School of Medicine

MD Student Council & Bylaws

The Tufts University School of Medicine (TUSM) Student Council (SC) is made up of the Presidents, elected Student Council Representatives, Wellness Representatives, and Diversity Equity Inclusion (DEI) Representatives in all four medical student classes. Students sit on faculty standing committees and other TUSM committees as requested as voting members and participate in making policy that affects them directly or indirectly. Students are responsible for implementation of school policies and administration of matters that affect all four years of TUSM.

In addition to elected class officers, Student Council can appoint representatives for various committees. Students who want to serve on committees as representatives can present themselves at the meeting at which appointments will be made and indicate their interest. Student Council selects its representatives from those students. 

Overview of Elected Representatives

  • Elected representatives serve for one year beginning in May, with the exception of first-year students who serve from September to May.
  • The class presidents oversee all class elections.
  • Each class shall elect the following Student Council officials:
    • One President
    • Two Student Council Representatives
      • 1 Boston Track
      • 1 Maine Track (starting in the second year)
    • Two Wellness Representatives
      • 1 Boston Track
      • 1 Maine Track
    • Two Diversity Equity Inclusion (DEI) Representative
      • 1 Boston Track
      • 1 Maine Track
  • Each class shall also elect the following class representatives, who will be part of each year’s Class Council but will not be members of Student Council:
    • Four Curriculum Committee Representatives,
    • Four Appropriate Treatment in Medicine (ATM) Representatives, one from each Learning Community
    • Four Learning Community (LC) Representatives, one from each Learning Community
    • One Alumni Council Representative
    • In the second year, changes will be made as follows:
      • One of the four Curriculum Committee representatives will be from the Maine Track, still for a total of four Curriculum Committee representatives in the class.
      • There will be one additional Appropriate Treatment in Medicine representative from the Maine Track, for a total of five class ATM representatives.
      • There will be one Student Council Representative for the Maine Track, in addition to the Student Council Representative for the Boston Track. Note that during the first year, there is only one Student Council Representative, who serves as Treasurer during that time. 

Student Council Structure Overview

  • The DEI Representatives, Wellness Representatives, Student Council Representatives from each class, and the four class Presidents comprise the voting members (27 total) of the TUSM Student Council.
  • Meetings are held at least once a semester. Minutes of each meeting are typed by a designated representative and emailed to the President of the Student Council to be reviewed and then emailed to the members of the Council prior to the next meeting.
  • There are three Student Council executive officers – President, Vice President, & Treasurer. The President is the fourth-year class President; the Vice President is the third-year class President; the Treasurer is a Student Council Representative from January of their first year to December of their second year.
  • The presence of fifteen members (55% of SC) and at least one officer constitutes a quorum, and matters are decided by a majority vote of members present. Special meetings of the Student Council can be called at any time by the President, provided twenty-four hour notice of the meeting is given to every Student Council member.
  • The Student Council Representatives are responsible for advising their class of matters discussed at every Student Council meeting, for determining the sense of the class on issues by conducting class meetings or by other means, and for reporting class opinions accurately to the Student Council. The Student Council representatives are expected to attend Student Council meetings.
  • After three absences from the Student Council meetings, a member can be suspended by a two-thirds vote of the Council, and the appropriate class elects a new representative.
  • Any student can propose an agenda item for an upcoming council meeting by notifying the Student Council President or their Student Council Representative at least one week prior to the meeting.
  • All of the Class Presidents meet regularly with the Deans in the Office of Student Affairs (OSA) and Office of Educational Affairs (OEA) as needed.
  • Additionally, in conjunction with the OSA, the Student Council is responsible for student- run activities such as but not limited to: class elections, senior class yearbook, and school-wide social affairs.
  • The Student Council is funded by the Student Activities Fee paid by all TUSM students. With these monies, the Student Council subsidizes student organizations including all student-run groups and activities that benefit all classes. The Student Council votes weekly on event funding proposals to determine the distribution of monies to student organizations and clubs.

Bylaws of the Student Council of Tufts University School of Medicine

Preamble

The goals of the Tufts University School of Medicine Student Council are as follows:

  • A. To serve as the voice of the student body to the medical community at Tufts.
  • B. To serve as a liaison between the student body and the Medical School and University Administrations.
  • C. To foster student unity.
  • D. To provide financial support of events, projects, and organizations that benefit the total medical education of the student body.
  • E. To assist in coordination of student representation to the various intramural committees and extramural organizations requesting such representation.
  • F. To oversee such activities of the individual classes as it deems necessary to ensure fair and just consideration for all students.

Article 1: Student Council Membership and Organization

Section 1: Membership

The membership of the Council shall consist of representatives as follows for a total council membership of 27 members: 

  • Fourth-year class:
    • President
    • 2x Student Council representatives (Boston and Maine Track)
    • 2x Wellness representatives (Boston and Maine Track)
    • 2x DEI representatives (Boston and Maine Track)
  • Third-year class:
    • President
    • 2x Student Council representatives (Boston and Maine Track)
    • 2x Wellness representatives (Boston and Maine Track)
    • 2x DEI representatives (Boston and Maine Track)
  • Second-year class:
    • President
    • 2x Student Council representatives (Boston and Maine Track)
    • 2x Wellness representatives (Boston and Maine Track)
    • 2x DEI representatives (Boston and Maine Track)
  • First-year class:
    • President
    • Student Council representative (Treasurer)
    • 2x Wellness representatives (Boston and Maine Track)
    • 2x DEI representatives (Boston and Maine Track)

Section 2: Quorum

A quorum shall be required for the Council to conduct business. A quorum shall consist of the presence of fifteen members (55%) of the council including at least one officer of the Council and at least one member from each of the four classes. However, for any Council meeting that takes place from the time of Commencement in May to the seating of new Council members from the first year class in September, a quorum shall consist of eleven members out of 20 total members from M2-M4.

