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Table of Contents

Student Council Description, Purpose, Officers, Voting and Election Timing
Standing Committee Descriptions
Student Club Funding
Making Amendments to the Constitution

Bylaws of the Constitution of the Student Body:

I. STUDENT COUNCIL

The Student Council serves as the governing body for all students enrolled at the Middlebury Institute of International Studies at Monterey. The Student Council shall act as a voice for the student body in meetings and other communications with the faculty and staff of the Middlebury Institute. Further, the Student Council shall reflect the interests of the student body consistent with the purpose of the Student Council (see Article II). The Student Council shall be composed of students from both the Graduate School of International Policy and Management (GSIPM) and the Graduate School of Translation, Interpretation, and Language Education (GSTILE), as defined in Article III.

II. PURPOSE OF THE STUDENT COUNCIL

The purpose of the Student Council is to represent and address the needs and interests of the student body at the Middlebury Institute. It shall strive to facilitate communications and interaction between the Middlebury Institute students, faculty, staff, and the surrounding community, and shall sponsor various educational and social activities that will further this purpose.

III. OFFICERS

The Student Council Executive Officers shall be the President, the Vice President, the Treasurer, the Secretary, the Social Activities Director, the Communications Director, the Historian, the GSIPM Senator and the GSTILE Senator. General Council Officers include the six GSIPM Program Representatives (one each for the DPP, IEP, IEM, NPTS, MBA, and ITED programs); and three GSTILE Program Representatives (one each for T&I/T/CI, TLM, and TESOL/TFL). All officers shall serve a term of two consecutive (Fall and Spring) semesters.

IV. VOTING PRIVILEGES

All Student Council Officers, with the exception of the President, shall have full voting privileges on all Student Council affairs. In the case of a tie vote, the President must cast the deciding vote.

V. ELECTIONS

Student Council Officers shall be elected to office in two separate elections. The Spring elections held in April will elect the President, Vice President, Treasurer, Secretary, and Social Activities Director. The Fall elections held in September will elect the Communications Director, Historian, GSIPM Senator, GSTILE Senator and all Program Representatives.

VI. STANDING COMMITTEES

The Student Council shall create and administer various Committees consistent with the purpose of the Student Council. The President shall appoint the Chair of each of the Standing Committees at the first Student Council meeting after the Fall elections. Any vacant Standing Committee Chairs will be selected on an as-needed basis.

Ad Hoc Committees can also be established for special Student Body initiatives when necessary and are dissolved when their purpose has been achieved. Ad Hoc Committees must be approved by Student Council in consultation with the Office of Student Services. 

The President may appoint any member of the Student Body to the position of Standing/Ad ­Hoc Committee Chair. A Chair may or may not be a student currently serving on the Student Council as an Officer. Student Council Officers may screen potential candidates as they see fit. 

The Student Council shall also have constituent members on the Board of Overseers, Institute Leadership Group (ILG), Academic Affairs Group (AAG) and Academic Policy, Standards, & Instruction Committee (APSIC). The President serves as the constituent for the Board of Overseers and the Institute Leadership Group (ILG), and the Vice President serves as the constituent for the Academic Affairs Group (AAG) and the Academic Policy, Standards, & Instruction Committee (APSIC). Each constituent member will attend all meetings of their respective Boards or Groups. They will communicate student concerns in these forums, and during the Student Council meeting after their various Board/Group meetings, the constituents will report back to Student Council on the topics from the Board/Group meetings. 

The following conditions apply to Committee and Constituent membership:

  1. Committee Membership is open to any member of the Student Body (with the exception of the Professional Development  Funding Committee and the Budget Committee). A list of Committee openings shall be maintained by the Secretary and announced to solicit participation from the Student Body by the Communications Director.
  2. Each Student Council Officer must participate in at least one Standing Committee. They shall have the opportunity to indicate their interest on which Committee they would like to serve. However, Standing Committee membership and composition shall be at the full discretion of each Committee Chair, and appointment of Standing Committee and Ad Hoc Committee Chairs shall be at the full discretion of the President.

