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Bylaws

Overview

The Data Science Graduate Students Association (DaSSA) is a student-run organization for graduate students enrolled in the Data Science Department and affiliated departments/institutes at ¾«Æ·SMÔÚÏßӰƬ. DaSSA aims to foster a sense of community amongst graduate students by organizing social events and acting as a central forum of representation for graduate students. The association represents graduate students' interests to the department and the broader university administration. DaSSA also provides support and information to graduate students throughout their program of study.

Membership

All members are encouraged to join the to stay updated on new and upcoming events!

• Every degree-seeking graduate student in the Residential or the Online MSDS Program is automatically considered a member of the association.
• Every degree-seeking student in ¾«Æ·SMÔÚÏßӰƬ working with the MSDS Department in also considered a member of the association.
• Those who don't meet these criterias may become members on a case-by-case basis by arrangement with the Vice-Chair / Chair.

Responsibilities

The DaSSA has the following main responsibilities.

Social

• Building a vibrant Data Science Community by fostering connections and collaborations among students.
• Promoting events in coordination with the department leadership to facilitate learning and networking opportunities for students.
• Organizing various events, such as workshops, guest lectures, and social gatherings, to create a sense of belonging among students and enhance their academic and social experience.
• Assisting data science students in their professional growth by providing resources, mentorship, and guidance on job search strategies, resume building, and interviewing skills.
• Helping during the onboarding of new incoming students to ensure a smooth transition and integration into the program.
• Ensuring that inclusion and diversity are maintained for every student by actively promoting an inclusive culture and engaging in initiatives that support underrepresented groups in the field of data science.

Personnel

Executive Committee

The DaSSA has a eight person executive board: Chair, Vice-Chair, Co-Chair, Treasurer, Professional Development Chairs, Inclusion & Diversity Chair, Marketing Chairs. The responsibilities of these members are outlined below.

1. Chair (Manage both Residential and Online Programs)

   
   The chair will always be elected from the Residential Program as per the ¾«Æ·SMÔÚÏßӰƬ Student Organization Laws. 

   • Leadership: The chair should provide leadership to the organization and be the primary point of contact for all members.
   • Strategic: The chair should develop and implement a strategic plan for the organization that aligns with the mission and goals of the association.
   • Meetings: The chair should preside over all the meetings of the association and ensure that meetings are conducted efficiently and effectively.
   • Finances: The chair should work with the Treasurer to develop and manage the budget of the association and ensure that all financial transactions are conducted in accordance with the association's bylaws.
   • Communication: The chair should serve as the primary spokesperson for the association and ensure that all members are informed about upcoming events and activities.
   • Program Management: The chair should work with the program committee to develop and implement programs and events that align with the mission and the goals of the association.
   • Partnerships: The chair should develop and maintain relationships with relevant organizations and individuals to enhances the association's profile and support its mission.
   • Conflict Resolution: The chair should work with the executive board to resolve any conflicts that may arise within the association.
   • Elections: Coordinate and conduct the election process for new Residential and Online Executive Board members, ensuring that the process is fair, transparent, and in accordance with the association's bylaws, with the goal of completing the process as per the deadlines mentioned below in "Elections" section. 
     
2. Vice-Chair (Work alongside online program's Co-Chair)

   
   The Vice-Chair will always be elected from the Residential Program as per the ¾«Æ·SMÔÚÏßӰƬ Student Organization Laws.
    

   • Support the Chair: The vice chair should work closely with the chair of the association to ensure that the association is functioning smoothly. The Vice Chair should assist the Chair in any way necessary, including taking over the Chair's duties when they are unavailable.
   • Plan and organize events: The Vice Chair could be responsible for planning and organizing events such as guest speaker talks, workshops, networking events, and social events for members of the association.
   • Documentation: The vice chair should manage and maintain organizational documents, including taking minutes of meetings and ensuring they are stored and distributed appropriately.
   • Manage email communication: Regularly send out email communications to members and student body regarding upcoming events, association news, and other relevant information.
   • Represent the association: The Vice-Chair should represent the association at events and meetings, both within and outside of the university.
   • Mentor new members: The Vice-Chair could be responsible for mentoring new members of the association, helping them to get involved and become active members of the community.
     
3. Treasurer (Manage both Residential and Online Programs)

   
   The Treasurer will always be elected from the Residential Program as per the ¾«Æ·SMÔÚÏßӰƬ Student Organization Laws.
    

