CODE OF STANDING REGULATIONS

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1 CODE OF STANDING REGULATIONS CONCORDIA UNIVERSITY ARTS AND SCIENCE FEDERATION OF STUDENT ASSOCIATONS FEDERATION DES ASSOCIATIONS ETUDIANTES DE LA FACULTE ET SCIENCE DE L UNIVERSITE CONCORDIA Last Updated On: May 12 th 2016 by resolution of Council 1

2 CONTENTS DEFINITIONS... 5 SECTION 1: RELATIONS BETWEEN ASFA AND ITS MEMBER ASSOCIATIONS... 6 Subsection 1: Member Association By-Laws Part 1: Requirements for MA By-Laws.. 6 Part 2: Relationship to ASFA By-Laws, Standing Regulations, and Policies 6 Part 3: Amendments to By-Laws. 6 Subsection 2: Recognition of a Member Association Part 1: Recognition of a Member Association. 7 Part 2: Recognition of an MA Member... 7 Subsection 3: Member Association Elections Part 1: Electors. 7 Part 2: Relationship between the CEO, ASFA Internal Coordinator, and Judicial Committee... 8 Part 3: Electoral Officers and Chief Electoral Officers Part 4: Election Period Part 5: Nomination of Candidates. 10 Part 6: Announcement of Polls. 11 Part 7: Campaigning Period Part 8: Polling Part 9: Election Expenses Part 10: Election Results Part 11: Referendum. 12 Subsection 3: Member Association General Assemblies Subsection 4: Member Association Executive Structure 13 Part 1: Executives. 13 Part 2: Councillor

3 Part 3: Removal from Office. 14 SECTION 2: FINANCIAL REGULATONS. 15 Subsection 1: Member Association Financial Regulations 15 Part 1: Funding Application Requirements Part 2: MA Budgetary Allocation.. 15 Part 3: Bank Accounts Part 4: Reimbursements Part 5: Audits. 17 Part 5: MA Special Project Funding (MA-SPF) Part 6: Financial Penalty for Missed Council Meetings Part 7: Fiscal Management Subsection 2: ASFA Financial Regulations.. 18 Part 1: Annual Budget Part 2: Budgetary Transparency Part 3: Operating Costs Part 4: Honorarium and Expense Reimbursement 19 Part 5: Member-at-Large Special Project Funding (ML-SPF). 20 Part 6: Control of Cash Flow Part 7: Standing Committees Part 8: Fee-Levies. 21 SECTION 3: ACADEMIC AWARDS SECTION 4: ASFA ELECTORAL REGULATIONS. 22 Part 1: Electors.. 22 Part 2: Referendum Committee Part 3: Elections Committee and Electoral Officers

4 Part 4: Chief Electoral Officers Part 5: Nomination of Candidates.. 24 Part 6: Announcement of Polls.. 25 Part 7: Campaigning Period Part 8: Polling Part 9: Procedure of Polling Station.. 27 Part 10: Elections Proceedings.. 28 Part 11: Counting the Ballots 28 Part 12: Disqualifications and Sanctions.. 29 Part 13: Contestation of Elections and Referendums Part 14: Election Expenses Part 15: Report of CEO SECTION 5: APPOINTMENT PROCESS.. 31 Part 1: Chairperson and Secretary. 31 Part 2: Member Association CEOs Part 3: Judicial Members Part 4: Arts & Science Faculty Council (ASFC).. 32 Part 5: Committee Help Part 6: Vacant Executive Positions. Members-at-Large on Committees, & ASFA CEO 33 4

5 DEFINITIONS ASFA or The Association : refers to the Arts and Science Federation of Associations By-Laws : refers to the ASFA By-Laws; Campaign Materials : refers to any printed matter, paid advertisement in any media, s, or any other object used to promote, oppose, directory or indirectly, the election of a candidate; Council : refers to the ASFA Council of Representatives. Deputy Electoral Officer : refers to an assistant hired by the Chief Electoral Officer. It shall be abbreviated as DEO; Election Committee : refers to a group of students organized by the Chief Electoral Officer for the purpose of coordinating electoral proceedings; Election Expense : refers to the cost of any goods or services used during the election period to promote or oppose, directly or indirectly, the election of a candidate. Electoral Officers : refers to those hired to work an ASFA or MA election such as the CEO, DEO, and Polling Clerks. Member Association or MA : refers to any departmental or program-specific association under ASFA; Policies : refers to any policies set by the Association that are not in the by-laws or standing regulations such as the purchasing policy, HR policy, or sustainability policies. Polling Period : refers to a period of three (3) consecutive school days during which the polls in an election will be open no later than 10h00 and close no earlier than 20h00; Public Notice : refers to the placement of posters in prominent view at both Sir George Williams and Loyola campuses, as well as an electronic notice sent by ASFA; Regulations : refers to the current standing regulations; School Day : refers to a day in which the University is open for normal operation; 5

