The Constitution of the Simon School’s Graduate Business Council
LAST EDITED: 11/3/08
The Graduate Business Council is the principal means by which students shape their Simon experience and that of future classes. The GBC strives to assist the Simon School in producing well-rounded students, with valuable experiences both in and outside of the classroom. This is accomplished by fostering communication, respect and understanding between students, faculty, staff and alumni in order to maintain and enhance the Simon School in the spirit of Meliora, “ever better”.
1. General
1.1. The Graduate Business Council (GBC) is comprised of officers and representatives. The GBC represents all Simon students who pay activities fees, including full-time and part-time matriculated Master of Business Administration, Master of Science, and Doctor of Philosophy students. These categories of students constitute the GBC electorate and will be notified when and where elections and Town Hall meetings are held.
1.2. These Bylaws outline the general procedures of the GBC and are subject to modification in accordance with the procedures set forth in Section 7.
2. Structure
2.1. The GBC is designed to represent the student body as a whole and consists of two sections: an Executive and Representatives. The Executive consists of the eight elected GBC officers, including the President, Vice President of Academic Affairs / President Pro Tempore, Vice President of Finance, Vice President of Special Events, Vice President of Social Activities, Vice President of External Communication, Vice President of Internal Communication, and the Vice President of Career Services and Alumni Relations. There are 11 elected Representatives who represent particular groups of constituents, including four first-year MBA representatives, two Master of Science representatives, two part-time MBA representatives, two “red cohort” (January entrants) MBA representatives, and one Doctor of Philosophy representative.
2.2. The Executive
The Following elected officer positions constitute the Executive of the GBC and, with the exception of the President, may vote in all GBC meetings.
2.2.1. President
2.2.1.1. Attend Simon Club President meetings
2.2.1.2. Promote Simon at events and functions
2.2.1.3. Attend University of Rochester Trustee meetings
2.2.1.4. In conjunction with the VP of Finance, negotiate annual GBC budget with Simon Administration
2.2.1.5. Authorize emergency expenditures in accordance with Section 6
2.2.1.6. Present Superior Teaching Awards at Simon Commencement Ceremonies
2.2.1.7. Oversee all GBC and Town Hall meetings
2.2.1.8. Address New Students at Convocation
2.2.1.9. Represent Simon at the MBA Presidents’ Network
2.2.1.10. May create and/or disband committees on issues relating to responsibilities outlined in this section
2.2.1.11. Appoint and manage Special Advisers as necessary
2.2.1.12. May not hold an officer-level position in any other student club
2.2.2. Vice President of Academic Affairs / President Pro Tempore
2.2.2.1. Serves as GBC President in his/her absence
2.2.2.2. Serves as GBC Representative to Simon Admissions Office
2.2.2.3. Serves as student representative to the Simon Curriculum Committee
2.2.2.4. Serves as student representative on issues involving academic honesty and on related faculty and
administration committees
2.2.2.5. Briefs full GBC on ongoing initiatives and achievements at least once per quarter and at the
discretion of the GBC President
2.2.2.6. May create and/or disband committees on issues related to academic affairs
2.2.3. Vice President of Finance
2.2.3.1. Coordinate all aspects of GBC finance, including maintenance of financial records, non-emergency
expenditure authorization, and disbursement management, and emergency expenditure
authorization with the GBC President in accordance with Section 6.
2.2.3.2. In coordination with GBC President, negotiates GBC annual budget with Simon administration
2.2.3.3. Produce and report to GBC quarterly actual-to-forecast budget reconciliation
2.2.3.4. Assist Simon clubs with understanding and complying with guidelines for requesting funding from
the GBC, Student Services, Career Management Center, Alumni Affairs, and other Simon
administrative offices
2.2.3.5. May create and/or disband committees on issues related to finance
2.2.4. Vice President of Special Events
2.2.4.1. Schedule, organize, promote, and monitor all GBC special events, including but
not limited to picnics, Black Jack Ball, Talent Show, and Last Lecture Series
2.2.4.2. Coordinate with Vice Presidents of Finance, Internal Communication, and Social
Activities to plan and budget for major GBC-sponsored recurring events
2.2.4.3. Responsible for maintaining a list of GBC assets that can be used at any Simon
social event (sports equipment, games, etc.)
