Eligibility

All continuing graduate students in good academic standing shall be eligible.

All candidates must be self-nominated and must provide personal descriptions of intent for the specific position.

Self-nominations may take the form of a written declaration of intent to run or a voice nomination presented at a meeting of the GSA Senate.

All elected senate member will be required to attend the Anti-Bias Safe Zone Trainings provided by the Office of Inclusions Diversity, and Equity.

Seven of these positions have voting privileges within ESF's Academic Governance either as representative of the GSA (the President) or as Graduate Representation on Academic Governance Standing Committees.  One AG committee position (​Instructional Quality and Academic Standards) will be filled by a GSA representative by nomination and approval of the GSA Senate for that academic year.
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Only members of a specific department are eligible to run for the representative position of that department. Department representative positions shall be allocated proportional to population, with one representative for every fifty (50) matriculated graduate students and at least one (1) representative per department. Current apportionment is:
    a.    Chemistry (1 representative)
    b.    Environmental and Forest Biology (3 representatives)
    c.    Environmental Resources Engineering (1 representative)
    d.    Environmental Science (2 representatives)
    e.    Environmental Studies (1 representative)
    f.    Forest and Natural Resources Management (2 representatives)
    g.    Landscape Architecture (1 representative)
    h.    Paper and Bioprocess Engineering (1representative )

Election results shall be posted on the GSA Senate webpage and distributed to the GSA. Members of the GSA not elected into the Senate can still serve on the Senate under an 
appointed but non-voting capacity and can serve on GSA Senate committees.

POSITION descriptions

President

The President shall:
  1. Maintain GSA as a recognized organization at SUNY-ESF that abides by all regulations set forth by the Office of Student Affairs.
  2. Preside at all meetings of the GSA Senate.
  3. Prepare and circulate a structured agenda for each meeting of the GSA Senate.
  4. Be granted access to the graduate student listserv to publicize meetings and other agenda items of the GSA Senate.
  5. Initiate a vote among the GSA Senate to settle issues of contention or debate.
  6. Vote only on Motions if there is a tie.
  7. Certify monetary payments in coordination with the Treasurer and Faculty Advisor.
  8. Appoint with approval of the GSA Senate additional committees and Vice Presidents deemed necessary and not provided for in the Constitution or Bylaws.
  9. Serve as ex-officio member of all committees of the GSA Senate.
  10. Compile and archive individual Executive Reports as an Annual Report and Assessment.
  11. Act as an official check signor for GSA checks in coordination with the Treasurer and Secretary.
  12. Act as a designated cardholder for one of two GSA Debit Cards.
  13. Maintain and update the Annual GSA Process and People to Know document.
  14. Prepare an Executive Report prior to the final meeting of the academic year, to be delivered to the incoming President for the following academic year, documenting and assessing responsibilities, resources, challenges and recommendations.

​VP of Inclusion, Diversity, and Equity

  1. Constitute and chair the Inclusion, Diversity, and Equity Committee to facilitate equity, inclusion, and diversity within the GSA and the broader graduate student community;
  2. Prepare an Executive Report of committee activities prior to the final meeting of the academic year, to be delivered to both the President and the incoming Vice President of Inclusion, Diversity, and Equity for the following academic year, documenting and assessing the year’s activities, accomplishments, and expenditures;
  3. Maintain an updated budget of event and committee expenses;
  4. Maintain a working relationship with the ESF Office of Inclusion, Diversity, and Equity and keep apprised of College diversity and inclusion initiatives;
  5. Coordinate with the GSA President and Office of Inclusion, Diversity, and Equity to organize Anti-Bias and Safe Zone Trainings for the GSA;
  6. Suggest a list of additional trainings to be approved by Senate vote;
  7. Act as the Graduate Student representative for the Committee of Inclusion, Diversity, and Equity;
  8. Attend regularly scheduled meetings of the GSA Senate or identify a proxy.