  3. Any member of the Student Body shall have the opportunity to indicate her/his interest on which Committee s/he would like to serve. However, Standing Committee membership and composition shall be at the full discretion of each Committee Chair.

  4. Each Standing Committee shall present monthly accounts of the activities of the Committee to the Student Council during monthly Officer Meetings. 

The Standing Committees and Constituents are as follows:

  • Professional Development Funding Committee (3-4 Student Council Officers; Staff Chair: Assistant Dean of Student Life and Engagement): The Professional Development Funding Committee is responsible for reviewing student applications for conference funding, professional networking events, the DC Spring Break Career Week and competitions. Members may also suggest ongoing improvements to the application process and Committee policies and procedures, in consultation with the Staff Chair. Membership will be anonymous to the student body.

  • Budget Committee (3-4 Student Council Officers; Staff Chair: Assistant Dean of Student Life and Engagement). The Budget Committee is responsible for distributing funding based on the Professional Development Funding Committee’s application scoring process, and managing the Student Council budget, in collaboration with the Student Council Treasurer.  The Budget committee will provide regular updates during official Student Council meetings. The Budget Committee will maintain records of allocated funds and will suggest reallocation of Student Council funds as needed. Members include the Treasurer, who will chair this committee, GSIPM and GSTILE Senators, and one additional Student Council Officer.

  • Social Activities Committee (5 members, open to all students): The Social Activities Committee shall organize such extracurricular activities as directed by the Student Council in coordination with the Office of Student Services. These include but are not limited to: monthly social hours, the annual Follies event, the annual International Bazaar, MIIS Meet and Eat, the end of semester Coffee Week at the Library during the last week of classes, as well as any special events and other recreational activities. The Social Activities Director chairs this Committee and may delegate responsibilities for specific events to the other committee members.

  • Health and Wellness Committee (1 Student Council Officer who will serve as the Chair, 3 other members - open to all students, Staff Chair: Assistant Dean of Student Life and Engagement). The Health and Wellness Committee seeks to promote health and wellness opportunities and resource sharing among the student body. Committee members shall organize events, focus groups, and opportunities to promote health and wellness on the MIIS campus.

VII. STUDENT CLUBS

The Student Council shall fund various student clubs that are approved by the Office of Student Services. All clubs must go through an official application and approval process and must follow all policies and procedures outlined by the Office of Student Services. Student Council Officers will be responsible for determining budget allocations for student club funding requests.

VIII. AMENDMENTS TO THE CONSTITUTION

All Student Council Officers shall share in the responsibility of ensuring adherence to the Student Council Constitution. Members shall also oversee the process of suggesting and approving amendments to the Constitution, as outlined below.

There are two ways to propose amendments to the Constitution. Amendments to this Constitution can be prepared by at least two officers of the Student Council (or suggested in a motion that is seconded) OR submitted in a petition by the Student Body to the Student Council President. To become effective, a proposed amendment must be approved by a 2/3 vote of all Officers of the Student Council. Any modification of this Constitution must be made known to the Student Body in a timely manner. The Assistant Dean of Student Life and Engagement must approve all amendments.

The Bylaws of the Constitution of the Student Body

I. OFFICERSHIP AND DUES

  • Officership may only be conveyed upon students who have completed payment of the Student Activity Fee and are enrolled as degree-seeking students at the Middlebury Institute of International Studies at Monterey.
  • Officers shall receive all benefits of Student Body membership, including voting privileges.
  • A change in the Student Activity Fee must be accepted by the Student Council before any change is made.

