Constitution

ARTICLE I

NAME

The name of this organization shall be the Animal Science Graduate Student Association of the University of Missouri-Columbia. Hereafter, this organization will be referred to as ASGSA.

ARTICLE II

PURPOSES

The purposes of this organization shall be:

  • 1.1 To promote interaction between graduate students and faculty within the area of animal sciences.
  • 1.2 To promote professional and social interactions between graduate students within the Division of Animal Sciences and the graduate students of other departments at the University of Missouri.
  • 1.3 To aid graduate students in their professional endeavors, through scholarship and financial aid.
  • 1.4 To serve the Columbia, Missouri community through philanthropic efforts.
  • 1.5 ASGSA is not affiliated with the University of Missouri Organization Resource Group (ORG).

ARTICLE III

MEMBERSHIP

Section 1: Membership Outline

  • 1.1 Membership shall be open to any currently enrolled graduate student within or jointly advised by the Division of Animal Sciences at the University of Missouri-Columbia.
  • 1.2 Membership in ASGSA is recorded in the calendar year, beginning January 1 and ending December 31.
    • 1.2.1 Membership status will be evaluated at the beginning of each academic semester.

Section 2: To be considered an active member in ASGSA, in the previous academic semester, one must:

  • 2.1 Attend a minimum of three (3) ASGSA meetings.
    • 2.1.1 Every additional hour (1) spent at a fundraising, catering or philanthropic event may be substituted for a single meeting attendance.
  • 2.2 Assist at a fundraising, catering or philanthropic event for a minimum of four (4) hours per semester.
    • 2.2.1 Hours logged beyond the required 4 per semester, may be transferred to the semester directly following.
  • 2.3 Present an oral or poster presentation at Graduate Forum, Life Science Week or another scientific meeting during the calendar year.
    • 2.3.1 Proof of presentation or intent to present in the form of an abstract and conference name will be submitted to the Secretary at the last meeting of each semester.
  • 2.4 Successfully complete Food Handler Safety Class.

Section 3: Provisional Membership

  • 3.1 Members in the first year of their graduate career may gain provisional status by completing all previously stated requirements less presenting at a scientific meeting.

Section 4: Dues

  • 4.1 No dues shall be required for membership.

ARTICLE IV

FOOD HANDLER SAFETY CLASS

Section 1: Requirements and Availability

The executive board shall consist of the president, vice president, secretary, treasurer and the advisor.

  • 1.1 A Food Safety Certificate from the Food Handler Safety class is required for each member to assist at any ASGSA catering events.
  • 1.2 ASGSA will provide one (1) class per year, in the fall semester in the Animal Science Research Center for all members to attend.
  • 1.3 If a member is unable to attend the scheduled class, members must work with the Catering chair to set up a separate training date.

Section 2: Record of Attendance

  • 2.1 The catering chair shall be responsible for maintaining an updated list of certified food handlers.
  • 2.2 This list will be updated each academic semester.
  • 2.3 This list must be on file with the Secretary.

ARTICLE V

SCHOLARSHIP AND FINANCIAL AID

Section 1: Qualifications for Graduate Processing Fee Reimbursement.

  • 1.1 Any active ASGSA member may apply for Graduate Processing Fee Reimbursement.
  • 1.2 To receive the Graduate Processing Fee Reimbursement, in addition to active member status:
    • 1.2.1 The student must be an active member within twelve (12) months of their expected graduation date.
    • 1.2.2 The student must turn in a completed Graduate Processing Fee Reimbursement application within one (1) week after their defense date.
  • 1.3 The Graduate Processing Fee Reimbursement Form can be obtained from the following website: Graduate Processing Fee Reimbursement Form
    • 1.3.1 Checks will be made out to the recipient(s) and given to him/her upon receiving a completed application and pending active member status verification.
  • 1.4 Any false statements, omissions, or other misrepresentations made by the recipient will result in immediate revoking of funds.

