Student Council Constitution
I. STUDENT COUNCIL
The Student Council serves as the governing body for all students enrolled at the Monterey campus of the Middlebury Institute of International Studies at Monterey. The Student Council shall act as a voice for the student body in meetings and other communication 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 various programs 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 communication and interaction between the Middlebury Institute students, faculty, staff, and the surrounding community, and shall sponsor various educational and social activities, which will further this purpose.
The Executive Officers of the Student Council shall be the President, the Vice-President, the Treasurer, the Secretary, the Social Activities Director, and the Communications Director who shall serve a term of two consecutive (Fall and Spring) semesters. Other officers of the Student Council shall include The First and Second-Year Program Representatives of:
1. Bachelor of Arts in International Studies
2. Master of Arts in International Environmental Policy
3. Master of Arts in International Trade and Economic Diplomacy
4. Master of Arts in Non-Proliferation and Terrorism Studies
5. Master of Public Administration
6. Master of Arts in International Policy and Development
7. Master of Business Administration
8. Master of Arts in Teaching English to Speakers of Other Languages/Teaching Foreign Languages
9. Master of Arts in Translation and Interpretation
10. Master of Arts in Translation and Localization Management
11. Masters of Arts in International Education Management
All Program Representatives, with the exclusion of the IEM Degree, shall serve a term of at least two consecutive (Fall and Spring) semesters.
All Chairs of any Standing or Ad-Hoc Committee shall also be officers of the Student Council. Committee chairs are selected through presidential appointment.
IV. VOTING PRIVILEGES
All Executive Officers and Officers of the Student Council, with the exception of the President and Chairs of Ad-Hoc Committees, shall have full voting privileges on all Student Council affairs. In the case of a tie vote, the President must cast the deciding vote. Should a Standing Committee Chair also hold another Officer position, said Officer shall be obligated to vote representing the office he/she was elected to. The Officer may have another member of the Standing Committee place a vote, who must be physically present in meetings, to represent the Committee.
Each of the Executive Officers and the Program Representatives of the Student Council shall be elected to office in two separate elections. The spring election held in April will elect the Executive Officers of the student council (President, Vice-President, Secretary, Treasurer, Social Activities Director and the Communications Director). The Fall Election held in September will elect all First and Second Year Program Representatives and any other seats that remain vacant following the spring election.
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 Chairperson of each of the Standing Committees, with the exception of the Budget Committee, Academic Affairs Committee, and the Academic Policy, Standards and Instruction Committee (APSIC), at the first Student Council meeting after the fall term election of the First and Second-Year Program Representatives.
The President may appoint any member of the Student Body to the position of Standing/Ad-Hoc Committee Chair, with the exception of the Budget, Academic Affairs and APSIC Committees, as previously mentioned. A Chair may or may not be a student currently serving on the Student Council as a Member, with the exception of Executive Officers.
Any vacant Standing/Ad-Hoc Committee Chairs will be selected in the spring by the newly elected Student Council President for the following academic year. The Student Council President with the incumbent Committee Chair may screen potential candidates as they see fit.
1. Each Student Body member shall have the opportunity to indicate her/his interest on which committee s/he would like to serve. However, membership of each committee shall be determined by the respective Chairpersons of the Standing Committees.
2. Standing Committees shall be composed of at least one Member of the Student Council, including the Chairperson. Membership on these committees is open to any member of the Student Body. A list of committee openings shall be announced to solicit participation from the Student Body by the Chairperson of each committee. Standing Committee membership and composition shall be at the full discretion of that particular Committee Chair.
3. Each Standing Committee shall present monthly and annual accounts of the activities of the Committee to the Student Council and the Student Body.