Section 3: Officers

The officers of Student Council shall be as follows:

  • A. The President, who shall be the fourth-year class President.
  • B. The Vice President, who shall be the third-year class President
  • C. The Treasurer, who shall be the Student Council Representatives from January of their first year to December of second year.

Section 4: Vacancy

In the event that a vacancy occurs in the offices of the Council, a special election shall be held. A special election shall be held at the discretion of the Council or at the request from the class from which the vacancy exists.

Section 5: Voting

Voting policy: The majority vote of a quorum shall be required for approval of any business conducted by the Council. In the absence of a quorum, no business requiring a vote of the Council shall take place, and all such business will be postponed until the next meeting of the Council or until the presence of a quorum is obtained.

Section 6: Additional Rights

The Council reserves the right to conduct such business as it deems necessary to fulfill its goals as outlined in the Preamble to these Bylaws. The Council shall establish such committees as it deems necessary to conduct business as established by Article IV.

Article II: Meetings of the Student Council

Section 1: Meetings

  • A. All meetings of the Council shall be open to any member of the student body and Dean’s Office who wishes to attend. Other non-students will be allowed to attend at the discretion of the Council. The Council reserves the right to conduct portions of its business in Executive Session as required by any provisions of the Bylaws or at the request of any member of the Council with the consent of a majority of the members present.
  • B. The council reserves the right to request the attendance of any of the non-voting representatives appointed by the Council. (See Article V)
  • C. Regular meetings of the Council will be held during the year except in June, July, and August. Regular meetings with proposed agendas may include: fall new club applications, winter holiday party planning, spring new club applications, bylaws revisions, and end-of-year wrap-up.
  • D. Special meetings of the Council may be called at any time at the request of the Student Council President or at least three members of the Council.

Section 2: Term

The Student Council year shall run from May to April. 

Section 3: Notification

The President shall notify the members of the Council of regular meetings at least one week before the date of the meeting. In case of a special meeting of the Council, notification to all parties will be made at least twenty four hours before said meeting is to be held.

Section 4: Agenda

The President shall set the agenda for meetings of the Council. Any student who wishes to raise an issue or question before the Council should notify the Student Council President at least one week before the meeting for inclusion in the agenda.

The order of business for all meetings of the council shall be as follows:

  • A. Call to order by the presiding officer
  • B. Old business
  • C. New business
  • D. Reports of committees/representatives
  • E. Class business
  • F. Date for next meeting

This order of business may be subject to change at the discretion of the President. 

Section 5: Meetings with OSA

The class Presidents shall have at least two meetings per year with the OSA, once in the fall, and once in the Spring. These meetings shall be set at the discretion of the President and availability of the OSA. More meetings may be called between these parties as needed.

Article III: Duties of the Officers and Members of the Council

Section 1: Office of President

The President of the Council shall preside at all meetings of the Council and shall supervise, in a general way, all the functions of the Council and Student Government. The President shall also serve as the official representative to the following groups (See Article V, Section 2)

  • A. Tufts Alumni Association Executive Council
  • B. Any other committee or group as requested by the committee or group or request of the Council.

The responsibilities of each Class President, including the President of the Council, include but are not limited to the following:

  • A. The Class President is the sole executive officer of the class.
  • B. The Class President acts as liaison between administration, faculty and the class, makes announcements, and determines the opinion of the class on matters of concern.
  • C. The fourth year President will coordinate graduation exercises and deliver a graduation address. 

All class Presidents are members of the Student Council, and as such, have the same responsibilities as the Student Council Representatives. 

Section 2: Office of Vice President

The Vice President shall preside at any Council meeting in the absence of the President and shall assume such duties and responsibilities as requested by the President.

Section 3: Office of Treasurer (Student Council Representatives)

The Office of Treasurer is filled by Student Council Representatives from January of their first year to December of second year. The Treasurer shall:

  • A. Be responsible and accountable for the Council’s account.
  • B. Be responsible for keeping an up-to-date record of all financial transactions of the Council.
  • C. Make available to any Council member upon request, and to any other interested party with the approval of the majority of the council, all financial records.
  • D. Fulfill any and all requirements regarding Council finances as required in other sections of the Bylaws (see Article VIII).
  • E. Assume such responsibilities and duties as requested by the President or a majority of the Council.

In January of their second year, Student Council Representatives fall into an advising type of role. As upperclassmen, the Student Council Representatives are responsible for advising their class of matters discussed at every Student Council meeting, for determining the sense of the class on issues by conducting class meetings or by other means, and for reporting class opinions accurately to the Student Council.

Section 4: Wellness Representative

The Wellness Representative shall: 

  • A. Serve as the point of contact of the class for wellness concerns, ideas, questions, and feedback.
  • B. Understand, to the fullest extent possible, the general wellbeing and attitudes of the class in terms of overall wellness.
  • C. Communicate class concerns and feedback with appropriate members of the Administration, including but not limited to Sharon Snaggs.
  • D. Raise awareness amongst their respective student body of wellness resources including but not limited to TalkOne2One.
  • E. The Wellness Representative may request funding as described in Article X.
  • F. Serve as a representative on the following University committees, subject to change at the discretion of the University:
    • a. Student Wellness Advising Committee (SWAC):
      This committee is made up of student representatives from all the Health Science Schools (dental, nutrition, MPH, PhD, MBBS, etc.). Sharon Snaggs Gendron, who goes by Snaggs, leads this committee. The Wellness Representative will collaborate with Snaggs and the other members to plan wellness events, talk about wellness in the respective schools, and identify areas of improvement regarding wellness. SWAC tends to meet on a regular basis, around once a month.
    • b. Student Physician Wellness Committee (SPW): 
      This committee is specifically for Tufts School of Medicine. It is focused on the curricular aspects of wellness at TUSM (PAWs, Healer’s Art, Meditation Club, COMPASS, etc.). The Wellness Representative will be the student voice for many of these programs as well as providing the committee with updates on the class as a whole. SPW tends to meet two or three times a school year.
  • G. Assume such responsibilities and duties as requested by the President or a majority of the Council.
  • H. The aforementioned responsibilities of this position are not all-inclusive, and these responsibilities are subject to change as decided by the relevant University committees and departments. Major changes to this position that originate externally to the Council must be presented before the Council in a timely manner. All changes made by the Council itself must be approved by a quorum of the Council. 

