MINUTES
Graduate & Professional Student Assembly Council of Representatives
October 25th, 1999
Big Red Barn Graduate & Professional Student Center Greenhouse
5:00 P.M.

I. Attendance:

1999 - 2000 GPSA Members 4/26 9/27 10/25 11/22 1/24 2/28 3/27 4/24 Jean Ahn P P P Bill Bauerle P P P Dennis Carlson P P P Pat Carr P P P Rong Fan P P A Stefan Hames E P P Wendy Harris P A A Chitkala Kalidas P P A Peter Kaskan P P E Charles Marentette P P P Emily Meseck A P P Krista Mowry P P P John Schwarz P Daniel Simmons P P P Lakshmi (Vatsa) Srivatsa P A P Kevin Sherper-Walker P

Others Present: Philip McPheron, Michael Cosh, Bonnie Bailey, and Stephanie Tinsley

II. Call to Order

The meeting was called to order by S.Hames, GPSA President, at 5:05 p.m.

III. Open Forum

S.Hames announced that due to time constraints, the agenda item entitled, “GPSA Committees” would be postponed until the November meeting.

Bill Bauerle, Floriculture, stated that in regards to the health plan comparison, the ad-hoc committee he is working on has already sent out requests to other institutions for relevant information. It is currently waiting for the needed data to return.

Michael Hanson, SA representative, observed that the GPSA had discussed at earlier meetings whether to support the SA in its rejection of the Cornell University Academic Calendar. He announced that Emanuel Tsourounis, SA President, had written a letter to the GPSA on this subject, but in the interest of time, M.Hanson would briefly summarize it. He requested that the letter be included in its entirety in the minutes. M.Hanson summarized that while the SA would appreciate support on this issue, the GPSA should do what is best for its constituents. The text of the letter is as follows:

Members of the Graduate and Professional Student Assembly:

Having been informed of your present discussion of the proposed 2002–2004 Academic Calendar, I am urged by my colleagues to submit the following information to you.

At its meeting on 16 September 1999, the Student Assembly rejected the proposed 2002–2004 Academic Calendar. In its decision to disapprove the calendar, the Student Assembly discussed at length its disappointment that previous actions submitted to the Administration regarding the calendar have not been fully or completely implemented. These actions have included resolutions regarding the official recognition and observance of Martin Luther King, Jr. Day, Labor Day, and Veteran’s Day by the University, the accommodation of absences for the observation of religious holidays by students, and the scheduling of exams and exam periods.

In exercising its prerogative as defined by Section 1.4 of the Student Assembly Charter, to “review and ask for reconsideration of the calendar before it becomes final” the Student Assembly wishes that more of it suggestions would be included in the formulation of future calendars and that its concerns be addressed. Specifically, we feel that the University calendar does not reflect the value and importance of several federal holidays, which other state employees have off and for which many administrators have off and their offices are closed, by holding classes. Releasing all students, faculty, and non-essential employees from their obligations at these occasions would provide greater opportunity for the personal and communal observation of these holidays, which is presently restricted by competing claims on individuals’ time — due to class, work, and other academic or University commitments.

In addition, the Student Assembly continues to believe that academic policy fails to adequately accommodate students who wish to observe holiday of their faith or whose exam schedules pose undue stress due to the timing of tests and other assignments. As to the former, the Dean of the Faculty has committed to us in good faith that he will enforce the faculty policy and New York State law to the best of his ability and address all reported violations. However, the scheduling of prelims and final exams does remain at issue. Last year, the SA suggested that students not be forced to take more than 2 (preliminary or final) exams in any consecutive 36-hour period, instead of the present recommendation of 24-hours. In his letter of July 1999, President Rawlings commented that to seriously address such concerns, the faculty might have to revise the final exam schedule. As such, the faculty is being asked to fully consider this issue and its effect on the calendar, as well.

While the SA would appreciate the support of the GPSA in this matter, I hesitate and feel uncomfortable in asking. In reaching its decision, the members of the GPSA would be better to ask of themselves what is in the best interest of their constituents, rather than throw in its lot with the SA out of a sense of allegiance or obligation. Instead, I offer the rationale for our decision such that you may consider the weight of our reasons and merit of our arguments, and make an informed decision on this basis. If GPSA members feel likewise, we will gladly accept your vote and your help to make sure these concerns are considered and addressed. I have already appointed a small group to work with Bob Cooke and members of the faculty on this issue and we would welcome the participation and input of graduate and professional student representatives.

However, if the GPSA does not feel similarly, we would accept your position, as well, and respect it as a decision that has been made by you, and is representative of the feelings and sentiments of the students that have elected you. Thus, my best wishes in this important decision. Please let the SA know of the outcome of your discussions.

