Hopkins Student Organization (HMSGSO)

Officer position descriptions listed below.

Officer Descriptions

Organizes a quarterly graduate student meeting to discuss the graduate program, events, etc.
Prepares an agenda for the quarterly meeting, and runs the meeting according the agenda
Solicits discussion items from grad students
Organizes additional meeting(s) of the graduate officers to discuss current issues facing the graduate program
When necessary, organizes additional meetings of the graduate students to discuss specific issues
Leads projects to improve the graduate program and interface with the faculty and staff (will be involved in all Graduate/Faculty committee meetings)
Emails the incoming first year students in early summer (welcomes them and passes on Graduate Student Resources links on HMS site )
Delegates tasks to other officers

Manages the graduate funds and budget
Manages proposals to co-directors for funding of events like the graduate student retreat
Reports the status of the graduate fund to the community at our quarterly meeting
Informs the graduate students if there is an “actionable” amount of funds in the grad fund (i.e. enough that someone could propose to spend some)
Proposes new ideas for Hopkins merchandise
Publicizes all Hopkins merchandise for sale
Propose community-building events or other ideas that will be covered fully or in part by the graduate funds

Records notes at each quarterly graduate student meeting
Sends out a videoconferencing link before each meeting for those who want to attend meetings remotely
Sends meeting notes to the hmsgrads listserve as soon as possible after the meeting
Serve as a member of the student committee that meets with the faculty committee and record notes at all meetings
Helps with any additional bookkeeping or writing of proposals

Organizes the fall seminar series by soliciting invites from lab groups, individuals, or clusters of students, filling all dates with speakers, and being point people for questions related to hosting, travel info, etc.
Manages the seminar budget (work with co-directors of the station for budget increases)
Communicates and updates graduate students about slots that need to be filled
Contacts all speakers to inform them of travel, budget, etc.
Ensures all hosts announce the seminar and create a schedule for their speaker
Notes that the Seminar Assistant assists/shadows the chair for one year and then steps up to the chair position the following year

Generates ideas for events that connect Hopkins to the public, prospective students, alumni, etc.
Works with other members on the team to organize and publicize events
Manages the prospective student site (solicit quotes, update emails, answer any questions, etc.)
Manages the High Tidings blog
Delegates tasks and ensures events run smoothly

Attends faculty meetings and record notes
Sends meeting notes to the hmsgrads listserve as soon as possible after the meeting
After each Graduate/Faculty Committee meeting, makes an announcement at the next faculty meeting summarizing the important discussion points

Quarterly Meeting Schedules and Procedures

Meet once per quarter, within the first two weeks of each quarter
In advance of the meeting, the president solicits the grad student body for discussion items and initiatives ]
Announcements are defined as a simple notice of an item of interest, with no direct outcome sought from the grad student body; an initiative is defined as an action item that leads to a defined outcome
Votes on initiatives will be required for items requiring significant grad fund expenditure, impact the grad student body as a whole, or as otherwise deemed necessary by the proposer
Prior to each meeting, an agenda and a videoconference link are sent out for remote attendance; the president officiates all meetings for efficiency

Once a month, graduate student representatives will meet with the Assistant Directors of Student Services to discuss current issues, get departmental updates and bring up new initiatives or concerns
Quarterly, a graduate student rep will attend the HMS faculty meeting to promote continuity in the Hopkins community and open lines of communication between faculty, administrators and students