Case Western Reserve University School of Medicine

Committee of Student Representatives (CSR) Constitution

Revised March 2017

Mission Statement
The Committee of Student Representatives (CSR) is the student government of Case Western Reserve University School of Medicine. CSR strives to improve student life, facilitate student-faculty interaction, refine the curriculum, and foster professional and interprofessional development. We do this by funding student organizations, collecting and organizing student feedback, and hosting various community-building events throughout the year. We aim to serve the school as reliable, trustworthy, and conscientious liaisons between students, faculty, staff, and administration, and to represent the student body with integrity.

Preamble
A committee of student representatives shall be established which shall be a sovereign body consisting of representatives from the student body of the School of Medicine
  1. Representation
    1. Executive Board Positions
      1. General
        1. Executive board elections will be held in December
        2. Executive board members will be elected by students of all years in the University, Medical Scientist Training, and College Track Programs
      2. Individual Duties
        1. President:
          1. Maintains regular contact with administration, informing CSR of pertinent issues stemming from within the administration
          2. Serves as spokesperson for CSR and the student body
          3. Sends periodic CSR newsletters to all University, Medical Scientist Training, and College Track Programs students
          4. Serves as liaison with CCLCM student representatives
          5. Plans post-election retreat with the Vice-President
          6. Participates in Peer Handoff to inform incoming students of CSR with the Vice-President
          7. Serves as Class Officer during third and fourth year
        2. Vice-President:
          1. Oversees chairs of all committees and keeps track of registered student organizations
          2. Organizes the annual Student Organization Leaders’ Meeting
          3. Organizes the annual Activities Fair
          4. Runs all elections administered by CSR
          5. Writes agendas for Deans’ Council Meetings
          6. Conducts CSR meetings
          7. Plans post-election retreat with the President
          8. Participates in Peer Handoff to inform incoming students of CSR with the President
          9. Serves as Class Officer during third and fourth year
        3. Secretary
          1. Records and distributes minutes of CSR monthly meetings in a timely fashion
          2. Sends meeting minutes to CSR General Board and to the Tech Rep for regular posting on the CSR website
          3. Writes agendas for CSR monthly meetings
          4. Manages student events calendar on CSR website
          5. Organizes and maintains student organization registration
        4. Treasurer
          1. Maintains accurate, current, and complete financial records of CSR accounts
          2. Works with the student affairs office to submit reimbursement forms to CWRU accounting
          3. Approves and Records
            1. CSR Group Approval forms
            2. CSR Group Funding Forms
            3. CSR Individual Student Activity Funding in coordination with the Finance Administrator
          4. Distributes monetary allocations as approved by the CSR General Board
        5. SCME Chair (4), one for each class currently enrolled in the University Program
          1. Please see Article II, section c,i for more information
        6. Social Chairs (2)
          1. Coordinate all-school social events including End-of-Block parties,  Hippo Ball, Pre-Orientation Mixers, and any other programs designed by the chairs
          2. Collaborate with Class Officers from all four University Program classes and/or College Program Representatives to organize school-wide social events
        7. AAMC-OSR (Organization of Student Representatives) Primary Representatives
          1. Elected for a four-year (University Program) or five-year (College Program) term
          2. Serve as liaisons between CWRU SOM and American Association of Medical Colleges (AAMC), thus representing the student body on a national level, this includes bringing AAMC resources to the attention of various classes; bringing attention to issues at CWRU and conferring with our colleagues at other medical schools; conducting research on student body issues, and presenting research as appropriate at regional and national conferences.