Section 2: Qualifications for Travel Award Reimbursement

  • 2.1 Any active or provisional ASGSA member may apply for a Travel Award.
  • 2.2 The travel award monetary amount will be voted upon by active ASGSA members at the first meeting of the academic year.
    • 2.2.1 This amount shall not exceed $2000 per award cycle.
  • 2.3 The awards will be distributed by the Deciding Committee.
    • 2.3.1 The Deciding Committee shall consist of:
      • The Animal Science Division Director, ASGSA Advisor, and two (2) masters or doctoral faculty members of the Division of Animal Sciences
      • Faculty members whose students are not applying for the travel award
    • 2.3.2 The Deciding Committee will be selected by a majority vote of the Executive Board
      • If any Executive Board member is applying for a travel award, they must recuse themselves from voting.
  • 2.4 The deadlines to turn in completed Travel Award Forms are as follows:
Cycle Travel Dates(departure) Award Deadline
1 December 1 – March 31 November 30
2 April 1 – July 31 March 30
3 August 1 – November 30 July 31
  • 2.5 Granting of the travel award requires the following:
    • 2.5.1 Student must be an active or provisional member of ASGSA at least the semester immediately preceding the travel date.
    • 2.5.2 Provide a completed Travel Award application to the Treasurer, to be delivered to the Secretary to verify active member status of application, and then to the Deciding Committee prior to travel.
  • 2.6 The Travel Award Form can be obtained from at the following website: http://asgsa.missouri.edu/travel.php
    • 2.6.1 Checks will be distributed post travel; depending upon the method the original expense was paid.
      • If the advisor of the recipient paid the original amount, a check will be issued to Renee Nichols and the award will be assigned to the appropriate account for reimbursement.
      • If the original amount was paid by the recipient, a check will be issued directly to the recipient upon verification of travel receipts.
  • 2.7 Any false statements, omissions, or other misrepresentations made by the recipient will results in immediate revoking of the award and disqualification from receiving any awards in the future. If needed, the ASGSA president, advisor, and grievance chair will decide on actions to be taken to resolve a situation.

Section 3: Fundraising

  • The ASGSA fundraising committee shall be chaired by at least one person.
  • This committee is responsible for the planning and execution of apparel sales, as well as any additional fundraising activities, excluding catering events.
  • The fundraising chair shall keep a record of member participation at fundraising events in order to determine active member status.

Section 4: Catering

  • The ASGSA catering committee shall be chaired by at least two people.
  • This committee is responsible for the planning and execution of catering events, including those for fundraising purposes.
  • The chairperson is responsible for all paperwork, keeping an inventory of all equipment, obtaining permits (with the help of the vice president), and organizing a food safety and handling class for members each semester.
  • The catering chair will keep a record of member’s having a certification of Food Handler Safety. This includes when certification expires and any renewals.
  • The catering chair shall keep a record of member participation at catering events in order to determine active member status.
  • Expenses shall be approved by the treasurer prior to purchasing or quoting a bid.
  • The chairperson is responsible for providing the executive board with an invoice template and after each event he/she must send a copy of the event invoice to the executive board.

Section 5: Philanthropic

  • The ASGSA philanthropic committee shall be chaired by one person.
  • This committee is responsible for organizing a minimum of one philanthropic event for each fall and spring semester, with one event being dedicated to serve those in need within the United States, and the other event dedicated to aiding in an international philanthropic organization.
  • Whenever possible the chosen philanthropic organizations shall benefit the areas of agriculture, research, and/or education. Philanthropic events may include, but are not limited to, activities such as fundraising, supply drives, and volunteerism.
  • The philanthropic chair shall keep a record of member participation at philanthropy events in order to determine active member status.
  • The chairperson shall be the main contact, but shall request volunteers as necessary.

ARTICLE VI

EXECUTIVE BOARD

Section 1: Board Membership

  • 1.1 The Executive Board shall consist of the President, Vice President, Secretary, Treasurer and the Advisor.
  • 1.2 The Advisor shall be an ex-officio member of the board with the power to vote in the event of a tie.
  • 1.3 The Executive Board shall meet as needed when called by the President prior to the membership meeting. Additional meetings of the Executive Board may be called by the President.
  • 1.4 A quorum at an Executive Board meeting shall be 4/5 of the members of the Executive Board.