   • ​â¶Ä‹Budget management: The Treasurer is responsible for creating and managing the budget for the association. This includes tracking income and expenses, making financial projections, and ensuring that the association operates within its budget.
   • Financial reporting: The Treasurer should provide regular financial reports to the association's members, outlining the association's financial status, including revenue, expenses, and any outstanding debts.
   • Fundraising: The Treasurer should work with the Chair and Vice Chair to develop fundraising initiatives, such as soliciting sponsorships, applying for grants, and organizing fundraising events.
   • Manage reimbursements: The Treasurer is responsible for processing reimbursements for expenses incurred by members of the association, ensuring that all expenses are within budget and in compliance with university policies.
   • Maintain financial records: The Treasurer is responsible for maintaining accurate and up-to-date financial records for the association, including invoices, receipts, and bank statements.
   • Participate in executive committee meetings: The Treasurer should attend all executive committee meetings and provide updates on the association's financial status.
   • Collaborate with the advisor: The Treasurer should work closely with the association's faculty advisor to ensure that all financial practices comply with university policies and regulations.
   • Provide financial advice: The Treasurer should provide financial advice to the executive committee and members of the association, helping to ensure that all decisions are financially responsible and within budget.
     
4. Co-Chair (Work alongside with Residential Program's Vice Chair)

   
   The Co-Chair will always be elected from the Online Data Science Program.
    

   • Assist the Chair and Vice-Chair: The Co-Chair should work closely with the Chair and Vice-Chair to ensure that the association is functioning smoothly. The Co-Chair should assist in any way necessary, including taking over the Chair's or Vice-Chair's duties when they are unavailable.
   • Coordinate with online program members: The Co-Chair should coordinate with members from the online data science program to ensure that they are engaged and involved in the association's activities. This could include organizing online events or finding ways to include online program members in the association's on-campus events.
   • Plan and organize events: The Co-Chair could be responsible for planning and organizing events such as guest speaker talks, workshops, networking events, and social events for members of the association.
   • Represent the association: The Co-Chair should represent the association at events and meetings, both within and outside of the university.
   • Mentor new members: The Co-Chair could be responsible for mentoring new members of the association, helping them to get involved and become active members of the community.
     
5. Professional Development Chairs:

   
   There are two Professional Development Chairs, one elected from the Residential program and one elected from the Online Program. The following responsibilites will be shared by both the professional development chairs.

   • Organize professional development events: The Professional Development Chairs are responsible for planning and organizing events that enhance the professional development of the association's members. This could include workshops, seminars, panels, and other similar events.
   • Collaborate with guest speakers: The Professional Development Chairs should work closely with guest speakers, either individually or through organizations, to invite them to the association's events and coordinate their visits.
   • Coordinate with other student groups: The Professional Development Chairs should collaborate with other student groups on campus to organize joint professional development events or promote the association's events to a wider audience.
   • Connect members with industry professionals: The Professional Development Chairs should help connect members of the association with industry professionals and alumni by organizing networking events, facilitating informational interviews, or providing access to professional resources.
   • Provide career guidance: The Professional Development Chairs should provide career guidance to members of the association, offering advice on job search strategies, resume and cover letter writing, interview preparation, and career planning.
   • Promote internship and job opportunities: The Professional Development Chairs should seek out and promote internship and job opportunities to members of the association, either through partnerships with industry organizations or by sharing relevant job postings.
   • Conduct surveys and assessments: The Professional Development Chairs should conduct surveys and assessments to gauge the professional development needs and interests of the association's members, using this information to tailor events and initiatives accordingly.
     
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6. Inclusion and Diversity Chair:

   
   The Inclusion and Diversity Chair will be elected from the Online Program.

   • Accountability for Community Inclusivity: Develop metrics to track and evaluate the progress of the association's actions towards community inclusivity goals and report to the Executive Board regularly as the Inclusion and Diversity Chair.
   • Plan and organize events: The Inclusion and Diversity Chair could be responsible for planning and organizing events that promote diversity and inclusion, such as guest speaker talks, cultural events, and social events that celebrate diversity.
   • Collaborate with other organizations: The Inclusion and Diversity Chair should collaborate with other organizations, both within and outside of the university, to promote diversity and inclusion.
   • Serve as a resource for members: The Inclusion and Diversity Chair should serve as a resource for members of the association who have questions or concerns about diversity and inclusion.
   • Develop and implement diversity and inclusion initiatives: The Inclusion and Diversity Chair should develop and implement initiatives to promote diversity and inclusion within the association, such as hosting educational sessions, and workshops.
   • Ensure inclusion and diversity in all association activities: The Inclusion and Diversity Chair should work with the association's leaders and members to ensure that all events and activities are designed to be inclusive and diverse.
7. Marketing Chair

   
   The Marketing Chair will be elected from the Residential Program.