          3. Candidates not elected will become Alternate Representatives, up to three. If there are open spots, the Primary Representative will choose up to three Alternate Representatives to be approved by the CSR General Board
          4. Organize the nomination process of a faculty member for the annual Arnold P. Gold Humanism in Medicine Award in May
          5. Primary Reps vote for, and are eligible to run for, national positions on the OSR Administrative Board at the AAMC’s Annual Meeting held in Washington DC in November
    2. General Board Positions
      1. General
        1. All students are eligible to be elected to general board positions
        2. General board elections will be held in September
        3. General board members will be elected by all students in September and serve on a joint first and second year board until January of following year
      2. Individual Descriptions
        1. Class Officers
          1. Number
            1. Two officers from each of the four University Program classes
            2. At least 2 from each of the first and second year classes of College Track Program, and optional additional representation from third, fourth, and fifth years
          2. Election
            1. First year: elected in September and assume position in October
            2. Second year: officers elected in the first year will maintain their positions until September of the following year.
            3. Third and fourth years: CSR President and Vice-President who served during their first and second year become class officers for their class in the third and fourth years
            4. In the event that the CSR President or Vice-President cannot fulfill their roles as class officers, then the Executive Board will appoint a class officer
          3. Duties
            1. Act as Graduate Professional Council representatives and attend Graduate Professional monthly meetings
            2. Represent class-specific concerns to CSR, including notifying the board about upcoming class-specific events
            3. Act as liaison for Case undergraduates to contact
            4. Assist Social Chairs with events pertaining to their class
            5. Organize Step 1 Board Review panels and talks from test-prep companies
        2. Alumni Board Student Representatives
          1. Number
            1. One representative from each of the four classes
          2. Election
            1. Elected in September from the first-year class for a 4-year term
          3. Role
            1. Serve as liaison to the Office of Alumni Affairs and sit as members of the Alumni Board of Trustees
            2. Organizes Alumni Weekend in the fall
        3. Diversity Affairs Representative
          1. Number
            1. Two representative from each of the first and second year classes
          2. Election
            1. First year: elected in September and serve until September of the following year.
            2. Represent Diversity Affairs for the CWRU SOM, provide a convergence point for diversity related ideas and activities, support such activities, and interface with the wider campus community
        4. Community Service Representatives
          1. Number
            1. One representative from the first year class
          2. Election
            1. First year: elected in September and assumed position immediately
          3. Role
            1. Keep track of and announce resources and opportunities for medical student community service
            2. Organize regular community service projects, such as bimonthly blood drives
        5. Technology Representative
          1. Number
            1. One representative from the first year class
          2. Election
            1. First year: elected in September and serve until transition in October of following year
          3. Role
            1. Maintains CSR website, including calendar, photos, and documents
            2. Uploads newsletters and update group leader info to the CSR website
            3. Uploads Meeting Minutes to the CSR website
            4. Works with Director of Center for Advancement of Medical Learning, Director of Administrative Computing, and SCME chair to coordinate technological aspects of class feedback, assessment, and curricular materials
            5. Addresses listserv issues as necessary
            6. Updates permissions for the CSR Webpage CSR Calendar and Group Leaders yearly and as needed
            7. Maintains control of the credentials to the registrar account with the other CSR members.
        6. SCME board (6) – one board of six for each class currently enrolled in the University Program
          1. Please see Article II, section c, ii for more information
  2. The Student Committee on Medical Education (SCME)
    1. Role
      1. Collects feedback from students
      2. Organizes and consolidates feedback with recommendations for top-priority issues in the following domains:
        1. Current Block material
        2. Structure (Block 7)
        3. Foundations of Clinical Medicine (Block 8)
        4. Years 3 and 4
      3. Attends CME meetings directed by SCME Chair
      4. Attends monthly meetings with Office of Curricular Affairs and Block leaders as directed by SCME Chair
      5. Organizes SCME conferences at least one time per academic year that include SCME representatives from each year currently enrolled in University Program
    2. Structure
      1. Each currently enrolled academic year of the University Program shall have an independently operating SCME board
      2. Each class shall elect its SCME chair and SCME representatives in September of the first year
      3. Each SCME board will be responsible for collecting feedback and representing the constituents’ needs/opinions in its current year of study
    3. Elected members of each SCME Board
      1. SCME Chair
        1. Numbers
          1. One SCME Chair shall lead the SCME board for his/her University Program class
        2. Election
          1. First year: elected in September for the duration of their time enrolled in the CWRU SOM
          2. A vacancy in this role shall be filled by a current SCME Representative who is elected by SCME Representatives of the same year.