Section 2: Executive Board

  • 2.1 Any officer of the Executive Board shall have been enrolled in the University of Missouri-Columbia as a graduate student for a minimum of one full semester and hold active or provisional member status.
  • 2.2 Officers shall serve until the time of the next election, or until completion of their studies, whichever occurs first.
  • 2.3 Nominations for officers shall occur at the November meeting of each academic year.
  • 2.4 Officers shall be elected annually in December.
  • 2.5 Officers shall assume their elected positions at the Presidential retreat.
  • 2.6 The vote shall be by secret ballot. The officers shall be elected by simple majority.
  • 2.7 Unelected nominees may run for subsequent offices.
  • 2.8 Each Executive Board officer will meet with the respective newly elected officers prior to the change in office to communicate roles and responsibilities associated with that position.
    • 2.8.1 This meeting will be coordinated between the outgoing and incoming Presidents.
  • 2.9 All Executive Board officers shall compile their work for the year in a notebook to be passed on to the succeeding Executive Board.
  • 2.10 Vacancies shall be filled following the same procedure as annual elections at the meeting following the opening, with the newly elected officer completing the remainder of the term for the position vacated.

Section 3: Executive powers and duties

  • 3.1 President
    • 3.1.1 The President of this organization shall preside at all business meetings of the organization and shall be the representative of the organization before other groups.
    • 3.1.2 The President is expected to attend any faculty meetings as the ASGSA representative.
    • 3.1.3 The President is expected to convey ASGSA’s ideas of what can be purchased with graduate student supplemental fees to the division.
    • 3.1.4 The President shall be informed by the executive officers of any pending activities in order to help in coordination of the organization’s activities.
    • 3.1.5 The President shall make appointments to committees and sub-committees not outlined in the bylaws.
    • 3.1.6 The President is expected to attend the Graduate Student Association (hereafter GSA) meetings and will report on GSA activities to ASGSA members at the next regular ASGSA business meeting.
    • 3.1.7 The President shall be responsible for organizing an annual retreat for incumbent and newly elected Executive Officers and Committee Members following annual elections and before the first business meeting of the spring semester. The President will use this meeting to familiarize the Executive Officers and Committee Members with their duties and responsibilities as outlined by the Constitution.
    • 3.1.8 The President shall act as Grad Forum co-chair and assist as requested by the Grad Forum chair.
    • 3.1.9 The President shall be coordinator for the exam portion of the Academic Quadrathalon, in coordination with the Division of Animal Sciences.
  • 3.2 Vice President
    • 3.2.1 In the absence of the President, the Vice President shall perform the duties of the President.
    • 3.2.2 The Vice President shall serve as parliamentarian at business meetings. Additionally, the Vice President will be in charge of revising the bylaws after a vote to amend them has been completed.
    • 3.3.3 The Vice President shall organize monthly business meetings, including, but not limited to, reserving a room and ordering food and drinks.
    • 3.3.4 The Vice President shall act as Catering co-chair and assist as requested by the Catering chair.
    • 3.3.5 The Vice President shall coordinate van driving for ANS 1065, by communicating to the graduate students the needs requested by the Division.
  • 3.3 Secretary
    • 3.3.1 The Secretary shall record and distribute to members accurate minutes of the business meetings; these minutes shall be approved by members at the following business meeting.
    • 3.3.2 The Secretary shall notify the organization members of the meetings.
    • 3.3.3 The Secretary shall keep a record of member attendance at business meetings, catering and philanthropy events, as well as participation in Graduate Student Forum, Life Science Week and other scientific meetings, in order to determine active member status.
    • 3.3.4 The outgoing Secretary shall provide the Advisor of ASGSA, the Dean of CAFNR, the director of GDS, and the director of the Division of Animal Science a list of officers following each election.
    • 3.3.5 The Secretary shall perform the duties of the President in the absence of the President and Vice President.
    • 3.3.6 The Secretary shall handle all correspondence, including mail received at S118 ASRC.
  • 3.4 Treasurer
    • 3.4.1 The Treasurer shall keep accurate records of the expenses and receipts of the organization.
    • 3.4.2 The Treasurer shall authorize organization expenditures with the approval of the Executive Board.
    • 3.4.3 The Treasurer shall document all Graduate Processing Fee Reimbursement and Travel Awards.
    • 3.4.4 All financial records pertaining to ASGSA activity will be kept on file for two (2) years.
    • 3.4.5 The Treasurer shall give financial reports to the organization at each business meeting.
    • 3.4.6 The Treasurer shall perform the duties of the President in the absence of the President, Vice President and Secretary.
    • 3.4.7 The Treasurer shall perform the duties of the Secretary in the absence of the Secretary.
    • 3.4.8 The Treasurer shall be responsible for the Square Reader, and make it accessible to events as necessary.
    • 3.4.9 The treasurer shall be responsible for the Travel Award Reimbursements.
  • 3.5 Advisor
    • 3.5.1 A minimum of one faculty member in the Division of Animal Science shall serve as Advisor to the organization.
    • 3.5.2 In the event of the Advisor being unwilling or unable to fulfill their duties, the Executive Board shall invite a new Advisor:
      • The new Advisor must be approved by ¾ of voting members
      • The new Advisor must be a faculty member in the Division of Animal Science
    • 3.5.3 The Advisor is responsible for communicating with the Executive Board in the event that he/she is not able to attend a regularly scheduled business meeting.
    • 3.5.4 The Advisor shall act as the liaison between division faculty members and graduate students.