II. OFFICERS AND DUTIES

  1. President: The President shall have the general responsibility for coordinating the activities of the Student Council and for directing and overseeing the response to the affairs of the Student Body. They shall preside at all Student Council meetings. The President shall not have voting privileges, except in the case of a tie vote, during which they must cast the deciding vote. The President shall be the lead representative of the Student Body in dealings with the Middlebury Institute faculty and staff, and with the community. The President shall serve as the Board of Overseers constituent and as the ILG constituent. The President shall present an account of these activities to the Student Council at every Student Council meeting. The President shall also meet regularly with the Vice President for Academic Affairs and Dean of the Institute, the Dean of Enrollment, Advising, and Student Services, and the Assistant Dean of Student Life and Engagement. It is the responsibility of the President to ensure all Student Council Executive Officers are adhering to Student Council rules and responsibilities.

  2. Vice President: The Vice President shall share the duties and responsibilities of the President. They shall serve as the Parliamentarian of Student Council meetings and shall, in the absence of the President, preside at Student Council meetings. The Vice President shall serve as the AAG constituent and as the APSIC constituent. The Vice President shall present an account of these activities to the Student Council at every Student Council meeting. The Vice President shall also meet regularly with the Dean of Enrollment, Advising, and Student Services, and the Assistant Dean of Student Life and Engagement. It is the responsibility of the Vice President to ensure all Student Council Senators are adhering to Student Council rules and responsibilities, including similar oversight of Student Council Program Representatives in their own adherence to Student Council rules and responsibilities.

  3. Treasurer: The Treasurer shall be the custodian of the Student Activity funds. They shall keep all financial records, disburse funds, and present monthly and annual accounts of financial status of Student Activity funds to the Student Council. The Treasurer will be responsible for communicating with all funding applicants and recipients to guide them through the application, P card and/or reimbursement process. They are also the signing officer of all Student Council’s budgetary expenses and reimbursements. The Treasurer works directly with the Assistant Dean of Student Life and Engagement, who is the Budget Officer for the Student Council budget. The Treasurer shall chair the Budget Committee. They shall preside at Student Council meetings in the absence of the President and Vice President.

  4. Secretary: The Secretary shall be responsible for recording the minutes and acting as official timekeeper of all Student Council meetings. The Secretary shall be the recipient of agenda requests from students (including funding requests), faculty, staff and Student Council Officers. They shall prepare meeting agendas and disseminate them to attendees prior to the meeting. The Secretary shall maintain public record of all meetings and ensure that copies of meeting minutes are distributed to the MIIS community in a timely manner, in coordination with the Communications Director. They shall be responsible for internal communications within the Council, and will manage the Student Council e-mail account, either responding to external requests or directing these requests to the appropriate Student Council Officer. The Secretary shall also be responsible for organizing and administering all regular and special Student Council elections, in coordination with the Office of Student Services. They shall preside at Student Council meetings in the absence of the President, Vice President, and the Treasurer.

  5. Social Activities Director: The Social Activities Director shall chair the Social Activities Committee and Sub­committees (Follies, International Bazaar, etc.). They shall organize Social Hours, Follies, International Bazaar, MIIS Meet & Eat, and any other Student Council-led social events, which may include reaching out to student clubs, purchasing supplies and materials, recruiting volunteers, and event logistics. They will also work closely with the Communications Director to publicize these events. The Social Activities Director shall be responsible for ensuring that regular opportunities are provided for intercultural events. They shall preside at Student Council meetings in the absence of the President, Vice President, Treasurer, and Secretary.

  6. Communications Director: The Communications Director shall be responsible for maintaining updated content on the Student Council Canvas Site, Student Council Facebook Page, and other Student Council media. They will also be responsible for publicizing meetings, events, and affairs of the Student Council and any issues pertaining to the Student Body, in communication with the Social Activities Director and Student Services. This includes sending all-student emails, generating graphics to promote events as needed, and submitting information to digital signs and the “This Week at MIIS” newsletter. They shall preside at Student Council meetings in the absence of the President, Vice President, Treasurer, Secretary, and Social Activities Director.