2.2.4.4. May create and/or disband committees on issues related to special events
2.2.5. Vice President of Social Activities
2.2.5.1. Schedule, organize, promote, and monitor all regularly-scheduled GBC social
activities, including but not limited to Happy Hours, coffee breaks, etc.
2.2.5.2. Coordinate and plan events with the University’s Graduate Organizing Group to
enhance Simon student networking opportunities
2.2.5.3. Work with Simon clubs to identify and co-host social activities that benefit the
Simon community
2.2.5.4. Encourage new and creative programming within the Simon community and
help organize and support such events as necessary
2.2.5.5. May create and/or disband committees on issues related to social activities
2.2.6. Vice President of External Communication
2.2.6.1. Maintain and enhance the GBC website, including GBC events calendar
2.2.6.2. Maintain all written and electronic official GBC records
2.2.6.3. Maintain all GBC e-mail lists
2.2.6.4. Produce weekly GBC meeting agendas, record GBC meeting minutes, and disseminate these
materials in a timely manner.
2.2.6.5. Holds overall responsibility for GBC general and special elections in accordance with Section 7
2.2.6.6. Facilitate communication on behalf of GBC members by setting up conference calls, meeting
requests, and arranging media
2.2.6.7. May create and/or disband committees on issues related to external communication
2.2.7. Vice President of Internal Communication
2.2.7.1. Act as the primary facilitator of communication among Simon student clubs
2.2.7.2. Help Simon student clubs update and submit a business plan and meet other qualifications for
financial support, in accordance with Section 6
2.2.7.3. In coordination with the Vice President of Finance, assist Simon student clubs securing funding
through the various internal avenues and through the GBC allocation process
2.2.7.4. Maintain strong relations with the Student Services offices to ensure effective communication
concerning the state of student organizations and school sponsored programming
2.2.7.5. Interface with the Simon Marketing and Communications Office
2.2.7.6. Assist the Vice President of External Communication in the proper administration of GBC elections
2.2.7.7. Assist, as requested, the Vice President of External Communication in preparing the agenda for and
minutes of GBC meetings
2.2.7.8. May create and/or disband committees on issues related to internal communication
2.2.8. Vice President of Career Services and Alumni Relations
2.2.8.1. Interface with the Career Management Center on student concerns, issues, and recommendations
related to career management
2.2.8.2. Represent the GBC on matters relating to alumni relations, including attending meetings under the
purview of the Alumni Relations Office
2.2.8.3. If requested, responsible for assisting the Alumni Relations Office with the Class Gift
2.2.8.4. Assist Simon student clubs in organizing events related to career services and alumni relations
2.2.8.5. May create and/or disband committees on issues related to career services and alumni relations
2.3. Representatives
The Following elected positions constitute the Representatives of the GBC and may vote in all GBC meetings.
2.3.1. Red Cohort Representatives
2.3.1.1. Solicit and represent the views and interests of Red Cohort students in all matters which may come
before the GBC
2.3.1.2. In conjunction with the Vice President of External Communication, facilitate communication
between the GBC and Red Cohort students
2.3.1.3. Organize a summer event for, but not limited to, Red Cohort students
2.3.1.4. Foster interaction between Red Cohort students and the entire student body
2.3.1.5. Assist the Executives in running the affairs of the GBC
2.3.2. First-Year Representatives
2.3.2.1. Solicit and represent the views and interests of First-Year (Fall entry) students in all matters which
may come before the GBC
2.3.2.2. In conjunction with the Vice President of External Communication, facilitate communication
between the GBC and First-Year students
2.3.2.3. Assist the Red Cohort Representative in fostering interaction between Red Cohort students and
First-Year students
2.3.2.4. Assist the Executive and Officers in running the affairs of the GBC
2.3.3. Ph.D. Representative
2.3.3.1. Solicit and represent the views and interests of Ph.D. students in all matters which may come
before the GBC
2.3.3.2. In conjunction with the Vice President of External Communication, facilitate communication
between the GBC and Ph.D. students
2.3.3.3. Foster interaction between Ph.D. students and the entire student body
2.3.3.4. Assist the Executive and Officers in running the affairs of the GBC
2.3.4. M.S. Representative
2.3.4.1. Solicit and represent the views and interests of M.S. students in all matters which may come before
the GBC
2.3.4.2. In conjunction with the Vice President of External Communication, facilitate communication
between the GBC and M.S. students
2.3.4.3. Foster interaction between M.S. students and the entire student body
2.3.5. Part-Time Representatives
2.3.5.1. Solicit and represent the views and interests of part-time MBA students in all matters which may
come before the GBC
2.3.5.2. In conjunction with the Vice President of External Communication, facilitate communication
between the GBC and part-time students
2.3.5.3. Foster interaction between part-time students and the entire student body
2.4. Committees
2.4.1. At the discretion of the Executive, the GBC shall have committees to address issues central to its mission
2.4.2. GBC Committees shall have at least one member derived from the GBC and may draw upon non-GBC-member students as non-voting members. The Finance Committee is an exception and must have three GBC members.