Sincerely yours,

Emanuel Tsourounis, II, ‘00 President Student Assembly

IV. Minutes

The minutes of the September 27, 1999 GPSA meeting were approved as submitted.

V. Business of the Day

A) Funding Policy Matters

Charles Marentette, JGSM and Funding Policy Committee(FPC) Chair, informed members that the FPC has been busy with beginning the process for setting of the Graduate & Professional Student Activity Fee. He asked members to refer to the related handouts distributed earlier at this meeting. He reported that several organizations asked for increased funding and said he would review the reasons why organizations requested additional funding.

The Big Red Barn requested an increase so that it may fund more events, add television service, buy a new keg cooler, and pay for computer repairs.

The Cornell Cinema asked for an increased amount of funding because it wants to try to increase special programming, which costs more, but at the same time it wants to keep ticket prices low.

The International Students Planning Board(ISPB) requested more funding so that it can pay for an expansion of its International Festival. C.Marentette noted that the ISPB often funds smaller groups that put on international events.

The Graduate & Professional Student Orientation(GPSO) asked for an increase in funding to reinstate events that had been discontinued previously.

S.Hames commented that he would like the GPSA to have more interaction and involvement with the GPSO.

C.Marentette explained the majority of the activity fee money is allocated to the GPSAFC. As most people are aware, the GPSAFC is the body that hands out the bulk of its monies to fund smaller graduate and professional student organizations. The GPSAFC funding level had been decreased the last time the graduate and professional student activity fee was set and an increase would return it to previous levels.

C.Marentette informed members that a survey was done to assess the sentiments of the community. Those who were surveyed were asked to rate the Big Red Barn, EMS, Cornell Cinema, Cornell Concert Commission, ISPB, Cornell Programming Board, and Athletics in terms of how much they use the provided services, and how much they support them on a scale of one to five. The midpoint was therefore determined to be three for both items. He noted that this survey is not scientific because the respondees self-selected themselves, but that it is adequate for the needs and purposes of setting the Activity Fee.

C.Marentette stated that only two items fall below the midpoint in terms of support, and those items are the ISPB and Athletics. He noted that Athletics elicited many responses and additional comments from students. He remarked that according to the survey it appears that the average student only attends two athletic events a year. He recommended talking with Athletics about this point.

Members suggested funding Athletics on a sliding scale. Thus, Athletics would receive more money as more graduate and professional students attend their events. It was also suggested that Athletics be asked to keep track of how many graduate and professional students attend events, as it now only keeps track of the aggregate number of students, without any differentiation between undergraduates and graduates.

S.Hames informed members that the funding level amounts would not be voted on tonight.

C.Marentette agreed, noting that while funding levels can be discussed, voting on the funding amounts will be saved for the November GPSA meeting. He informed members that the Funding Policy Committee has made preliminary recommendations regarding the funding levels. The FPC recommendation is to increase the funding to $0.85 for the Big Red Barn in order to improve events and facilities. The recommendation for EMS is to maintain its current funding level, as requested. C.Marentette noted there is a question of why the GPSA should subsidize the EMS if most students are already paying for health insurance?

C.Marentette reported that the FPC recommends that both Cornell Cinema and Cornell Concert Commission receive the requested amounts. The recommendation for ISPB is to fund an increase to $0.60 instead of its request for $0.95 because ISPB also has different funding sources.

S.Hames added that in addition to being by-line funded and getting money directly from that source, the ISPB also requests money from the GPSAFC.

C.Marentette agreed that this is the case.

It was explained that a reason for this apparent duplication is that the ISPB requests money directly from the Student Activity Fee so it can fund food at its events. International cuisine often attracts participants, but the GPSAFC does not fund food.

C.Marentette stated that it is recommended that the Graduate and Professional Student Orientation only be increased up to $0.60. The committee also recommended that the GPSA try to become more involved in this event and perhaps supply some manpower. The GPSAFC was increased to $17.85, which is above the requested amount. C.Marentette noted that this increase was necessary because the GPSAFC must receive at least 35% of Student Activity Fee funds. He noted that this increases the total fee, but according to survey results, only 31% supported such an increase. Therefore, he suggested that the GPSA should seriously consider reconciling this increase with the sentiments of the student population.

Bonnie Bailey, Office of the Assembles, suggested that the GPSA perform the first step of setting the Graduate and Professional Student activity Fee and vote “yes” or “no” on whether to fund these organizations. She commented that the second step for the GPSA is to vote on how much to fund each organization and eliminating the first step at this meeting would allow the GPSA more time at its November meeting to discuss the funding level amounts in more detail.

Members suggested that the organizations be voted on as a block instead of just one at a time.

P.Carr noted that a two-thirds majority was needed in this vote because it asks for a suspension of the normal rules of order.

