Constitution
CONSTITUTION OF THE CHICAGO MEDICAL STUDENT COUNCIL
ARTICLE I: PLEDGE OF PURPOSE
The Chicago Medical Student Council (herein designated as CMSC) is responsible for representing the general student body of the University of Illinois at Chicago College of Medicine (herein designated as UIC-COM), for selecting the student members to all College of Medicine committees based at the Chicago campus, for supervising the respective class officer elections, and for performing all other duties as might be conferred upon it by the Senior Associate Dean of Students, by the Dean of the College of Medicine, by the Health Professions Student Council (herein designated HPSC), by the University Medical Student Council (herein designated UMSC), or by the general student body.
In order to promote and to represent the interests of the student body in an appropriate capacity, we do ordain and establish this constitution of the Chicago Medical Student Council of the University of Illinois at Chicago College of Medicine.
ARTICLE II: CMSC MEMBERSHIP
Membership to CMSC shall be designated as either voting or non-voting.
Section 1: Voting members of CMSC shall include:
(1) CMSC Executive Board
(a) President
(b) Vice President
(c) Treasurer
(d) CMSC Representative to UMSC
(e) CMSC Alumni Representative
(f) Secretary
(2) Elected Class Officials
(a) President (one vote per class)
(b) Vice President (one vote per class)
(c) Treasurer (one vote per class)
(d) CMSC Representative (one vote per class)
(e) UIC Senator (one consensus vote for all classes)
Section 2: Non-voting members of CMSC shall include:
(1) Voting and non-voting Student Representatives to College of Medicine Committees
(2) Leaders (or designated representatives) of student organizations actively affiliated with CMSC
(3) Immediate past president of each class
(4) President of UMSC
(5) The two CMSC representatives to the HPSC and any UIC-COM student on the HPSC executive board.
(6) Webmaster
Section 3: Voting
(1) Quorum
Three fourths of the votes must be present for any vote in order to have quorum.
(2) Proxy voting
Proxy voting shall be allowed only in the case of notification given to the CMSC President prior to Order being called at the start of the meeting. An individual may only carry 1 proxy vote. Any voting or non-voting member of CMSC is able to carry a proxy vote.
Section 4: Academic Year
(1) M1 Academic Year
The definition for the M1 academic year shall herein be from August after Orientation week until the following May.
(2) M2 – M4 Academic Years
The definition for the M2-M4 academic years shall herein be from May until the following May.
ARTICLE III: DUTIES AND RESPONSIBILITIES OF CMSC MEMBERS
Section 1: Executive Board
The CMSC executive board shall include the president, vice-president, treasurer, CMSC representative to UMSC, CMSC alumni representative, secretary, and advisor.
(1) President
The president of CMSC establishes a schedule of meetings; develops the meeting agenda; directs the CMSC meetings; acts as a liaison between the student body and the faculty and administration; reviews all correspondence from CMSC; performs all other appropriate responsibilities that might be encountered; is ultimately responsible for ensuring that the duties of CMSC and CMSC officers are fulfilled; acts on behalf of the student body as a representative on the Alumni Council; and annually reviews and leads committee on updates to CMSC constitution.
(2) Vice-president
The vice-president of CMSC chairs the committee that selects student representatives for all UIC-COM academic committees; submits a list of all voting and non-voting representatives to the appropriate deans and staff members in the Office of Student Affairs and Undergraduate Medical Education.; presents academic committee reports when a representative is absent from the CMSC meeting; and organizes ‘Dialogue with the Deans’ meetings. The vice-president also maintains the calendar for organizations and committees, keeps track of committee attendance, and presents the attendance to the Senior Associate Dean of Students.
(3) Treasurer
The treasurer of CMSC manages the budget and expenditures of CMSC, establishes an annual fiscally sound budget which is subject to approval by the CMSC executive board and the Senior Associate Dean of Students, presents a treasurer’s report at each CMSC meeting, and ensures the appropriate and expedient management of moneys to respective parties. The treasurer also is responsible for obtaining food and drinks for CMSC meetings. The treasurer will also be responsible for organizing Funding Day proposals from student organizations, presenting the proposals to the general student body, and presenting the executive board’s suggestion for allocating funds to the general student body.