2.4.3. Creation, management, and dissolution of committees are at the discretion of the respective Executive officer. However, the GBC may elect by a majority vote to dissolve any committee.
2.4.4. Committees must periodically report on ongoing initiatives and achievements to their respective Executive officer who, in coordination with the GBC President, will brief the full GBC on relevant committee activities
2.4.5. Committees may include ad hoc committees to address short-term issues. Ad hoc committees expire at the conclusion of the spring term, whereas regular committees are permanent until dissolved by their respective Executive officer or a majority vote of the GBC.
3. GBC Meeting Procedures
3.1.1. The GBC shall meet once each week during the Fall, Winter, and Spring quarters. Regularmeetings shall not be held on weeks that include midterm or final exams or holidays
3.1.2. Dates and times of regular meetings are decided upon by the GBC President after consulting the Executives
3.1.3. No official business, including voting, may occur at a GBC meeting which lacks a quorum of at least six voting members
3.1.4. The GBC President or at least two GBC Executives may call an emergency meeting, but no resolutions, including financial business, may be passed absent a quorum of at least four current Executives
3.1.5. All GBC meetings are open to any GBC constituents. Other guests may attend GBC meetings upon the advice and majority consent of GBC members in attendance. Non-members may not speak at GBC meetings unless first recognized by the presiding officer. All guests must exit GBC meetings during any financial deliberations and all votes.
4. GBC Voting Procedures
4.1.1. GBC officers and Representatives who hold officer-level positions in other student clubs may not vote in the GBC on matters involving those clubs
4.1.2. Non-members attending a GBC meeting have no voting rights and must temporarily leave the room before any vote is taken
4.1.3. Regular business brought before a GBC meeting is approved by majority vote of the GBC members in attendance. Approval of changes to any GBC governing documents requires a two-thirds vote of sitting GBC members
4.1.4. The GBC may elect to conduct certain non-financial business by e-mail and vote to approve such matters by a majority of votes cast. Unless under extreme circumstances, as determined by the GBC President and Vice President of Finance, financial matters may not be considered and/or approved by e-mail. Financial matters settled by e-mail require a majority of votes cast for approval.
4.1.5. The GBC President may not vote in any matter before the GBC, unless to break a tie vote
4.1.6. At the conclusion of debate of an issue, the GBC President should summarize vote options and call for a vote before any votes are cast.
5. Financial Policy
5.1. Club Allocations
5.1.1. Each GBC shall form a finance subcommittee to handle club funding for the year. The committee shall be composed of the VP of Finance, the VP of Internal Communications and one other executive board member chosen by the GBC President. No member of the finance committee may be president of another student organization.
5.1.2. Approximately one month before each term, the committee shall request funding proposals from all clubs for the coming quarter.
5.1.3. The committee shall review the proposals and previous allocations and decide on an initial allocation for each organization. Each club will then be notified of the allocation and invited to revise their proposals as appropriate.
5.1.4. The committee will host a day of meetings with club officers that wish to submit and amended proposal. Each club will be allocated 10 minutes to present, followed by 5 minutes of Q&A. This meeting must take place during the first week of each term.
