Constitution
Constitution of the Medical School Student Senate
University of Louisville
Ratified September 2004
Amended April 19, 2005
1. Name
1.1. The name of this organization shall be "The University of Louisville Medical School Student Senate, ULMSSS."
2. Purpose
The purpose of ULMSSS shall be:
2.1. To act as the official organization of the Student Body of Medical School on all matters except those assigned to other organizations by the Organizational Outline and Bylaws of the Medical School.
2.2. To coordinate the activities of the various classes in affairs of mutual interest for the Student Body of the School of Medicine.
2.3. To promote and encourage professional and academic competence in the study of medicine.
2.4. To act as a liaison between students, faculty and alumni as provided by the Organizational Outline and Bylaws of the Medical School.
2.5. To involve its members in the social, moral, and ethical obligations of the medical profession.
2.6. To enhance the professional reputation of the School of Medicine, its students, and alumni.
2.7. To further the general welfare of the Medical School and the University of Louisville at large.
3. Powers
3.1. The University of Louisville Medical School Student Senate shall be the official student organization at the University of Louisville School of Medicine and shall be responsible for the self-governance of the Student Body and the representation of student concerns and interests to the academic and medical communities. ULMSSS shall have the powers to carry out the necessary and proper functions of the organization.
4. Membership
4.1. Recognized voting members shall be:
4.1.1. The Executive Officers.
4.1.2. All Medical School Senators.
4.1.3. The number of Senators shall change upon the approval of the President, Vice President and Clinical Vice President of the ULMSSS.
4.1.4. Membership in an academic class is to be determined by the course schedule.
4.2. In the event of a permanent vacancy of a senator or class representative the remaining representatives of that class shall nominate replacement(s) to fill the vacant office(s), subject to two-thirds majority approval by the ULMSSS.
4.3. Recognized non-voting members shall be:
4.3.1. Any student officially enrolled in the School of Medicine full-time.
4.3.2. Interns and Residents, in good standing, in hospitals associated with the University of Louisville School of Medicine.
4.3.3. An Associate or Honorary Membership may be bestowed at the discretion of the Executive Council. Such a member shall be without the right to vote or hold office.
4.4. One faculty advisor selected by the ULMSSS members during the first meeting after the ULMSSS Executive Officer elections. The faculty advisor's term of office shall be one year. This position is renewable.
5. Executive Officers
5.1. The Executive Officers of the ULMSSS shall be the Senate President, Pre-Clinical Vice President, and Clinical Vice President.
5.2. Selection of Executive Officers:
5.2.1. Nominations for Executive Officers can be made by the nominee themselves during the two weeks prior to the elections. A form must be completed by the nominee and approved by the Student Affairs office to verify good standing. The Student Body of the Medical School shall elect all Executive Officers. If more than one person is nominated for an office, voting shall be conducted by written ballot.
5.2.2. In the event of a permanent vacancy of an executive council member, the remaining members of the executive council shall nominate replacement(s) to fill the vacant office(s), subject to two-thirds majority approval by the voting members of the ULMSSS.
5.3. The Executive committee shall be empowered with all the responsibility of representing the opinions and needs of all U of L medical students without discrimination against age, sex, race, marital, or financial status. They will set policy, chair and/or serve on standing committees, establish task force committees, and carry out all other functions of ULMSSS that are deemed necessary.
5.4. The Executive Officers have the right to appoint representatives to committees.
5.5. The Executive Officers have the right to appoint members to aid in the fulfillment of their specific executive duties.
6. Procedure
6.1. The number of senate members required for quorum will be 50 percent plus one of the voting members active during a given semester.
6.2. Parliamentary procedure shall follow Robert's Rules of Order, unless otherwise specified.
6.3. Each voting member of the ULMSSS shall have one vote at all balloting except the President who shall have one vote only in the case of a tie.
7. Duties and Powers
7.1. The ULMSSS may arrange and conduct student assembly meetings.
7.2. The ULMSSS shall make recommendations to the Dean regarding matters affecting the students of the Medical School.
7.3. The ULMSSS may sponsor established functions.
7.4. The ULMSSS shall be represented on the proper committees specified by Organizational Outline and Bylaws of the Medical School.
8. Amendment(s) to the Constitution
8.1. A Constitutional Revision Committee shall consist of the President of the ULMSSS, who serves as chairman, and at least two additional ULMSSS members appointed by the President of the ULMSSS and may be established by a majority vote of the ULMSSS.
8.2. Amendment(s) to the Constitution of the ULMSSS may be proposed by:
8.2.1. any student enrolled in Medical School by submitting in writing a copy of proposed amendment(s) to the President of the ULMSSS who will present said amendment(s) to the Constitutional Revision Committee.