        3. Duties of the SCME Chair
          1. Sends end-of-block reports to administrators
          2. Coordinates biweekly meetings with Office of Curricular Affairs and Block leaders to receive progress reports on student-generated feedback
          3. Oversees regular collection of student feedback
          4. Leads bi-weekly SCME meetings and organizes agendas
          5. Sits in on the Committee on Medical Education (CME) meetings
          6. Coordinates SCME representation to the Curriculum Monitoring Council (CMC)
          7. Sits on the Faculty Council
          8. Updates the “SCME Minutes” page on the CSR Webpage
      2. SCME Members
        1. Number
          1. Six representatives from each academic year of the University Program MD track and the first two years of the Medical Scientist Training Program
        2. Election
          1. First year: elected in September to serve on a joint first and second year board until January of the following year
          2. Vacancies shall be filled by appointment by the SCME Chair
        3. Role
          1. Collects feedback from students
          2. Organizes and consolidate feedback with recommendations for top-priority issues in the following domains:
            1. Current Block material
            2. Structure (Block 7)
            3. Foundations of Clinical Medicine (Block 8)
            4. Years 3 and 4
          3. Assists SCME Chair with compilation of end-of-block reports
          4. Attends meetings as directed by SCME Chair
  3. Elections
    1. In September, the following positions are available for:
      1. First year, two-year term
        1. Class Officers (2)
        2. SCME Chair (1, four-month term, re-elected with CSR Executive Board)
        3. SCME Representatives (6)
        4. Diversity Affairs Representative (2)
        5. Community Service Representative (1)
        6. Technology Representative (1)
      2. First year, four-year term
        1. Alumni Board Student Representatives (1)
      3. First year, College Program, one-year term
        1. Class Officers (2)
    2. In January, the following positions are available for:
      1. First year, one-year term (January-January)
        1. President (1)
        2. Vice-President (1)
        3. Secretary (1)
        4. Treasurer (1)
        5. Social Chairs (2)
      2. First year, four-year terms (September-graduation)
        1. SCME Chair (1)
        2. SCME Representatives (6)
        3. AAMC-OSR Primary Representative (1)
    3. Election Procedures
      1. General Board Positions are open to all eligible first-year students
      2. To be eligible for election, students must attend a mandatory CSR panel where outgoing members explain their roles to the candidates. This meeting is scheduled before the first general board election.
      3. In the event that no eligible members are running for an Executive board position the position will be open to all first-year students
      4. The Vice-President oversees all processes and actively solicits participation
      5. Open positions and descriptions must be posted two weeks in advance of election on the CSR website
      6. Personal statements from candidates should be posted and e-mailed as part of the election
      7. Elections are run over a 5-day period
      8. Elections are decided by plurality; in the event of a tie, a runoff election must be held
      9. In the event that positions are unfilled, the CSR President will appoint candidates with approval of the CSR General Board
      10. All enrolled students in the University, Medical Scientist Training, and College Track Programs are eligible to vote in all elections
  4. Voting Procedure
    1. Voting procedure
      1. President/presiding officer is not a voting member, except in the event of a tie
      2. A quorum of greater than half of the members of CSR in the first and second year classes must be established
      3. Funding issues that are raised by the Treasurer will be decided by a simple majority
      4. Each member may vote one of three ways: for, against, or abstain
      5. There are only two possibilities for the outcome of a vote: approved or defeated
      6. A 4/5 majority of all members is required to amend this constitution at any time
    2. Vote of confidence
      1. A member of CSR may be the subject of a motion by a CSR member to hold a Vote of confidence to determine if that member has been fulfilling his/her duties
      2. The vote will be held during the meeting following that in which the motion is made, so as to allow the member in question to prepare a defense
      3. The member in question will be allowed to defend his/her position; the length of the defense will be at the discretion of the Vice-President
      4. The Vice-President will preside over the vote unless he/she is the subject of the Vote of confidence; in that case, the secretary will preside over the proceedings
      5. The Vote of confidence will be conducted via secret ballot
      6. If less than 1/3 of CSR votes in confidence of the member in question, that member must relinquish his/her position
      7. A general election will then be held to fill the vacancy left by that member
      8. CSR Executive Committee members can be the subject of a vote of confidence, and if they are deemed delinquent in their duties, shall be forced to resign from that position
        1. If such an official was elected to an additional non-executive CSR position in the general election, he/she may continue to serve CSR in that capacity
        2. If such an official did not hold an elected CSR position, they may no longer serve on CSR
    3. Constitutional Revision
      1. The contents and accuracy of the CSR Constitution shall be reviewed on a yearly basis at which time any necessary revisions or updates will be made
      2. Members of the board or student body may propose revisions to CSR constitution at any time.  See Section 4.1.6. for voting procedure.  The voting body will be the CSR members excluding the member who proposed the revision.