5.1.5. The committee will make a final allocation to all clubs. At which point the allocations for the quarter will be presented to the entire GBC for approval. Allocations are approved by a majority vote.
5.1.6. Upon approval by the GBC, clubs will be notified of the final allocations. A list of the allocations and corresponding events shall be provided to Student Services. Student Services will then disperse the funds as events of the quarter occur.
5.1.7. Student Services shall monitor spending by all the clubs and report to the GBC before final allocations are made each quarter. Student Services shall also report on the general financial health of each club and provide updates on the events the club has hosted and plans to host for the rest of the year.
5.1.8. Clubs may not solicit funding from the GBC outside of the club allocation process described above. The GBC will consider requests for funding outside of allocation process only in extraordinary circumstances and will be evaluated on a case by case basis.
5.2. General Financial Rules
5.2.1. The GBC may only fund events open to the entire student body with one exception: The GBC may provide funding to support professional development trips administered by the Financial Management Association, Simon Marketing Association and Consulting Operations and Technology Association. The GBC may provide funding in equal amounts to each of these organizations for one professional development trip per academic year. These three organizations provide a professional development trip that covers all student concentrations.
5.2.2. The VP of Finance shall develop a budget for the following academic year that provides allocations for the following events/items: Black Jack Ball; Simon Games; Social Activities Budget; Town Hall Events; GBC President Conference; Club Spending; Summer Quarter Budget; a 10% reserve for emergencies. This budget needs to be approved by the entire GBC during the first two weeks of the Fall Quarter
5.2.3. All GBC spending must be reported to the VP of Finance for tracking purposes
5.2.4. All GBC expense reimbursements must be reported using the GBC Expense template available on the GBC website on Simon Exchange
5.2.5. All GBC expenses require the signature/approval of the VP of Finance. If the VP of Finance is unavailable or is the individual requesting reimbursement the GBC President may sign the expense form.
5.2.6. Organizations that are not directly run by students (i.e. Simon Partners) are ineligible for the club funding allocation process. These organizations must coordinate event planning and funding requests with the VP of Social Activities.
5.2.7. A GBC executive may increase an event’s budget by $200 if the expense is reasonable and only after prior consultation and approval of two other GBC executives
5.2.8. Any GBC financial vote must include the option not to approve any allocation of funds
6. Elections
6.1. General Election Procedures
6.1.1. All GBC regular and special elections must be announced at least one week prior to the election date. The GBC will solicit, approve, and post candidate platforms in a public place by the time the voting begins.
6.1.2. All candidates for GBC office must submit a candidate platform by the deadline set and announced by the Vice President for External Communication
6.1.3. Upon the public posting of a prospective candidate’s platform, that person becomes an official candidate and is eligible to begin to campaign for the position which s/he seeks.
6.1.4. Prior to the start of an election, the GBC shall publicly post rules governing the election. Election rules shall be determined in accordance with Section 7.3.
6.1.5. Candidates found to have violated election rules shall be disqualified.
6.1.6. All GBC Executive and Representative elections are open to write-in candidates.
6.1.7. Representatives who successfully run for any Executive position shall be considered to have resigned their Representative position effective upon the start of their new position. Their vacated position shall be filled in accordance with Section 7.4.
6.2. Run-Off Elections
6.2.1. Should five or more candidates run for one position, a run-off election shall be held no later than three days following the day the original election occurred. Candidates in the run-off election shall include the two top vote-getters in the original election. If multiple candidates finish in a tie for second place in an original election, each of the second place candidates shall be included in the run-off election. The candidate with the most votes in the run-off election shall be declared the winner. A plurality, not a majority, of votes cast is needed to win.
6.3. Election Rules
6.3.1. In order to run for a GBC Executive or Representative position, all candidates must be in good academic standing, defined as having at least a 3.0 grade point average and not otherwise on academic probation. The Vice President for External Communication shall confirm with the Student Services Office that prospective candidates are in good academic standing before publicly posting their platforms.
