University of Mississippi Medical Center School of Medicine Medical Student Council Bylaws

The University of Mississippi Medical Center School of Medicine is committed to providing outstanding education for medical students. In order to facilitate the process of student leadership and government, class officers are elected by each medical school class. Beginning with the 2006-2007 academic year, the following guidelines will be implemented to delineate the roles, responsibilities, and election of each office.

Class Officer Positions

The following offices are to be elected by each class:

1. President: The primary role of the President is to provide leadership for the class and function as the class representative. This includes, but is not limited to, serving as a liaison between the class and the School of Medicine Administration, serving as a member of the Medical Student Council, and facilitating interaction between the class and faculty members. By serving in these roles, the President is responsible for communicating relevant information concerning policy, campus activities, etc. to the class. In addition, the President is charged with facilitating communication among all class officers regarding any matter deemed necessary. The President is responsible for organizing and overseeing the Long Coat Ceremony during the senior year and for assisting with the organization of the Match Day activities. This is a single person position.
2. Vice President: The primary role of the Vice President is to assist the President in representing the class. This includes, but is not limited to, serving as a member of the Medical Student Council. Class officer elections for officer positions for the second, third, and fourth year classes will be run by the current class Vice President, except for the election of the Vice President, which will be facilitated by the President. In the fourth year, the Vice President is responsible for assisting the President in organizing the Long Coat Ceremony and Match Day activities. In addition, the Vice President is charged with assuming the role of the President in the event that the President is not able to represent the class until such time that a new president is elected. This is a single person position.
3. Secretary: The primary role of the Secretary is to work with the other class officers to facilitate communication and record-keeping. This includes, but is not limited to, keeping a class roster. The Secretary shall also be responsible for helping organize information for the weekly School of Medicine Newsletter. This is a single person position.
4. Treasurer: The primary role of the Treasurer is to maintain and oversee the class' financial accounts. This includes (a) working with the secretary of the Associate Dean for Student Affairs regarding the class' activity fund derived from 59326 Activity Fund-Medical School and (b) overseeing the financial aspects of the Long Coat Ceremony and Match Day activities. The Treasurer will maintain an external account for use in fund raising. The external account's signature authority will include the Treasurer, either the class President or class Vice-President and one staff member from the Dean's office. The external accounts mailing address will always be the School of Medicine's Student Affairs Office. The Treasurer will organize quarterly business meetings with class officers and facilitate any class discounts for various resources when purchased in bulk. This is a single person position.
5. Curriculum Committee Representative: The primary role of the Curriculum Committee representative is to serve as a liaison between the class, the Curriculum Committee and Vice Dean for Medical Education. This includes relaying concerns and opinions of the class to the committee and communicating all relevant information regarding committee meetings to the class. This is a single person position.
6. Social Chairman: The primary role of the Social Chairman is to oversee and/or organize the class social functions and parties. This includes, but is not limited to, organizing the M1/M2 Party in the second year and Match week festivities during the M4 year. This position can have up to three co-chairs.
7. Faculty Liaison Chair: The primary role of the Liaison Committee Chair is to coordinate and communicate concerns the class may have over testing questions. The LCC will serve as the official conduit between the class and the faculty regarding said concerns. This is a single person position.
8. Diversity Representative: The primary role of the Diversity Representative is to (a) assist the school administration with all efforts and plans to continue to promote a diverse and inclusive community at UMMC, (b) serve as a liaison between the medical class and the division of multi- cultural affairs and (c) inform the students about upcoming programs and opportunities offered by the office of multi-cultural affairs and assist with getting the class involved with service opportunities and other programs that are being offered. The Diversity Representative should be available for classmates to discuss any incidences of discrimination or complaints about cultural sensitivity or inclusion. The Diversity Representative should ensure that the interests of all groups within the class are represented and work with other class officers to make sure that class functions (on or off campus) are inclusive and respectful to all students. When practical the Diversity Representative should collaborate with the diversity representatives of other programs and classes to ensure that the interests of all groups are being addressed and represented. This position can have up to three co-chairs.
9. Technology Chair: The Technology Chair should be reasonably informed of the current technological needs of medical students. Second, they should keep the class technology guide current and relevant for their class needs. Thirdly, they should be reasonably available to address the tech concerns of their classmates. This position can have up to three co-chairs.
10. Intramural Coordinator: The primary role of the Intramural Chair is to oversee and/or organize the class intramural events and functions. This position can have up to three co-chairs.
11. SOM Building Facility Administrator: The primary role of the SFA is to oversee and/or organize the SOM spaces to ensure cleanliness, organization, and adequate supplies for students' needs. They will be responsible for alternating with other SFAs the cleaning of the lounge refrigerators every Friday. This position can have up to three co-chairs.
12. Community Service Representative: The primary role of the Community Service Chair is to coordinate and organize service events both with his/her class and other groups on the SOM campus. This position can have up to three co-chairs.

