Introduction
The Student Council of Ponce Health Sciences University (PHSU) shall serve as representation of the student community. They help to share the ideas, interests and concerns of the students with the PHSU administration. In addition, they collaborate to promote and maintain institutional order.
PHSU Student Council
PHSU Student Council will be composed of President, Vice-President, Treasurers (2), Secretary, Sub- Secretary, Public Relations (2), and Class Representatives (Presidents of Class Directives).
Article I: Name and Purpose
Section One: Name
This organization is called Student Council of Ponce Health Sciences University.
Section Two: Purpose
The Student Council is the official representative of the student community; and the official forum for discussion and analyze the student’s needs. The purpose of the Student Council shall be:
- Promote harmony among students, faculty, and the administration.
- Encourage student awareness of issues and policies pertinent to the Ponce Health Sciences University.
- Designate students who will represent the student community in committees and organizations, as established by institutional rules.
- Perform any other compatible functions with their nature delegated by the university authorities.
- Provide support and follow up to student’s organizations, associations or interest groups.
- Seek out and retain funds it deems necessary.
- Manage and distribute Student Council funds that contributes to the education and awareness of all PHSU students.
Article II: Membership and Structrure
Section One: Eligibility
The following are the requirements to hold positions in the Student Council:
- Enrolled student in good standing at the moment of candidacy.
- Bilingual
- Cannot be a graduation candidate for December of the same year of the election for position.
- For the President and Vice-President positions, the candidate must be at second-year or over, and have experience in leadership positions. Graduated MSMS students entering to the MD program will be consider as second year students.
- The Student Council President cannot be president of another student organization at PHSU.
Section Two: Composition
The Student Council of Ponce Health Sciences University will be composed of President, Vice- President, Treasurers (2), Secretary, Sub-Secretary, Public Relations Officers (2), , Presidents of class and organizations.
The Student Council will have an ex-officio mentor for guidance designated by Vice President of Student Affairs.
Section Three: Organizational Structure
Section Four: Students Organizations
Students Organizations and Interest Groups shall be officially recognized by Student Council of Ponce Health Sciences University. To be a legitimately recognized, the group will submit a written document with their mission, proposal for events during the first year, and a list of students interested to being part of the group to the Student Council President and a copy to the Vice President of Student Affairs.
Article III: Nominations and Campaign
Section One:
The nominations will start on August every year. Nominations will be made in writing to the Vice President of Student Affairs. Nominations will be done in platforms with the following requirements: must contain representatives from each school (Public Health, Medicine, Nursing and Behavioral & Brain Sciences) and must contain at least one representative from San Juan Learning Center.
Section Two:
After nominations are closed. The campaign period will be at least two weeks. At the end the period the elections will be celebrated.
Section Three:
The candidates must submit for their campaign a written statement along with a photo at the beginning of the Academic Year.
Section Four:
The candidates are responsible for all the campaign materials. All campaign materials must be approved by the Student Affairs Office. All printed materials must be removed within twenty- four (24) hours of the completion of the election process.
Article IV: Elections
Section One:
The Election Period will take place the last day of the designated campaign period. The election process will be supervised by the Executive Director of Students Affairs. A transition period will be determined to allow the new members to receive information from the old members.
Audits can be performed during this period.
Section Two:
All students currently enrolled in Ponce Health Sciences University will have the right to vote for the platforms competing in the elections.
Section Three:
For the Election to be valid, the decision must be based on 50% + 1 of the votes.
Section Four:
The presidents of each class and each student group or organization will be ex-officio members of the student council.
Section Five:
The format for the elections is an electronic platform.
Section Six:
The student community must be notified at least two times; when the election starts and again prior to election closing.
Article V: Term
Section One:
The Student Council of Ponce Health Sciences University are elected for a term of one natural year (October to September). The members of the Student Council may be reelected for a second term, but may not be part of the Student Council for more than two consecutive years. However, the presidents of classes can serve in their position until they graduate.
Article VI: Duties and Responsibilities
President
- Convene and chair the meetings of the Student Council.
- Enforce the practices and procedures outlined in the Student Council bylaws.
- Foster an atmosphere within Student Council where all interests of the student body are being heard.
- Act as a liaison between the students and the Student Affairs Office.
- Prepare a work plan and submit it to the consideration of the Executive Director of
- Students Affairs at the beginning of term no later than October 31 of the current year.
- Represent the Student Council in all institutional acts.
- Present a semester report to the Vice President of Student Affairs of the activities carried out by the Council on April 15, and October 15 (every six months).
- Other duties as assigned by the Vice President of Student Affairs.
Vice-President
- Developing the strategy plan for committees and group works.
- Help the President in fulfilling his duties.
- Fulfill the duties of the President in their absence.