Section 5: Diversity, Equity, and Inclusion Representative

The Diversity, Equity, and Inclusion (DEI) Representative shall: 

  • A. Serve as the point of contact of the class for concerns, ideas, questions, and feedback regarding class diversity, equity, and inclusivity.
  • B. Communicate class concerns and feedback to appropriate members of the Administration and, if appropriate, to the Council.
  • C. Provide support as needed for student affinity groups and organizations.
  • D. The DEI Representative may request funding as described in Article X.
  • E. Serve as a representative at the Multicultural Fellows Council, Anti no-Racism Coalition (APC), and Appropriate Treatment in Medicine (ATM) meetings. These meetings are usually held on a monthly basis, subject to change by the University.
  • F. Assume such responsibilities and duties as requested by the President or a majority of the Council.
  • G. The aforementioned responsibilities of this position are not all-inclusive, and these responsibilities are subject to change as decided by the relevant University committees and departments. Major changes to this position that originate externally to the Council must be presented before the Council in a timely manner. All changes made by the Council itself must be approved by a quorum of the Council. 

Section 6: Members of the Council

The Members of the Council shall:

  • A. Attend all meetings of the Council or its committees to which the member is assigned, either in person or via the internet. Absenteeism from more than three meetings may be grounds for dismissal upon review and approval of such action by the Council.
  • B. Make a report to their class of the business discussed at Council meetings as needed or at the request of any member of the student body.
  • C. Define issues and opinions of their class for presentation to the Council.
  • D. Act as a liaison between their class and the Medical School administration as requested by their class.
  • E. Assume such duties and responsibilities as requested by the President, a majority of the Council, or the members of their class.
  • F. Facilitate training of incoming Student Council members/officers, especially if an outgoing Student Council position does not get re-elected.

Article IV: Duties of the Elected Class Council Representatives

Section 1: Class Council Representative Positions

Each class shall elect a designated number of Class Representatives to these positions: Curriculum Representatives, Alumni Representatives, Learning Community Representatives, and Appropriate Treatment in Medicine Representatives. These listed representatives are not members of the Student Council and as such are not subject to the responsibilities of Council members (Article III).

Section 2: Curriculum Representative

The Curriculum Representative shall: 

  • A. Serve as the point of contact of the class for concerns, ideas, questions, and feedback regarding class diversity, equity, and inclusivity.
  • B. Communicate class concerns and feedback to appropriate members of the Administration and, if appropriate, to the Council.
  • C. Serve as a representative at the Curriculum Committee meetings. The Representative will provide student perspective on course or clerkship reviews and other class concerns.
  • D. Serve as the main point of contact for the MERC representatives.
    • a. Responsibilities include: assist MERC representatives in creating and disseminating feedback forms for each individual course; encourage MERC representatives to bring actionable feedback to the relevant course director.
  • E. Establish agenda and preside over MERC meetings.
  • F. Assume such responsibilities and duties as requested by the President or a majority of the Council.
  • G. The aforementioned responsibilities of this position are not all-inclusive, and these responsibilities are subject to change as decided by the relevant University committees and departments. Major changes to this position that originate externally to the Council must be presented before the Council in a timely manner. All changes made by the Council itself must be approved by a quorum of the Council. 

Section 3: Alumni Representative

The Alumni Representative shall: 

  • A. Serve as a conduit between the Class and the Alumni Association.
  • B. Serve as a Representative at the Tufts Alumni Association Meetings. These meetings are organized by Kara Ray, external to the Council. The Representative may be expected to speak on behalf of the Class.
  • C. Organize and oversee Alumni-sponsored events (including pre-exam Study Breaks) as needed.
  • D. The Alumni Representative may request funding as described in Article X.
  • E. Assume such responsibilities and duties as requested by the President or a majority of the Council.
  • F. The aforementioned responsibilities of this position are not all-inclusive, and these responsibilities are subject to change as decided by the relevant University committees and departments. Major changes to this position that originate externally to the Council must be presented before the Council in a timely manner. All changes made by the Council itself must be approved by a quorum of the Council. 

Section 4: Learning Community Representative

The Learning Community (LC) Representative shall: 

  • A. Serve as the point of contact of the class for concerns, ideas, questions, and feedback regarding class social events.
  • B. Communicate concerns and feedback of their respective Learning Community to appropriate members of the Administration.
  • C. Organize events with the purpose of fostering unity within the Learning Community (with the assistance from OSA staff)
  • D. Assist with first-year Orientation activities and events (mostly M2 LC reps)
  • E. Learning Community funding will be provided as described in Article X.
  • F. Communicate with the Wellness Representative and Class President as needed for event organization.
  • G. Assume such responsibilities and duties as requested by the President or a majority of the Council.
  • H. The aforementioned responsibilities of this position are not all-inclusive, and these responsibilities are subject to change as decided by the relevant University committees and departments. Major changes to this position that originate externally to the Council must be presented before the Council in a timely manner. All changes made by the Council itself must be approved by a quorum of the Council. 

Section 5: Appropriate Treatment in Medicine Representative

The Appropriate Treatment in Medicine (ATM) Representative shall: 

  • A. Serve as the point of contact of the respective Learning Community for concerns, ideas, questions, and feedback regarding student treatment in clinical settings.
  • B. Communicate Learning Community concerns and feedback to appropriate members of the Administration and, if appropriate, to the Council.
  • C. Serve on the ATM committee on behalf of their Learning Community in order to monitor the learning environment of the school.
  • D. Solicit feedback from students on issues related to student treatment and encourage students to report mistreatment.
  • E. Raise awareness and understanding of the student treatment policy.
  • F. The ATM Representative may request funding as described in Article X
  • G. Assume such responsibilities and duties as requested by the President or a majority of the Council.
  • H. The aforementioned responsibilities of this position are not all-inclusive, and these responsibilities are subject to change as decided by the relevant University committees and departments. Major changes to this position that originate externally to the Council must be presented before the Council in a timely manner. All changes made by the Council itself must be approved by a quorum of the Council. 