Members of the Graduate & Professional Student Assembly voted on whether or not to vote to fund the various byline funded organizations as a block “yes” or “no” vote.

This motion passed unanimously.

K.Sherper-Walker asked if the GPSA would vote in a block on the funding level amounts for the organizations.

S.Hames replied that the GPSA would not do this in that particular instance. At the next meeting, funding levels for each organization will be voted on separately.

Dennis Carlson, Statistics, clarified that by agreeing to fund all these organizations, the GPSA is voting to fund them all at least at the $0.50 level.

The Graduate & Professional Student Assembly voted “yes” to fund all of the byline funded organizations that had submitted requests for by-line funding for 2000–2002.

This motion passed unanimously.

B) Election of GPSA Vice President

S.Hames explained that the GPSA Vice President seat is currently vacant, and consequently the Executive Committee is currently comprised of only two people. He stated that having a third member would be helpful. He proceeded to open the floor to nominations.

Patrick Carr was nominated for the position of GPSA Vice President.

As no other nominations were forthcoming, nominations were then closed.

Because there was only one candidate, S. Hames asked for the GPSA to elect P.Carr by acclamation.

The Graduate and Professional Student Assembly elected Patrick Carr to the position of Vice President by acclamation.

S.Hames noted that this election now leaves the position of GPSA Secretary vacant, since P.Carr was the GPSA Secretary.

Members asked what were the duties of the Secretary?

P.Carr replied that the Secretary is supposed to be in charge of communication and to maintain files. He noted that the role of Secretary is not well-defined and those duties that are defined have not been performed.

S.Hames agreed and encouraged the elected member to better define the position.

B.Bailey stated it would be contributive if the new GPSA Secretary would work toward better communicating and promoting the GPSA to the public.

S.Hames agreed, noting that the GPSA needs the publicity. He opened the floor to nominations.

Seeing as no nominations were forthcoming, S.Hames tabled the issue until the next meeting. He stressed the importance of this position and asked members to reconsider running for it before the next meeting.

C) Treasurer’s Handbook Amendment

Michael Cosh, Civil Engineering, noted that the GPSAFC would like to have a couple of changes made to the Treasurer’s Handbook. The first change would add publications to the list of items that the GPSAFC would fund. The second change deals with the amount of money that can be used towards social events. Currently, only 20% of the total allocation can be used to fund social events. The change would set the levels to be the greater of 25% of the total allocation or $200. M.Cosh noted that there are some organizations who only use the money to fund social events, and they inflated their budget requests as a way to get more money for their events. Since this change takes the greater of $200 or 25%, this should help in curbing the use of this practice amongst organizations.

D.Carlson asked, that in regards to publications, what is considered to be an appropriate organization?

M.Cosh replied that an appropriate organization is one whose purpose is to make the publication. He stated that this phrase was used in order to prevent groups from asking for items such as resume books to be funded.

The Graduate and Professional Student Assembly voted to approve the changes to the Treasurer’s Handbook. The resolution reads as follows:

Resolution on Changes to the Graduate and Professional Student Assembly Finance Commission Treasurers’ Handbook

Whereas, the GPSAFC has seen a need to change several of the guidelines within the GPSAFC Treasurers Handbook,

Be it therefore resolved that the Graduate and Professional Student Assembly approves the attached changes to the guidelines within the GPSAFC Treasurers’ Handbook.

Respectfully submitted,

Michael H. Cosh, GPSAFC Chairperson

Alex Viergutz, GPSAFC Vice Chairperson

9–29–99

Deletions will be indicated by a strikethrough Additions will be in Bold

VI. Specific Guidelines for Graduate Student Organizations

A. The GPSAFC has set the following additional conditions for the funding of student organizations: � An organization must have at least 41% graduate membership to be eligible for funds. � If any members of a student organization are receiving academic credit for their activities within the organization, the GPSAFC cannot fund those activities. � No individual salaried by Cornell University within the last 6 months can receive payment for services with GPSAFC funds. � Secretarial services will not be funded. � No certificates or membership cards will be funded. � Some books and subscriptions will be funded if the groups are willing to leave the publication in University libraries without duplicating existing inventories. � “Speaker” allocations will pay only for travel, meals and lodging for the speaker. Reimbursement for speakers’ meals will be paid only if restaurant receipts are submitted indicating separate meals. � Funding for social events will not exceed 20% of an organization’s allocation except in exceptional cases. � Funding for social events will not exceed $200 or 25% of an organization’s allocation (whichever is greater). � Line item transfers will be considered on a case by case basis. � A breakdown of requested funds is a requirement; incomplete breakdowns will not be considered. � Fund transfers cannot be made to SAFC funded organizations. � Organizations may sponsor or co-sponsor events which charge admission a maximum of twice during the academic year. Admissions fees for graduate students must be less than or equal to $4 and graduate students are to receive a discounted rate to reflect their contributions made to the event. Fees collected must be deposited into the organization’s University account (See the Accounts Representative in 518C Willard Straight Hall [Loreen Geiger] for details). � Events must occur during the academic year (first day of classes to the last day of classes during the fall and spring semesters) to ensure that the Cornell Community has the opportunity to participate. Exceptions may be granted in special circumstances. � Events must occur on the Cornell Campus or within a reasonable distance from Cornell (i.e. Ithaca) to ensure that the Cornell Community has the opportunity to participate.

