THE ORGANIZATIONAL CHARTER OF STUDENT GOVERNMENT OF THE WEST VIRGINIA UNIVERSITY SCHOOL OF MEDICINE

STATEMENT OF PURPOSE:

We, the Medical Students of West Virginia University School of Medicine, in order to maintain responsibility and clearly delineate the duties of student representation; promote academic excellence; provide for standardized elections and transitions between successive classes and student governments; and foster effective communication between students of the four classes, and between students and the administration do hereby establish this Organizational Charter.

ARTICLE ONE: DEFINITIONS AND AUTHORITY

Section 1. Definitions

A. The Student Body is defined as all persons registered and enrolled in the West Virginia University Doctor of Medicine degree program not currently on an approved Leave of Absence.

B. Class Officers are the duly elected representatives of their respective classes.

C. The Administration is the collective administration of the Doctor of Medicine degree program.

Section 2. Authority, Subordination, and Supremacy

A. Authority.
The Student Body endorses and Grants to the Class Officers all powers and authority as enumerated in the document.

B. Subordination.
This document shall be subordinate to the Constitution of the United States of America and all laws of the same, the Constitution of the State of West Virginia and all laws of the same, all local laws and regulations, all policies and regulations duly enacted by West Virginia University, and all policies and regulations of the Administration.

C. Supremacy.
All policies, pronouncements, rulings, and powers assumed by the Class Officers shall be subordinate to this document.

D. Interpretation.
All sections of this document are subject to the interpretation of the Associate Dean for Student Services. Appeal of any interpretation shall be to the Dean of the School of Medicine or his/her designee, whose decision will be final.

ARTICLE 2: ELECTIONS AND CLASS OFFICERS

Section 1. Elections

A. Each year, each of the four classes shall elect at least a class president, and as they deem necessary other class officers as defined in this charter as listed in Section 2. Each campus will have their own set of class officers.

The first year class shall hold elections no later than the end of the third week of the first semester of classes.

Elections for second and third year Class Officers shall be held no later than one month before the last scheduled day of classes for the academic year, at a time and place announced by the elections committee.

Fourth year Class Officers shall be elected at the fourth year orientation meeting which takes place at the end of the third year.

Each class shall have an elections committee to administer their own elections, except the first year. First year elections shall be administered by the second year class officers, who will distribute this document and orally describe each position’s duties and responsibilities as enumerated in this document.

B. All officers will assume their duties on the day following the last day of classes in the semester in which the election was held, except for the first year officers who shall assume their duties immediately upon election.

C. Elections shall be by secret paper ballot, to be distributed prior to candidate speeches. This section may be amended by two-thirds of the entire class as determined by a "show-of-hands" vote.

D. Ballots shall be printed by the Student Services office, one ballot for each office. Extra ballots will be available so that any run-off election can be held immediately.

E. Candidates shall be allowed maximum time for speeches as follows: President Candidates: 5 minutes each; Vice-President and Secretary/Treasurer Candidates: 3 minutes each; Academic Council Candidates: 1.5 minutes each; Service Chair, Social Committee, Student Organization Candidates, and any other office as defined in this charter: 1 minute each.

F. The Class President, Vice President, and Treasurer must be elected by at least 50 percent of ballots caste. If no candidate receives 50% of the votes cast a run-off shall be held between two the candidates receiving the greatest number of votes. All other officers shall be elected by receiving the highest number of votes.

G. Any portion of this section may be amended by two-thirds of the entire class as determined by a "show-of-hands" vote.

Section 2: The Officers

A. Class President.

1. Qualifications for candidacy.

The candidate for Class President must:

a. be a member of the class

b. have maintained all grades and narrative evaluations in a satisfactory manner for the previous year (years 2-4). Students with Unsatisfactory, or Incomplete grades or marginally satisfactory narrative evaluations will not be eligible to hold the office of President. No student on probation or suspension will be eligible to hold any office.

c. submit a written statement of intent to run to the Associate Dean for Student Services, who will review the student’s file and, if necessary, meet with the student to discuss any concern