Article V: Committees of the Student Council

Section 1: Overview

  1. The committees of the Council shall be of two types: Permanent and Special.
  2. The permanent Committees of the Council shall be made at the discretion of the President with approval by a majority vote of the Council.
  3. Special Committees of the Council may be established at any time with a majority vote of the Council.
  4. All committees of the Council shall conduct their business in accordance with the Bylaws of the Council unless specifically exempted in their mandate.

Section 2: Establishment

In establishing a committee, the Council shall specifically identify:

  1. The committee’s purpose and goal.
  2. The makeup of its membership.
  3. Any guidelines the Council wishes to provide.
  4. The time at which a final report from the committee shall be returned to the Council, and said committee is dissolved.

Section 3: Responsibilities

All committees of the Council shall present interim reports at each meeting of the Council (See Article II). In addition to final reports from Special Committees (See Article IV, Section 5), each Permanent Committee shall make a final report of its business as mandated by the appropriate section of the Bylaws. Final reports from the Committees shall include not only the opinions of the majority of said committee, but also all minority opinions if significant differences occur.

Article VI: Special Representatives to the Student Council

Section 1: Overview

The Council shall appoint such Special representatives as deemed necessary to fulfill the goals of the Council as outlined in the Preamble and when requested by groups for the purpose of communicating with the Council and student body.

Section 2: Description

Special representatives are representatives who are appointed by the Council to participate in forums or other events occurring over a limited period of time. These students represent the Tufts University School of Medicine student body at such events and obtain information from these events, which, in the opinion of the Council, is of benefit to the student body or the Council.

Section 3: Regulations

All representatives shall abide by the Bylaws of the Council in matters of attendance and reporting to the Council and to the student body, and act in accordance with the goals of the Council.

Section 4: Elections

The Council shall elect representatives in accordance with the guidelines provided by organizations seeking such representatives when such guidelines exist.

Article VII: Class Council Elections

Section 1: Overview

The Council shall oversee in a general way the performance of Class Government in all classes.

Section 2: Rules

The following stipulations shall apply to all Class Council elections:

  • A. Candidates may only run for one position.
  • B. Candidates must run independently (i.e. not as part of a ticket.)
  • C. In the event of an inadequate number of candidates for a said position, the class will be notified and will be given twenty-four (24) hours for interested candidates to submit a statement, before the general election. The definition of an inadequate number of candidates shall be determined by the President who is running the election in question.
  • D. The Class Presidents will be responsible for the organization and execution of elections, without placing responsibility on the Office of Student Affairs or the Office of Educational Affairs.
  • E. Each class shall retain the option of appointing more representatives than specified in Article IV as it deems necessary to properly conduct class business.

Section 4: Process

Election of class officials shall proceed by the following mechanism:

  • A. Nominations will be accepted for at least one week in an open fashion.
  • B. Once the class is presented with the candidates, the class then has a period of two days before the election takes place to review candidates’ statements.
  • C. Individuals nominated for positions shall have an opportunity to withdraw their names from balloting at any point before the closing of the voting period.
  • D. Voting shall take place via a secure online voting site approved by the Office of Student Affairs and will ensure the entire class has an opportunity to participate.
  • E. Participation by at least sixty-five percent (65%) of the class shall be required for an election to be considered valid for the first and second year elections, and at least fifty percent (50%) for the third and fourth year elections. If, for the third and fourth year elections, there are no challenging candidates to the current positions, twenty-five percent (25%) participation will suffice for an election to be considered valid.
    • a. Note: Only Maine Track students will vote during Maine Track specific elections. The same minimum participation rates apply per class year as specified above in order for the election to be considered valid.
  • F. The nominee receiving a plurality of the votes cast in a valid election shall be the official, provided there is a margin of two votes. If the margin is less than or equal to two votes, a run-off will be held between the candidates involved.
    • a. Clarification: In this case, a margin of two votes should be taken to mean MORE THAN TWO VOTES such that if Candidate A has forty- two (42) votes and Candidate B has forty (40) votes, a run-off is in order.
  • G. In the event of a run-off, the two candidates will be notified and their interest in the office in question will be reaffirmed. The run-off will then be announced with the posting of the election results. The run-off will be held immediately after the initial voting has ended via the same secure online voting site. Until the run-off results become available, the incumbent officer will continue to perform the duties of said office. If either or both of the candidates already occupy an office within the Student Government, they are expected to continue to perform their duties; however, they should not take advantage of their office as an opportunity to campaign. In the event that a candidate in the run-off does not win the election by a margin greater than two votes, a second run-off will be held. In the event that a second run-off does not result in a winner, the President of the class will decide the outcome.
    • a. EXCEPTION: Run-off elections for President shall continue until a candidate is elected.
  • H. The President, whose decision shall be final and binding on all parties, shall resolve any disputes involving class elections.
  • I. The Council reserves the right to invalidate any election results for reasons including, but not limited to, violation of election guidelines and/or etiquette.

Section 5: Terms

Terms of office for all officials and representatives shall be for one year or part thereof with a uniform termination at the end of May, except for the fourth year officials who shall hold office through Commencement Day.

Section 6: Timing

The general timetable for elections for each class shall be as follows, with specific dates decided by each class every year with the approval of the Council.

  1. Elections for the second, third, and fourth year classes will be held after February but before May.
  2. First year class officials: Nominations accepted in late August of the first year with elections to take place by mid-September.

Section 7: Conflicts of Interest

A President from another class will oversee the election process in each class to avoid any conflicts of interest within their class.