B. The Commission has decided that it WILL NOT FUND the following: � Organization stationery. � Organization travel (group members to conferences, meetings, etc.) � Conference expenses. � Membership fees. � Phone Expenses � Office space. � Postage. � Office supplies. � Container Deposits

HOW TO APPLY FOR FUNDING FOR YOUR GROUP The Funding Process and Line Item Concept

Program Expenses - Funding for your program can be requested under for one of the following categories:

1) Travel - See this section in Speaker Travel above. 2) Lodging - See this section in Speaker Lodging above. 3) Meals - See this section in Speaker Meals above. 4) Rental of Equipment - Any equipment necessary for your programming to be successful may be funded. These expenses can include A.V. equipment, VCRs, slide or movie projectors, table space, etc. Remember to specify which equipment you will need for your program. 5) Services - Some events may require your organization to have additional services provided by the University. These services can include Public and/or Life Safety, lighting or sound experts, security fees to protect an exhibit, etc. These service expenses should also be specified to the GPSAFC. 6) Room Rental - When requesting funding for programming room rental, you must specify to the GPSAFC where your event will take place. Some facilities on campus charge a fee to use their space. Check at the area you plan to use. 7) Equipment - Equipment needed to conduct a program or event (such as a sporting event) that is part of the main focus of an organization may be funded. To qualify, the equipment cannot meet the Cornell definition of “capital equipment” (costs more than $500 and lasts at least 2 years), and must not be available for rental or loan. 8) Tournament fees - For appropriate organizations only, tournament fees may be funded. The tournament must be directly related to the main focus of the organization. Travel expenses may NOT be funded. 9) Publications — For appropriate organizations only, the costs of production of non-academic publications will be funded. The publication must be directly related to the main focus of the organization.

The Graduate and Professional Student Assembly approved this by acclamation.

D) Proposed Changes to the GPSA Charter

S.Hames stated that the GPSA had, at its last meeting, voted to approve the changes in the GPSA Charter which were requested by President Rawlings. S.Hames informed members that President Rawlings has not approved the new draft of the charter amendment because he has found new problems in the wording. S.Hames proceeded to read aloud the letter he received from President Rawlings regarding this issue:

Dear Stefan:

Thank you for your letter of September 10, 1999 regarding the Graduate & Professional Student Activity Fee.

In the interest of clarification, I would appreciate your revising the proposed paragraph under Article 2 of the charter. The language I would suggest is “The GPSA, during the fall semester of every odd-numbered year, though the authority delegated by the President, shall be charged with recommending the amount and allocation of the Graduate Activity Fee.” I believe the delegated authority could be misinterpreted as originally drafted.

Under Section VII of the Guidelines for Setting the Graduate Student Activity Fee the reference to the funding levels being “presented to the Board of Trustees in January following the funding process” should be omitted. The funding levels, if approved by the President, are presented in the aggregate along with other budgetary matters and are not presented to the Board of Trustees directly by the Graduate and Professional Student Assembly as the statement implies. Otherwise, the guidelines seem fine.

These matters I raise might seem technical in nature, but looking at the long view, I believe we must be as explicit as possible so that future generations will follow a set of procedures that are unambiguous.

Please convey my thanks to your members for the time and attention you have given to clarifying the process for recommending and distributing the Graduate and Professional Student Activity Fee. I believe we are close to finalizing this matter.

Sincerely yours, Hunter R Rawlings III

S.Hames concluded that in his opinion there are three options facing the GPSA: the GPSA could pass it with the suggested changes, vote it down, or ignore it. He recommended that the GPSA pass this amendment this time, although he noted that if it returned again with further suggestions his view on the matter might be different.

The Graduate & Professional Student Assembly voted to approve the Resolution to Amend the Graduate and Professional Student Assembly Charter, Draft Three. The resolution reads as follows:

RESOLUTION TO AMEND THE GRADUATE AND PROFESSIONAL STUDENT ASSEMBLY CHARTER

Whereas, the Board of Trustees has delegated the responsibility for the setting and allocation of the Student Activity Fee to the President of the University, and

Whereas, the President of the University has delegated responsibility for the setting and allocation of the Student Activity Fee to the Student Assembly/Graduate & Professional Student Assembly (SA/GPSA), and

Whereas, the Graduate and Professional Student Assembly feels that the procedures by which funds are allocated to campus organizations should be clear and unambiguous, and

Whereas, the Graduate and Professional Student Assembly Charter does not explicitly define the delegation of authority to the Graduate and Professional Student Assembly, nor explicitly define the circumstances under which campus organizations may receive Student Activity Fee Funds,

Be it therefore resolved that the attached Charter amendments will be made.