4. The Standing Committees are as follows:
|a. Academic Affairs Committee and Academic Policy, Standards and Instruction Committee (APSIC): The Academic Affairs Committee and APSIC shall be responsible for receiving and addressing complaints by members of the Student Body regarding academic activities at the Middlebury Institute. The Committee will work as a liaison between students and faculty regarding academic issues. The Vice-President of the Student Council chairs this Committee, which shall be comprised of representatives from each of the two schools.
b. Budget Committee: The Budget Committee shall prepare an annual budget for the Student Council and seek approval of this budget from the Student Council. This committee shall also review and approve budget submissions by Student Clubs. The Student Council Treasurer chairs the Committee, and is the only Executive Officer to serve in this capacity.
c. Election Committee: The Election Committee shall organize and administer all regular and special Student Body elections. Officers and members of the Student Body running for a Student Council position cannot serve on the Committee.
d. Social Activities Committee: The Social Activities Committee shall organize such extracurricular activities as directed by the Student Council and in close association with the Office of Student Services. These include but are not limited to: special events, and recreational activities. The Student Council Social Activities Director chairs this committee.
e. Green Committee: The committee shall work to help the Institute meet its commitments as a signatory of the Talloires Declaration. The Green Committee shall be committed to increasing awareness of environmental issues, thereby creating a conscious community at the Institute that strives to minimize and improve our environmental impact on the planet.
f. MIISconnected Committee: The MIISconnected Committee shall take the lead in planning initiatives and/or events that promotes and strengthens the relationship and communication between the student body, faculty, staff and the administration. At minimum, one Executive Officer must serve on this committee.
5. Ad Hoc Committees can also be established for special Student Body initiatives when necessary and are dissolved when their purpose has been achieved.
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 the official application and approval process and must follow all policies and procedures outlined by the Office of Student Services. The Student Council Budget Committee will be responsible for determining budget allocations for student club events.
VIII. AMENDMENTS TO THE CONSTITUTION
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 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 Services and the Dean of Advising, Career and Student Services must approve all amendments.
The Bylaws of the Constitution of the Student Body
I. MEMBERSHIP AND DUES
- Membership shall be conveyed to a student upon payment of the Student Activity Fee at the Middlebury Institute.
- Members 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
- President: The President shall have the general responsibility for coordinating the activities of the Student Council and for directing and overseeing the publicizing of the affairs of the Student Body. S/he shall preside at all Student Council meetings. The President shall not have voting privileges, except in the case of a tie vote, during which s/he must cast the deciding vote. The President shall be the lead representative of the Student Body in dealings with Middlebury Institute's faculty and staff, and with the community. The President shall present an account of her/his activities to the Student Council at every Student Council meeting.
- Vice-President: The Vice-President shall share the duties and responsibilities of the President. The Vice-President shall chair the Academic Affairs Committee, and shall be the officially appointed student representative at meetings of the Middlebury Institute Faculty Senate and Academic Committee. S/he shall serve as the Parliamentarian of the Student Council meetings and shall, in the absence of the President, preside at Student Council meetings.
- Treasurer: The Treasurer shall be the custodian of the Student Association's funds. S/he shall keep all financial records, disburse funds, and present monthly and annual accounts of financial status of the Student Association to the Student Council and the Student Association. The Treasurer shall chair the Budget Committee and has the power to disburse otherwise unallocated amounts no larger than $250 a month upon the unanimous approval of the Executive Officers, but must report any such allocations at the next Student Council meeting. S/he is also the signing officer of all Student Council's budgetary expenses and reimbursements. S/he shall preside at Student Council meetings in the absence of the President and Vice-President.
- Secretary: The Secretary shall be responsible for recording the minutes and acting as official timekeeper of all Student Council meetings. The Secretary shall maintain the permanent records of the Student Council and he/she will assist the Communications Director in composing correspondence on behalf of the Student Council. S/he shall ensure that copies of the minutes of all Student Council meetings shall be distributed in a timely manner to all Student Council Officers, the Student Council permanent records, and the Student Council Online domain. S/he shall preside at Student Council meetings in the absence of the President, Vice-President, and the Treasurer.
- Social Activities Director: The Social Activities Director shall chair the Social Activities Committee and sub-committees (Follies, Bazaar, etc.). The Social Activities Director shall be responsible for ensuring that regular opportunities are provided for intercultural events. Additionally, s/he shall be responsible for providing opportunities for students to share their feedback on campus community building.