Section 8: Additional Committees

Each class shall retain the right to establish such committees it deems necessary to conduct the business of the class such as but not limited to:

  • A. Yearbook Committee
  • B. Library Advisory Committee

Section 9: Committee Responsibilities

The duties of each class officer and committee shall be those indicated by their respective titles (see Article III) and as follows:

  • A. Representatives to all Committees will present the opinion of their class during the appropriate business of their committee. The only exceptions to this shall be the Representative to the Ethics and Student Evaluations and Promotion Committees.
  • B. Yearbook Committee:
    • a. If not already elected during the first two class years, the third-year President shall select a yearbook editor from the third year class at the time of elections in April. The editor’s term shall run from time of appointment until the yearbooks are completed, which may not be until after Commencement the following year. The editor shall be responsible for all aspects of yearbook production and may assemble a staff to achieve this end. The editor shall provide information about yearbook production to the succeeding class’ editor, and shall provide the names and contact emails of the co-editors to Paula Gagnon in the Office of Student Affairs.
  • C. Grievance Committee:
    • a. If the occasion arises, this committee can be formed to assist students who have complaints or problems involving the Medical School and shall work with the Administration to seek a fair and just resolution for such complaints and problems. The committee will be comprised of class officers and other representatives from the class as deemed necessary by the members of the Student Council.

Article VIII: Student Council Bylaws Committee and Policy

Section 1: Timing

The Student Council will review and revise the Bylaws at least once every four years or as needed to reflect any changes in policy or practice.

Section 2: Roles

The second year President, or another President if necessary, shall organize the review, and shall solicit proposed revisions from the Student Council. The President will make such revisions known to the Student Council. The President will then solicit any criticisms of any proposed revisions, determine their validity, and need for change before making a final recommendation to the Student Council. 

Section 3: Process

The designated President shall be required to present a final revision to the Council following this review process. At that time, the Council shall then vote on the proposed revisions based on the recommendations. Once a final draft of the bylaws is approved, the draft will be sent to the Office of Student Affairs (OSA) for their input and approval. The Office of Student Affairs shall have a period of 2 weeks to review the bylaws after initial Student Council approval. If changes are suggested by the OSA, Student Council shall have a period of 2 weeks to review them and accept/reject. Every communication between Student Council and OSA extends the review period by 2 weeks.

If OSA does not suggest any changes within 2 weeks of initial Student Council approval, the bylaws will finalize as is and cannot be amended until the next bylaws review period.

Section 4: Exceptions

Exceptions to the provision to this Article shall be considered as circumstances warrant, and only with the approval of a majority of the Council.

Article IX: Student Organizations and Activities

Section 1: Current Organizations

  • A. Traditionally, student groups at Tufts are established and run by students. There are a number of groups that stay consistent from year to year, while others wax and wane according to student interest.
  • B. As of 2023, student groups are required to have a faculty advisor. A faculty advisor’s role is defined as, but not limited to, a guide who can support the club’s mission and events. If an organization is unable to obtain a faculty advisor, the Office of Student Affairs and Student Council will help support them to find one.
  • C. Student groups are funded weekly by the Student Council. To apply for money, a budget for proposed activities must be presented to the Council. If a group receives money from the Council, they are expected to provide receipts for expenditures for that calendar year. There are some guidelines on how much money groups can receive from the Council (see Addendum 1). Students are encouraged to participate in the activities and clubs. Please visit our Student Council Website for the most up to date listing of Tufts’ student organizations. If your interests are not represented, we encourage you to start a group.
  • D. Any person may contact a Student Council officer and will be directed to the organization’s current leadership for further contact. 

Section 2: Club Leadership Transition/Turnover

  • A. Current club leadership serves from January of their first-year to December of their second-year.
  • B. The club leadership transition form should be launched in November of every academic year in preparation for completion by December of that academic year, so that current organizational leadership have the ability to transition with first-years before embarking on Dedicated study time for USMLE Step 1 in January. Deadline extensions can be granted on a case-by-case basis by Student Council.
  • C. In order to maintain “Active” status as an organization, Boston-based clubs must transition to at least one first-year leader during this transition period. If a club is unable to find a first-year leader to primarily take over club responsibilities, the club will transition to “Inactive” status. Clubs based in Maine are encouraged to recruit first-year leaders from the Maine Track, but such a requirement is not in place due to lack of interface between second- through fourth-year students in Maine with current first-years. Clubs involving communities underrepresented in medicine are also not required to transition to a first-year leader, although they are encouraged to do so if there is interest. These clubs (in alphabetical order) include, but are not limited to:
    • a. Alliance for Diversity and Equity in Orthopedic Surgery
    • b. American Medical Women's Association, TUSM Chapter
    • c. Asian Pacific American Medical Students Association (APAMSA)
    • d. AWS - Association of Women Surgeons
    • e. Biomedical Queer Alliance
    • f. First-Generation in Medicine
    • g. Latino Medical Student Association
    • h. Middle Eastern Student Association
    • i. Ruth Jackson Orthopaedic Society, TUSM Chapter
    • j. South Asian Students Association (SASA)
    • k. Tufts American Muslim Medical Students Association (AMMSA)
    • l. Tufts Chapter of Student National Medical Association (SNMA)
  • D. If a club successfully transitions to new leadership during the transition period but Student Council is not notified with the club leadership transition form, the new club leaders must send an email to Student Council with a case of why they did not fill out the transition form. Student Council will review these situations on a case-by-case basis to determine the club’s “Active” vs. “Inactive” status.

Section 3: New & Inactive Organizations

  • A. If a student would like to start or restart an inactive club, they will be able to do so at least twice a year.
  • B. New club applications are to be launched to the whole school by the Student Council President at least every Fall and Winter of the academic year in a manner that is approved by the Student Council.
  • C. New club applications are to be open for at least a week, and should be discussed at the Fall and Winter Student Council meetings.
  • D. The Student Council President maintains the ability to open more new club application windows as necessary. 

Article X: Student Council Funding Committee and Policy

Section 1: Overview

The Student Council Funding Committee has been established for the purpose of distributing the money at the Council’s disposal in accordance with the goals of the Council (see Preamble). The Committee shall decide what guidelines it will follow except where outlined below.

