GSSLogo-Insignia-Teal_WEB
GSS Council

What is the GSS Council?

The GSS Council is the main decision-making body of the Graduate Student Society (GSS).

Council is where graduate student representatives come together to:

  • Make decisions about GSS policies and priorities
  • Approve budgets and major funding decisions
  • Appoint committee and caucus members (see more details in the FAQ section)
  • Guide how the GSS operates and advocates for graduate students

In short, the Council is where the big decisions are made.

Who attends GSS Council meetings?

GSS Executives

  • The GSS Executive Officers also sit on Council and report on their portfolios.

Committee Chairs (see more details in the Committee page)

Guests and Observers

  • Most Council meetings are open to graduate students
  • Any graduate student may attend to observe. Observers may be invited to speak at the discretion of the Chair.

Can anyone attend Council meetings?

Yes. Most Council meetings are open to all graduate students.

Attending Council is a great way to:

  • Learn how GSS governance works
  • Understand how decisions are made
  • Decide whether you want to get involved as a Councillor or committee member

Who is on the GSS Council?

Councillors are graduate students who represent their department or program on Council.

Councillors:

  • Bring forward issues from their department or program
  • Participate in discussion and decision-making
  • Should be a part of a GSS Committee
  • Vote on Council motions once formally seated
  • Approximately 30 – 40 per academic year
  • Only “seated” Council members may vote

What does “seated” mean?

A Councillor is considered seated once:

  • Their appointment has been approved by Council at a meeting, and
  • Required onboarding steps are completed (more details see on Join Us page)

Once seated, a Councillor:

  • Counts toward quorum
  • Vote on motions
  • Is officially recognized as a Council member

Before being seated, students may attend meetings but cannot vote.

What happens at a Council meeting?

A typical Council meeting includes:

  • Seating of new Councillors
  • Reviewing reports from GSS Executives and committees
  • Discussing issues for decision (policies, appointments, funding, governance matters, etc.)
  • Approving Affiliated Organizations (see Affiliated Organizations page for more details)

Meetings follow a standard agenda to keep things organized and transparent.

How often does Council meet?

  • Council meets at least once per month during the academic year
  • Meeting dates and agendas are shared in advance
  • Meetings usually last for 2 hours

What are the expectations from a Councillor?

Councillors are expected to:

  • Attend Council meetings regularly
  • Review materials before meetings
  • Participate respectfully in discussion
  • Represent their department or program
  • Uphold GSS policies and Code of Conduct

Repeated absences without valid reason may result in a Councillor’s seat being reviewed, in line with the Bylaws.

Is there any compensation if you join Council meetings?

Councillors currently receive $20 per Council meeting attended as meeting support (for example, a food allowance).

This is not a wage or honorarium and depends on the GSS budget.

Questions?

For questions about:

  • Council meetings
  • Observing Council
  • Becoming a Councillor

Visit the Join Us page for step-by-step guidance or contact: aa@gss.ubc.ca

Council Minutes

For further past Council minutes, please email info@gss.ubc.ca

GSS Council – Frequently Asked Questions (FAQ)

Do I need to register or RSVP to attend a Council meeting?

No. Most Council meetings are open to graduate students, and you do not need to register in advance to attend as an observer.

Can I speak at a Council meeting if I’m not a Councillor?

Yes. Observers may be invited to speak at the discretion of the Chair, but only seated Council members may make motions or vote.

Where can I find Council meeting agendas and minutes?

Council agendas and approved meeting minutes are posted publicly on the GSS website. These documents are a good way to follow ongoing issues and decisions.

What happens if I miss a Council meeting?

If you are observing, nothing happens.

If you are a Councillor, repeated absences without valid reason may result in your seat being reviewed, in line with the Bylaws.

Can Council decisions be made outside of meetings?

In some cases, Council may approve decisions through written consent, as allowed by the Bylaws. These decisions are recorded and reported.

Is the $20 meeting compensation guaranteed?

Meeting support is subject to the GSS budget and may change from year to year. It is intended to support participation (e.g., food) and is not a wage or honorarium.

I’m interested but not ready to be a Councillor, what should I do?

You’re welcome to observe Council meetings or start by joining a committee as an Ordinary Member. Both are good ways to learn how GSS governance works.

Who should I contact if something is unclear or I have concerns?

For questions, accessibility needs, or governance-related concerns, contact:  aa@gss.ubc.ca

What is quorum?

Quorum is the minimum number of voting members needed for Council to make official decisions.

If quorum is not met: Council may still discuss items; Council cannot vote or pass motions;

This ensures decisions reflect sufficient representation.

What happens if Council does not reach quorum?

If quorum is not met, Council may continue discussions but cannot vote or make official decisions. Items requiring a decision are deferred to a future meeting.

What does “in camera” mean?

Sometimes Council discusses sensitive topics (such as legal or personnel matters).

“In camera” means: The discussion is closed; Only Council members and invited participants may attend; The discussion is confidential

Whenever possible, outcomes of in camera discussions are summarized in open meeting minutes.

Why does Council sometimes go “in camera”?

Council goes in camera to discuss sensitive or confidential matters, such as legal, personnel, or privacy-related issues. In-camera discussions are confidential.