8.2.2. recommendation to the ULMSSS by a petition of at least 5 percent of the student body currently enrolled in the Medical School.
8.2.3. any member of the ULMSSS by submitting copies of the proposed amendment(s) to the ULMSSS at any regularly scheduled meeting of the ULMSSS.
8.2.4. recommendation to the ULMSSS in the form of a written report presented by the Constitutional Revision Committee.
8.3. A written copy of any proposed amendment(s) shall be available for each member of the ULMSSS.
8.4. Proposed amendment(s) to the Constitution of the ULMSSS shall be submitted to the voting Senate members at least 7 days in advance of the meeting, and read at two regular consecutive ULMSSS meetings before a vote may be taken by the ULMSSS.
8.5. Amendment(s) to a proposed amendment(s) may be made at either reading of the proposed amendment(s); however, revised amendment(s) may not be voted on at the same ULMSSS meeting in which the revision of the proposed amendment occurred.
8.6. Upon approval by a two-thirds majority vote of the members present at a ULMSSS meeting, notification of said approval shall be made to the student body.
8.7. The Constitution shall be amended upon a two-thirds majority vote of the student body provided that the number voting constitutes at least 15% of the students attending class at the Medical School during that semester. In addition, copies of the proposed amendment(s) shall be made available to the student body at least week prior to a vote being taken by the student body. – or - The Constitution shall be amended upon a two-thirds vote of the members present at a ULMSSS meeting.
9. Amendment(s) to the Bylaws
9.1. Amendment(s) to the Bylaws of the ULMSSS may be proposed by any student enrolled in Medical School by submitting, in writing, a copy of the proposed amendment(s) to the President of the ULMSSS.
9.2. A written copy of any proposed amendment(s) shall be available for each member of the ULMSSS.
9.3. Proposed amendment(s) to the Bylaws of the ULMSSS shall be read at two regular consecutive ULMSSS meetings before a vote may be taken by the ULMSSS. Amendment(s) to a proposed amendment(s) may be made at either reading of the proposed amendment(s); however, revised amendment(s) may not be voted on at the same ULMSSS meeting in which the revision of the proposed amendment occurred.
9.4. The proposed amendment(s) shall be amended upon approval by a two-thirds majority vote of the members present at a ULMSSS meeting.
BYLAWS
1. Council Obligations
1.1. Organize the following projects for the Medical student body:
1.1.1. Cadaver Ball
1.1.2. Senate and Class Officer elections
1.1.3. Fitzbutler Prize for Humanitarianism in Medicine
1.1.4. 1st Year Handbook
1.1.5. Picnics – one in fall and one in spring semesters, as well as others as desired by Medical Senate
1.1.6. Open forums with the senate and/or Faculty / Administration
1.1.7. Any additional projects deemed necessary by ULMSSS or the Executive Council
2. Meetings
2.1. The Senate shall meet at least once each month during the academic year at a definite time and place to be provided by the President at least 5 days prior.
2.2. A meeting of the ULMSSS may be called by: a.) the President of ULMSSS, b.) a majority vote of the ULMSSS representatives, c.) a petition bearing the signatures of 100 medical students, or d.) at request of the Dean of the School of Medicine.
2.3. These meetings shall serve as a forum for the discussion of student interests. Therefore, they are open to the entire ULMSSS membership. At such meetings, the membership (student body) shall have the power to make general recommendations to the Executive Council
3. Requirements for membership
3.1. Requirements for voting membership
3.1.1. In order to be eligible for membership on the ULMSSS, a student must be enrolled as a Medical School student and shall meet all student affairs guidelines for membership. Note: The current minimum guidelines are defined as maintaining a passing score in all classes.
3.1.2. Voting members shall not miss more than one senate meeting in any one semester, without an excuse satisfactory to the Executive Council of ULMSSS or without a proxy approved by the Executive Council of the ULMSSS. A written excuse must be submitted at least 24 hours in advance of the meeting.
3.1.3. Senators are responsible for events outlined in the bylaws of this document
3.2. Consequences
3.2.1. Failure to uphold the requirements to maintain the status of being a voting member of ULMSSS shall result in immediate probation and membership review with the possibility of disciplinary action, which will be decided by the Executive Council of the ULMSSS. Disciplinary action may include the expulsion of the offending member from the ULMSSS.
3.2.2. An officer or senator may be impeached by a three-fourths majority vote of all the members of the Senate.
3.2.3. In the event that a senator position is vacated, the ULMSSS Executive council will nominate individuals to fill the position. The ULMSSS will then vote on the nominees and elect an individual by a 50% plus one vote.