6 SECTION 1: RELATIONS BETWEEN ASFA AND ITS MEMBER ASSOCIATIONS Subsection 1: MA By-Laws Part 1 MA By-Laws: Requirements for MA By-Laws 1. Member associations must provide their By-Laws to the ASFA VP Internal as a prerequisite for registration with both ASFA and the Dean of Students 2. Member Associations' By-Laws must contain the following provisions: a) Association name and acronym; b) Objectives of the Member Association; c) Membership requirements in accordance with those set forth by ASFA s By-Laws; d) Executive Body: Composition and functions of executive positions; 3. The purpose of the Member Association will be: a) To represent their membership; b) To organize social events and create a spirit of community within their membership; c) To provide academic services for their membership d) To follow any and all objectives of the association prescribed in their by-laws. Part 2: MA By-Laws: Relationship to ASFA By-Laws, Standing Regulations, and Policies 4. The departmental or program-specific association shall exist as a Member Association of ASFA and shall be subject to the applicable Policies and Regulations duly passed by ASFA Council. 5. When conflicts between Member Association by-laws and ASFA s By-Laws arise, ASFA s By- Laws, Regulations, and Policies shall take precedent. 6. The Member Association shall adhere to all of the financial policies set forth in the ASFA by-laws and Standing Regulations. 7. The MA's shall adhere to the ASFA purchasing policy, sustainability policy, and HR policy. 8. The Member Association shall adhere to any and all additional financial policies approved by a duly convened meeting of ASFA council. Part 3 MA By-Laws: Amendments to By-Laws 9. The MA executive can present proposed changes to the By-Laws, which will be brought to a Special General Assembly of the membership. Public notice of the Assembly must be given at least five (5) Juridical Days prior, along with the nature of the proposed changes. 10. Regular members of the association can propose changes to the By-Laws by submitting a petition of four percent (4%) or fifteen (15) Members to the Executive committee, which will be presented in a 6

7 Special General Assembly of the membership. The Executive committee has five (5) Juridical Days to accept the petition and give public notice for the event. 11. Amendments to the By-Laws must be ratified by a two-thirds (2/3) majority. 12. Amendments to the By-Laws may also be done by referendum, as outlined in Section 1 Subsection 2 Part 12 of these standing regulations. Subsection 2: Recognition of a Member Association and its Membership Part 1 Recognition of a Member Association 13. Any MA officially recognized by the ASFA Council of Representatives shall be given the privileges of a yearly budget, access to their bank account, and access to the MA Special Project Funding. They shall also be allowed to register with the Dean of Students Office as a recognized student association and shall be given priority at ASFA events and initiatives. 14. Should an MA that failed to meet quorum at a general election appoint an interim executive at their Annual General Meeting or Special General Meeting they shall be entitled to attend MA retreat and receive assistance from ASFA until by-elections. Part 2 Recognition of an MA Member 15. For financial purposes a member of an MA shall only be considered to be any student enrolled in a minor, major, specialization, or honours of the program(s) under the MA. 16. MAs may consider any student enrolled in a class to be a member however, this student must still be a member of the ASFA and satisfy the requirements of article 21 of ASFA By-Laws. 17. In addition to the above article, MAs who consider a student enrolled in a class as a member must clearly specify in their by-laws whether this is applicable on a semesterly basis or yearly basis. 18. For election purposes, the MA must provide a list of their members to the VP Internal and their CEOs if they consider those enrolled in a class to be a member. Should they fail to provide a list to their CEO, quorum and legitimate voting members will be considered to be any student enrolled in a minor, major, specialization, or honours in the program(s) under the MA. This must be done three (3) juridical days before polling begins. Subsection 3: MA Elections and Referendum Part 1 MA Elections: Elector 19. Every Regular Member, as defined in Article 21 of ASFA s By-Laws, who is registered by the first day of the polling period is an elector. 20. Each elector may cast one ballot in an election for each office open for election. 7