Respectfully Submitted,

Stefan Hames 1999–2000 GPSA President September 10, 1999

Excerpt taken from the Graduate and Professional Student Assembly Charter:

Additions already approved by the GPSA on September 27, 1999 appear in bold. Newer additions will appear in bold underline. Deletions will appear as Strikethroughs. Deletions of additions approved by the GPSA on September 27, 1999 will appear as bold strikethroughs.

Establishment

Article 1: Pursuant to the authority delegated by the Board of Trustees, the President hereby establishes the Graduate and Professional Council of Representatives and the Graduate and Professional Student Assembly (pursuant to Article 4). Articles 1 through 9 of this document constitute the Charter of the Graduate and Professional Student Assembly.

Authority and Responsibility

Article 2: The Graduate and Professional Student Assembly (hereinafter referred to as GPSA) shall have a voice in those activities, program areas and non-academic policies that affect graduate and professional students and serve as a mechanism for the exchange of views between the graduate and professional school population and the administration as more specifically set forth below. Within this context, the GPSA shall explore opportunities to enhance the role and function of graduate and professional students, and their contribution to the well-being of the University.

The GPSA, during the fall semester of every odd-numbered year, through the authority delegated by the Board of Trustees and the President, shall be charged with the setting recommending the amount and the allocation of the Graduate Activity Fee, subject to the approval of the President.

2.1 The GPSA shall have the authority to examine the University policies that impact graduate and professional school students and make recommendations to the appropriate bodies and University administrators concerning these matters.

2.2 The GPSA shall be consulted with respect to the modification and development of non-academic policies which directly affect graduate and professional school students.

2.3 Actions of the GPSA will be reported to the President in writing by the chairperson of the GPSA. The GPSA will respond to the President’s request for information regarding GPSA actions. The President shall respond in writing to the GPSA recommendations pursuant to 2.1 above.

2.4 The Provost will consult with the GPSA in the formulation of the University calendar. The GPSA may review and ask for reconsideration of the calendar before it becomes final. In addition, the GPSA may propose changes in the calendar to the Provost.

2.5 The GPSA will present an annual report at the last GPSA meeting of the spring term to the President of the University and the graduate and professional student population. The report will include a summary of the GPSA’s work during the preceding year and, in addition, will describe any unresolved issues and issues that are expected to arise in the future. The GPSA of the following year is required to respond formally to the unfinished business presented in the annual report. This response should describe the actions undertaken, if any, to resolve the unfinished business. All members of the Cornell community will have access to this report.

2.6 The GPSA may obtain specific information from the President regarding any subject which it requests to fulfill its responsibilities. Requests shall not include salaries, wages, academic or financial records of specific individuals nor information which is defined as confidential or restricted by law. If the information requested is not provided, the President will report to the GPSA the reasons why the said information cannot be furnished.

2.7 The GPSA may conduct public hearings, fora, and referenda concerning topics of current graduate and professional student interest, and determine other appropriate ways to assess student needs and opinions.

2.8 Agenda and pending resolutions will be distributed to the leadership of the other Assemblies at least 24 hours prior to the GPSA meeting at which they are to be presented.

2.9 The GPSA will report its actions in writing to the Employee, Student and University Assemblies and the Faculty Senate, in conjunction with reporting of the actions to the President. The resolutions will be reported following each meeting by a GPSA member designated by the GPSA.

2.10 Upon receipt of the GPSA report, another constituency body(ies) may object, by a two-thirds vote at its next regularly scheduled meeting, to an action taken by the GPSA. The objecting body(ies) will report back to the GPSA within five working days of the vote to object. At its next business meeting, the GPSA will review the objection and either modify the original position to account for the objections of the other constituency(ies) or will reaffirm the original action. The GPSA shall report to the objecting body(ies) within five working days of reviewing the objection(s).

2.11 Continued disagreement on the issue will be referred to the UA Assemblies Review Committee. (UA Charter, Article 8.6)

2.12 If the GPSA determines by a two-thirds vote that the action of another constituency body impacts its constituency, comparable procedures for the reconciliation of the differences will be pursued.

2.13 The GPSA may appoint graduate and professional students to serve on assembly(ies) committees and other university committees that have designated seats for GPSA representatives. The GPSA may nominate graduate and professional students to serve on other university committees.

