Constitution of the
Conference
of Southern Graduate Schools
As Adopted by the Membership
February 21, 1983
Revised
May 1, 1993
June 16, 1997
February 25, 2002
October 31, 2004
February 27, 2005
February 25, 2008
ARTICLE I. Name
The name of this organization shall be the CONFERENCE OF SOUTHERN GRADUATE
SCHOOLS.
ARTICLE II. Functions
Section I. Graduate Study.
The CONFERENCE shall have as a primary purpose the consideration of mutual
problems among the member institutions relating to graduate study and
research. It will cooperate with other agencies, such as the Southern
Association of Colleges and Schools, Council of Historically Black Graduate
Schools, Southern Regional Education Board, and the Council of Graduate
Schools, for this purpose by dissemination of information, promotion
of standards, and encouragement of research and assistance to institutions
embarking upon graduate programs. The CONFERENCE shall function in liaison
with other national and regional educational bodies and may serve as
a representative on graduate affairs for the institutional members.
Section 2. Academic Standards. The
CONFERENCE will take continuous interest in the activities of other bodies
which concern themselves with the standards of graduate work. The CONFERENCE
shall not assume the role of an accreditation agency.
Section 3. Special Studies. Special
studies in graduate education may be undertaken by the CONFERENCE upon
authorization of the Executive Committee.
Section 4. Gifts and Bequests. The
CONFERENCE, through action of the Executive Committee, may accept grants
and bequests for the conduct of special studies in graduate education
and for other purposes consistent with the objectives and functions of
the CONFERENCE.
Section 5. Binding Actions. Although
the CONFERENCE may be regarded as a representative of and spokesman for
its constituent members, no action taken by the CONFERENCE or any of
its representatives is to be regarded as binding upon any institutional
member, except for such dues and assessments fully approved as provided
hereafter.
ARTICLE III. Membership and Dues
Section 1. Membership. Membership in
the CONFERENCE shall be by institution.
a. Any institution having regional or professional accreditation by agencies
acceptable to the CONFERENCE, and now granting graduate degrees, and having
a significant commitment to graduate study, is eligible to apply for regular
membership. All applications for membership shall be reviewed by the Executive
Committee, or such membership sub-committee it may appoint, with final
action to be by the Executive Committee. Membership shall be completed
by the payment of the regular institutional dues.
b. At the time of its election to regular institutional membership, an
institution must be fully accredited by its appropriate regional or professional
accreditation body.
c. Associate membership, carrying all privileges except those of voting,
holding office, or being represented on the Executive Committee, may be
extended to individuals and both profit and non-profit organizations with
a significant commitment to graduate education, such as research institutes,
testing and evaluation organizations, regional and state agencies, and
government and industrial research and development organizations. Associate
membership may also be extended to any institution contemplating the offering
of graduate work but not fully accredited as defined above, for such period
as determined by majority vote of the Executive Committee. Associate membership
shall be completed by the payment of regular institutional dues.
d. If a member (institution) resigns, it must reapply for admission as
specified in Section 1.a. in the normal way, if it wishes to resume membership.
Section 2. Representation. Each regular institutional
member shall designate one official representative, who shall cast the member's
vote on all ballots and votes taken on official actions. A member institution
may send as many delegates or participants to meetings as it desires.
Section 3. Dues. Dues shall be collected
on an institutional basis.
a. The amount of annual dues shall be established by the Executive Committee,
and approved by a majority of the member institutions voting. The last
voted amount of dues shall continue in effect until changed by formal vote.
b. Dues are payable to the Treasurer in January of each year, at which
time any changes approved in dues will go into effect.
c. The fiscal year of the CONFERENCE shall correspond to the calendar year.
Section 4. Assessments. Assessments upon
the member institutions must be approved by two-thirds of the official member
institutions voting.
ARTICLE IV. Meetings
Section 1. Annual Meetings. There shall be an annual
meeting of representatives of the institutional members. Annual meetings
of the CONFERENCE shall be held on or near the third Monday of February
unless otherwise determined by vote of the representatives on such time
and place. Each annual meeting must include a business meeting. Upon
written request of one or more representatives, a vote by mail may be
authorized by the Executive Committee or a vote taken on the motion in
any meeting of the CONFERENCE.