(4) CMSC Representative to UMSC
The CMSC representative to UMSC is responsible for attending all meetings of UMSC; for presenting a report concerning pertinent CMSC and Chicago campus issues to UMSC; for overseeing class UMSC representatives; for voting on UMSC issues on behalf of CMSC and the UIC-COM medical student body; for presenting a report summarizing the events of prior UMSC meetings at CMSC meetings; and for organizing the annual Leadership Retreat and running the Leadership Certification Program, including the Leadership Series.
(5) CMSC Alumni Representative
The Alumni Representative to CMSC is responsible for attending all the Alumni Council meetings; for overseeing class Alumni representatives; for voting on Alumni issues on behalf of CMSC and the UIC-COM medical student body at Alumni Council meetings; for conveying pertinent CMSC and Chicago campus issues to the Alumni Council; for presenting a report summarizing the events of Alumni meetings at CMSC meetings; for organizing student participation at the annual Alumni Reunion; for extrapolating pertinent student issues in the biannual Alumni Magazine; and for facilitating communication between the class Alumni representatives and the Alumni Council members.
(6) Secretary
The secretary of CMSC is responsible for maintaining a contact list for all voting and nonvoting members; for recording the minutes of each meeting; for distributing agendas, prior meeting minutes, and other documents to all members; ensuring distribution of CMSC reports to each class; for maintaining a collection of all pertinent CMSC reports; overseeing the webmaster and ensuring the webmaster fulfills all required duties; and overseeing CMSC’s annual Health Fair. The secretary will also be responsible for reserving a room for each general body meeting.
(7) Advisor
The advisor to CMSC is to be well-informed of faculty, student and administrative goals of medical education and of this college of medicine. The advisor is expected to offer appropriate guidance and counsel in obtainment of CMSC endeavors and to act as a liaison between CMSC and the faculty and administration.
Section 2: Class Officers
In general, class officers are responsible for representing their class at CMSC, Dialogue With the Deans, and other faculty/administration/student meetings; for informing their class members of the issues discussed at these meetings; for orienting the following class’ officers to the next academic year; and for fulfilling all other appropriate responsibilities that might be encountered. While the final role of each class officer is to be defined by both the demands of the class and his or her position, common duties are described below.
(1) President
The president is responsible for voicing class concerns at CMSC meetings and to act as the spokesperson for the class. The president must be available to listen to the concerns of the members of the class; must be willing to voice these concerns to other students, the faculty, and the administration; and must relay the results of these discussions back to the class. Ultimate responsibility for the completion of all class officer duties belongs to the class president.
(2) Vice-president
The vice-president mainly functions in a supportive role and helps the other class officers accomplish their duties. In the Ml and M2 years, the vice-president has the additional responsibilities of developing mock laboratory practicals and of maintaining and distributing past teaching learning examinations.
(3) Treasurer
The treasurer is responsible for maintaining class funds and accounts; preparing class budgets; and assisting with any additional duties as determined by class board president, CMSC executive board, or the general body.
(4) CMSC Representative
The CMSC representative is responsible for providing the class with a summary of what occurred at the CMSC meeting. The CMSC representative also helps develop, distribute, collect and process any class surveys proposed by CMSC. The CMSC representative shall also perform any duties as set upon them from the class president, CMSC executive board, or the general body.
Section 3: Student Representatives to the College of Medicine Committees
(1) Voting representative
Student voting representatives to a College of Medicine faculty-student committee are responsible for attending all of the committee’s meetings, for expressing student views on topics brought up in the meetings, and are required to attend at least one CMSC general body meeting per semester and one Dialogue With the Deans per academic year.
(2) Non-voting representative
Student non-voting representatives to a College of Medicine faculty-student committee are responsible for attending all of the committee’s meetings, for expressing student views on topics brought up in the meetings, and for presenting committee reports at the CMSC meetings when the voting representative is absent. Non-voting representatives are required to attend all the committee meetings and at least one CMSC meeting per semester and one Dialogue With the Deans per academic year.
(3) Committee Head
A senior member from each College of Medicine faculty-student committee will be appointed as the Committee Head by the CMSC vice-president. This individual is responsible for ensuring committee reports are given to the vice-president in a timely fashion and presented at the CMSC general body meeting; meeting announcements are distributed to each committee member and updated on the calendar; and communicating with committee secretary all necessary member lists, meeting times, and other pertinent information.