2. Duties and Responsibilities.

The Class President shall:

a. present a written "notice of issues of special concern to medical students" which should be addressed at a University level to the School of Medicine representative of the WVU Graduate Council Section of the Board of Governors as needed.

b. maintain regular contact with the class presidents of the class immediately preceding and immediately following their own (if applicable), both for counsel and to foster interclass communication. This contact may be in whatever form agreeable to both parties (in person, telephone, email), but should occur a minimum of every six weeks;

c. maintain regular contact with the Office of Student Services to be updated on any class-specific issues or concerns, to receive any general information, and to maintain good communication between the class and Student Services;

d. act as the class liaison with the Alumni Office;

e. be the official representative of the class at all official functions. The Class President must speak on behalf of the class as necessary;

f. attend, to the greatest extent possible, all class functions, school functions, and University functions to which the class or class officers are invited;

g. appoint individuals from the class, as necessary, to assist with any duties of the office, or any special projects assigned by the administration or authorized by the class;

h. assist other officers as needed;

i. strive to maintain the decorum of the office, and act responsibly in all matters, even above what is expected of medical students in general. The President shall perform duties and act in a fair and unbiased manner;

j. Senior Class Presidents will be required to speak at the graduation ceremonies including but not limited to Investiture

B. Vice-President

1. Qualifications. The Candidate for Vice-President must:

a. be a member of the class

b. have maintained all grades and narrative evaluations in a satisfactory manner for the previous year (years 2-4), and meet all other qualifications as listed for the candidates for President

c. submit a written statement of intent to run to the Associate Dean for Student Services, who will review the student’s file and, if necessary, meet with the student to discuss any concern.

2. Duties and Responsibilities.

The Class Vice-President shall:

a. act as President in case of absence or removal of the Class President

b. assist the Class President as directed;

C. Treasurer/Secretary

1. Qualifications. The Candidate for Treasurer/Secretary must be a member in good standing of the class, meeting all requirements outlined in the section for Presidential candidates above. In addition, a letter of intent must be submitted to the Associate Dean for Student Services.

2. Duties and Responsibilities: The Class Treasurer/Secretary shall:

a. have charge of the books, records, and monies of the class, but all checks will require the signature of at least one other class officer or authorized person in the Office of Student Services;

b. execute and sign such instruments that require the authorization of the Class Treasurer, with the stipulation outlined above;

c. collect dues from each class member

d. report to the Class and its Officers the financial status of the class at least twice per semester.

e. Perform any other duties incident to the office of Treasurer/Secretary.

D. Academic Council.

1. Qualifications. The Candidates for Academic Council must be class members in good academic and professional standing.

2. Duties and Responsibilities: The Academic Council members shall:

a. meet as requested by the Office of Student Services with faculty course coordinators and Associate Deans to discuss matters of curriculum, content, and format

b. meet as needed with individual members of faculty to address matters specific to those faculty members

c. maintain contact with other council members to avoid duplication of effort;

d. work with course coordinators (academic years) to schedule review sessions prior to each exam day, or as desired by the class.

3. Academic Council Chair: Selection, Duties and Responsibilities. The Academic Council Chair shall:

a. be elected from among the members of the council by a majority vote of the council members

b. act as spokesperson for the council

c. organize meetings of the entire class as an open forum to solicit issues

d. organize meetings of the council (prior to each official meeting in paragraph D, part 2a above) to discuss issues solicited from the class

e. report results of official meetings back to class via e-mail or another constructive manner

4. Organization

a. The Academic Council for each class shall not exceed six members. The Council shall divide and assign its members to specific courses or rotations.

E. Service Chair(s)

1. The Service Chair candidate must be a member of the class and should have a high degree of interest in public service.

2. Duties. The Service Chair(s) shall:

a. Identify or find and organize service opportunities for class members

b. Communicate with service chairs of other classes to organize larger activities.

3. There shall be one or two service chairs per year.

F. Social Committee

1. The social committee candidate must be a member of the class.

2. Members of the social committee shall be responsible for organizing class events such as post-exam (block) parties, the annual formal (first years, in conjunction with the Student Services Office), and annual dinners. They will work within the budget supplied them by the Treasurer/Secretary, or such additional monies as budgeted by the Office of Student Services.