Section 4: Executive Board Officer Removal

  • 4.1 Executive Board Officers may be removed from office by resignation, by a 3/5 vote of the Executive Board following three unexcused absences from the regular business meetings, or by a ¾ vote of the members present at a business meeting.
  • 4.2 An Executive Board Officer may not be impeached unless a motion to impeach has been made at a previous business meeting.

ARTICLE VII

COMMITTEES

Section 1: General Considerations

  • 1.1 Each committee chair will meet with the newly elected/appointed committee chair to communicate the roles of the committee chair.
  • 1.2 Committee chairpersons are responsible for notifying the Executive Board of upcoming events organized by their committee prior to the scheduled event and shall inform the Secretary of events to be included on the agenda for the upcoming business meeting.
  • 1.3 Chairpersons for Fundraising, Catering, Philanthropic, and Graduate Student Forum and the Historian shall be responsible for maintaining all information, contacts, correspondence, etc. in a binder that may be provided to the newly elected chairperson following annual elections.

Section 2: Social

  • 2.1 The ASGSA social committee shall be chaired by one person.
  • 2.2 This committee is responsible for planning social activities for the Division of Animal Sciences and ASGSA.
  • 2.3 Notice of scheduled activities shall be provided at least 48 hours prior to the event. This includes posting flyers and sending e-mails to faculty, staff and students.
  • 2.4 The social chair will be responsible for coordinating the Graduate Forum picnic, to occur immediately after Graduate Forum.

Section 3: Fundraising

  • 3.1 The ASGSA fundraising committee shall be chaired by one person.
  • 3.2 This chair and committee are responsible for the planning and execution of apparel sales as well as any additional fundraising activities excluding catering events.
  • 3.3 The fundraising chair shall keep a record of member participation at fundraising events in order to determine active member status.
    • 3.3.1 This record will be turned in to the Secretary at the last meeting of every semester.

Section 4: Catering

  • 4.1 The ASGSA catering committee shall be chaired by a minimum of two people, one of which shall be the Vice President.
  • 4.2 This committee is responsible for the planning and execution of catering events, including those for fundraising purposes, and will assist other committees with catering if needed.
  • 4.3 The chairpersons are responsible for all paperwork, keeping an inventory of all equipment, obtaining permits, and organizing a food safety and handling class for members once a year, in the fall semester.
  • 4.4 The chairpersons will keep a record of member’s having a certification of Food Handler Safety. This includes when certification expires and any renewals.
    • 4.4.1 This record will be turned into the Secretary at the last meeting of every semester.
  • 4.5 The chairpersons shall keep a record of member participation at catering events in order to determine active or provisional member status.
    • 4.5.1 This record will be turned in to the Secretary at the last meeting of every semester.
  • 4.6 Expenses shall be approved by the Executive Board, and kept on file with the Secretary prior to purchasing or quoting a bid.