Vice president of grants & awards

The Vice President of Grants & Awards shall:
  1. Constitute and chair the Grants & Awards Committee to facilitate and execute events, grant opportunities, and awards.
  2. Prepare an Executive Report of committee activities prior to the final meeting of the academic year, to be delivered to both the President and the incoming Vice President of Grants & Awards for the following academic year, documenting and assessing the year’s activities, accomplishments, and expenditures.
  3. Maintain an updated budget of event and committee expenses.
  4. Prepare the guidelines and solicit applications for the grants offered through GSA.
  5. Update and follow the process outlined in the ‘Grant Review Process’ document.
  6. Constitute and chair a fair and equitable selection process to determine recipients for graduate student grant opportunities and honorary awards.
  7. Coordinate with the Treasurer to disburse and track funds awarded to recipients.
  8. Attend regularly scheduled meetings of the GSA Senate or identify a proxy.
  9. Serve as Graduate Representation on the Academic Governance Award Committee or nominate a willing replacement within GSA

Vice president of international activities

The Vice President of International Activities shall:
  1. Prepare an Executive Report of committee activities prior to the final meeting of the academic year, to be delivered to both the President and the incoming Vice President of International Activities for the following academic year, documenting and assessing the year’s activities, accomplishments, and expenditures.
  2. Maintain an updated budget of event and committee expenses.
  3. Represent International Graduate Student interests at GSA Senate meetings.
  4. Facilitate gatherings of the international graduate student community.
  5. Organize events oriented toward international students, including but not limited to:
    1. Multicultural Celebration in the Fall semester
  6. Attend international graduate student orientation each academic semester.
  7. Maintain a working relationship with the ESF Offices of International Education and Multicultural Affairs and keep apprised of College diversity and inclusion initiatives.
  8. Attend regularly scheduled meetings of the GSA Senate or identify a proxy.

Vice president of professional development

  1. .Constitute and chair the Professional Development Committee to facilitate and execute events.
  2. Prepare an Executive Report of committee activities prior to the final meeting of the academic year, to be delivered to both the President and the incoming Vice President of Professional Development for the following academic year, documenting and assessing the year’s activities, accomplishments, and expenditures.
  3. Maintain an updated budget of event and committee expenses.
  4. Organize panel and workshop events representing the professional interests of the graduate student body.
  5. Maintain a working relationship with the Office of Instruction and Graduate Studies (OIGS) and SU's Future Professoriate Program (FPP).
  6. Keep logistical and preparation records regarding each event.
  7. Attend regularly scheduled meetings of the GSA Senate or identify a proxy.
  8. Serve as Graduate Representation on the Academic Governance Library Committee or nominate a willing replacement within GSA

vice president of social activities

  1. Constitute and chair the Social Committee to facilitate and execute social events.
  2. Prepare an Executive Report of committee activities prior to the final meeting of the academic year, to be delivered to both the President and the incoming Vice President of Social Activities for the following academic year, documenting and assessing the year’s activities, accomplishments, and expenditures.
  3. Maintain an updated budget of event and committee expenses.
  4. Be responsible for coordinating and managing all social affairs of the GSA.
  5. Keep a file of the logistics and preparation required by each social event.
  6. Attend regularly scheduled meetings of the GSA Senate or identify a proxy.
  7. Serve as Graduate Representation on the Academic Governance Student Life Committee or nominate a willing replacement within GSA

Vice president of Research

The Vice President of Research shall:
  1. Constitute and chair the GSA Research Committee, composed of GSA representatives.
  2. Prepare an Executive Report of committee activities prior to the final meeting of the academic year, to be delivered to both the President and the incoming Vice President of Research for the following academic year, documenting and assessing the year’s activities and accomplishments.
  3. Serve as Graduate Representation on the Academic Governance Research Committee (AGRC).
  4. Assist the AGRC in preparation of the graduate student portion of Spotlight on Student Research Events.
  5. Work with Administration (Vice President for Research, Provost, Department Chairs), AGRC and GSA curriculum committee to review enabling conditions for graduate research at ESF, and propose improvements. 
  6. Work with Administration (Vice President for Research, Provost, College Foundation), AGRC and GSA curriculum committee to compile information on ESF graduate student research output and productivity metrics, compare performance metrics with other graduate programs outside of ESF, and assemble information highlighting examples of success/achievement to use in promotional marketing material to attract donor/alumni support.
  7. Prepare summaries of activities of the GSA Research Committee to the ESF Board of Trustees, upon request from the GSA President and GSA Board of Trustees rep.
  8. Maintain GSA's Graduate-Undergraduate Mentorship Connections webpage.
  9. Attend regularly scheduled meetings of the GSA Senate or identify a proxy.