3. There shall be a minimum of three and a maximum of five social committee members. The members shall select a chairperson to act as spokesperson for the committee.

G. Other Offices

1. Each class may identify and elect according to the provisions of this charter other positions as needed for the functioning of the class which may include but not be limited to class historian, and alumni liaison.

H. Letter of Intent

1. The letter of intent to run mentioned in paragraphs A, B, and C of this section should state that the student intends to run for a student office, and need not specify which office.

ARTICLE III: STANDING COMMITTEES

A. Elections Committee

1. Members. The elections committee shall be composed of volunteers from the members of the class on their assigned campus. The committee shall consist of no more than four students. Any selected member may defer, in which case an alternate shall be chosen by lottery. Any student running for office may not be on the elections committee.

2. Duties.

a. The elections committee shall work with the Office of Student Services to prepare and print the ballots. There shall be one ballot printed per class member, per office, except that for the offices requiring a 50% majority, there shall be twice the required number printed in case there is need for a run-off.

b. The elections committee shall pass out ballots, one per class member, prior to candidate speeches.

c. The committee shall provide and monitor ballot boxes during the election.

d. Each committee member shall count all votes, and after all members have counted all votes, the totals will be compared.

e. The ballots must be kept in a locked cabinet for one week in the Office of Student Services following each election, and made available to candidates for inspection after the election. If any candidate inspects the ballots, at least two committee members and an Associate Dean for Student Services must be present.

f. The committee members shall announce preliminary election results on the day of the election, and shall e-mail election results to the class and the Office of Student Services as soon as they are final. g. After all officer positions have been filled, the elections committee is dissolved.

B. Committee of the Whole

1. The Committee of the Whole shall consist of all elected Class Officers.

2. Duties and Responsibilities. The Committee of the Whole shall:

a. meet regularly, a minimum of once per semester or as directed by the Class President;

b. decide on the amount of class dues;

c. make recommendations about student issues, grievances, or other concerns to the Class President;

d. issue press releases, as desired, to the alumni office and school or local newspapers to publicize class activities (social, service, awards, etc.).

C. Committee of Presidents

1. The Presidents’ Committee shall consist of the President of each of the various classes.

2. The Presidents’ Committee shall meet following each Student Leadership Committee (scheduled once per semester by the Dean of the School of Medicine) to discuss items of mutual interest and exchange advice.

Article IV: Vacancy, Removal, and Succession

A. Appointed Positions. Any person appointed to a position by the Class President may be removed from that position by the Class President or by petition of one third of the class members. Such removal only applies to positions created by the Class President for specific, temporary purposes.

B. Elected Positions – Removal. Any elected officer may be removed by petition of one-half of the class members. Officers may also be removed by an Associate Dean for Student Services when a student receives a grade or narrative evaluation that is less than satisfactory, the student is placed on disciplinary probation, or violates the Honor Code.

1. Any officer removed as outlined above may appeal the decision to the Dean or his/her designee.

2. Any officer not being promoted with his or her class is automatically removed from office.

C. Succession and Vacancy

1. If the Office of the President becomes vacant, the Vice-President shall take that office.

2. If the Office of the Vice-President becomes vacant, the class will elect a new candidate meeting all the criteria as soon as can be arranged by the Class President.

3. If any other elected office becomes vacant, it shall be filled by appointment by the Class President, and the appointed official shall enjoy the rights of a duly elected official for the remainder of the term of office.

Article V: Effectiveness and Amendments

A. This document shall become effective upon acceptance and ratification of a ¾ majority of all currently serving Class Officers casting a ballot, and approval by the Associate Dean for Student Services.

B. Amendments may be proposed by petition signed by 10% of the student body, the Associate Dean for Student Services, or the Committee of Presidents. Amendments to this document require the approval of three fourths of all Class Officers and approval by the Associate Dean for Student Services.

C. The Committee of the Whole shall meet to review this charter at least once every two years, and make recommendations for amendments as necessary.

Adopted: May 4, 2000

Revised: April 8, 2003; Revisions Adopted: April 18, 2003