2.14 The voting membership of the GPSA will, by whatever means they deem appropriate, select three graduate or professional students to serve as delegate members to the University Assembly. At least, but not limited to, one delegate must be a member of the GPSA. Graduate/professional student at-large may be selected to fill the remaining delegate(s) position(s) only if GPSA/Council of Representatives member(s) is/are unable to serve.

2.15 The GPSA will interface with the Student and Employee Assemblies and Faculty Senate by sending one representative to each group as an ex-officio, non-voting delegate.

2.16 The GPSA will have authority over matters concerning the internal operation and maintenance of the GPSA and its committees, including the proposal of amendments to the GPSA Charter pursuant to Article 3 and creation of bylaws and procedures consistent with the obligations of the GPSA as set forth in this charter for the GPSA.

2.17 The GPSA may establish such standing and ad hoc committees as are appropriate to the performance of its functions.

2.18 The Graduate and Professional Student Activity Fee shall be established every two years, with the extensive participation and active input from the graduate and professional student body, by the last day of classes in the Fall semester of the fee-setting year. In the event that the GPSA cannot meet this deadline, the Activity Fee shall be fixed at the amount and allocation currently in effect during the fee-setting year.

2.19 The following guidelines shall be adhered to in the allocation of the GPSA Activity Fee:

2.19.1 In order to be considered for funding from the Activity Fee, organizations must meet the following criteria: a. register as a student or university organization with the Student Activities Office; b. allow students equal access to services and participation in activities; c. be operated primarily for students, by students, with funds disbursed through a University operating account; and d. have a qualified advisor, to assist with oversight of the account.

2.19.2 In order to be considered for funding directly from the Activity Fee (“by-line funding”), organizations must also: a. demonstrate that the programs to be funded are of direct and primary benefit to graduate and professional students; and b. demonstrate a minimum budgetary need equivalent to 50 cents per student, per year. c. Agree to make an annual report to the GPSA accounting for the funds allocated to that organization

2.19.3 The GPSA may also elect to provide by-line funding for other programs and services, which are not registered organizations but whose purpose and operations are consistent with the criteria outlined above for by-line funded organizations, with the approval of the President.

2.19.4 The GPSA shall ensure that an appropriate balance is maintained between funds allocated to by-line funded organizations and to the GPSA Finance Commission (GPSAFC). The allocation made to GPSAFC shall be set at no less than 35% percent of the total funds available from the Student Activity Fee in any year.

2.19.5 Neither a check-off option nor an option to pay extra will be allowed to exempt a student from paying the Student Activity Fee because of the funding instability inherent in such a system. Exceptions may be considered if recommended and approved by the GPSA, and approved by the President.

2.19.6 These guidelines and the procedures established in accordance therewith shall be reviewed by the SA and the GPSA and a representative of the President of the University at least every four years in a non-fee-setting year.

The Graduate and Professional Student Assembly passed this resolution by a vote of 10–1−0.

The Graduate & Professional Student Assembly voted to approve the Resolution Regarding the Establishment of Guidelines for Setting the Graduate Student Activity Fee, Draft Three. The resolution reads as follows:

These Funding Policy Guidelines are heavily based on the Student Assembly’s Guidelines. My thanks to the SA for their assistance in writing this.

Resolution Regarding the Establishment of Guidelines for Setting the Graduate Student Activity Fee

Whereas: the Graduate and Professional Student Assembly has not yet established any codified procedure for allocating the Graduate and Professional Student Activity Fee (GPSAF);

Whereas: the process of setting the GPSAF has not always been codified, and during the Assembly’s early history, changed slightly each year. After an unusually contentious funding period during the 1997–1998 academic year, in which an ambiguous process was in use, the 1998–99 Graduate and Professional Student Assembly has realized a need to set down provisions for the setting of the GPSAF, so that each year a specific and thorough process will be followed;

Now Therefore be it Resolved, that the Graduate and Professional Student Assembly adopt the following “Guidelines for Allocating the Graduate Student Activity Fee’ ” which will hereby become Appendix B of the Graduate and Professional Student Assembly Charter.

(Additions already approved by the GPSA on September 27, 1999 appear in bold. Newer additions will appear in bold underline. Deletions will appear as Strikethroughs. Deletions of additions approved by the GPSA on September 27, 1999 will appear as bold strikethroughs.)

Appendix B Graduate and Professional Student Assembly Guidelines for Allocating the Graduate Student Activity Fee

I. Preamble:

The Graduate and Professional Student Activity Fee (GPSAF) is allocated to by-line funded organizations by the Graduate and Professional Student Assembly, per Appendix A of the Graduate and Professional Student Assembly Charter and the delegated authority given to us by the President of the University and the Board of Trustees. This fee is mandatory for all graduate students of the university, and is used to pay for activities and programs that benefit the Cornell Community. The GPSAF is voted on every two years.