4. Elections
4.1. Executive Officers
4.1.1. Shall be elected by a majority vote (50% plus one) of the student body at an election to be held during the last two weeks of March. The elected shall take office at the first meeting following the elections.
4.2. Senators and class officers
4.2.1. 1st and 2nd year representatives will hold the office for a period of one year
4.2.2. 3rd year representatives will hold the office for a period of two years
4.2.3. Senator elections shall be held during the spring semester no later than 30 days after the Executive Council elections have concluded
4.2.4. Class officer elections for the 1st year class shall be held within five weeks of the first day of classes
4.2.5. Class officer elections for 2nd and 3rd year classes shall be held no later than 30 days after the Executive Council elections have concluded
4.2.5.1. Class officer positions shall include, but are not limited to, president, vice-president, secretary, treasurer, social chair, admissions liaison, volunteer coordinator, KMA representative, PDA representative, and technology liaison.
4.3. Election Procedures
4.3.1. All class representative candidates shall register with the Student Affairs office during the designated registration time ending no later than the Friday prior to the scheduled elections in order to be placed on the ballot.
4.3.2. Each student shall cast only one ballot and must be academically enrolled in a class to vote.
4.3.3. In order for a ballot to be made valid, the number of votes per ballot may not exceed the number of offices available, with no candidate receiving more than one vote per ballot.
4.3.4. No absentee or proxy votes will be accepted.
4.3.5. In the event any one candidate does not receive 40% plus one of the vote, a run-off will be held between the two (2) candidates receiving the most votes on the following or next most appropriate day.
4.3.6. For Senator positions, the top five (5) candidates from each class receiving the most votes shall be elected representatives; under no circumstances shall one class have more than five (5) voting members among these elected representatives.
4.3.6.1. In the event that there is an exact tie between the fifth and sixth representatives, they will be a run-off election between those two candidates will be held on the following or next appropriate day.
4.3.7. The number of votes cast for each candidate shall be held in confidence with the Executive Council.
4.3.8. Votes shall not be counted until the end of that respective election and only then by ULMSSS representatives of a class not involved.
4.3.9. The Pre-Clinical Vice President and two (2) ULMSSS representatives of different classes shall tally the votes for ULMSSS Presidential elections.
4.3.10. At least two (2) ULMSSS representatives shall operate the voting area at any one time.
4.3.11. ULMSSS representatives of another class shall run class representative elections.
4.3.12. Candidates shall remain at least 25 feet from the polls during voting hours, except while they are voting.
4.3.13. Misconduct on the part of candidates is strictly prohibited and discipline, if deemed appropriate, against such violations will be left up to the discretion of the Executive Council by two-thirds vote. The Executive Council retains the right to drop a candidate’s name from the ballot.
5. Executive Officer Requirements
5.1. The Requirements for President
5.1.1. Candidate must have passed the first year and be enrolled to be a second year student during their term of office.
5.2. Requirements for Pre-Clinical Vice President
5.2.1. Candidate must have passed the first year and be enrolled to be a second year student during their term of office.
5.3. Requirements for Clinical Vice President
5.3.1. Candidate must have passed the third year and be enrolled to be a fourth year student during their term of office.
5.4. Executive Council members must all be in good standing as established in 3.1.1.
5.5. Executive Council members shall hold no other office in another organization.
6. Duties
6.1. The President shall:
6.1.1. Preside over all meetings of the ULMSSS and shall be the Executive Officer of the ULMSSS.
6.1.2. Administer the policies and procedures of the ULMSSS as determined by that body
6.1.3. Be an ex-officio member of all ULMSSS committees, sit on the Executive Council of UofL Student Government Association, the “Big 3 Committee” (herein, Big 3) composed of the Medical, Dental and Nursing schools, and Deans meetings.
6.1.4. Assist in the coordination of student activities and services.
6.1.5. Prepare a bi-monthly report to be distributed to the Deans, Department Chairs, SGA Senate, ULMSSS, and be made available in some form to the student population detailing the ULMSSS’s activities for the month.