8 Part 2 MA Elections: Relationship between the CEO, ASFA VP Internal, and Judicial Committee 21. Any concern with the legitimacy of an election as established by the MA or ASFA by-laws shall immediately be sent to the Judicial Committee by the complainant. 22. Disputes with the CEO and Member Association shall be sent to the VP Internal who shall consult the Internal and Administration committee within five (5) juridical days. 23. Disputes between candidates or any other person in the MA involved in the election shall be sent to the CEO of said election. Part 3 MA Elections: Electoral Officers and Chief Electoral Officers (CEOs) 24. The electoral officers include the CEO and polling clerks. 25. The following persons are not eligible to hold office as an electoral officer: a. Current members of the executive body of an ASFA Member Association; b. Current members, or member running for the CSU executive; c. A candidate currently running for or holding a position in ASFA d. Members of the MA holding the elections in question; e. The Council Chairperson or Council Secretary f. Current members of the Judicial Committee. 26. CEO s shall be hired and assigned elections by the Administration and Internal Committee before the October regular council meeting. They shall hold the position for the entire academic year. Should they resign the Committee must hire and assign a new CEO before the February regular council meeting. 27. CEO s shall be hired and assigned elections by the Administration and Internal Committee before the October regular council meeting. They shall hold the position for the entire academic year. Should they resign the Committee must hire and assign a new CEO before the February regular council meeting. 28. There shall be two trainings per academic year, one held in October and one in February. CEOs must attend both trainings. 29. A list of the hired CEO s and their assigned elections must be sent to the ASFA council for ratification. 30. The CEO may resign by notifying the VP Internal and the Administration and Internal Committee in writing. 31. The CEO is responsible for hiring the polling clerks and may hire no more than 2 per MA elections. The CEO may act as a polling clerk if they choose not to enlist the help of polling clerks. 32. CEOs shall be paid in the following way: 8

9 a) CEOs will be paid an honorarium of $ per Member Association by-election, referendums, or annual general elections. Should an MA choose to have a referendum that does not coincide with elections, they must pay the CEO honorarium out of a separate budget line. b) The CEO s honorarium shall be paid following services rendered to the Member Association within ten (10) Juridical days from when they submitted the results of the election, the nomination forms, proof of required announcements made by the CEO, and ballots to the VP Internal of ASFA. c) In addition, CEOs must provide the ASFA VP Internal with a signed letter by two of the current MA executive members that gives proof that the CEO has polled the required amount of hours or found adequate substitution if unable to do so; that the CEO answered s and other concerns in a timely manner; that the CEO did their task efficiently and avoided any conflict of interest. Failing to fulfill any one of these responsibilities will result in either no payment or a reduced honorarium as deemed necessary by executives of the MA which will be included in the provided letter. d) Notwithstanding the above article, the ASFA Internal and Administration committee reserves the right to overturn the MA Executive decision on the CEOs pay if they find it to have been unjust. They must inform the MA Executive of their intention to overturn their decision and give them five (5) juridicial days to appeal. 33. Polling clerks shall be paid a total maximum of fifty dollars ($50.00) per by-election, referenda, or annual general elections decided by the CEO. All amounts over fifty dollars ($50.00) shall come out of the CEOs honorarium. 34. The CEO shall: a) Adhere to these Regulations and fulfilling all duties mandated therein; b) Verify that all parties participating in an election comply with these Regulations; c) Issue directives on the fulfillment of these Regulations; d) Receive and examine the reports and returns transmitted; e) Inquire into the legitimacy of the election expenses; f) Provide any person who requests it, information regarding the specifications of these Regulations and the fulfillment of duties there; g) Give public access to all information, reports, returns or documents relating to these Regulations; h) Shall ensure that the election is properly conducted, and, for that purpose, shall see to the training of the electoral officers and direct their work. Part 4 MA Elections: Election Period 35. Member Association elections for their Executive Body and Councillor must be held annually in the winter semester by March 31st. By-elections, should they be required, must be held in the fall semester by November 30th. 9

10 36. The following are not eligible to sit on the Executive Body or as a Councillor for a Member Association: a) Current members of the ASFA Executive; b) Current Independent Councillors; c) Current members of the CSU executive; d) The Council Chairperson; e) The Council Secretary; f) The CEO of ASFA; g) Current members of the Judicial Committee. 37. If there are vacant seats within the Executive Body or in the absence of a Councillor, a By-Election must be held to fill said seats. Part 5 MA Elections: Nomination of Candidates 38. The nomination period shall begin ten (10) Juridical Days before the polling period and will end at midnight the day before the campaigning period is scheduled to take place. 39. Every eligible person may be nominated as a candidate for one office in an election by filling out a nomination paper from the CEO. 40. A candidate can sit on the executive body of multiple Member Associations so long as there is no conflict of interest. 41. The nomination paper shall, under pain of rejection, contain the required number of signatures no later than the last day of the nomination period. 42. The nomination paper shall state the name of the candidate as well as their Concordia I.D. number, address, telephone number, address, and the office for which they are a candidate. 43. The nomination paper shall include a statement signed by the candidate(s) to the effect that they consent to the nomination. 44. The nomination paper shall include the printed name, signature, and Concordia I.D. number of no less than ten (10) electors or as prescribed by the associations By-Laws, who are eligible to vote for the office for which the candidate is being nominated. 45. Upon filing the nomination form, the candidate shall be provided with: a) a receipt for the nomination; b) a copy of these regulations; c) the dates, times, and locations of all information sessions as soon as they are organized by the CEO in accordance with these regulations; d) a form to be used for the return of election expenses provided for by these regulations; and e) other information the CEO deems appropriate. 46. The CEO shall have the sole authority to verify the validity of the nomination papers. 10