6.3.2. Election of GBC President
6.3.2.1. The GBC President shall be elected at least three weeks prior to the end of the Winter quarter.
6.3.2.2. The rules set forth in Section 7.2.1 pertaining to run-off elections shall apply to the election of the
GBC President
6.3.2.3. The term of the new GBC President shall commence at the start of the Spring quarter.
6.3.2.4. Between the presidential election and the start of the Spring quarter, the outgoing President shall
assist the President-elect with any administrative details about the position as well as brief the
President-elect on any unresolved, ongoing initiatives or issues about which, in the judgment of the
outgoing President, the President-elect should be aware. During this transition period, the
President-elect should attend all GBC meetings.
6.3.2.5. The length of the term of GBC President is one year, unless shortened by resignation or removal
from office in accordance with Section 7.4.
6.3.2.6. Prior to the election of GBC President, the GBC must organize and host a public forum which all
candidates, or their representative, must attend. Every effort should be made to hold the forum in
the late afternoon or evening, so as to accommodate all GBC constituents.
6.3.2.7. If no candidates stand for election to GBC President, the incoming GBC shall leave the position
vacant, appoint someone, or hold a special election in accordance with Section 7.4.
6.3.3. Election of Other Officers
6.3.3.1. The election of GBC officers will be held one week after the election of the President.
6.3.3.2. Candidates for GBC officer positions must declare for which office they are running. No one may
run for more than one position. However, unsuccessful Presidential candidates can run for an
Executive-level position.
6.3.3.3. Candidates require a plurality, not majority, of votes to win.
6.3.3.4. New officers assume their duties at the first GBC meeting of the Spring quarter. Between the time
of the election and assuming office, newly-elected officers have no voting rights but are expected
to attend GBC meetings and fully participate in transition activities with outgoing officers.
6.3.3.5. An officer’s term lasts no longer than one year or until his or her resignation or removal.
6.3.3.6. If there are no candidates for a position, then the position will be offered to a losing candidate for
another office who had the next-highest number of votes. If that person declines, the position is
offered to the losing candidate of another office with the next-highest number of votes. The GBC
may determine from which position contest it will chose losing candidates to offer a position, so
long as the next-highest vote policy is followed. The process will continue until the position is filled.
If the position is vacant after having been offered to all losing candidates, the GBC may leave
the position vacant, appoint someone, or hold a special election.
6.3.4. Election of First-Year (including Fall-Entry and Red Cohort), Part-Time, M.S., and Ph.D. Representatives
6.3.4.1. Candidates for First-Year Representative must be members of the cohort for which they are
elected. Cohort members may only vote for candidates from their cohort.
6.3.4.2. First-Year, Fall-Entry Representatives and First-Year, Red Cohort Representative elections will be
held no later than three weeks after the start of their first quarter at Simon.
6.3.4.3. First-Year, Fall-Entry Representatives serve through the end of the first year Winter term. First-
Year, Red Cohort Representatives serve through the end of the following Fall term.
6.3.4.4. There will be two M.S. Representatives, two Part-Time Representatives, and one Ph.D.
Representative elected no later than three weeks after the start of the Fall quarter. Each will serve
until the end of the following Summer quarter. The Part-Time and PhD Representatives may stand
for re-election.
6.3.4.5. First-Year, Part-Time, M.S. and Ph.D. Representatives require a plurality, not a majority, of votes
to win, and each assumes office on the day of their election.
6.3.4.6. If there are no candidates for a position, then the GBC may leave the position vacant, appoint
someone, or hold a special election.
6.4. Resignation, Suspension, Impeachment of Officers and Representatives
6.4.1. Resignation
6.4.1.1. If an Executive (other than the President) or Representative resigns before the scheduled end of
his or her term of office, the GBC must decide at its next regularly-scheduled meeting to hold a
special election to fill the position, appoint a replacement, or leave the position vacant until the
next regularly scheduled election.
6.4.1.2. If the GBC President resigns, the VP for Academic Affairs assumes the role of GBC President until
the GBC decides at its next regularly-scheduling meeting to hold a special election or to allow the
VP for Academic Affairs to complete the term of the President until the next regularly-scheduled
election.
6.4.1.3. If the GBC decides to appoint someone to a vacant Executive or Representative position, it must
first offer the position to the losing candidates for that position in the last election in accordance
with the highest-vote-getter procedure. If the position remains vacant, the GBC may offer the
position to any student (for an Officer position) or any student with proper standing.