Section 2: Funding Source

Each student shall be assessed a Student Activities Fee at the beginning of each semester to be collected by the Bursar at the beginning of each academic year. The share of this money shall be distributed in accordance with the Council Bylaws.

Section 3: Process

The funding shall be decided by members of the Council. The Council shall vote on event funding as needed, to be determined and led by the Treasurer. Funding decisions will be sent by the Treasurer, who will keep record of approvals and denials, and instruct students on reimbursement procedures. The Treasurer must allow for discussion of every request and provide rationale should complete funding not be approved. 

Funding meetings of the committee shall be held as needed according to the Bylaws of the Council in regards to quorum and voting requirements.

Section 4: Funding Applications

The Committee shall receive for review applications for funding from the following sources:

  • A. Any Tufts medical student as an individual.
  • B. Any active in-house (i.e. Tufts-based) organization.
  • C. Any active national organization having a duly recognized chapter at Tufts.
  • D. Community Service Learning organizations may NOT request funding from Student Council unless the event is specifically for the benefit of the student body as outlined by Student Council’s mission. Should a CSL be jointly recognized as a Student Council club, only non-outreach events may be considered for SC funding.

The Committee may decide in what form said applications must be submitted. Failure to follow those guidelines shall be grounds for the Committee to refuse action on said application.

Section 5: Funding Goals

The Committee shall consider in this review of an application for funding the following:

  • A. Whether the goals of the Council will be fulfilled.
  • B. Whether other sources of funding are available for use to support the activities of the organization seeking funding.
  • C. Whether the proposed budget is fair and accurate.
  • D. Any other factor the Committee deems appropriate to consider, including past activities, success of the group or project, membership size, and benefit to the Tufts community.

Section 6: Budget Overview

The Student Council budget shall be defined as follows:

  • A. Holiday Party: $7,500 for Boston track; $500 additional for Maine track
  • B. SC discretionary fund: $2,000
  • C. Conference funds: $2,000
  • D. DEI: $600 shared between 4 classes
  • E. Wellness: $600 wellness shared between 4 classes
  • F. Boston clubs: $10,000 Fall, $10,000 winter/spring after club turnover
  • G. Maine clubs: $2,000

Total Budget: $36,200 estimated funds required for Fiscal Year 2023.

Please note that this total budget is not guaranteed for future classes and will likely change yearly. Furthermore, the budget listed here is subject to change at anytime. Please reach out to the Student Council treasurer or Office of Student Affairs with any questions.

Section 7: Budget Specifications

In considering each application, the Committee shall abide by the following guidelines:

  • A. OSA will create an annual budget and present it to the Deans for approval every Fall. Student Council will determine funding for clubs within the approved budget and may not exceed allowances. The Treasurer will be responsible for communication between students and the Student Council.
  • B. Lunchtime requests (events taking place between noon and 1pm on a weekday) will not exceed one hundred fifty dollars ($150) or a club may request an exemption. Student Council may consider requests for additional funding based on the nature of the event, if there is co-hosting, etc.
  • C. In addition, Tufts chapters of national organizations may submit applications for expenses associated with travel to any conference sponsored by the national organization (e.g. travel, hotel, and registration fee) with a limit of four hundred dollars ($400) per year per organization.
  • D. The Council reserves the right to award less than the maximum allowable amount to any organization. Groups with shared Medical and Dental School membership will be eligible for funding for the medical students. The Dental School or individual dental students are responsible for funding dental student involvement in TUSM organizations (the amount of the funding shall be determined by the Chair of the organization). Awarding of funds may be delayed until matched funds are available from the other graduate school(s) involved.
  • E. The Council reserves the right to determine if a student group is to be considered “new” if the name of the student organization has changed from the previous year but the mission remains the same. If the student group has been inactive for over a year, with no meetings or club activities, the group must be considered new and therefore request reinstatement through the same process as a new club.
  • F. Learning Community Representatives and Appropriate Treatment in Medicine Representatives can use class funding for their year as approved by OSA and their class President. Should the class need more funding, they will need to request approval from the Student Council at least 4 weeks in advance of the event, and the Treasurer will send confirmation within 2 weeks.
  • G. The Wellness Representatives from four TUSM classes will be allotted six hundred dollars ($600) each year to be used amongst the four classes.
  • H. The Diversity Representatives from four TUSM classes will be allotted six hundred dollars ($600) each year to be used amongst the four classes.
  • I. The Alumni Representatives and any other elected members may seek additional funding from the Student Council at the discretion of their class President and approval of the Treasurer.
  • J. In the event that a Student Council member seeks to solicit Student Council funding for his/her own club, that member must excuse himself or herself from that portion of the funding meeting while their application for funding is reviewed.
  • K. Clubs may not fractionate and seek additional funding for subdivisions within their own club (e.g. designating a subcommittee for publication of a newsletter and seeking additional funding for said activity)

Section 8: National Organizations Budget

In the case of a club, national or otherwise, which has its own funding account, the following rule shall apply each semester when deciding to fund this club:

  • A. Any funds raised by the club itself will remain in a separate account from SC funding that can be accessed at any time. Club members decide how to use funds within the school policy and will request reimbursement from OSA as outlined in Addendum 1.
  • B. Funds from a club’s personal account are not subject to the advertisement requirement as outlined in Addendum 1.
  • C. Unused funds rollover into the club’s account at the end of the fiscal year. Should the club become inactive, any funds will be reallocated to the greater Student Council budget.

Section 9: Room Reservations

  • A. All clubs that would like to use rooms in the Medical Education building, or any building owned by Tufts University School of Medicine, must receive approval the administrator in charge of the current room reservation process
  • B. In addition, Office of Student Affairs approval is needed if the event is greater than 30 people, and/or is after regular business hours and/or non-Tufts students/staff are invited

Section 10: Special Allowances

The Council will not make special allowances to pay for parking passes requested by approved clubs. Clubs may purchase passes themselves through the standard reimbursement process and should consider parking as a part of their proposed budget.

