motion to impeach another member on the grounds of dereliction of duties as outlined either in this constitution or in the MSS bylaws. This motion may be made either during a meeting or via personal communication to the Executive Board. If this motion passes with a majority vote, the Executive Committee will schedule a closed meeting of the General Assembly for impeachment proceedings within one month, during which time will be allotted for all members present to weigh in on the case. The charged member will be given ample opportunity to defend his or her case. The decision will be made by a roll call vote with the charged member excluded from the vote. At least 80% of all general assembly members must vote in favor in order to dismiss the member in question. Voting for impeachment by absentia is permitted with prior approval by the executive board. The decision will be made public to the entire medical student body.

In vacancy due to impeachment or resignation, position will be filled by special election according to the eligibility requirements specified in the bylaws.

Article III: Officers of the Executive Board

Section 1: Membership

The Executive Board shall be comprised of the General Assembly members elected to the positions of President, Vice President for Administration, Vice President for Communications, Treasurer, and Secretary. Each Executive Board member serves for a term of one year. Elections shall be held each spring, no later than the final day of April, in accordance with the MSS election code stipulated in the bylaws and all terms shall begin on the first day of May.

Section 2: Function and General Duties

The Executive Board shall enforce the MSS constitution; periodically review and propose amendments to the constitution and bylaws; and oversee both the month-to-month operations of the General Assembly as well as plan and implement the broader long-term goals of the organization. Each Executive Board member retains a single vote in all business of the MSS and exercises the duties and powers enumerated in the following sections as well as any duties assigned in the MSS bylaws.

Section 3: Duties and Powers - President

Members serving in the office of President shall:

- Preside over meetings of the General Assembly

- Serve as the primary spokesperson for the entire medical student body

- Promote the long-range goals of MSS and propose mechanisms by which these goals shall be achieved

- Rule on any disputes not covered in the MSS constitution or bylaws

- Create ad hoc committees as required to accomplish the goals of the MSS and appoint members to these committees,

- Convene a special session of the General Assembly as needed

- Count the votes at each meeting and announce the final tally of votes

- Represent the interests of the medical student body at SGA divisional leadership meetings and other campus meetings

- Delegate any presidential power or responsibility on a case-by-case basis as required to best achieve the goals of MSS

- Perform any other duties assigned to the office by the MSS bylaws

Section 4: Duties and Powers – Vice President for Administration

Members serving in the office of Vice President for Administration shall:

- Assume the responsibilities of the office of President in the event of absence or incapacity

- Oversee and administer the process of chartering medical student organizations and act as the primary point of conflict resolution and problem solving regarding an organization’s charter status

- Oversee the representatives to the SGA, GSGA and University Senate, including receiving regular reports from these representatives regarding the business conducted by those bodies

- Oversee the Concerns Committee for the duration of its existence, including receiving regular reports from this committee regarding conducted business, and acting as liaison between the committee and MSS executive board

- Perform any other duties assigned to the office by the MSS bylaws

Section 5: Duties and Powers - Vice President for Communications

Members serving in the office of Vice President for Communications shall:

- Ensure regular, clear and consistent communication from the MSS to the medical student body

- Oversee the education of the incoming class about the role of MSS

- Maintain the MSS website and keep its content current

- Develop and maintain other means of communication to students, faculty or administration as needed to the achieve the goals of the MSS

- Oversee the Events Committee for the duration of its existence, including receiving regular reports from this committee regarding conducted business, and acting as liaison between the committee and MSS executive board

- Perform any other duties assigned to the office by the MSS bylaws

Section 6: Duties and Powers - Treasurer

Members serving in the office of Treasurer shall:

- Oversee the financial health and stability of the MSS

- Keep precise records of all monetary requests and transactions involving MSS funds

- Prepare a report in advance of each General Assembly meeting reflecting the overall financial status of the organization as well as any relevant updates on new policies, procedures or urgent financial issues

- Oversee the annual budgeting process for MSS and its subsidiary student organizations

- Audit any organization that receives MSS funding, at the request of the Executive Board, and report the findings to the General Assembly

- Attend and represent the interests of the medical student body at SGA finance committee meetings and any other meetings involving the financial status of the MSS and its organizations

- Submit financial reports as requested by the President or Vice President for Administration and report any urgent financial problems directly to the President and Vice President for Administration in a timely manner

- Perform any other duties assigned to the office by the MSS bylaws 

Section 7: Duties and Powers - Secretary

Members serving in the office of Secretary shall:

- Take comprehensive minutes at each General Assembly meeting and make them available to the medical student body within one week

- Compile a record of MSS business during each term and transfer this to the newly elected Executive Board at the end of the term

- Draft and send any formal communications on behalf of the MSS as directed by the Executive Board

- Notify the members of the MSS of upcoming meeting dates and times

- Keep accurate attendance at all General Assembly meetings and report any significant delinquencies or discrepancies to the President

- Perform any other duties assigned to the office by the MSS bylaws

Section 8: Duties and Powers – Elections Chair

Members serving in the office of Elections Chair shall:

- Notify the members of the student body of upcoming elections either directly or through collaboration with the class presidents 

- Organize and attend all elections for class-wide and MSS positions 

- Maintain an unbiased stance on elections 

- Oversee the Mentorship Committee for the duration of its existence, including receiving regular reports from this committee regarding conducted business, and acting as liaison between the committee and MSS executive board

- Perform any other duties assigned to the office by the MSS bylaws

Article IV: Meetings

Section 1: Frequency

General Assembly meeting dates shall be scheduled at the discretion of the Executive Board, with meetings occurring at least once per calendar month unless extenuating circumstances (e.g. natural disaster, school closure) prevent a meeting from being held.

Section 2: Meeting Structure

Meetings shall be conducted as described in the MSS bylaws.

Section 3: Quorum

The minimum number of members present at a meeting to conduct any official General Assembly business shall be fifty percent of the current membership, rounded to the greatest whole number, plus one. For urgent questions raised between meetings that require correspondence votes, decisions shall only stand if the total number of votes cast equals or exceeds quorum.

Article V: Powers

Section 1: Student Activity Fee

The Medical Student Senate reserves the power to disperse the student activity fee split apportioned to the MSS pursuant to the university-wide regulations currently in force. As such, the MSS reserves the right to establish and enforce a written monetary policy which must be approved by a simple majority vote of the General Assembly and may be amended by a simple majority vote of the General Assembly after a review period of at least seven days. The MSS reserves the right to oversee the budgeting process for all organizations chartered under MSS and to make the final annual budget recommendations on behalf of these groups to the SGA. The MSS reserves the right to audit any use of student activity fee funding and may impose restrictions on funding for individuals or groups in violation of university-wide policies or MSS monetary policy. 

Section 2: Charters

The Medical Student Senate reserves the power to review and approve all charter requests for new medical student organizations in accordance with the regulations set forth by SGA and university-wide policy. The MSS has the primary responsibility to oversee all of its chartered groups to ensure they are in compliance with existing MSS, SGA and university-wide policies and may recommend the de-chartering of any group that is in evident violation of these policies or any group deemed to be inactive for an extended period of time or not fulfilling its stated purpose at the discretion of the General Assembly. 

Section 3: Eligibility for a Charter

Medical student organizations seeking a charter should meet the following requirements:

1. Represent a unique mission within the MSS Division.

2. Align with the mission and objectives of Emory University and the School of Medicine.

3. Demonstrate sustainability and a record of contribution to the Emory community. Exceptional circumstances notwithstanding, charter-eligible organizations will have held a minimum of 3 events over the last 18 months.

4. Create a constitution which includes a statement of purpose and the anti-discrimination clause from the Emory University School of Medicine Student Handbook.

5. Provide the names, academic divisions, and Emory ID numbers of ten (10) members.

6. Provide the names of a president, treasurer, and one other officer.

7. Provide the name of an Emory faculty advisor.

8. Send a representative to one MSS meeting to propose a tentative budget before submitting for charter.

Section 4: Student Organization Constitutions and Non-Discrimination

Medical student organization constitutions must include the following non-discrimination clause, republished from EUSOM Student Handbook: “Emory cannot and will not tolerate discrimination against or harassment of any individual or group based upon race, color, religion, sex, ethnic or national origin, gender, genetic information, age, disability, sexual orientation, gender identity, gender expression, veteran’s status, political orientation or beliefs, or any factor that is a prohibited consideration under applicable law.”

Section 5: Student Organization Constitutions and Membership

In order to use university funds, student organizations must make events open and available to all School of Medicine students. Further, chartered group membership must be open and available to all School of Medicine students and may not violate the non-discrimination clause (Article V Section 4).