6.1.6. Coordinate and approve all correspondence for the ULMSSS.
6.1.7. Facilitate conversation between the classes and the administration
6.1.8. Maintain effective communication between the ULMSSS and Medical School Administration and Faculty.
6.1.9. Supervise the expenditure of the ULMSSS budget and compose the annual budget.
6.1.10. Assist in the coordination of social activities and services for the Student Body of the Medical School.
6.1.11. Assist the cabinet members in choosing the student from the following class to fill their position.
6.1.12. Serve in their junior year in an advisory role to ULMSSS as an honorary member of the Executive Council
6.1.13. Serve in their senior year as the student representative to the Medical Council
6.2. The Pre-Clinical Vice President shall:
6.2.1. Revise and update the MUSH orientation handbook to be given to the first years
6.2.2. Conduct the election of the Executive Officers, Senators and Class Officers
6.2.3. Serve as project chairperson of committees as appointed by the President
6.2.4. Assume the Presidency when the President is unable or unwilling to serve
6.2.5. Coordinate the deans committee members
6.2.6. Facilitate conversation between the classes and the administration
6.2.7. Assist in the coordination of social activities and services for the Student Body of the Medical School.
6.2.8. Assist the cabinet members in choosing the student from the following class to fill their position.
6.2.9. Attend Dean’s meetings.
6.3. The Clinical Vice President shall:
6.3.1. Aids the President in representing the interests of the Medical Student Association.
6.3.2. Represent the needs of the clinical students (3rd & 4th year) to the Medical Student Association and the Student Senate.
6.3.3. Serve on the student senate and appropriate committees as assigned by the president
6.3.4. Serve as liaison between the Office of Alumni Affairs and the student body of the School of Medicine
6.3.5. Serve on the Medical School Alumni Board
6.3.6. Attend monthly Dean's Luncheon meetings
6.3.7. Facilitate conversation between the classes and the administration
6.3.8. Plan and execute the spring cadaver ball.
6.3.9. Coordinate the speaker committee in charge of selecting the Fitzbutler Prize Award recipient.
6.3.10. Assume the Presidency when the President and Pre-Clinical Vice President are unable or unwilling to serve.
6.3.11. Assist in the coordination of social activities and services for the Student Body of the Medical School.
6.4. Senators
6.4.1. Assist in the planning and execution of:
6.4.1.1. Cadaver balls in the fall and spring
6.4.1.2. Picnics in the fall and spring
6.4.1.3. Forums throughout the year
6.4.1.4. Senate and class officer elections
6.4.1.5. Fitzbutler prize speaker forum
6.4.1.6. Any additional projects deemed necessary by ULMSSS or Executive Council
6.4.2. Actively serve on one or more committees of the Medical School.
6.5. Secretary
6.5.1. Conduct ULMSSS correspondence
6.5.2. Keep the minutes of the Senate meetings and distribute them to the membership within one week of the meeting
6.5.3. Submit a copy of any amendments to this Constitution to the Office of the Dean
6.5.4. Publish and distribute the ULMSSS Newsletter after each ULMSSS meeting.
6.6. Plexus Editor(s)
6.6.1. The plexus is a collection of articles and stories, including interviews and pictures
6.6.2. Collect, write, edit, print and distribute a bi-annual publication to be distributed to the student body
6.7. Committee Members
6.7.1. Shall be selected and appointed by the current second year student representative with the assistance of the President and Clinical Vice-President of Senate
6.7.2. The duties of appointed and elected student representatives to the Dean’s Committees shall be to report the proceedings and findings of said committees to the Executive Council as they take place and represent ULMSSS concerns to their respective committees. In the occasion that no committee meetings are scheduled in a semester the student representative to that committee should report such at the ULMSSS meetings.
6.7.3. The Dean’s committees shall include OSR, Faculty Forum, Educational Policy, Admissions, Travel Advisory, Student Promotions, Student Grievance, Student Health Insurance, and Medical Council.
7. Executive Censure
7.1. Censure by Executive Officers
7.1.1. Any officer who fails to perform duties or maintain requirements as defined by this document shall be brought up to a board of review consisting of the remaining members of the Executive Council.
7.1.2. The Board shall set guidelines for censure at the beginning of each year.
7.2. Censure by Senate
7.2.1. An Executive Officer may be impeached by two-thirds vote and removed at the next meeting by three-fourths vote of a quorum.
7.3. In the event that an Executive Officer is removed, the vacancy shall be filled as per Chapter 8 of these Bylaws.
8. Succession
8.1. In the event the President is not able to perform their duties, the Pre-Clinical Vice-President shall assume the office of President.
8.2. In the event neither the President nor the Pre-Clinical Vice-President is able to perform the duties of the Presidency, the Clinical Vice-President shall take the office of the President.
8.3. Fulfilling vacancies of Vice-Presidential Offices
8.3.1. A special election shall be held to fill the office of Pre-Clinical Vice-President or Clinical Vice-President no later than 30 days after the vacancy.
8.4. If all three officers are not able to serve, Senate shall have a special election chaired by a Senate appointed official.
9. Interpretation
9.1. The Executive Council is charged with the responsibility of interpreting this Constitution. Any appeal to interpretation of this Constitution shall be made to a quorum of the Executive Council meeting for the sole purpose of determining such question, and majority of the Committee shall decide the issue.