   • Manage social media accounts: Manage the association's social media accounts, including creating content and scheduling posts to increase engagement and reach.
   • Develop a brand identity and guidelines:Work with the Executive Board to develop a brand identity and guidelines for the association to ensure consistency in all marketing efforts.
   • Conduct surveys and collect feedback: Conduct surveys and collect feedback from members to improve the association's marketing strategies and ensure that they are meeting the needs and expectations of the target audience.
   • Design and maintain the association's website: Design and maintain the association's website, ensuring that it is up to date, user-friendly, and visually appealing.
   • Collaborate with other student groups and organizations: Collaborate with other student groups and organizations on campus to promote the association's events and initiatives to a wider audience.
   • Create and distribute promotional materials: Create and distribute promotional materials, such as flyers, posters, and newsletters, to advertise the association's events and activities.
   • Develop and execute a marketing plan: Develop and execute a marketing plan to promote the association's activities, events, and initiatives to students, faculty, and the broader community. 

Elections

All residential executive board positions shall automatically dissolve at the end of the spring semester, and the newly elected Chair, Treasurer, and Professional Development Chairs shall assume their duties at the beginning of the Summer semester, with the current board members responsible for electing their successors before the aforementioned deadlines.

The following members of the Residential Executive Board should be elected no later than the last day of the classes in the Spring Semester:

• Chair
• Treasurer
• Professional Develpment Chair

It shall be the responsibility of the newly elected Chair, Treasurer, and Professional Development Chairs to organize and conduct elections for the positions of Vice Chair and Marketing Chair from the incoming cohort of students, and to complete the process no later than the deadlines specified below

The following members of the Residential Executive Board should be elected no later than the first 3 weeks of the class of the Fall Semester:

• Vice-Chair
• Marketing Chair

All online executive board positions shall dissolve at the end of the Spring 2 session, with the newly elected online co-Chair, online Professional Development Chair, and inclusion and diversity Chair assuming their roles at the start of the Summer session, and the current online board members shall be responsible for electing their successors by cordinating with the current chair before the specified deadlines.

The following members of the Online Executive Board should be elected no later than the last day of classes of the Spring 2 Session:
Refer the Calendar for the Online MSDS Program.

• Co-Chair
• Professional Development Chair
• Inclusion & Diversity Chair

Board Member Criterias

Residential Board Member Criterias:

• In good academic standing.
• Should be able to make a genuine committment of atleast 5 hours per week.
• Enthusiastic representatives of the program.
• Committed to helping students of the program.
• Ability to work in a team environment.
• Must be a current first-year student and on track to become a second-year student to be eligible for these positions:
  • Chair
  • Treasurer
  • Professional Develpment Chair
• Must be a new first-year student and in their first semester in the residential program to be eligible for these positions:
  • Vice-Chair
  • Marketing Chair
• All the DaSSA Officers must be active Graduate Students. In case of any graduate student who is holding an officer position being graduated in between the academic year, that position can be open for re-election.

Online Board Member Criterias:

• Must be a degree-seeking and be admitted in the MSDS Program.
• Be in good academic standing.
• Should be able to make a genuine committment of atleast 5 hours per week.
• Enthusiastic representatives of the program.
• Committed to helping students of the program.
• Ability to work in a team environment.
• Shall not be graduating in less than a year at the time of the elections.

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• Meeting Frequency: The DaSSA shall hold regular, weekly meetings during the fall and spring semesters. All board members are welcome to attend.
• Meeting Details: The Chair shall distribute a meeting agenda to members at least 24 hours prior to the meeting.
• Meeting Attendance: Executive committee members and elected representatives are expected to attend all meetings.
• Social Events: It is expected that at least two social events shall be held each semester, with events being diverse in nature.
• Charter Amendments: Changes to the charter may be proposed by the executive committee at any time. The deliberation period for any proposed change is two weeks. If any dissenting opinion is expressed by DaSSA members within the deliberation period, the Chair will call for a vote in the next meeting. If no dissenting opinion is expressed or a majority of participants vote to adopt the change, the Chair will incorporate it.
• Annual Charter Review: The DaSSA will review this charter during the first meeting of the spring semester to ensure that it is up-to-date and relevant to the organization's objectives.
• Committee Formation: The DaSSA will form committees to manage specific tasks or initiatives, such as event planning or outreach efforts. Committee members will be selected by the executive committee.
• Committee Meetings: Committees shall hold regular meetings to discuss progress and plan future activities. Committee chairs shall report on committee activities during regular DaSSA meetings.
• Budget Approval: All proposed expenditures must be approved by the executive committee before funds can be allocated. A budget report shall be presented at each DaSSA meeting to keep members informed of financial matters.
• Elections: The DaSSA shall hold annual elections to select executive committee members and other elected representatives. Elections will take place during the last meeting of the spring semester.
• Officer Responsibilities: Each officer shall have clearly defined responsibilities that align with the objectives of the organization. The responsibilities shall be clearly communicated to all members.
• Membership Requirements: To be a member of the DaSSA, individuals must meet the criteria listed in the "Membership" section above. Membership shall be open to all eligible individuals regardless of race, ethnicity, gender, sexual orientation, or any other characteristic protected by law.