Section 6: Inactive Process 

Each year, MSS will evaluate each chartered organization’s compliance with charter activity requirements. MSS VP of Administration will be responsible for maintaining a log of each organization’s status, evaluating the current standing of each organization, and determining which organizations fail to meet activity requirements. Those chartered organizations which do not meet activity requirements will be put on a one-year probation, pending a MSS general body majority vote at the MSS Annual Budgeting Meeting. VP of Administration will then give written communication to the president and treasurer of organizations on probation notifying them that their club does not meet active status and will have its charter revoked in one year unless activity requirements are met. If the student organization believes this probation decision to be in error, they may rectify missing information and request MSS to override their decision, thus requiring a 2/3 majority vote. MSS VP of Administration will maintain records of de-chartered inactive clubs for at least four years in order to facilitate re-chartering process. 

Section 7: Inactive Status 

Exceptions notwithstanding, MSS shall deem a club inactive, and inactivity process with possible probation shall be started if they fall under any of the following categories 

1.     Fail to submit a yearly budgeting request to MSS by the requested deadline

2.     Failure to hold at least 2 event every 12 months with minimum attendance of 10 SOM members.

3.     Lack of active leadership: Each club must have at least a president and Treasurer that have completed the university mandated leadership training. Club leadership training will be evaluated at budgeting meeting each year. 

a.     Leadership transition: Each club will be given a two-month grace period after leadership transition for new leadership to complete leadership training. 

Section 8: Re-Chartering Process

If an organization has been deemed by the MSS to be inactive and their charter revoked, the following guidelines govern the process for re-chartering the organization. Organizations that have been deemed inactive and had their charter revoked for more than four years shall not be eligible for the following re-chartering process, and must apply for a new charter. 

1.     Interested individuals will set a time to meet with the MSS Vice-President of Administration to discuss re-chartering the club. They will present a proposed constitution, faculty mentor, and list of at least ten SOM members. The VP of Admin will either approve or deny the club a temporary charter status dependent upon the organization’s meeting of chartering eligibility (Article V Section 6).

a.     If denied, appeals may be made directly to the MSS executive board. A 2/3 majority vote in favor of establishing a temporary charter status will override the VP of Admins decision. 

2.     Temporary Charter Status: Once in Temporary Charter Status, the group must complete the following requirements to receive a permanent charter

a.     Submit a finalized constitution to MSS VP of Admin 

b.     Elect a President and Treasurer and have documented Leadership training for both members 

c.     Remain an active club for at least 6 months. An active club is deemed by MSS to be a club that has held at least 1 events with an attendance of at least 10 SOM members present at each event. 

d.     Attend MSS general body meeting to present club to general body. 

3.     MSS General Body Approval: All organizations seeking a full charter that have completed all of the previously outlined requirements will have their charter status put to a vote before the general body. A simply majority vote in the senate is required to approve a charter.

4.     If a charter request is denied by the general body, the organization may request formal feedback from the MSS executive board with recommendations for furthering the chartering process. The organization may then reapply for a charter at the next MSS meeting. 

Article VI: Bylaws

Section 1: Purpose and function

The MSS shall establish bylaws that serve to guide the organization and provide a framework for consistent decision-making and conflict resolution. These bylaws shall include, but are not limited to, election policy, meeting rules and attendance policies.

Section 2: Enactment and revision

The MSS bylaws shall be enacted by a simple majority vote of the General Assembly. The bylaws may be amended by a simple majority vote of the General Assembly after a review period of at least seven days.

Article VII: Appeals, Amendment, and Ratification 

Section 1: Appeals of MSS decisions

Any student or organization that brings an issue before the MSS which requires a vote may appeal the result in writing to the President and Secretary. The Executive Board shall review the appeal for any bias, conflict of interest, misinformation or other circumstance that may have affected the outcome. The Executive Board must within fourteen days come to a unanimous decision to uphold the original vote, return the matter to the General Assembly for a second vote, or, in the case of a yes/no issue that does not involve funding, reverse the decision. Any Executive Board members personally involved in the matter at hand are excluded from voting.

Section 2: Amendment

Members of the General Assembly may propose any amendments to this constitution at any time and submit them to the Executive Board to distribute to the rest of the body. After a review period of no less than seven days, the General Assembly shall discuss the amendment and then vote, with a two-thirds majority of members required for the measure to proceed. All amendments for consideration shall then be distributed to the medical student body for review, and a vote of all School of Medicine students shall be taken after a five-day review period. A simple majority of School of Medicine student votes are required for each amendment to be enacted. 

Section 3: Ratification

This constitution shall become effective upon receiving two-thirds of the votes cast by the School of Medicine student body in a special ballot.