  5. Student Group Registration and Funding
    1. Each student group must have a minimum of two leaders, with a yearly re-institution application process.
    2. Each group must have a minimum of ten student members.
    3. Each student group must have a faculty advisor from CWRU/University Hospitals, Cleveland Clinic, MetroHealth, or the Cleveland VA
    4. Each student group must reapply with each change of leadership for CSR Group status and receive confirmation of group status to be eligible for funding. This is subject to the approval of the CSR executive board.
    5. Each group is entitled to 70 dollars of funding for an event benefiting the student body with attendance of fifty people or less, or 100 dollars for such an event of fifty people or more for the duration of funding availability
    6. Collaborative events hosted by two or more approved student groups are entitled to 100 dollars of funding for an event benefiting the student body with attendance of fifty people or less, or 130 dollars for such an event of fifty people or more for the duration of funding availability
    7.  Additional requests are subject to special approval by the CSR general board (vote by simple majority).
      1. The request must be made at least one week from the date of the event through a formal written letter addressed to the CSR board detailing the purpose of the event, the use of the funding, and benefit to the student body
      2. The vote will remain open for four to five days after funding is requested.
    8. Registered interest groups are eligible (but not entitled to) for up to three approvals totaling no more than $300 per semester
    9. Groups that have not received funding will receive priority over groups that have already received funding.
    10. CSR reserves the right to deny funding or reduce the amount of funding granted due to
      1. Insufficient funds
      2. Funding requests that do not meeting funding criteria
      3. Funding requests that do not follow established procedures
    11. Award criteria
      1. Potential benefit to the current and future student population of CWRU school of medicine
      2. Has a clear connection to medicine or medical student life
      3. Includes/invites/is open to the entire school of medicine
      4. Student group will have a chance to justify in the application process that their event has a clear connection to medicine or medical student life.
      5. Events charging admission to students will not be funded, unless the cost of the ticket goes directly towards a specific philanthropy or charity
    12. Retroactive funding will not be granted.
  6. Individual Funding
    1. Individuals must be a current medical student in good standing at the CWRU School of Medicine in the University, Medical Scientist Training, or College Track Programs to be eligible to receive funding.
    2. Individuals must apply for funding before the day of the event.
    3. Individuals are eligible (not entitled to) for a maximum of $50 of funding for up to two conferences per semester, or $100 for up to one conference per semester.
    4. Funding for individuals will be provided until allocated funds are exhausted for the semester.
      1. Reimbursements are made on a first-come-first serve basis and reimbursements for second conferences will only be made after reimbursements for all students requesting funding for a first conference have been made.
      2. Reconsiderations of previously denied funding requests will be given the same priority as new funding requests.
    5. CSR reserves the right to deny funding or reduce the amount of funding granted.  Reasons why funding may be denied or reduced include (but are not limited to):
      1. Insufficient funds.
      2. Funding request does not meet funding award criteria.
      3. Funding request procedures are not met.
    6. Retroactive funding will not be granted.