Secretary
- Send the announcement for the meetings to all the members of the Student Council and other persons invited.
- Record the attendance of Student Council members, write the minutes and prepare reports as needed by to the Student Council after each meeting.
- Prepare reports as requested by the Student Affairs Office.
Treasurer/Sub-treasurer
- Record all financial transactions of the Student Council.
- Submit to the President of the Council the estimated cost of the activities proposed in the work plan.
- Prepare periodic expense reports and Finance Status reports for the organism.
- Submit to the Vice President of Student Affairs a treasury report every six months.
Public Relations Officer
- Promote the best relations between the Council and the other academic and student bodies and the university community.
- Collaborate in the disclosure of information deemed convenient, necessary or mandatory for the different publics.
- Promote the collaboration among the Student Council and other student organizations and interest groups.
- Document the important events for the Student Council.
- Produce photographs of the activities and a newsletter.
Class and Organization Presidents or Designees
- Represent the different classes and academic programs in the Student Council meetings.
- Identify needs and concerns of their departments and present to the Student Council for recommendation and corresponding action.
- Provide students in their department’s information about activities and agreements of the Student Council related to the student community.
Article VII: Meetings
Section One:
The Student Council shall meet at least two times per semester with the Vice President of Student Affairs.
Section Two:
Student Council members must hold monthly meetings and prepare minutes of all their meetings.
All meetings must be documented.
Section Three:
All members of Student Council shall make every effort to attend the monthly meetings, if unable to attend in person, must coordinate to attend virtually. Fifty percent (50%) of the members must be present to constitute a quorum.
Section Four:
Monthly meetings are compulsory for all members of the Student Council. If the member is absent three (3) consecutive times without a justified excused, it will be sufficient reason for the dismissal of his / her position.
Article VIII: Dismissal
Section One:
Members of the Student Council who fail to fulfill their responsibilities or have excessive absences (three absences without valid reasons) are subjected to dismissal from Student Council. Members must maintain a good standing status. Members that do not comply with these regulations may be subjected to dismissal from the Student Council.
Section Two:
The President must contact the member to request a meeting to discuss their lack of participation and if they wish to continue with the Student Council. If the member does not respond, they will receive a written warning and lose their membership.
Article IX: Resignation
Section One:
Any member of the Student Council may resign to his/her position through written communication addressed to the President of the Council. If the resignation is from the President, the communication should be addressed to the Vice President of Student Affairs.
Article X: Vacancy
Section One:
To fill any vacancy that arises in the positions of Vice-President, Secretary and Treasurer, the President of the Student Council may appoint, from among the members of the Council and with the approval of the latter, the student appointed will cover the position. The new incumbent will hold the position for the time subtract to expire the term for which the previous was appointed.
Section Two:
If the position of the President becomes vacant, the position shall be filled by the Vice- President. If the members of the Council disagree, a voting will be call among them to determine who will cover the position, winning the one with the majority of votes. If necessary, a special election will be held.
Article XI: Ratification
Section One:
This Constitution and By-Laws must be approve by Executive Director of Students Affairs. A Ratification of the content will be part of the Students Council’s responsibility every year.
Students Organizations and Interest Groups
Students Organizations and Interest Groups shall be officially recognized by Student Council of Ponce Health Sciences University. To be a legitimately recognized, the group will submit a written document with their mission, proposal for events during the first year, and a list of students interested to being part of the group to the Student Council President and a copy to the Vice President of Student Affairs. New Organizations or Interest Groups applications will be received only from August-October every academic year.
Article I: Definitions
Section One:
Students Organizations encourage personal and professional development of its members by strengthening their ability to interact with their peers in various scenarios. It also allows them to feed on enriching experiences that will contribute to their exhibition within the educational and work environment.
Section Two:
Interest Groups allow students to create programs and activities to further their common interests about professional specialties. They share the same interests and values. The group are established to support, teach, and learn from one another through their individual mission statements and goals.
Article II: Objectives
Section One:
- Encourage student awareness of issues and policies pertinent to a specific academic, scientific, community or professional interest.
- Coordinate activities to benefit the students and the community we serve.
- Provide leadership development workshops.
- Perform any other compatible functions with their nature delegated by the university authorities.
- Must comply with the following to stay active and accredited by Student Affairs and the Student Council.
- Submit registration form every Academic Year on the established dates.
- Participate in the Student Expo.
- Maintain at least 15 active members (including the members of the directive).
Article III: Membership and Structure
Section One:
Membership in the organization shall be open to those regularly-enrolled at the Ponce Health Sciences University.
Section Two:
All Student Organization and Interest Groups must have at least 15 members. Those students who graduate in December but still wish to belong to the association for the rest of the academic year may participate in the activities of the organization but will not be recognized from the administrative as members.
