Minutes from Previous Years - William and Mary's Graduate Student Association for Arts and Sciences!

The main goal of the GSA this year is to build bridges and continue organizing the GSA. We will continue working with the other graduate schools (VIMS, law, business, education) on a social and collegiate level. We will also engage the undergraduates and increase awareness of A&S grads on campus through the Graduate Research Symposium, grad-undergrad networking day, and social outreach with the community.

• C.O.G.S. Meetings

Committee of Graduate Studies Meetings – faculty of all A&S departments and Kevin meet biweekly. The faculty feels strongly about the ongoing college planning process and the importance of graduate programs at W&M.

• Graduate Council

Kevin and Karl meet with representatives from all of the grad schools on a weekly basis. These meetings are open to public and anyone can attend.

The Graduate council represents each of the graduate schools at the college (Business, VIMS, Law, Education and Arts and Sciences). They are dedicated to issues involving graduate students as a whole at William and Mary. Upcomming projects for the year include the Undergrad/Grad networking day and the Grad Bash.

Kevin’s job is to represent GSA – feel free to contact him.

2. Julia K. (VP)

• Portfolio Project

Project with the Dean with a link from the Dean’s webpage of a comprehensive list of all the accomplishments of A&S graduate students, including publications, fellowships, internships, jobs, grants, etc. The accomplishments will be listed by department for prospective employers, graduate students, alumni, and funders to access. This project will be a group effort from the GSA, and department representatives need to report information about their department’s accomplishments to Julia.

• Community Outreach

We want to get the graduate community together to volunteer for involvement with a charity on campus or in the community.

3. Christian W. (Treasurer)

Christian itemized the budget for the 2009-2010 year, which includes dedicated funding for networking day, the fall party w/ law school, the GRS, and colloquium. Remember that you can be reimbursed for colloquium food and drinks (non-alcoholic). The reimbursement form is not online, but copies of it can be picked up from room 208 in the Campus Center. To be reimbursed, keep itemized receipts, provide local mailing address (no CSU nor campus mailbox), and turn in receipts ASAP to Christian’s box in American Studies

4. Karl M. (SA Rep.)

Represents the 12 A&S graduate departments of the GSA to the student body

3 main objectives of GSA in senate

Finances – where most of our funding comes from

Undergrad outreach

Professional advancement

GSA has a seat on the Finance Committee, which is responsible for distributing funds to all of the groups on campus.

So far this school year, the SA has funded: undergrad networking day; free flu shots - 6000, gone w/in 4 hours; STI bill, 13,000, free STI testing from 10/07 till funding runs out

This year, the senator aims to reapportion more of the A&S grad student activity fees back to the grad community and update the SA financing code.

5. Diana S. (Secretary)

• Planning for Website

W&M is reformatting all of the websites, so we are working on reformatting our new website. Please let Diana know if you have anything you would like included on the website or if you would like to help with designing it.

6.Zak B. (Social Chair)

Zak plans social events for A&S grads. Please send ideas and your favorite places in Williamsburg!

7.Halloween Party (Law School)

The party on Halloween, Sat, Oct 31, and it is a fundraiser for paid internships for law student. Julia Bishop, a law student, is running it. Want to help planning? Let us know – planning starts next week!

8.Graduate Research Symposium (Help Needed)

John Skuza is the GRS chair. The GRS is important to show case grad work at W&M. We need people to help by room proctoring the weekend of the symposium and with the planning process through school year.

All the information about the GRS is on the website: (http://www.wm.edu/as/graduate/researchsymposium/about/index.php). Submit abstracts online by Dec 3.

Email John, Alex, or any committee members if you have questions.

9. Outgoing Requests for Department Reps

a) Preferred Contact information

b) Organize Department listserv

c) Organize Information for Grad Portfolio Project (send to Julia K.)

Volunteers are needed for the Grad/Undergrad networking day. We need folks to help plan the event via committee and to cover our table. The actual event will take place in the University/Sadler Center, Tidewater B from 11AM - 2PM on November 19. Volunteers are expected to talk with undergraduates about their experiences as graduate students. Please talk to your constituents -- we want to have a great showing at this event, and we need folks from as a diverse a number of programs as possible. Please ask volunteers to contact me directly.
Please send me a picture of yourself for our website. These will be displayed in the "officers and representatives" section. .jpeg is preferred, and you need to be visible, as they will appear small on the webpage. Please send them to be by the end of the week.
The proposed run for this weekend is canceled. At our next meeting, we will discuss the possibility of having/participating in a new event. The aim will be to sponsor a charity. Contact Christian (cawilbers@wm.edu) if you are interested in planning this event.
Get the word out: Green Leaf mug night next Tuesday! This will start at 8:00PM, followed by karaoke at 9:00PM. Zach knows the details (zsbrown@wm.edu).
Please send me the name and contact information of the president of your department's student orginization (ie., HGSA, PGSA, etc.).
We are still looking for volunteers to help with our website. Contact Diana (dlsoteropoulos@wm.edu) if this interests you. Tribe Voices is very easy to work with, so we are looking for creative people -- no technical skill required.

Meeting One (Fall 2010)

September 1, 2010 – 6:00 PM James Room, Sadler Center

Meeting Notes

a) Call to Order, Welcoming Remarks, Introductions

Fall meeting dates and locations

b) Items for Discussion

1. Ashley Heilprin (President)

• Overview of GSA goals for year

• Honor Council Associate Chief Justice

The Chief Justice and Associate Chief Justices of the Honor Council were present in order to explain the duties of the Honor Council as well as the responsibilities of every graduate student to adhere to the Honor Code. Committed to working together with the GSA. Sought new members for the Honor Council. If interested, please contact Chief Justice Michaele Smith (mmsmith@email.wm.edu)

2. Paul Musselwhite (VP)

• Portfolio Project

Continue last year’s project with the Dean with a link from the Dean’s webpage of a comprehensive list of all the accomplishments of A&S graduate students, including publications, fellowships, internships, jobs, grants, etc. The accomplishments will be listed by department for prospective employers, graduate students, alumni, and funders to access. This project will be a group effort from the GSA, and department representatives need to report information about their department’s accomplishments to Paul.