- Communications Director: The Communications Director shall be responsible for maintaining updated content on the Student Council Blog, Student Council Facebook Page, and other Student Council media. S/he will also be responsible for publicizing the affairs of the Student Council and issues pertaining to the Student Body. The Communications Director will work closely with the Secretary and President to ensure that all meeting minutes and agendas are made public in a timely manner on the Student Council Blog.
- Program Representatives: Program Representatives shall provide leadership by representing their constituents on the Student Council and coordinating various projects and activities within their Programs that will further the purpose of Student Council (see Article II of the Constitution). Each Representative must organize a minimum of one event for their constituency per semester. They shall represent the Student Council members of their respective Programs in meetings with the Academic Deans of the Middlebury Institute. Program representatives shall meet or communicate with their respective Program Chair on a monthly basis to stay apprised of potential program changes. If the changes merit wider consultation among Program students, Program Representatives shall organize and coordinate such consultation. Program Representatives shall present monthly and annual accounts of their activities to the Student Council and the Student Body. They shall also assist the other Officers in the administration of the Student Body. Program Representatives are encouraged by Student Council to establish an added level of organization within their program that will be given the title of Student Association. Student Associations can be formed to facilitate the organization and communication within and between the different academic programs. Student Council and the Middlebury Institute will officially recognize Student Associations only after their existence, organizational structure, and primary activities are disclosed in writing and approved by Student Services. This recognition process must take place annually to ensure continuity within the Student Associations as new Program Representatives are elected to Student Council each year.
- All voting members, with the exception of Executive Officers, are required to actively participate in Student Council events and committees. Failure to fulfill this requirement constitutes grounds for summary removal from the Student Council.
III. STUDENT COUNCIL BUDGET
- 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 the rollover money from the previous year's budget.
- Student Activity Funds: The Student Council shall fund various activities on campus based upon prior planning of the budget 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. All clubs who generate revenue can have this rollover to the club for the next academic year.
- Program Funds: At the beginning of the Fall Semester, the Student Council shall allocate funds to each Program represented on the Student Council, distributing $5 per member of the respective Program. In the Spring Semester, $5 will be allocated to any new spring students per program. Program Representatives shall be responsible for the expenditure of the Program Funds allocated by the Student Council. Upon the consent of the Student Council Budget Committee, and, if necessary, in consultation with the Dean and/or Program Chair of the respective Program, Program Funds may be used for Program-related purchases, projects, and/or activities pursuant to further the educational resources and goals of the respective Program. Any unused portion of the allocation shall revert back to the general fund of the Student Council at the end of the academic year.
- Conference Funds: 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. Conference-related costs include lodging and transportation (airfare, public transportation, parking, gas and tolls). Food, drink and entertainment are not covered. Funds will be awarded on a reimbursement basis after receipts are submitted. The Student Council can determine how much to contribute to the conference funds.
- Club Funds: The Student Council shall provide clubs funding for their respective activities. (See Article VII of the Constitution for guidelines).
- Forum Funding: Upon fulfillment of the requirement that the organizers provide a clear and detailed proposal of how the funds will be used, the Student Council will consider providing forum funding to student clubs and departments for approved events. The forum proposed must pass by a 2/3 vote by the officers of the Student Council. The Student Council reserves the right to reject the proposal or to allocate an alternative amount that is thought to be more appropriate. The Forum funds will be allocated on a first-come-first-serve basis. The Student Council will vote on an approved amount to award for each forum.
- The Election Committee shall be responsible for organizing and administration of elections.
- The officers of the Student Council are open to all members in good standing. Officers must be students at the Middlebury Institute throughout their term of office.