Section 4: Student Organization Representatives
Student organization representatives are responsible for presenting information about their group’s activities at CMSC meetings. They also present their organization’s funding request proposals to CMSC for approval.
Section 5: Immediate Past President of Each Class
The immediate past president of each class acts as an advisor to CMSC on issues pertaining to the student body and their class in particular.
Section 6: UMSC President
The UMSC president acts as an advisor to CMSC on issues pertaining to all four campuses of the UIC College of Medicine. If the UMSC president is not available, then the CMSC representative to UMSC or a proxy from the UMSC executive board as delegated from the UMSC president may act as the advisor.
Section 7: CMSC Representatives to HPSC
The CMSC representatives to HPSC must ensure that the UIC-COM receives at least its fair share of funds from student fees through HPSC; must report HPSC’s activities and funding opportunities to CMSC; and must report pertinent CMSC activities to HPSC.
Section 8: Webmaster
The webmaster is responsible for developing the CMSC website to reflect and promote the image and goals of CMSC. The webmaster is responsible for obtaining meeting minutes from the secretary and posting them within two weeks after each meeting.
ARTICLE IV: TERM OF OFFICE FOR CMSC MEMBERS
Section 1: CMSC Executive Board
The term of office for executive officers is one year from the time of installment. Officers will be installed at the start of new business at the April meeting election. There are no limits on the number of terms an individual can hold office as long as he/she continues to be a member of the student body of the Chicago campus of the University of Illinois at Chicago.
Section 2: Class Officers
(1) The term of office for Ml and M2 class officers is one academic year.
(2) The term of office for M3 and M4 class officers is two academic years.
Section 3: Student Representatives to College of Medicine Committees
Student representatives to the academic committees within the College of Medicine or to UIC campus committees to which CMSC belongs will be appointed to a representative position for a length of one academic year.
Section 4: Student Organization Representatives
The term of office for student organization representatives is left to the discretion of the each organization belonging to CMSC.
Section 5: Immediate Past President of Each Class
The immediate past president of each class will be a non-voting member of CMSC as long as his or her title is held.
Section 6: UMSC President
The UMSC President will be a non-voting member of CMSC as long as his or her position is held.
Section 7: CMSC Representatives to HPSC
The term of the CMSC Representative to HPSC will be one academic year.
Section 8: Webmaster
The term of the CMSC Webmaster will be one academic year.
ARTICLE V: APPOINTMENT OF CMSC MEMBERS
Section 1: CMSC Executive Board
(1) Eligibility
(a) President, Vice President, or Treasurer
Any current voting CMSC member, current or past CMSC executive board member (excluding the advisor), or current student representative to a College of Medicine Committee if they have attended at least three-fourths of the monthly CMSC meetings that have taken place since entering said position is eligible if they are in good standing.
(b) CMSC Representative to UMSC
Any current or prior voting CMSC member, executive board member (excluding the advisor), current class UMSC representative, or student representative to a College of Medicine committee if they have attended at least three-fourths of the monthly CMSC meetings that have taken place since entering said position is eligible if they are in good standing.
(c) CMSC Alumni Representative
Any current or prior voting CMSC member, executive board member (excluding the advisor), current class alumni representative, or student representative to a College of Medicine committee if they have attended at least three-fourths of the monthly CMSC meetings that have taken place since entering said position is eligible if they are in good standing.
(d) Secretary
Any current or prior voting CMSC member, executive board member (excluding the advisor), or student representative to a College of Medicine committee if they have attended at least three-fourths of the monthly CMSC meetings that have taken place since entering said position is eligible if they are in good standing.
(e) Individuals running for a position must be in good academic and financial standing.
(f) Any full time member of the College of Medicine faculty or administration is eligible to be appointed as CMSC advisor.
(2) Date of the CMSC Election
(a) Executive Board (except for the advisor)
Notification of the upcoming CMSC election and a list of each executive board position’s responsibilities will be sent to all voting and non-voting CMSC Members with the January meeting agenda. At the January meeting, the duties of each position, the eligibility criteria, the election process and all other pertinent issues will be discussed under NEW BUSINESS. The nomination of the CMSC executive board (except for the Advisor) will be held at the February and March meeting. Elections shall take place at the March meeting
(b) Advisor
The advisor will be selected by the CMSC executive board by the first meeting following the election of the CMSC officers.