Section 11: Discretionary Fund

Student Council Discretion Fund: The Student Council will allocate a minimum of two thousand hundred dollars ($2,000) annually toward the support of a project(s) or endeavor(s) originating from TUSM students that benefits the Tufts University School of Medicine community. Activities can include, but are not limited to, community outreach, community service, research, and other scholarly pursuits. Projects that involve global health endeavors must seek funding and approval through the Global Health Office. A student or group of students may submit a request at least 2 weeks in advance with the proposed budget and purpose of the event that must be approved by the Student Council. 

  1. Events do not need to follow the advertisement requirement as outlined in Addendum 1; however, students must follow all school policies. 

Section 12: Appeals

Any club has the right to appeal the Student Council's decision regarding funding. A member of the club's leadership must present their appeal to the Student Council Treasurer no more than seven days after the notice of funding has been dispersed. The appeal must detail how the club fulfills all the aforementioned criteria for club funding (See Sections 6 and 7). The appeal must be no longer than one thousand (1,000) words. Should the Student Council deem necessary, the club's leadership may be called for questioning. Within two weeks of when the appeal is presented to the Student Council Treasurer, the Student Council will vote again regarding the club’s funding and the club will be notified.

Section 13: Reimbursement

All recipients of funds will be expected to provide the Treasurer (or his/her designate) & an administrator in the Office of Student Affairs an accounting of all the Student Council funds received. This shall be performed in the following manner:

  • A. At least every two weeks during the spring and fall semester the Office of Student Affairs administrator (or his/her designate) shall review requests including the original receipts for congruity between the group/individual budget and spending. See Addendum 1 for Student Club Funding Guidelines.
  • B. All Reimbursement Requests by individual club members must first be approved by the club leader (or their designee) prior to submission to the class treasurer and OSA
  • C. All club reimbursement requests must include student ID, all detailed invoices, bank screenshots, list of attendees, copy of event announcement be submitted in one .pdf and sent to Paula.Gagnon@tufts.edu for processing.
    • a. Note: gas and gift cards are not reimbursable as per Tufts Finance rules
  • D. The requests and receipts shall then be provisionally approved and sent to the Associate Dean of Student Affairs
  • E. Provisionally approved requests and receipts shall then be subject to final approval by the Finance Department.
  • F. In the event that a group/individual’s spending is deemed to be out of keeping with the approved budget, the group’s treasurer/individual will only be reimbursed for the amount approved by Student Council. In extenuating circumstances, club treasurers may submit an appeal in writing to the Student Council. If the Student Council deems the case worthy, the club may present it at the next Student Council Meeting.
  • G. Clubs may designate one individual to act as club treasurer, and this individual will be responsible for reporting all transactions directly with the Student Council Treasurer.

Section 14: Tax Exempt Status

All clubs receiving funds will be made aware of Tufts as a tax exempt entity. Any purchase >$50 must be first approved by the treasurer / OSA designee to ensure that the option for tax exempt payment has been explored prior to purchase.

Section 15: Exceptions

The following exceptions to the above policy shall be permitted:

  • A. Each class shall receive a minimum of four thousand dollars ($4,000) at the start of each academic year to be used by the Student Government of that class. These monies are to be provided by the OSA and not by the Student Council fund specified above.
  • B. The senior class shall be allowed special consideration to apply for additional funds to cover expenses associated with fourth year class activities (e.g. graduation party, yearbook).
  • C. The senior class shall be awarded five thousand five hundred dollars ($5,500) to be applied toward expenses for senior week activities, though may apply for additional funds from Office of Student Affairs pending availability.
  • D. The Council will allocate up to one hundred dollars ($200) for a gift to the graduating Student Council President. The senior class Council representatives or the Council as a whole will determine this gift.
    • a. Note: Gift Cards are not allowed per Tufts Finance rules
  • E. Any other exception that a majority of the Council votes to allow.

Section 16: Yearbook Funding

Funding for the senior class yearbook shall be a maximum of $5,000 and shall be provided by the OSA through the Student Activities Fees.

Section 17: Disclosures

Any individual or member of club leadership who fails to fill out reimbursement forms correctly or fails to consult the OSA prior to making large purchases that are potentially tax exempt WILL NOT receive reimbursement. All reimbursement requests must be submitted within 30 days of the actual club event to OSA. For those events held in May, receipts and documentation must be received no later than June 5.

Article XI: Rights of the Student Body

Section 1: Overview

The student body has the right to expect that the Council and its respective Class Governments function in the student body’s best interest. The student body shall have the right to petition the Council to bring any issue before the entire student body provided at least 25% of the body, including at least 25 members from each class, petition the Council. In such a case, the wishes of the majority of the student body, as determined by a referendum in which at least 65% of the student body participates, shall be followed.

Article XI: Student Council Policy on Alcohol

Section 1: Overview

The Student Council will not fund alcohol for any organization or event with the exception of the annual Holiday Party usually held in December with adequate supervision. Appropriate supervision in the case of the annual Holiday Party at TUSM may be provided by campus police. The policy of Student Council is to encourage only responsible drinking outside of campus and therefore, student groups desiring to buy alcohol will not be allowed to use their Student Council funds for this purpose. Additionally, club events will not be held at locations which are primarily alcohol-based (e.g., bars).

Article XII: Use of Tufts Name, Mark or Insignia

Section 1: Overview

The Tufts University name, seal, and logo may not be used in conjunction with any private or commercial enterprise, in tandem with the advertisement of any product, or by any individual or group promoting itself. Use of the university name, seal or logo on letterhead and business cards is standardized and regulated by the Office of Communications and Public Relations. Any questions regarding the use of the University name, seal, or logo in circumstances other than the ones listed above should be referred to the Director of Publications.