Section 2. Regional Meetings. Subdivisions
of the CONFERENCE are authorized and may meet for discussion at will,
but actions taken at such meetings will not be binding upon the CONFERENCE.
Section 3. Quorum. Twenty percent of all member institutions
must be present to constitute a quorum. Should a quorum not exist, and
it has been called for, matters of business may be resolved by a quorum
of a mail ballot.
ARTICLE V. Organization
Section 1. The CONFERENCE shall be operated as a non-profit
organization.
Section 2. Powers. Policy actions affecting
the CONFERENCE as a whole shall be valid only when approved by a majority
vote of the representatives in the regular annual business meeting, or
by a mail ballot. Other powers may be delegated by the official representatives
as they see fit, except for duties specifically designated hereafter.
Section 3. Officers.
a. The President shall be responsible for coordinating all functions of
the CONFERENCE, shall preside at, and be responsible for the program of, the
annual meeting, shall serve as Chair of the Executive Committee, and shall
perform the other usual duties of a presiding officer for a term of one
year.
b. The Vice-President/President-Elect shall be elected at the annual meeting
for a term of one year. The following year the Vice-President/President-Elect
shall assume the office of the President, and the following year the office
of Immediate Past-President. If the President-Elect in unable to
assume the office of President, another member shall be elected following
the provisions of Article V1.2.
The Vice President/President-Elect shall assist the President and shall
assume the duties of the President in the event of the latter's inability
to serve.
c. The Secretary shall be elected for a term of three years at the annual
business meeting when the previous term expires or is vacated. This term
should be staggered from that of the Treasurer. This officer shall announce
Executive Committee and Annual meetings; shall keep minutes of all meetings;
shall conduct ballots as needed; shall maintain the official record of
institutional membership and membership contact information; shall maintain
the content of the CSGS Website; shall print the final program of the Annual
Meeting; and shall perform other duties necessary for the execution of
the Annual Meeting.
The Secretary shall be reimbursed for the ordinary and reasonable expenditures
involved in carrying out the prescribed duties of the office. The Secretary
shall receive airfare and/or surface travel funds to attend either the
CGS Annual Meeting when a CSGS Executive Committee meeting is also scheduled
at CGS, or the CSGS Annual Meeting. In addition the Secretary shall receive
a waiver of the registration fee, and reimbursement for lodging and meals
to attend the CSGS Annual Meeting. The maximum amount of these expenses
is to be determined by the Executive Committee
d. The Treasurer shall be elected for a term of three years at the annual
business meeting when the previous term expires or is vacated. This term
should be staggered from that of the Secretary. This officer shall be
responsible for notices of dues, shall collect and disburse all monies
of the CONFERENCE; shall keep full and accurate records of such transactions;
;shall submit dues invoices to member institutions in fall; shall solicit
requests for proposals of future meeting sites for the Annual Meeting and
organize the site visit of such sites; shall maintain the registration
of the Annual Meeting; shall serve as the primary liaison to the meeting
site host hotel for contracting space, facilities, meals, etc; and shall
perform other duties necessary for the execution of the Annual Meeting.
The Treasurer shall be bonded, and the cost thereof and of auditing the
accounts shall be defrayed by the CONFERENCE by action of the Executive
Committee.
The Treasurer shall be reimbursed for the ordinary and reasonable expenditures
involved in carrying out the prescribed duties of the office, including
a waiver of the registration fee, travel, lodging, and meal expenses related
to the CSGS Annual Meeting. The maximum amount of these expenses
is to be determined by the Executive Committee.
e. The Immediate Past-President shall serve as the CONFERENCE affiliate
representative to the Council of Graduate Schools. If the Past-President
is unable to serve or it is not appropriate for this officer to serve,
the Executive Committee will appoint the affiliate representative.
f. The Executive Committee shall make an ad interim appointment
to fill a vacated office until the next regular business meeting.