(3) Election Procedures
(a) CMSC Executive Board (except for the Advisor)
(i) The highest ranking CMSC Executive Board member present who is not running for a position shall chair the election.
(ii) The order of elections is president, vice-president, treasurer, CMSC representative to UMSC, CMSC Alumni representative, and secretary.
(iii) Using the order outlined in ARTICLE V, Section 1, subsection 3.a.ii, nominations for the highest, non-filled CMSC Executive Board positions will be taken from the floor from both voting and non-voting members. An individual reserves the right to either accept or decline the nomination. An individual is allowed to nominate him/herself or accept a nomination by proxy.
(iv) Each nominee will be given time during the election meeting to individually address CMSC as to why they are qualified for the given position. The presidential candidates shall be given a maximum of 3 minutes and all other candidates shall be given a maximum of 2 minutes.
(v) Every voting member of CMSC present at elections who is not running for the given position will cast a ballot, with the exception of the chair of the elections. All non-voting members of CMSC present at elections, who are not running for the given position, and have attended at least 50% of the CMSC general body meetings will cast a ballot. Each eligible person is allowed one vote with a simple majority of votes constituting a win.
(vi) In the event of a tie, only the tied candidates will be considered for the position. One revote shall be held in accordance with ARTICLE V, Section 1, subsection 3.a.iv-v. In the event of another tie, the chair of the elections will cast the deciding vote.
(vii) The process outlined in ARTICLE V, Section 1, subsection 3.iii-vi shall be followed until each CMSC Executive Board position is filled.
(b) Webmaster
The office of webmaster will be selected through an interview process along with the Student Representatives to College of Medicine Committees as outlined in ARTICLE V, Section 3, subsection 3.a. i-v.
(c) Advisor
An advisor will be selected by the new executive board. Selection of an advisor may be subject to majority approval by the voting members of CMSC.
Section 2: Class Officers
(1) Eligibility
(a) Any Chicago campus University of Illinois at Chicago College of Medicine student who is scheduled to participate in the majority of the curriculum for the given class in the following year is eligible to run for a class officer position. It is required that the individual running for a position is in good academic and financial standing.
(b) Since CMSC only will grant one vote for each class officer, it is highly recommended that only one individual run for each position. No team of candidates will be allowed to run as a single ticket for the position of president. A team of two candidates may run as a single ticket for the other class officer positions.
(2) Date of Elections
Notification of the upcoming class officer election and a list of each position’s responsibilities will be distributed at least one month prior to the election. For the incoming MI class, elections should be held at least two weeks prior to the September CMSC meeting. For the M2 through M4 class, the elections should be held at least 2 weeks before the May meeting.
(3) Election Procedure
(a) Organization
(i) At the time of the incoming Ml class officer elections, the president of the M2 class is responsible for organizing the event.
(ii) At the time of the M2 class officer elections, the current M2 president is responsible for organizing the event.
(iii) At the time of the M3/M4 class officer elections, the current M3 president is responsible for organizing the event.
(iv) The organizer of the class officer elections are responsible for publicizing the event; for outlining the class officer responsibilities; for overseeing nominations; for moderating the candidate speeches; and for distributing, counting and collecting the election ballots.
(b) Nominations for the class officer positions will be taken from any member of the class. An individual is allowed to nominate him/herself or to accept a nomination by proxy. An individual reserves the right to either accept or decline the nomination.
(c) Prior to the distribution and collection of ballots, each candidate running for a class officer position will be given the opportunity to address the class. A specific date and time for speeches that allows the candidates to address the greatest number of class members will be selected by the appropriate election organizer listed in (a).
(d) Voting
(i) The date and time for actual voting for candidates will be selected by the appropriate election organizer listed in (a). The date and time will occur after the candidate speeches and will occur during a period where a majority of the class can cast a ballot.
(ii) Each member of the class is entitled to one vote for each class officer position.
(iii) As each member of the class turns in their ballot, their name will be checked off a master class list.
(iv) After the end of the voting period, the appropriate election organizer listed in (a) will tally the votes. A simple majority of the class members who completed a ballot will determine the winner of each class officer position.