  7. Historian: The Historian shall serve to preserve institutional memory within the Student Council. During Student Council meetings, the Historian will share historical context and precedents made at previous meetings to inform Student Council decisions. The Historian will work closely with the Secretary, Communications Director, and President to ensure that all meeting minutes and agendas are made public in a timely manner. Additionally, the Historian shall be responsible for maintaining adequate documentation of Student Council events, affairs, and internal processes, including activities funded by Student Council through its various funding mechanisms. They shall work with the Communications Director and the Assistant Dean of Student Life and Engagement to ensure proper distribution of this information and documentation. They shall preside at Student Council meetings in the absence of the President, Vice President, Treasurer, Secretary, Social Activities Director, and Communications Director.

  8. GSIPM & GSTILE Senators: The GSIPM & GSTILE Senators shall assist the Program Representatives to support students in their respective schools, and serve as liaisons between the Council, the student body, and GSIPM and GSTILE Deans, with the goal of increasing communication and collaboration across schools and programs. The two Senators will work on identifying opportunities throughout the year to encourage collaboration between GSPIM and GSTILE, and will host a cross-school event in consultation with the Social Activities Director at least once during the academic year. In the event that a Program Representative is not elected for an academic term, or a Program Representative seat becomes vacant, the Senator will assume the Representative duties until a new Officer can be appointed or elected. These members will have voting privileges and shall ensure that Program Representatives are upholding all of their responsibilities. Reporting directly to the Vice President, the Senators will serve as ad hoc support to the Executive Board as needed. Senators will also provide support to the Program Representatives during town halls, and hold school office hours once a month. The Senators will work with Program Representatives to determine the appropriate response to student requests or concerns, and shall meet with the Program Chairs or Coordinators and the GSIPM and GSTILE Deans on an as-needed basis. Senators will also be required to serve as members on the Budget Committee.  

  9. Program Representatives: Each Program Representative shall serve as the direct link between their respective program and the Student Council. These members will have voting privileges and shall articulate the interests of students in their academic program. They will host monthly official office hours for their constituent base to field concerns or suggestions. Program Representatives shall be responsible for hosting, with the support of the GSIPM or GSTILE Senator, at least one town hall meeting per semester. They will work with their respective Senator to identify the appropriate response to student requests or concerns, and shall build relationships with the Faculty Program Chairs or Coordinators, the GSIPM and GSTILE Deans, and their programs’ student Graduate Assistants and/or Coordinators, if applicable, meeting with them when necessary. They shall also organize at least one social, educational, or career-related event per semester, with the support of Student Council Program Funding.

III. STUDENT COUNCIL BUDGET

  1. The budget of the Student Council shall be the Student Activity Fee paid by the Student Body during registration at the Middlebury Institute, in addition to any rollover money from the previous year's Student Council budget.

  2. Student Activity Funds: The Student Council shall fund various activities on campus based upon prior budget planning at the beginning of the academic year. Any revenue or unused funds shall revert back to the general fund of the Student Council at the end of the academic year, with the exception of club revenue.

  3. Program Funds: At the beginning of the Fall semester, the Student Council shall allocate funds to each Program represented on the Student Council as such: $5 is distributed for each student enrolled in the program and this sum should be divided between the Fall and Spring semesters. For students enrolled in a joint degree program, 50% of the allocated activity fee is distributed to each of their degree programs. In other words: $2.50 per program is distributed for each student enrolled in a joint degree program. In addition, in the Spring semester, $5 will be allocated to the Student Council budget for any new students enrolled in each program and joint degree program. Program Funding is for use by Program Representatives to support social, educational, or career-related events for their program during the academic year. To request program funding, Program Representatives will propose their plans for funding to the appropriate Senator for approval. Any proposed activities must benefit all students within the Program, and the Student Council requires organizers to post their event to the Middlebury Institute events calendar and notify all students enrolled in the program via email, copying the Student Council on any event-related communications as applicable. Funds will be made available on a reimbursement basis after receipts are submitted or by checking out the Student Council purchasing card (P card) to make purchases. Any unused portion of the allocation shall revert back to the general fund of the Student Council at the end of the academic year.