6.4.2. Suspension
6.4.2.1. If an Executive or Representative is suspended from school, he or she relinquishes his or her
position and voting rights during the period of suspension. In the case of the President, the VP for
Academic Affairs will assume the role of President.
6.4.2.2. If the Executive or Representative returns to school, he or she may return to office if their original
term of office has not expired.
6.4.2.3. If an Executive or Representative is expelled from school, they are permanently removed from
office. The GBC must decide at its next regularly-scheduled meeting to hold a special election,
appoint a replacement, or leave the position vacant until the next regularly-scheduled election. In
the case of the President, the VP for Academic Affairs will assume the role of President, unless a
special election is held.
6.4.2.4. If the GBC decides to appoint someone to a vacant Executive or Representative position, it must
first offer the position to the losing candidates for that position in the last election in accordance
with the highest-vote-getter procedure. If the position remains vacant, the GBC may offer the
position to any student (for an Officer position) or any student with proper standing.
6.4.3. Impeachment
6.4.3.1. The GBC may decide to remove from office an Executive or Representative who is found to have
committed wrong-doing or is found substantially negligent in his or her duties as an Officer or
Representative.
6.4.3.2. Impeachment proceedings commence with a written statement submitted by a current Executive or
Representative for consideration by the full GBC. This statement must identify the individual to be
impeached and the reasons said to justify impeachment. This statement must be signed by at least
two othercurrent GBC Officers and/or Representatives.
6.4.3.3. Upon submission of the statement to the full GBC, the accused individual is entitled to defend
himself or herself before the full GBC at its next regularly scheduled meeting. The Director of
Student Services and the Associate Dean for MBA Programs shall be invited to attend the meeting.
The GBC may decide upon majority vote to move up the hearing by scheduling a special GBC
meeting. After presenting his or her case, which may include a reasonable number of witnesses
and/or supporting documents, the GBC will vote on impeachment. The accused individual will not
have voting rights during the impeachment process. A unanimous vote is required to impeach the
GBC member. Upon impeachment, the member is removed from office. During the hearing, the
Director of Student Services and Associate Dean of MBA Programs may participate in the
discussion and any questioning but have no voting rights on any issue that may come before the
GBC.
6.4.3.4. If the GBC member is removed from office, the vacant position shall be filled in
accordance with the procedures set forth as if the member had resigned or been expelled from
school.
6.4.4. Removal
6.4.4.1. At the conclusion of the Fall, Winter, Spring quarter, if an Executive or Representative of the GBC
was recorded by the Vice President of External Communication, or other duly appointed Secretary,
as absent from five or more GBC meetings, or was absent from three consecutive, regularly-
scheduled GBC meetings, that Executive or Representative forfeits his or her position on the GBC
and is immediately removed from office, unless the GBC, by majority vote, waives the removal
from office.
6.5. Review or Ratification of GBC Governing Documents
6.5.1. A GBC Governing Document is any document which prescribes policies and procedures of the GBC and has been duly enacted by the GBC.
6.5.2. Any Executive or Representative of the GBC, or any member of the electorate through his or her elected Representative or the GBC President, may offer amendments to GBC Governing Documents at any time.
6.5.3. If amendment(s) are offered by a member of the electorate, that individual shall select a Representative or the GBC President to submit to the GBC said amendment(s) in writing. The member of the electorate shall be allowed to make a presentation of reasonable length to the GBC regarding why the amendment(s) should be approved. At the discretion of the GBC President or by majority vote of the GBC, the Director of Student Services or his or her designate may attend any meeting at which GBC Governing Document amendments are to be considered.
6.5.4. Passage of any changes to GBC Governing Documents requires a two-thirds vote of GBC members in attendance. Votes by proxy are disallowed. The GBC may consider amendments to Governing Documents either at regularly-scheduled or specially-scheduled meetings. If in attendance, the Director of Student Services, or his or her designate, may participate in the discussion and/or any questioning of witnesses but has no voting rights on any issue that may come before the GBC.
6.5.5. If amendments are approved, copies of the GBC’s amended Governing Documents must be posted to the GBC website and given to the Director of Student Services for their records.