(v) In the case of a tie for the position of class president, a repeat election will be held for the tied candidates. Each candidate will have an opportunity to address the class again. Another voting period will be determined by the appropriate election organizer listed in (a). The voting procedure will be the same as described in (ii) through (iv).
(vi) In the case of a tie for the other class officer positions between two individuals, the appropriate election organizer listed in (a) will contact each of the tied candidates to see if they would be willing to share the position. If more than two candidates tie for a given position or the candidates do not desire to share the position, a repeat election will be held. Each candidate will have an opportunity to address the class again. Another voting period will be determined by the appropriate election organizer listed in (a). The voting procedure will be the same as described in (ii) through (iv).
(e) The results of the class officer elections will be posted and given to CMSC as soon as possible by the appropriate election organizer listed in (a).
(4) Elections for other class positions (such as UIC Senate representative and UMSC representatives) may be held in conjunction with the CMSC class officer elections.
Section 3: Student Representatives to College of Medicine Committees
(1) Eligibility
Any UIC-COM student who is actively enrolled is eligible to run for a position as a student representative to a College of Medicine committee. It is required that the individual running for a position is in good academic and financial standing.
(2) Date of Elections
The selection process for the entering Ml class will be held prior to the September CMSC meeting. The selection process for the rising M2 through M4 class will be held prior to the April CMSC meeting. Notifications of committee positions and a list of each position’s responsibilities that need to be filled will be distributed by the vice-president of CMSC at least two weeks prior to the date for candidate interviews.
(3) Election Procedure
(a) Organization
(i) Individuals interested in being a committee representative will select a time slot to be interviewed by the appointment board.
(ii) An appointment board consisting of the class presidents and the CMSC executive board (except for the advisor) will interview all candidates and select individuals for all representative positions. Anyone who serves as an interviewer will be interviewed for their positions as candidates before other candidates are interviewed.
(iii) Each member of the appointment board will have one vote. Candidates will be selected by a simple majority vote. In the case of a tie for a given position, the vice-president of CMSC, as chair of the appointment board, will cast the deciding vote.
(iv) Any member of the appointment board who is not in attendance for all or a portion of the candidate interviews will participate in the decision making process at the discretion of the CMSC vice-president.
(v) The vice-president will submit a finalized list of appointed student representatives to appropriate deans and staff members in the Office of Student Affairs and Undergraduate Medical Education and to the chairpersons of the various committees.
(4) Selection for other UIC-COM or College of Medicine committee positions may be held in conjunction with the CMSC process for selecting student representatives to UIC-COM committees.
Section 4: Student Organization Representatives
(1) The eligibility criteria, date of elections and election procedure for a student organization representative is left to the discretion of each organization actively affiliated with CMSC.
(2) Active Affiliation with CMSC
(a) Although organizations with medical student membership may exist out of the confines of CMSC, active affiliation is recommended since only these organizations will be considered eligible for CMSC funding.
(b) In order to obtain active affiliation with CMSC, a student organization must submit a written request for affiliation, which highlights the purpose of the group and lists the group’s officers/contact persons. An executive officer and monetary officer will be the minimum list of officers. A representative from the group will be allowed to present this information during the Student Organization Reports period of an upcoming CMSC meeting. Active affiliation with CMSC will be granted to a group by a simple majority of the CMSC voting members. In the case of a split vote, the vice-president of CMSC will cast the deciding vote.
(c) In order to maintain active affiliation status, an organization must send a representative to two of four CMSC meetings each semester, including the first CMSC meeting in August. The organization also must submit a list of the new officers and its representatives to the CMSC secretary immediately following the group’s election meeting. An executive officer and monetary officer will be the minimum list of officers.
(d) If an organization does not meet the criteria given in (c), an inactive status will be assigned to the group, the current contact person will be informed and that organization will lose its eligibility for funding for the semester.
(e) If the organization again desires active affiliation, a representative must attend 100% of the meetings during the period of funding ineligibility and follow the procedures listed in Article V, Section 4b of the CMSC Constitution. If the delinquent student organization follows the above guidelines, their full status will be restored the following semester.
(f) The delinquency status of an organization may be appealed by the President of that organization. A simple majority vote by CMSC voting members is needed to reverse that organization’s delinquency status.