Section 5: Philanthropy

  • 5.1 The ASGSA philanthropic committee shall be chaired by one person.
  • 5.2 This committee is responsible for organizing a minimum of one philanthropic event for each fall and spring semester.
  • 5.3 Whenever possible the chosen philanthropic organizations shall benefit the areas of agriculture, research, and/or education. Philanthropic events may include, but are not limited to, activities such as fundraising, supply drives, and volunteerism.
  • 5.4 The philanthropy chair shall keep a record of member participation at philanthropic events in order to determine active member status.
    • 5.4.1 This record will be turned in to the Secretary at the last meeting of every semester.
  • 5.5 The chairperson shall be the main contact, but shall request volunteers as necessary.

Section 6: Graduate Student Forum

  • 6.1 The ASGSA graduate student forum committee shall be chaired by a minimum of two people, one of which shall be the President, who will be responsible for coordinating the event with faculty and the Division Director.
  • 6.2 This committee is responsible for the planning and execution of the annual Graduate Student Forum.
    • 6.2.1 The graduate forum committee should make all efforts possible to coordinate an alumnus of the MU Division of Animal Science as the keynote speaker

Section 7: Historian/Webmaster

  • 7.1 The ASGSA historian/webmaster committee shall be chaired by one person.
  • 7.2 This committee will be responsible for maintaining the ASGSA website in collaboration with the division multimedia specialist.
  • 7.3 This committee will be responsible for maintaining a private social media group to provide members with updated news and allow free communication.
  • 7.4 Other responsibilities include regularly updating ASGSA bulletin boards with current information and pictures and maintaining an organizational portfolio, as well as keeping Secretary’s minutes posted on the ASGSA board.
  • 7.5 This committee will also provide any pertinent updates to be included in the weekly Divisional newsletter.

Section 8: Graduate Student Grievance Committee

  • 7.1 The ASGSA historian/webmaster committee shall be chaired by one person.
  • 7.2 This committee will be responsible for maintaining the ASGSA website in collaboration with the division multimedia specialist.
  • 7.3 This committee will be responsible for maintaining a private social media group to provide members with updated news and allow free communication.
  • 7.4 Other responsibilities include regularly updating ASGSA bulletin boards with current information and pictures and maintaining an organizational portfolio, as well as keeping Secretary’s minutes posted on the ASGSA board.
  • 7.5 This committee will also provide any pertinent updates to be included in the weekly Divisional newsletter.

Section 9: Additional Committees

  • 9.1 Additional committees shall be formed as needed as directed by Article VII.
  • 9.2 These committees shall be held to the same standards and expectations as the specifically outlined committees planned for by the bylaws.

Section 10: Committee Chair Responsibility

  • 10.1 All committee chairs understand that undertaking their position is voluntary.
    • 10.1.1 However, if any active member motions to reward a committee chair, the gift must be approved by 4/5 secret ballot by the Executive Board during private session before the award is received.

ARTICLE VIII

MEETINGS

Section 1:

ASGSA business meetings will be held once monthly at a regularly scheduled time and place.

Section 2:

Additional business meetings may be called by the Executive Board of ASGSA provided the membership is notified at least one week in advance of the meeting date.

Section 3:

ASGSA shall follow parliamentary procedures as outlined by Roberts Rules of Order, Revised, in the absence of any condition to the contrary in the Constitution or bylaws.

Section 4:

A quorum for a business meeting shall be defined as 12 active or provisional members present.

ARTICLE IX

AMENDMENTS

Section 1:

Amendments to the constitution and bylaws may be presented at any business meeting by any member of ASGSA. The proposed amendment must be presented in writing and distributed to the membership and Advisor at least one (1) business meeting prior to the business meeting at which voting will take place.

Section 2:

Amendments must be approved by 2/3 of the active members present.

Revised: 9-22-2010
Passed: 10-19-2010
Revised: 11-12-2013
Passed: 12-10-2013