Class Officer Elections

1. Each class officer position is to be elected to serve on an annual basis. Elections for the first year medical school class are to be held no sooner than one month, and no later than two months, after beginning orientation. The election is to be facilitated by the Associate or Assistant Dean for Student Affairs. The elections for officer positions for the second, third, and fourth year classes will be run by the person serving as the current Class Vice President, except for the election of the Vice President, which will be facilitated by the President. These elections are to take place during the last quarter of the preceding academic year for which the elections are to be effective. The term of all elected positions is one academic year. At the time of elections in the last quarter of the academic year, the Vice President should notify the class of upcoming elections. They should accept nominations from and/or for any student who would like to run for a position. If the incumbent officer wishes not to run for reelection, they should notify the Vice President prior to the opening of the nomination period, and this should be communicated to the class by the Vice President. In the event of an exact tie in any election, the deadline for voting should initially be extended by 3 business days. If after these 3 additional days the outcome is still a tie the elected officers shall vote among themselves to cast 1 deciding vote.
2. In order to serve as a class officer, the student must be enrolled as a full-time, active member of the class. Additionally, the student must be in good academic standing. Students who have remediated a medical school course or have repeated a year are not eligible to run for an officer position. Additionally, for M1 elections only, any student who has scored below a 65 on a test is not eligible to run for an officer position. In the event that an officer is not able to fulfill his/her duty or that he/she resigns the position, a separate election will be held to fill the position. The separate election will be facilitated by the Vice President for all offices, except the office of Vice President, in which case the President will facilitate the election. If an officer is to be on leave of absence/away for a period to exceed four weeks, the officer's position may be filled by a separate election at the discretion of the remaining class officers.
3. If an officer is not adequately performing the duties of their office, the class may petition the President (or Vice President) for action. Appropriate action may include counseling of the officer by the Class President, Vice President, or other class officers as well as deliberation/counseling by the School of Medicine Medical Student Council or SOM Associate Deans. If counseling is not effective, the officer in question may be relieved of his or her duties. Following that, a separate election will be held to fill the position. The separate election will be facilitated by the Vice President for all offices, except the office of Vice President, in which case the President will facilitate the election.
4. Additional positions can be created at the discretion of the aforementioned class/class officers in order to facilitate the needs of the class. These additional positions may be appointed or elected. Examples include but aren't limited to: Note Service Liaison, Community Service Representative, Intramural Director, Student Facility Administrator, etc.
5. If there is an unfilled officer position after nominations have closed, the position will be decided upon by majority vote within the elected officers. If there is a tie, the President will cast the deciding vote.

Approved by Medical School Council and SOM Dean's Council, April 24, 2006.

Amended by Medical School Council and SOM Dean's Council, April 20, 2009.

Amended by Medical School Council and SOM Dean's Council, August 24, 2009.

Amended by Medical School Council and SOM Dean's Council, September 28, 2009.

Amended by Medical School Council and SOM Dean's Council, November 28, 2011.

Amended by Medical School Council and SOM Dean's Council, September 12, 2016.

Amended by Medical School Council and SOM Dean's Council, October 11, 2021.

Amended by Medical School Council and SOM Dean's Council, August 28, 2023.