(g) In order to obtain funding from CMSC, an organization must be in active affiliation with CMSC and must have either had a representative present at the annual CMSC Leadership Retreat or participated in equivalent activities as approved by the CMSC executive board. Furthermore, in order to obtain funding from CMSC, the monetary officer or, in substitution, the executive officer of the organization must attend any treasurer’s orientation and must attend any funding day for which that organization has requested funds.
Section 5: CMSC Representatives to HPSC
CMSC Representatives to HPSC will be selected using the same process for Student Representatives to College of Medicine Committees as outlined in ARTICLE V, Section 3. It is generally recommended that Mls who can serve two years on HPSC should be appointed.
ARTICLE VI: SUCCESSION AND REMOVAL
Section 1: CMSC Executive Board
(1) Members Except the Advisor
(a) Succession to office by newly elected CMSC Executive Board members (except the advisor) will take place by the April CMSC meeting and transition will take place during new business during the April meeting.
(b) If for any reason the president cannot fulfill his/her duties, the vice-president will be offered the position of president. If the vice-president accepts the president’s position, an election will be held to fill the vacancy of the vice-presidency by the next general body meeting. If the vice-president declines the president’s position, an election will be held to fill the vacancy of the presidency by the next general body meeting. If the office of vice-president, treasurer, or secretary becomes vacant for any reason, an election will be held to fill the vacancy by the next general body meeting. All elections will be conducted according to the guidelines set forth in ARTICLE V, Section 3. Elections will be open to current executive board members, as well as to eligible members of CMSC.
(c) Removal of a CMSC executive board member from his/her office requires written documentation citing the grounds for removal. This document and the supporting names and signatures of a minimum of one-half of the CMSC voting members or 200 students of the UIC College of Medicine student body will be forwarded to the highest ranking CMSC officer not under question for action. By the next general body meeting and giving this officer one week preparation time, this officer will organize and moderate a forum during which the CMSC officer in question and representatives from the group asking for his/her removal will be given equal time to address the student body and the CMSC voting members. At the end of forum, a CMSC voting members will cast ballots on the motion. A two-thirds majority of CMSC voting members is required for the motion to pass. If the proposal does not pass, the matter is considered closed with due process served.
(2) Advisor
(a) Succession to office by newly elected CMSC Executive Board advisor will take place immediately after the selection has been made.
(b) If for any reason the advisor cannot fulfill his/her duties, a new advisor will be appointed by the CMSC Executive Board to fill the position.
(c) Removal of the CMSC advisor will follow the guidelines listed under ARTICLE VI, Section 1, subsection 1.c
Section 2: Class Officers
(1) Succession to office by newly elected officers will take place by the September CMSC meeting for M1 officers and by the May CMSC meeting for the elected M2 and M3/M4 class officers.
(2) If the office of president becomes vacant for any reason, the vice-president will be offered the position of president. If the vice-president accepts the president’s position, an election will be held to fill the vacancy of the vice-presidency within six weeks. If the vice-president declines the president’s position, an election will be held to fill the vacancy of the presidency within six weeks. If the office of vice-president, treasurer or CMSC representative becomes vacant for any reason, an election will be held to fill the vacancy within six weeks in accordance with the election guidelines set forth in this constitution.
(3) Removal of a class officer from his/her office requires written documentation citing the grounds for removal. This document and the supporting names and signatures of a minimum of 25% of the respective class must be forwarded to the President of the CMSC. On receipt of the document, the President of the CMSC shall issue forth a statement to the class concerning the event and shall formulate and oversee a referendum on the issue of the officer’s removal in a timely fashion. The referendum to remove a class officer will pass only if a 2/3 majority of the class votes in favor of it. If the referendum does not pass, the matter is considered closed with due process served.
Section 3: Student Representatives to the College of Medicine Committees
(1) Succession to office by newly selected student representatives to the College of Medicine Committees will take place immediately after they accept their appointment.
(2) If for any reason the voting representative cannot fulfill his/her duties, the non-voting representative will be offered the position of representative. If the non-voting representative accepts the representative’s position, the vice-president of CMSC will appoint an individual recommended by the class president to fill the vacancy of the non-voting representative position. If the non-voting representative declines the representative’s position, the vice-president of CMSC will appoint an individual recommended by the class president to fill the vacancy of the voting representative position.