- Program Representatives must be students of their respective academic program throughout their term in office. Students enrolled in official "joint degree" programs are eligible to run for one Program Representative Position. Official joint degree programs are pursued concurrently but a student could not represent both programs as an SC Program Representative. Program Representatives must be in the appropriate year of their studies, for at least one semester during their term in office. Year of studies is determined by an official student list which is provided to the Assistant Dean of Student Services by the Registrar's Office. A student who enrolled at the Middlebury Institute during the spring semester and became her/his program's First-Year Representative during the subsequent fall semester may serve a full term as First-Year Representative (even though she/he will enter the second year of her/his studies during that term). A member's cumulative service as a First-Year Representative shall be limited to the equivalent of one full term.
- Officers may hold only one position at a time. If elected to a position, s/he must forfeit one office.
- Elections for the positions of the President, Vice President, Treasurer, Secretary, Social Activities Director and Communications Director shall be held each year in April. Elections for all First-Year and Second-Year Program Representatives shall be held each year in September along with any open position.
- The Elections Committee shall clearly and widely publicize each election on campus during and at least two weeks prior to the elections.
- The Election Committee shall be responsible for establishing campaign policy and conduct.
- Polls for all elections shall be open for at least two consecutive days for a minimum of six hours each day.
- Write-in positions shall be allowed for each position.
- In the case of a tie or situation where none of the candidates receive simple majority, a run-off election will be held. The run-off election dates will be advertised no later than the first Friday after the original election. The run-off election must be held no later than 14 days after the closing of the first round of elections.
- 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.
- In the event that an elected council member terminates office before their term is completed, 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.
- Voters of any year may vote for candidates running for Executive Officer positions. Voters may also vote only for the candidates running for the Program Representative of the voter's respective program and year. Because the IEM Program is two semesters, Program Representative positions are open for voting by all currently enrolled IEM students, regardless of the year.
V. STUDENT COUNCIL
- The Student Council consists of all Officers of the Student Body as listed in Article III of the Constitution.
- Student Body Officers are expected to attend all Student Council Meetings. The unexcused absence of an officer from three Student Council meetings shall be considered a failure to fulfill duties of her/his office and grounds for removal. An excused absence can be obtained by contacting the President or another Executive Officer. After the first unexcused absence, the officer, the officer will be given a verbal warning. After a second warning, a written warning will be served. A third and final unexcused absence will result in removal from office.
- Two-thirds of Officers in attendance shall constitute a quorum at Student Council meetings.
- Student Council meetings shall be held on a regular basis. The Student Council meeting schedule shall be determined prior to the first Student Council meeting after the elections in September and shall be approved by a simple majority vote of the Student Council.
- Special meetings may be called by the President upon written or verbal request by at least two-thirds of the Student Council.
- Before each meeting, the President or designated Executive Officer shall issue a meeting agenda. Any member wishing to include a topic on the agenda must contact the President or designated Executive Officer prior to the meeting.
- Members of the Student Body shall be encouraged to attend the Student Council meetings. However, members shall be entitled to representation by voice only on the Student Council 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.
- Any Officer of the Student Council may be removed from her/his position if s/he fails to fulfill the duties of her/his office or carries our her/his duties in an improper manner, or abuses her/his position in the interest of personal advancement or to detriment of the organization.
- In order to remove an Officer from her/his position, the following procedure must be adhered to:
- 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 Officer, with the approval of the Student Council, shall appoint an arbitrator who shall communicate with both the member and the Officer in an attempt to reach an agreement. If no agreement can be reached by the next Student Council meeting, the arbitrator shall report to the Student Council, and the member shall petition for the Officer's removal.
- The member must petition the Student Council, and must include the names of at least ten percent of the Student Body (or twenty percent of the respective Program if the Officer is a Program Representative) who supports these actions.
- The petition must be addressed and a decision made at the next Student Council meeting. If the Student Council votes to remove an Officer from her/his position, a vote by the Officer's constituency to approve this decision must be held in a timely manner.
- An Officer may be removed by a two-thirds vote of the Student Council, and an approval of this decision by a majority of the votes received from the Officer's constituency.
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 Service and the Dean of Advising, Career and Student Services.
Revised May 5, 2015