Vice president of Curicculum

The Vice President of Curriculum shall:
  1. Constitute and chair the GSA Curriculum Committee, composed of GSA Department Representatives.
  2. Prepare an Executive Report of committee activities prior to the final meeting of the academic year, to be delivered to both the President and the incoming Vice President of Curriculum for the following academic year, documenting and assessing the year’s activities and accomplishments.
  3. Serve as Graduate Representation on the Academic Governance Curriculum Committee (AGCC).
  4. Work with Administration (Dean of the Graduate School, Vice President for Research, Provost, Department Chairs), AGCC, and GSA curriculum committee to review graduate courses, identify areas of concern and propose upgrades to ESF graduate courses.
  5. Prepare summaries of activities of the GSA Curriculum Committee to the ESF Board of Trustees, upon request from the GSA President and GSA Board of Trustees rep.
  6. Attend regularly scheduled meetings of the GSA Senate or identify a proxy.

Vice president of communications

The Vice President of Communications shall:
  1. Constitute and chair the Communications Committee to manage and maintain GSA’s online presence and facilitate and execute the annual GSA Survey and GSA Elections.
  2. Maintain the GSA website hosted at www.esfgsa.com and the GSA GMail account.
  3. Maintain the GSA calendar of events, including GSA Senate meetings, on the GSA Google Calendar
  4. Maintain the organization of Google Drive through the GMail account, and archive all contents onto the GSA hard drive at the end of the academic year.
  5. Archive meeting minutes on the GSA website.
  6. Post GSA event descriptions, information, and advertisement flyers on the website in a timely manner.
  7. Manage all GSA social media accounts including, but not limited to, Facebook, Instagram, Twitter, and Discord;
  8. Organize and execute the GSA Survey within the first 3 weeks of each Fall semester
  9. Organize and execute GSA Elections according to the guidelines laid out in Elections Section VI.B.
  10. Attend regularly scheduled meetings of the GSA Senate or identify a proxy.
  11. Prepare an Executive Report prior to the final meeting of the academic year, to be delivered to both the President and the incoming Senator for the following academic year, documenting and assessing responsibilities, resources, challenges and recommendations.
  12. Serve as Graduate Representation on the Academic Governance Technology Committee or nominate a willing replacement within GSA

Treasurer

The Treasurer shall:
  1. Keep an account of all receipts and disbursements.
  2. Work with the college accountant Patricia Mayette to ensure the purchase and implementation of Quickbooks accounting software.
  3. Direct the payment of money only on written orders properly certified by the Treasurer, the GSA Senate President, and the GSA Senate Faculty Advisor.
  4. Safeguard the monetary capabilities of the GSA Senate and ensure its ability to address all monetary obligations.
  5. Coordinate with the President and Vice Presidents to facilitate the expenditures necessary to conduct the business of the GSA.
  6. Organize end-of-semester Financial Review Meetings in the Fall and Spring with GSA committee chairs.
  7. Act as an official check signor for GSA checks, in coordination with the President and Secretary, and coordinate the changeover of check signors from the outgoing senate and incoming senate (to be performed at the end of the Spring semester).
  8. Act as a designated cardholder for one of two GSA Debit Cards and coordinate the destruction of the outgoing senate’s debit cards.
  9. Prepare the yearly budget and present financial reports to the GSA Senate when requested.
  10. Submit an itemized written report to the GSA Senate of all financial transactions at the end of his or her term of office.
  11. Coordinate payment and rental of Graduation Cords and manage collected graduation cord funds
  12. Attend regularly scheduled meetings of the GSA Senate or identify a proxy.
  13. Serve in at least one Committee per semester.
  14. Prepare an Executive Report prior to the final meeting of the academic year, to be delivered to both the President and the incoming Senator for the following academic year, documenting and assessing responsibilities, resources, challenges and recommendations