  4. Professional Development Funding: The Student Council shall award a limited amount of funding to subsidize registration and travel expenses for current MIIS students attending and presenting at conferences, competitions, the DC networking trip and other professional development opportunities. Related costs include conference registration, lodging, and transportation (airfare, public transportation, parking, mileage reimbursement and tolls). Food, drink and entertainment are not covered. Funds will be awarded to select students upon submission of a satisfactory application to the Professional Development  Funding Committee, and funds will be made available on a reimbursement basis after receipts are submitted or by checking out the Student Council purchasing card (P card) to make purchases. The Student Council can determine how much to contribute to Professional Development Funding.

  5. Club Funding: In an effort to support student clubs, the Student Council may allocate funding for club-specific activities, such as membership dues, private events, and club supplies. If the club is planning an event directed toward the broader MIIS community, forum funding should be requested in the place of club funding. Costs covered by club funding may include but are not limited to: dues; refreshments; speaker fees, transportation, or lodging; licenses to screen films; supplies; etc. Upon a student club’s submission of a satisfactory funding request, the Student Council will consider providing club funding for the designated activities. A satisfactory funding request will include the purpose of the funds requested, the benefits anticipated, and a comprehensive, detailed budget. In the case of requests over $250, a PowerPoint presentation at the next available Student Council meeting is also required. Club funding should be requested at least two weeks in advance of the planned events to ensure Student Council review, and it will be allocated on a first-come, first-served basis. Allocated funds will be made available on a reimbursement basis after receipts are submitted or by checking out the Student Council purchasing card (P card) to make purchases. The Student Council shall determine how much to contribute to Club Funding from its budget (See Article VII of the Constitution for guidelines). Every club begins the academic year with $100 to use at its discretion, assuming the event aligns with Student Life Policies and is approved by the Assistant Dean of Student Life and Engagement and the Budget Committee.

  6. Forum Funding: Forum funding aims to support student clubs, academic departments and student-led initiatives to hold open events that will benefit the broader MIIS community. Costs covered by forum funding may include, but are not limited to: refreshments; speaker fees, transportation, or lodging; licenses to screen films; etc. A satisfactory funding request will include the purpose of the funds requested, the anticipated benefits to the broader MIIS community, and a comprehensive, detailed budget. A PowerPoint presentation at the next available Student Council meeting is required to include the details listed above. Forum funding should be requested at least two weeks in advance of the planned events to ensure Student Council review. The Student Council will vote on an approved amount to award for each forum, and reserves the right to reject the proposal or to allocate an alternative amount that is thought to be more appropriate. The proposed forum must pass by a 2/3 vote by the officers of the Student Council with 12 of 18 voting in favor. Forum funding will be allocated on a first-come, first-served basis and will be made available on a reimbursement basis after receipts are submitted or by checking out the Student Council purchasing card (P card) to make purchases. The Student Council shall determine how much of the Student Council budget to contribute to Forum funding.

IV. ELECTIONS

  1. The Officers of the Student Council are open to all members in good standing, as defined as: no previous conduct violations and in good financial and academic standing. Officers must be degree-seeking students at the Middlebury Institute throughout their term of office.

  2. Officers may hold only one position at a time.

  3. The positions of the President, Vice President, Treasurer, Secretary and Social Activities Director may only be held by students in their second year of study.

  4. The positions of Communications Director and Historian may be filled by students in their first or second year of study.

  5. The positions of GSIPM Senator and GSTILE Senator may be held by students in their second year of study who are registered students within their respective schools.

  6. Program representatives must be registered students within their respective programs and may be in their first or second year of study.

  7. Elections for the positions of the President, Vice President, Treasurer, Secretary and Social Activities Director shall be held each year in April. Elections for the positions of Communications Director, Historian, GSIPM Senator, GSTILE Senator and Program Representatives will be elected each year in September, along with any vacant positions.