3. Katie Bennett (Treasurer)

Katie itemized the budget for the 2009-2010 year, which includes dedicated funding for networking day, the fall party, the GRS, and department colloquia. Remember that you can be reimbursed for colloquium food and drinks (non-alcoholic). There is an outdated reimbursement form available online, but please email Katie for accurate information. She can go over the procedure with you to make sure the process goes smoothly. To be reimbursed, keep itemized receipts, provide local mailing address (no CSU or campus mailbox), and turn in receipts ASAP to Katie’s mailbox in American Studies (must be within 30 days).

This year the GSA is dedicated to equal allocation and distribution of funds available for colloquia to all departments.

4. Shaun Richards (Secretary)

• Planning for Website

The GSA website is currently under construction, as we are attempting to merge at least two different sites into a single easily accessible and comprehensible site. Currently, there are outdated pages that cannot be removed or edited. We are working with the OGSR and IT to gain access to these pages. In the meantime, if you have any questions please feel free to contact me. And if you have any suggestions please give them to your department representative or one of the officers. A current contact list for all is now available.

• Graduate Research Symposium (Help Needed)

This year is the 10^th Annual GRS. The GRS is an important showcase for the graduate work done here at W&M. We need people to help by room proctoring the weekend of the symposium and with the planning process throughout the school year. The next GRA meeting Wednesday September 8 at 5:00 PM in the Stetson House. All are welcome!

All the information about the GRS is on the website: (http://www.wm.edu/as/graduate/researchsymposium/about/index.php). Please submit abstracts online by December 3 at midnight. The first call for abstracts will be going out in the next two weeks or so. Please email the Humanities Chair, Alexandra Meave Ellinwood-Jerome (aejerome@email.wm.edu), Shaun Richards, or Sarah Zimmet if interested andwe’ll be happy to tell you about joining the committee, volunteering for the event, or presenting your work.

5. Sarah Zimmet (Social Chair)

Sarah is working on a monthly happy hour schedule for the fall semester, a fall party at one of the local parks, and a baking contest/pot-luck event. Please email her with any suggestions.

6. Megan Ivory (SA Rep.)

The Student Assembly Representative represents the 12 A&S graduate departments of the GSA to the student body. This year, the senator aims to reapportion more of the A&S grad student activity fees back to the grad community and update the SA financing code.

Grad Bash will again this year be held at Lake Mataoka. More information forthcoming.

There is free STI testing available at the Student Health Center.

7. New Business (President)

· Constitutional Amendments

Amendments to Articles IV-A and IV-B passed regarding presidential appointments to the Honor Council and on the addition of vice presidential duties for the Graduate Portfolio Project; voting on Article VII was rescheduled for October meeting—Oct. 6, 6:00 PM. Please review and send comments and/or questions to Ashley at least 72 hours before then.

· Graduate/Undergraduate Networking Night

8. Announcements (President)

· College-Wide Committees

Meeting Two:

October 6, 2010 – 6:00 PM Tidewater B, Sadler Center

Meeting Notes

Call to Order & Welcoming Remarks

1. Sarah Zimmet (Social Chair’s Report)

· Review of first Happy Hour.

· Proposed sites for next Happy Hour include the New Greene Leaf and Corner Pocket

· Fall semester bake-off tentatively schedule for December 2, 2010 (site TBA: possible locations include reception area in Swem Library’s basement). Discussion of combining bake-off with holiday food drive/bake sale for charity, and how to charge “admission” for non-entrants or donators.

2. Paul Musselwhite (Vice President)

• Update on Graduate Portfolio Project. Emails went out last week to department reps encouraging department participation.

3. Katie Bennett (Treasurer)

· Budget review for 2010-11 finds that roughly 19% of the GSA budget allocated for departmental colloquia ($2000 for the school year) has been used, and that all funds used thus far has been used by two departments. President Heilprin and Treasurer Bennett reminded reps of alternative sources for reimbursement. Because this is an historical anomaly, floor was opened for discussion on possibilities to ensure equal allocation for each dept., without punishing depts. who hold colloquia, including application process, “soft” cap, etc. Vote to require department to submit proposed schedule of events for Spring semester by December 1 passed.

4. Shaun Richards (Secretary)

· Website still under construction. Secretary Richards is working with the OGSR to combine new and old GSA websites. The contact information of all officers and representatives is posted, as has the application materials and deadline dates for travel funds and research grants for the fall semester.

Ashley Heilprin (President)

5. Megan Ivory (Senate Rep).

· There is free STI testing available at the Student Health Center. Also, free flu vaccines are available for the first 400 visitors.

· There is an airport shuttle to the local airports provided at no charge for fall break (emails went out last week)

· The Student Assembly is planning on booking a “major” band for this year’s Charter Day.

· An electronic newsletter will begin being sent out this week.

6. Ashley Heilprin (President)

· Voting on constitutional Amendments postponed until November meeting

· Graduate/Undergraduate and Undergraduate Networking Nights are looking for volunteers. If interested, please contact President Heilprin by email.

· President Heilprin met with Graduate Dean Sanderson regarding Student Health Center issues, including summer billing. Senate Rep. Ivory is also working with the Student Assembly on these issues. Please send concerns to either Pres. Heilprin or Rep. Ivory.

Meeting ended.