Secretary

The Secretary shall:
  1. Prepare meeting minutes of all GSA Senate meetings.
  2. Upon request, provide a copy to any member of the GSA.
  3. Maintain an accurate record of the total number of department and general representatives by contacting the Office of Instruction and Graduate Studies in the Spring semester prior to GSA Senate elections.
  4. Act as an official check signor for GSA checks in coordination with the Treasurer and President.
  5. Lead the review of the constitution and bylaws during the appropriate time.
  6. Help assemble the Annual Report and organize archive folders on GSA Senate hard drive.
  7. Keep attendance at meetings through the roll call.
  8. Attend regularly scheduled meetings of the GSA Senate or identify a proxy.
  9. Serve in at least one Committee per semester.
  10. Prepare an Executive Report prior to the final meeting of the academic year, to be delivered to both the President and the incoming Senator for the following academic year, documenting and assessing responsibilities, resources, challenges and recommendations.

Department representatives

The department representatives shall:
  1. Facilitate communication between the students and faculty of his or her respective department via mechanisms that shall consist of, but are not limited to, one or more of the following:
    1. Attending faculty meetings
    2. Receiving a copy of the formal faculty meeting minutes
    3. Scheduling meetings with the department chair or coordinator at least once a semester.
    4. Hosting internal departmental forums
    5. Holding office hours to receive general comments or concerns
  2. Provide assistance in executing all GSA Senate activities during the year by serving on at least one committee per semester.
  3. Serve on the Office of Instruction and Graduate Studies (OIGS) Advisory Committee. When called upon, provide feedback to the OIGS on campus issues concerning graduate students.
  4. Serve on the GSA Curriculum Committee, composed of GSA Department Representatives and chaired by the VP of Curriculum.
  5. Maintain a record of specific departmental contacts and procedures.
  6. Attend regularly scheduled meetings of the GSA Senate or identify a proxy.
  7. Prepare an Officer Report prior to the final meeting of the academic year, to be delivered to both the President and the incoming Senator for the following academic year, documenting and assessing responsibilities, resources, challenges and recommendations.

Syracuse university graduate student organization representative

The Syracuse University GSO Representative shall:
  1. Represent the interests of ESF graduate students as applicable in GSO matters by attending meetings of the GSO and reporting back to the GSA Senate.
  2. Circulate information regarding GSO services available to ESF students.
  3. Attend regularly scheduled meetings of the GSA Senate or identify a proxy.
  4. Serve in at least one Committee per semester.
  5. Prepare an Officer Report prior to the final meeting of the academic year, to be delivered to both the President and the incoming Senator for the following academic year, documenting and assessing responsibilities, resources, challenges and recommendations.

board of trustees representative

The Board of Trustees Representative shall:
  1. Attend the Board of Trustees meetings to which they are invited.
  2. Before the first Board of Trustees meeting of the academic year, coordinate with the USA Board of Trustees representative to ensure that rotation between the graduate and undergraduate representative alternates on a yearly basis.  The graduate representative shall hold the vote every academic year where the fall semester is an even year.
  3. Voice graduate student interests and concerns to and obtain relevant information from members of the Board of Trustees.
  4. Act as liaison between the Board of Trustees and the GSA Senate as needed on pressing issues.
  5. Keep a record of the Board of Trustees actions during his or her term of office.
  6. Serve as the GSA Representative to the Undergraduate Student Association (USA) and attend the monthly club meeting of USA (contact the USA President for information regarding meeting time and location).
  7. Act as liaison between the GSA and USA as needed on pressing issues.
  8. Attend regularly scheduled meetings of the GSA Senate or identify a proxy.
  9. Serve in at least one Committee per semester.
  10. Prepare an Officer Report prior to the final meeting of the academic year, to be delivered to both the President and the incoming Senator for the following academic year, documenting and assessing responsibilities, resources, challenges and recommendations.
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