These groups will be supported and oversee by the Student Council of Ponce Health Sciences University and the Student Affairs Office.
Section Three:
Eligibility for membership or appointed or elected student officer positions may not be limited on the basis of race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability. The organization shall have no rules or policies that discriminate on the basis of race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability.
Section Four:
If deems necessary, the groups can establish a membership fee to cover the related activities.
Article IV: Officers
Section One:
The officers of the Student Organizations and Interest Groups shall be:
- President
- Vice President
- Treasurer/ Sub-treasurer
- Secretary
- Public Relations Officer (2)
- Student Mentor (optional, must be 4th year student)
- Faculty Mentor
Section Two:
The students who aspire to an officer position must be in good standing and regularly enrolled at Ponce Health Sciences University.
Article V: Duties of Officers
- The President shall serve as the chief executive officer of the organization, shall preside at all meetings of the organization and shall prepare the agenda for meetings. The President shall appoint all committees and committee chairs.
- The Vice President shall preside at organization meetings in the absence of the President. The Vice President shall perform all legal duties assigned by the President. The Vice President shall assume the office of President if there is a vacancy, and developing the strategy plan for committees and group works.
- The Treasurer and Sub-treasurer shall handle all financial affairs and budgeting ofthe organization, maintain all necessary accounting records, and prepare financial reports for the membership. The Treasurer shall collect all dues and revenue and submit it to the Vice President of Student Affairs.
- The Secretary shall take minutes at all meetings of the organization, keep these on file, and submit copies to organization members upon request. The Secretary shall be responsible for all organization correspondence and shall keep copies on file. The Secretary shall maintain membership records for the organization.
- The Public Relations Officer will collaborate in the disclosure of information deemed convenient, necessary or mandatory for the different publics. Also, document the important events for the Student Organization/Interest Group and produce photographs of the activities and a journal.
- Faculty Mentor, Student Mentor will provide guidance, direction and support.
Article VI: Responsibilities
Section One:
- At least one community impact activity per semester
- Must have a Mentor approved by Student Affairs
- At least one documented meeting per semester with 50% +1 member attendance.
- At least a monthly documented directive meeting (physically present or online)
- Must submit an annual report including the following:
- Activities evidence
- Minutes
- Financial Report
Article VII: Elections
Section One:
Elections will hold near the end of spring semester and shall take place at a scheduled meeting of the organization at which a quorum (50% + 1) is present. At least one week’s notice shall be provided for any meeting at which an election is to be held.
Section Two:
Officers shall be elected by majority vote. If no candidate receives a majority vote, a runoff election shall be held between the two candidates receiving the highest number of votes. In the event of a tie, there shall be a revote. If the result of the revote is still a tie, the election shall be decided by the flip of a coin.
Section Three:
Votes shall be cast by secret ballot; however, when there is only one candidate for an office, a motion may be made to elect the candidate.
Article VIII: Period of Incumbency
Section One:
The incumbency period will be an Academic Year (August to May).
Article IX: University Advisor
Section One:
The organization or group must have an Advisor approved by Student Affairs
Section Two:
The Advisor shall fulfill the responsibilities specified by the Student Affairs Office. Advisors shall serve on an academic year basis or until their successor has been selected.
Article X: Meetings
Section One:
All members shall make every effort to attend to the meetings, if unable to attend in-person, must coordinate to attend virtually. Fifty percent (50%) of the members must be present for constitute a quorum.
Section Two:
The Secretary shall issue and send to all the members of the Committee the announcement to the meeting five (5) days in advance by email and/or phone call.
Section Three:
Meetings shall be scheduled during the academic year.
Article XI: Vacancy of Officer
Section One:
In case of resignation or removal of any officer, the board shall appoint an interim acting.
Section Two:
The President shall call for an election within fifthteen days after the resignation or dismissal of any officer. Section Three: Elections shall be conducted as stated in the bylaws.
Students Class Directives
Students Class Directives shall be officially recognized by the Student Affairs Office and the Student Council of Ponce Health Sciences University. To be legitimately recognized, the group will submit a written document with the composition of the Directive to the Vice President of Student Affairs. New Student Class Directives applications will be received only from August- October every academic year.
Article I: Definitions
Section One:
Students Class Directives encourage personal and professional development of its members by strengthening their ability to interact with their peers in various scenarios. It also allows them to feed on enriching experiences that will contribute to their exhibition within the educational and work environment.
Section Two:
Student Class Directives allow students to create programs and activities to further the common interests of the group.. The group is established to support, teach, and learn from one another through their share experiences.
Article II: Objectives
Section One:
- Encourage student awareness of issues and policies pertinent to a specific group and academic program.
- Communicate in an organize manner about the group needs and initiatives.