II. Setting the Fee:

The Graduate and Professional Student Activity Fee shall be determined every two years by the Graduate and Professional Student Assembly through a series of votes.

A) By-line funded groups are:

1) registered student or university organizations;

2) require 50 cents per student per year or more

3) serve/benefit the entire Cornell community

4) allow all students equal access to services or participation

5) owns a university operating account

6) has an qualified advisor with oversight of the account

or:

7) groups that currently receive by-line funding or have received by-line funding in any previous GPSAF cycle

B) Registered By-Line funded organizations that have previously received by-line funding must adhere to the following criteria in order to be considered for such funding:

1) Submit a budget of income and expenses for five (5) years (e.g. for the 2000–2002 cycle, one would need to submit budgets for academic years 1997–1998, 1998–1999, 1999–2000 [estimated], 2000–2001 [estimated], and 2001–2002 [estimated]) to the Graduate and Professional Student Assembly. The budget must state the amount of funding the group is seeking in terms of dollars per student per year. In addition, the groups seeking funding must present to the Assembly a copy of its most current constitution and by-laws, as well as all other relevant information. This will provide the Assembly with an opportunity for questions and information gathering.

2) If deemed necessary by the Funding Policy Committee, Appear before the Funding Policy Committee with the same five (5) year budget (detailing income and expenses) in which only official voting members (as selected in staffing committee in accordance with the charter and by-laws) will make a recommendation to the Graduate and Professional Student Assembly. The Funding Policy Committee will make recommendations based on a simple majority approval of the present sitting voting members.

3) Each registered by-line funded group’s allocation recommendation will be presented to the Graduate and Professional Student Assembly by the Chairman of the Funding Policy Committee on an individual basis at the next scheduled GPSA meeting.

C) Following the above mentioned criteria, the below procedure will take place: 1) An e-mail to the entire graduate and professional student population will be sent to inform them of the upcoming Graduate and Professional Student Assembly GPSAF hearings.

2) An initial vote will be taken on each by-line-funded group separately, in which either a “Yes” or “No” vote will be cast on the Funding Policy Committee’s recommendation. A simple majority is necessary for the initial vote.

3) If a majority of the Assembly votes in favor of the Funding Policy Committee’s recommendation for a particular organization, that by-line funded organization becomes eligible to be voted on in the final budget.

4) If a majority of the Assembly fails to uphold the recommendation of the Funding Policy Committee, the President of the Assembly will then call for another vote. The chair will pose a question asking the Assembly if it would like to send the organization back to the Funding Policy Committee to modify its funding request, or if the Assembly wishes to remove that particular organization from its eligibility to receive funding for that 2 year funding cycle. A 2/3 vote is required to remove a particular organization from funding eligibility. A vote to send the organization back to the Funding Policy Committee will start the process all over again (Go back to B-1). The organization seeking by-line funding then has 1 more opportunity to revise its budget in Funding Policy (for a total of 2 visits to Funding Policy and 2 visits to the Graduate and Professional Student Assembly).

Note- If an organization feels as though it should receive more funding than the funding policy committee designates, that organization has the right to persuade the assembly to vote “no” on the recommendation and send it back to the funding policy committee.;

5) If the initial majority vote by the Graduate and Professional Student Assembly has not been reached after two visits to the Funding Policy committee (and the Graduate and Professional Student Assembly), the group seeking by-line funding loses its eligibility to receive that funding for the two year cycle.

6) After the initial status of all the organizations seeking by-line funding has been voted on (needing a majority vote to continue) a collective GPSAF budget with all the “eligible” organizations is then presented to the Assembly as an “old business” resolution, which is debatable, amendable and follows all other rules of Parliamentary procedure. (e.g. This means that any member can change the funding of an organization by an amendment.) The GPSAF budget then will require a 2/3 vote by the entire assembly.

7) After the GPSAF budget is approved by the required 2/3 vote of the Graduate and Professional Student Assembly, it will automatically be rounded up to the nearest whole, even number. The difference between the Graduate and Professional Student Activity Fee budget and the new rounded figure will be allocated to GPSAFC.

8) No by-line funded group, except the GPSAFC, can ever receive a higher amount of funding than initially requested in the first presentation to Funding Policy Committee.

9) The previous GPSAF is in effect until a new one is voted upon. (Through debate and amendment, the Graduate and Professional Student Assembly is urged to pass by 2/3 vote the new proposed GPSAF.) All organizations that were initially defunded (in II-C-3) will not receive funding if the previous SAF is in effect, regardless of if they received funding in that GPSAF.

10) Once funded during any GPSAF funding cycle, a by-line funded organization will follow the guidelines for funding by-line funded organizations as prescribed in Appendix A of the Charter.