(3) A motion for the removal of a student representative from a College of Medicine committee requires a verbal and written explanation. If dismissal is under dispute, two-thirds majority vote from the CMSC voting members is required to pass the motion. If the referendum does not pass, the matter is considered closed with due process served.
(4) Temporary Replacement
If the representative is not able to attend meetings over a significant amount of time (such as summer sessions), the CMSC vice-president can appoint another person to fill the vacancy and will inform the committee chair of this temporary appointment.
Section 4: Other CMSC Members
(1) Succession to office by newly selected student organization representatives, immediate past class presidents, and UMSC president will take place immediately after they accept their appointment.
(2) If for any reason the immediate past class presidents cannot fulfill his/her duties, no new person will be appointed to fill the position. If for any reason the student organization representatives or the UMSC president cannot fulfill their duties, a replacement will be selected by their respective organizations.
(3) A motion for the removal of a student organization representative, an immediate class president, or a UMSC president from CMSC requires a written explanation only. A two-thirds majority vote from the CMSC voting members is required to pass the motion. If the referendum does not pass, the matter is considered closed with due process served.
ARTICLE VII: MEETINGS
Section 1: Frequency
General body meetings are to be held at least once each month during the academic year except for the months of December and June. The meetings will be scheduled for the last Monday of the given month. If a College of Medicine holiday happens to fall on that Monday, the meeting will be held on the last Tuesday of the month. A normally scheduled general meeting may be cancelled by simple majority vote of the CMSC. A meeting during the exempt months may be proposed and carried by simple majority vote of the CMSC. The CMSC Executive Board may schedule additional special meetings as needed.
Section 2: Agenda
The CMSC president will develop the agenda of the upcoming CMSC meeting. Time will be allotted for CMSC executive board reports, class officer reports, student representatives to College of Medicine committees’ reports, old business and new business, student organization representative reports. Any individual or group desiring to present at the meeting or to have an item included in the agenda must inform the CMSC president five days prior to the meeting. The agenda and other pertinent documents will be sent to the voting and nonvoting members prior to the meeting for review.
Section 3: Funding Requests
(1) Funding requests for funding proposals from student organizations shall be presented at one meeting each semester.
(2) Funding day will allow for uniform policy application when voting on funding requests and uniformity of application format and paperwork.
(3) Funding day will be held in October and February each academic year.
Section 4: Parliamentary Authority
Parliamentary Authority by the CMSC is in accordance with Roberts Rules of Order. In the event of a question or inquiry, this source will be the standard reference of order.
Section 5: Attendance
(1) Voting CMSC Members
(a) CMSC Executive Board Members
(i) CMSC Meetings
Attendance at the CMSC general body meeting is required for all voting members. Absences by voting members are to be reported prior to the meeting date to the CMSC president. The CMSC president reserves the privilege within reason of designating an absence as excused or unexcused. Two or more unexcused absences within one academic year serve as a valid ground for removal.
(ii) Executive Board Meetings
Attendance at executive board meetings by executive board members is mandatory. Absences by executive board members are to be reported prior to the meeting date to the CMSC president. The CMSC president reserves the privilege within reason of designating an absence as excused or unexcused. Two or more unexcused absences from executive board meetings within one academic year serve as valid grounds for removal from CMSC. If a member misses a meeting, that member is still responsible for providing any updates to the board and taking on any tasks that were assigned to that member.
(iii) Dialogue with the Deans
Attendance at least one Dialogue with the Deans per academic year is mandatory for each executive board member.
(b) Class Board
(i) CMSC Meetings
Attendance at the CMSC general body meeting is required for all voting members. Absences by voting members are to be reported 48 hours before the meeting date to the CMSC president. The CMSC president reserves the privilege within reason of designating an absence as excused or unexcused. Two or more unexcused absences within one academic year serve as a valid ground for removal.
(ii) Executive Board Meetings
Attendance at executive board meetings by executive board members is mandatory. Absences by executive board members are to be reported prior to the meeting date to the class board president. The class board president reserves the privilege within reason of designating an absence as excused or unexcused. Two or more unexcused absences from executive board meetings within one academic year serve as valid grounds for removal from class board. If a member misses a meeting, that member is still responsible for providing any updates to the board and taking on any tasks that were assigned to that member.