- Coordinate activities to benefit the students and the community we serve.
- Provide leadership development workshops.
- Perform any other compatible functions with their nature delegated by the university authorities.
- Must comply with the following to stay active and accredited by Student Affairs and the Student Council.
- Submit a confirmation of directive composition (registration form) every Academic Year on the established dates.
- Participate in student activities organize by the Student Council and other official groups.
Article III: Membership and Structure
Section One:
Membership in class directive shall be open to those regularly-enrolled at the Ponce Health Sciences University.
Section Two:
All Student Class Directive must have at least 7 members. If the number varies due to special circumstances is strongly recommended that the membership certified is an odd number.
These groups will be supported and oversee by the Student Council of Ponce Health Sciences University and the Student Affairs Officer
Section Three:
Eligibility for membership or appointed or elected student officer positions may not be limited on the basis of race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability. The group shall have no rules or policies that discriminate on the basis of race, religion, national origin, ethnicity, color, age, gender, marital status, citizenship, sexual orientation, or disability. All members of the directive must be in good standing to qualify for the position.
Section Four:
If deems necessary, the groups can establish a membership fee to cover the related activities.
Article IV: Officers
Section One:
The officers of the Student Organizations and Interest Groups shall be:
- President
- Vice President
- Treasurer/ Sub-treasurer
- Secretary
- Public Relations Officer/Historian (maximum of 2)
- Curriculum Representative
Section Two:
The students who aspire to an officer position must be in good standing and regularly enrolled at Ponce Health Sciences University. Students in academic probation or who become off cycles of the cohort are not eligible to aspire to or remain in board positions.
Article V: Duties of Officers
- The President shall serve as the chief executive officer of the organization, shall preside at all meetings of the organization and shall prepare the agenda for meetings. The President shall appoint all committees and committee chairs.
- The Vice President shall preside at organization meetings in the absence of the President. The Vice President shall perform all legal duties assigned by the President. The Vice President shall assume the office of President if there is a vacancy, and developing the strategy plan for committees and group works.
- The Treasurer and Sub-treasurer shall handle all financial affairs and budgeting of the organization, maintain all necessary accounting records, and prepare financial reports for the membership. The Treasurer shall collect all dues and revenue and submit it to the Vice President of Student Affairs.
- The Secretary shall take minutes at all meetings of the organization, keep these on file, and submit copies to organization members upon request. The Secretary shall be responsible for all organization correspondence and shall: ▪ keep copies on file. The Secretary shall maintain membership records for the organization.
- The Public Relations Officer will collaborate in the disclosure of information deemed convenient, necessary or mandatory for the different publics. Also, document the important events for the Student Organization/Interest Group and produce photographs of the activities and a journal.
- Curriculum Representative will represent the group in the Curriculum Committee presided by the Academic Affairs Dean to provide input about the curriculum experiences, recommendations and feedback.
Article VI: Responsibilities
Section One:
- At least one community impact activity per semester
- At least one documented meeting per semester with 50% +1 member attendance.
- At least a monthly documented directive meeting (physically present or online)
- Must submit an annual report including the following:
- Activities evidence
- Minutes
- Financial Report
Article VII: Elections
Section One:
Elections for new entrance groups will be hold no later than mid-October (Fall Semester) and shall take place at a scheduled meeting of the class at which a quorum (50% + 1) is present. At least one week’s notice shall be provided for any meeting at which an election is to be held. All election events must be supervised by Student Affairs representatives, such as counselors or other designees.
Section Two:
Officers shall be elected by majority vote. If no candidate receives a majority vote, a runoff election shall be held between the two candidates receiving the highest number of votes. In the event of a tie, there shall be a revote. If the result of the revote is still a tie, the election shall be decided by the flip of a coin.
Section Three:
Votes shall be cast by secret ballot; however, when there is only one candidate for an office, a motion may be made to elect the candidate.
Article VIII: Period of Incumbency
Section One:
The incumbency period will be an Academic Year. A ratification of the directive can be held at the end of that period to extend the incumbency period or select other representatives to cover the positions.
Article IX: Meetings
Section One:
All members shall make every effort to attend to the meetings, if unable to attend in person, must coordinate to attend virtually. Fifty percent (50%) of the members must be present for constitute a quorum.
Section Two:
The Secretary shall issue and send to all the members of the Committee the announcement to the meeting five (5) days in advance by email and/or phone call.
Section Three:
Meetings shall be scheduled during the academic year.
Article X: Vacancy of Officer
Section One:
In case of resignation or removal of any officer, the board shall appoint an interim acting.
Section Two:
The President shall call for an election within fifth teen days after the resignation or dismissal of any officer.
Section Three:
Elections shall be conducted as stated in the bylaws.
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