III. New By-line funded organizations (rules for new student groups to seek by-line funded status): A. Rules for independent organizations (definition of independent organizations found in the latest edition of the SAO Organization and Event-Planning Handbook ):

1) apply for, and receive GPSAFC funding for a minimum of 4 semesters as “trial period”;

2) after the GPSAFC “trial period”, they must obtain petition signatures from 10% of the graduate student body in the spring before the allocation process begins;

3) present the Graduate and Professional Student Assembly with copies of their constitution and by-laws, in which the Graduate and Professional Student Assembly and the community at large may asks questions regarding any aspect of the organization and its potential funding, including but not limited to, its history, mission and purpose, leadership, target audience etc.;

4) Attend/help advertise at least one informational forum regarding the GPSAF and the individual group requesting funding.

5) After these conditions are satisfied, the group then follows procedures for registered by-line funding organizations with the exception of II-C-3. II-C-3 will read for all new groups: If a majority of the Assembly fails to uphold the recommendation of the Funding Policy Committee, the President of the Assembly will then call for another vote. The chair will pose a question asking the Assembly if it would like to send the organization back to the Funding Policy Committee to modify its funding request, or if the Assembly wishes to remove that particular organization from its eligibility to receive funding for that 2 year funding cycle. A simple majority vote is required to remove a particular organization from funding eligibility. A vote to send the organization back to the Funding Policy Committee will start the process all over again (Go back to B-1). The organization seeking by-line funding then has 1 more opportunity to revise its budget in Funding Policy (for a total of 2 visits to Funding Policy and 2 visits to the Graduate and Professional Student Assembly).

B. Rules for university organizations (definition of university organizations found in the latest edition of the SAO Organization and Event-Planning Handbook ):

1) The group must obtain petition signatures from 15% of the graduate student body in the spring before the allocation process begins;

2) present the Graduate and Professional Student Assembly with copies of their constitution and by-laws, in which the Graduate and Professional Student Assembly and the community at large may asks questions regarding any aspect of the organization and its potential funding, including but not limited to, its history, mission and purpose, leadership, target audience etc.;

3) Attend/help advertise at least one informational forum regarding the GPSAF and the individual group requesting funding.

4) After these conditions are satisfied, the group then follows procedures III-A-5

IV. Petitioning Guidelines

1) Petitions must be registered with the Office of Assemblies before presenting to the public;

2) Petitions must state the name of the organization, the mission statement of the organization, and the initial monetary request it seeks when presented to the public.

3) Organizations seeking to receive by-line funding will follow the same procedures and time limits for acquiring petition signatures as students seeking placement on the election ballot.

V. Amending this document

After passing this document as Appendix B to the Graduate and Professional Student Assembly Charter, a 2/3 vote would be needed to amend this document.

VI. Voting Procedures:

1) The total number votes equals “yes” votes plus “no”. Members who either are absent or who abstain, do not count as part of the total vote when calculating either a majority or 2/3 vote. This applies to both the Funding Policy Committee, and the Graduate and Professional Student Assembly.

2) Excused absences (under the discretion of the executive board) in which proxies are cast, will count as part of the total vote when calculating either majority or 2/3 votes.

3) Proxies will not be allowed to be cast for any legislation that has been amended, and therefore that vote will not be counted in the total amount of votes cast.

VII. Time Line

1) The GPSAF process must be finished by the last meeting of the first semester.

The funding levels which have been approved by 2/3 of the Graduate and Professional Student Assembly shall be presented to the Board of Trustees in January following the funding process. The Graduate and Professional Student Assembly agrees to recommend the voted upon funding levels to the President of the University as the official Graduate and Professional Student Assembly GPSAF proposal.

Be it finally resolved: That this document immediately replace any existing document regarding the procedures for setting the GPSAF.

Respectfully submitted,

Michael H. Cosh Chairman, GPSA Finance Commission, 1999–2000.

The Graduate and Professional Student Assembly passed this resolution by a vote of 10–1−0.

S.Hames established that he was not pleased with the process that this charter amendment took. He noted that the wording President Rawlings objected to this time was included in the first draft and appears to have been overlooked by administration. He expressed frustration that the GPSA has had to revisit this issue numerous times in order to move forward.

D.Carlson also expressed his unhappiness with this process. He stated that it seemed the GPSA had been made to jump through hoops in order to get the wording of these amendments approved.

S.Hames noted that this is indicative of the fact that the GPSA does not seem to get much respect. However, personal feelings aside, he felt that the GPSA would not gain from tabling the issue indefinitely.

P.Carr reminded members that a FPC meeting will be held on November 12, and that they are welcome to attend. He stated this information would also be posted to gpsa-l.

V. Adjournment

The meeting was adjourned at 5:55 p.m. by S.Hames.

Respectfully Submitted, Stephanie Tinsley