  8. Polls for all elections shall be open for at least two consecutive days for a minimum of six hours each day.

  9. Write­-in positions shall be allowed for each position. The position shall be offered to the write-in candidate who received the greatest number of votes—and then to the candidates with the next greatest number of votes, should the original candidate reject the position—and appointed by the President with the approval of the Student Council.

  10. In the case of a tie or situation where none of the candidates receive simple majority, a run­off election will be held. The run­off election dates will be advertised no later than the first Friday after the original election. The run­off election must be held no later than 14 days after the closing of the first round of elections.

  11. If only one candidate stands for office, an election for that position shall still be held. If the candidate fails to gain majority of the votes received, a new election shall be held. This new election shall be held no later than the first Friday after the original election.

  12. In the event that an elected council member terminates office before their term is started, Student Council will refer to the original election results to determine the candidate with the second-highest number of votes to fill that position. If there were no other candidates running for that office, the President, with the approval of the Student Council, shall appoint an interim to serve until the next election.

  13. Voters of any year may vote for candidates running for Executive Officer positions. However, Voters may only vote for Senators and Program Representatives of the Voter’s respective school and academic program.

V. STUDENT COUNCIL

  1. The Student Council consists of all Officers of the Student Body as listed in Article III of the Constitution.

  2. A member of the Student Body must contact the Officer, as well as another Officer, in writing and inform them of her/his intention. The Assistant Dean of Student Life and Engagement and the President must be notified of any intention to remove an Officer. The Assistant Dean and President shall engage in conversation to discuss next steps prior to any vote on the removal process.

  3. An Officer may be removed by a two-thirds vote of the Student Council.
  4. In order to remove an Officer from their position, the following procedure must be adhered to:

  • Any Officer of the Student Council may be removed from their position if they fail to fulfill the duties of her/his office or carry out her/his duties in an improper manner, or abuse her/his position in the interest of personal advancement or to the detriment of the organization.

  • Unless stated otherwise, a Student Council motion requires a simple majority vote (10/18) to pass.

  • Members of the Student Body shall be encouraged to attend the monthly open meetings. However, members shall be entitled to representation by their elected Student Council Officers only, unless otherwise permitted by the Executive Officer presiding at the meeting. They may also be asked by the Student Council to withdraw from the meeting at any time.

  • At the first meeting after the election in September, the parliamentary procedure of the Student Council meetings shall be established and followed.

  • Before each meeting, the Secretary shall issue a meeting agenda. Any member wishing to include a topic on the agenda must contact the Secretary prior to the meeting.

  • Special meetings may be called by the President or upon written or verbal request by at least two­ thirds of the Student Council.

  • Student Council meetings shall be held on a regular basis. At a minimum, the Student Council will hold one open meeting per month in addition to one closed regular meeting. The Student Council meeting schedule shall be determined during the summer before each academic year, and shall be reviewed during the first meeting of the academic year.

  • Two-thirds of Officers (12/18) in attendance shall constitute a quorum at Student Council meetings. This includes the President or presiding officer, even though they are not entitled to vote.

  • Student Council Officers are expected to attend all Student Council Meetings and fulfill the responsibilities required of them at events. The unexcused absence of an Officer from three Student Council meetings or a lack of fulfillment of responsibilities at events shall be considered a failure to fulfill duties of their office and grounds for removal. An excused absence can be obtained by contacting the President or Secretary. After the first unexcused absence, the Officer will be given a verbal warning. After a second unexcused absence, a written warning will be served. A third and final unexcused absence may result in referral to the President and Vice President to determine a vote for removal from office.

VI. AMENDMENTS TO THE BYLAWS

Amendments to these Bylaws may be proposed in the same manner as the amendments to the Constitution of the Student Council. To become effective, the majority of Officers of the Student Council must approve a proposed amendment. Any modification of Bylaws must be made known to the Student Body in a timely manner. All amendments and modifications must also be approved by the Assistant Dean of Student Life and Engagement.

 

Revised May 12, 2018