(iii) Dialogue with the Deans
Minimal representation requires the attendance of at least one class board member from each class.
(2) Non-voting CMSC Members
(a) Student Representatives to College of Medicine Committees
(i) CMSC Meetings
Attendance at the CMSC meeting is desirable and encouraged of all student committee members and is required at least once per semester for each student committee members. Minimal representation requires the attendance of at least one student representative of each committee.
(ii) Academic Committee Meetings
Attendance at academic committee meetings by appointed student representatives is mandatory. Absences by committee members are to be reported immediately to the CMSC Vice-President to allow reasonable time to procure a replacement. Two or more unexcused absences from academic committee meetings within one academic year serve as valid grounds for removal from that CMSC academic committee. Those students who represent CMSC and wish to attend committee meetings must be approved in advance by the chairman of that committee and the CMSC Vice-President. If they wish to attend the meeting as regular students, permission must be obtained from the committee chairman only.
(iii) Dialogue with the Deans
Attendance at least one Dialogue with the Deans per academic year is mandatory for each student committee representative. Minimal representation requires the attendance of at least one student representative of each committee.
(b) Student Organization Representatives
In order to maintain active affiliation status, an organization must send a representative to two of four CMSC meetings each semester, including the first CMSC meeting in August.
(c) Immediate Past Class Presidents
Immediate Past Class Presidents are encouraged to attend all CMSC meetings; however, attendance is not mandatory.
(d) President of UMSC
The President of the UMSC is encouraged to attend all CMSC meetings; however, attendance is not mandatory as long as at least one class UMSC representative or the CMSC Representative to UMSC is present.
(e) Webmaster
Attendance at the CMSC general body meetings is required for the webmaster. Absences by the webmaster are to be reported prior to the meeting date to the CMSC president. The CMSC president reserves the privilege within reason of designating an absence as excused or unexcused. Two or more unexcused absences within one academic year serve as a valid ground for removal.
ARTICLE VIII: CMSC OFFICE USAGE
The CMSC office will serve as a central organizational center for any council activities and responsibilities. Key access to the CMSC office will be given to the CMSC president, CMSC vice-president, CMSC treasurer, CMSC representative to UMSC, CMSC alumni representative, CMSC secretary, and to each class President. Additional access may be granted with approval of the CMSC President. Maintenance of the CMSC office will be done in good faith by the above noted users.
ARTICLE IX: CMSC AWARDS
Section 1: The Frank T. Sparks Memorial Award for Excellence in Medical Education Support Staff
This award promotes and recognizes the outstanding contributions of the late Frank T. Sparks to the area of medical education by a support staff member. The award will be given not more than once a year, but not necessarily every year. Nominations will be solicited from members of the Chicago campus student body at the March CMSC general body meeting. A recipient will be chosen each year at the April CMSC general body meeting by simple majority of the eligible members. The CMSC will present a suitable token of appreciation to the recipient of the award.
Section 2: The C. Thomas Bombeck Award for Excellence in Medical Education
This award promotes and recognizes the outstanding contributions of the late C. Thomas Bombeck to the area of medical education by a faculty member. Nominations will be solicited from members of the Chicago campus student body at the March CMSC general body meeting. A faculty recipient will be chosen each year at the April CMSC general body meeting by simple majority of the eligible members. The CMSC will present a suitable token of appreciation to the recipient of the award at the College of Medicine commencement.
Section 3: The Abbas Hyderi Leadership Award
This award recognizes two members in each class who have displayed outstanding student leadership and advocacy during their careers at the University of Illinois at Chicago College of Medicine. Nominations will be solicited from members of the Chicago campus student body at the March CMSC general body meeting. A recipient will be chosen each year at the April CMSC general body meeting by simple majority of the eligible members. The award will be determined by open nomination and simple majority vote.
ARTICLE X: REVIEW OF CMSC CONSTITUTION
At any time, changes to this constitution can be introduced by any CMSC member. The changes must be approved by a 2/3 majority of all CMSC voting members. At the very least, this constitution shall be reviewed annually under the guidance of the CMSC President. Any additions, deletions or other changes will be subject to a 2/3 majority approval by the voting body.
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