Section 2: Rights

The University reserves the right to change this policy from time to time. Proposed changes normally will be developed by the Vice Provost, in consultation with appropriate representatives or committees of the school faculties, school Deans, University Council, the Provost, Executive Vice President, and the Information Technology Council. The President has sole authority to approve changes to this Policy.

Article XIII: Official Name and Address Name

  • A. Tufts University School of Medicine Student Council Address: c/o Office of Student Affairs 145 Harrison Avenue Boston, MA 02111
  • B. Web Address: https://medicine.tufts.edu
  • C. Student life website: https://sites.google.com/view/tusmstudentlife/home?authuser=0

Addendum 1: Student Club Funding Guidelines, General Requirements For Expense Reimbursement

Section 1: Procedures

Students will be notified of reimbursement procedure by the Treasurer or appropriate representative.

Example of instructions:

Hi [Student Leader],

This is the second-year treasurer. Club has been approved by the Student Council for a funding amount of $100 for your event on 11/3 for food/drink/decor (weighted vote). Please ensure that funds are used according to your event outline and in compliance with Tufts University School of Medicine policy. Note: should you decide to split the $ awarded with Maine differently, do let me know.

All reimbursements must be sent to Paula.Gagnon@tufts.edu by 30 days after the event, no exceptions. To streamline the reimbursement process, please create ONE PDF document with: 

     1) detailed receipts
     2) bank statement expense screen shots
     3) copy of the event announcement posted in the class president’s weekly email
     4) event attendance list 

In the message of your email, indicate: 

     1) student club the reimbursement is for
     2) name and email address of the person who paid out-of-pocket (if the credit card belongs to a parent, please provide their name and email)
     3) name of the event, Brief purpose [ie general body meeting] and event date
     4) Student ID# [on your ID badge]

Alternatively, If the amount of the expense is significant, you can request an invoice/supply list/links to purchase ahead of time so the OSA can buy for your club [must send to Paula 7+ days in advance]. Do remember to submit the event to the president's weekly email by the Sunday deadline. If you have any further questions, feel free to reach out to either [OSA or Treasurer]!

Section 2: Attendance Sheet

Attendance for club events should be accurately documented and must be provided with every Expense Reimbursement PDF.

Section 3: Appropriate Advertising Documentation

To get reimbursed, an event must be appropriately advertised, in a timely manner, to the entire student body. A copy of the announcement must be sent to Google form by noon on the Sunday before the event. A copy of the original email advertising the event must be attached to the PDF.

Section 4: Expense Reimbursement Process

  • A. Once the appropriate supporting documentation has been compiled and emailed to the OSA the office will process. It is the student’s responsibility to ensure that they have been received. The OSA will submit an online check voucher that will include the student name/ID to be reimbursed along with the detailed expense receipts, bank screenshot of the expense, attendee list, and club’s event announcement to TSS - Tufts Support Services for reimbursement. The Student Council Treasurer will check in with the OSA on a regular basis to ensure that expenses are submitted in a timely manner.
  • B. Student being reimbursed will receive an email directly from PaymentWorks for the student to indicate their preference of a paper check or direct deposit to a bank account, in the event that information is not already in the Finance system. It is the student’s responsibility to check their Tufts email for further instructions. The usual turnaround time from Accounts Payable is approximately 4 weeks from the day they receive the forms. Refunds are typically being processed within two weeks of check voucher being submitted by OSA.
  • C. The OSA will keep an electronic copy of the submitted expense forms that the Student Council Treasurer may ask for for review at any time.
  • D. There will be no exceptions to the policies outlined in the addendum, and reimbursement will be denied if all requirements are not met. Failure to properly send PDF of attendance, receipts and announcement will delay expense reimbursement.

Section 5: Fund Usage Guidelines

  • A. Co-Sponsored Events: Student clubs cannot transfer funds from one club to another. If there is a co-sponsored event ensure that spending burden is spent equally.
  • B. Speaker Honoraria: The Student Council will NOT fund honorarium, but clubs may request OSA for parking passes and should budget accordingly in their requests.
  • C. Travel Expenses: The extra four hundred dollars ($400) awarded to nationally affiliated clubs can only be used for national conference expenses. These expenses include travel and registration fees. If a club’s travel expenses exceed this amount they may use their remaining budget to cover costs. However, all decisions regarding reimbursement are subject to guidelines outlined in Article X.
  • D. Alcohol: See alcohol policy in Article XI.
  • E. Major Purchases In the case of major purchases, arrangements should be made through the OSA card to purchase items through Tufts so that the best price may be obtained and the purchase is tax exempt. Allow at least two weeks notice. See Article VIII Section 16 regarding tax exempt status.
  • F. If the club is interested in hiring or contracting out particular services such as catering, DJ, cruise ship, or a class party in a restaurant or bar, OSA must be visited prior to making any arrangements.
  • G. If clubs are purchasing reusable equipment/supplies, they must be stored at Tufts. This ensures that the club still has access to that stock when the original purchaser has moved on to the clinical years.
  • H. Fundraising If a club does any fundraising they may deposit the proceeds into their Tufts Account. However, provide accurate documentation of all transactions and deposits to the OSA and the Student Council Treasurer. Doing so ensures that at the end of the year, any money clubs have left from fundraising will be carried over to next year. Otherwise, there are no guarantees that the money will remain allocated to the respective club.
  • I. Contracts & Deposits: Students are not authorized to sign contracts on behalf of the Tufts and may not use their personal credit card for payment of a club activity or event. Students must contact OSA in advance to make arrangements for any events requiring a contract and/or deposit/down payment. This is to protect students in the event of any unforeseen scenario.
  • J. Use Of Tufts Name/Insignia The use of the name “Tufts” and corresponding insignia cannot be used without appropriate permission for commercial endeavors, fundraising activities or in business/political promotions. Requests to use the Tufts name or insignia should be directed to the OSA who will forward it with a recommendation to the Tufts Legal and Communications teams for review/approval.
  • K. For specific questions contact the Student Council Treasurer and reference the most up-to-date Funding Guidelines dispersed at the mandatory funding meetings.