ARTICLE VI. Committees
Section 1. Executive Committee. The
Executive Committee shall be composed of twelve elected members plus
the President (Chair), Vice-President/President-Elect, the Secretary,
the Treasurer, and the Immediate Past-President. The President, or the
President’s designee, of the Council of Historically Black Graduate Schools
is invited to serve ex officio, with vote, on the Executive Committee.
The Executive Committee shall assist the Vice-President/President-Elect
in planning the program for the annual meeting of the CONFERENCE. The
Committee will also study and review issues and problems facing graduate
education, particularly as these relate to the South, and develop appropriate
position papers and recommendations for consideration by the membership.
Provision shall be made in nominations for the Executive Committee to
assume a broad representation from all of the constituent membership.
The term of office for the elected members shall be three years, with the
terms staggered, providing for four new members each year. An elected member
may not serve consecutive terms.
The Executive Committee shall act for the CONFERENCE between meetings.
It may authorize expenditures incidental to the general functions of the
CONFERENCE, and take other actions necessary for the operation of the CONFERENCE.
It shall assume the functions of liaison with other professional and educational
organizations.
Section 2. Nominating Committee. The President
shall appoint a nominating committee composed of five individuals representative
of the constituent member institutions. The nominating committee shall prepare
a slate to be presented at the annual business meeting for the election of
officers and Executive Committee members herein designated. Members of the
Executive Committee (except for the Immediate Past-President) shall not be
eligible for appointment to this committee. The committee shall be appointed
early in the year and prepare its report in advance of the annual meeting.
It shall be automatically dissolved upon the acceptance of its report.
The slate for elections shall list candidates for the following offices:
Vice-President/President-Elect and Secretary-Treasurer. In the event
of the Vice-President-Elect being unable to assume the office of President,
the slate will also include a candidate for the office of President. The
slate shall include nominees for vacancies on the Executive Committee.
The Chair shall call for nominations from the floor, following the report
of the Nominating Committee.
Section 3. Standing Committees. Standing
Committees designated below shall assist in the program of the CONFERENCE.
Members of all standing committees, and their chairs, shall be appointed by
the President for three-year terms, with terms expiring on a rotating basis. Each
of the committees shall have at least three members.
Standing Committees of the CONFERENCE shall be as follows:
a. Auditing Committee. The Auditing Committee
is specifically charged with auditing the Treasurer's records and reporting
the result of the audit at the annual meeting. No member of the Executive Committee
shall serve on the Auditing Committee.
b. Awards Committees. The Awards Committees
shall solicit, receive and evaluate nominations for the Outstanding Contributions
to Graduate Education in the Southern Region Award and the Achievement Award
for New Scholars and shall recommend the recipients of the awards to the Executive
Committee.
c. Thesis Awards Committee. The Thesis Awards Committee
shall solicit, receive, and evaluate nominations for two master's thesis awards
each year and shall recommend the recipients of the thesis awards to the Executive
Committee.
d. Membership Committee. The Membership Committee shall
have the responsibility of identifying and recruiting institutions eligible
for membership in CSGS.
Section 4. Special Committees. The President, upon advice
of the Executive Committee, may appoint such special ad hoc committees
as deemed appropriate.
ARTICLE VII. Adoption or Amendment of the Constitution
Section 1. Adoption. The Constitution of the CONFERENCE
shall become effective upon approval by two-thirds of the official representatives
of all member institutions.
Section 2. Amendments. Proposed amendments
must be submitted in writing to the Executive Committee, and be made
available for consideration by all member institutions at least thirty
days in advance of a formal vote. Formal votes may be taken only by a
mail or electronic mail vote. A two-thirds majority of member institutions
voting is required for adoption.
ARTICLE VIII. Dissolution
In the event of dissolution of the CONFERENCE, all then existing assets
of the CONFERENCE shall be distributed in equal parts to the institutions
which will at the time be members of the CONFERENCE.
ARTICLE IX. Parliamentary Procedures
Conduct of the business meeting of the CONFERENCE and all other matters
of the CONFERENCE not specifically addressed in this Constitution shall
follow Robert’s Rules of Order, latest revision.