11 47. A candidate may withdraw their nomination by transmitting a notice to the CEO in writing to that effect. Part 6 MA Elections: Announcement of Polls 48. At the beginning of the nomination period, the CEO shall issue a Public Notice to announce the holding of a poll. 49. Such announcements shall include, as the case may be: a) the particulars of the offices open for election; b) the place(s) where the nomination forms may be obtained; c) the place(s) and dates fixed for the filling of nomination papers in accordance with these regulations; d) the place(s) and dates fixed for the formation of election committees; and e) the dates on which the polling will take place in accordance with these regulations. Part 7 MA Elections: Campaigning Period 50. The campaigning period shall begin at least five (5) Juridical Days before the polling period and will end at midnight the day before the polling period is scheduled to take place. 51. At the beginning of the campaign period, the identity of all candidates will be made public by the CEO. 52. The CEO will notify the ASFA VP Internal of the candidates running in the election at the beginning of the campaign period. 53. Campaign material may be distributed, posted, published, broadcast, or otherwise disseminated only during the campaigning period. If the candidate fails to respect this regulation, they will be disqualified from the election by the CEO and have their name immediately removed from the ballots. 54. Flyers may not be used as campaign material, and are banned in an election. 55. No space or facilities used or maintained by the University and/or ASFA and/or its subsidiaries or its affiliated groups and associations may be used for campaign purposes by any candidate unless it is equally available to all other candidates for the same office. Part 8 - MA Elections: Polling 56. No later than five (5) Juridical Days before the polling period, the CEO shall give a Public Notice setting forth the following particulars, as the case may be: a) the designation of each office, for which a poll must be held; b) the names of the candidates for each office; c) the day(s), time(s), and place(s) where the polling station(s) will be open for the poll; d) the particulars relating to the office and the name must correspond to those appearing on the nomination paper. 11

12 57. Polling for the annual general elections of a member association shall be held the first Juridical Day following the campaign period and last no fewer than two (2) Juridical Days and no longer than three (3) Juridical Days. 58. Quorum is four percent (4%) of regular members or fifteen (15) regular members, whichever is higher, unless a higher minimum is prescribed by member association's By-Laws. 59. The CEO shall create numbered ballots, should they be required. Part 9 MA Elections: Election Expenses 60. Only a candidate may incur election expenses. 61. The maximum amount of election expenses that may be spent by a candidate for a particular office is fifteen dollars ($15) unless a lower amount is prescribed by the associations By-Laws 62. Every payment of an election expense must be justified by an invoice showing the name and address of the supplier, listed goods or services supplied, the date the goods or services were supplied, and the amount of the expense. Part 10 MA Elections: Election Results 63. The CEO shall submit the results of the election, including the ballots, to ASFA's VP Internal within five (5) Juridical Days after the last day of the polling period. 64. In case a Member Association cannot provide legitimate election results including, but not limited to, electoral fraud, lack of quorum, or absence of elections due to negligence of the Chief Electoral Officer by the given deadline, the Member Association shall be placed under the trusteeship of ASFA s Administration and Internal Committee, who shall oversee the hiring of a new CEO. 65. In the event of a tie for a position within an MA, it shall be determined by another day of polling with canvassing after five (5) Juridical Days but within ten (10) Juridical Days, should neither candidate withdraw from the election. In the event of a tie, the polling period may extend past the March 31st deadline. 66. Any contestation of Member Association electoral results shall be made no later than five (5) Juridical Days after the election results have been publicly announced. 67. Any contestation of Member Association electoral results shall be submitted to the respective CEO who shall issue a preliminary ruling within 72 hours of its reception. Said ruling shall be ratified by ASFA s Administration and Internal Committee within five (5) Juridical Days of its reception. Part 11: MA Referendums 68. Referendums may be called by the Executive Body, by the Member Association's annual general meeting (AGM) or by a petition with the signatures of four percent (4%) of the association s Members or fifteen (15) association Members, whichever is higher, unless a higher minimum is prescribed by the member association's By-Laws. 12

13 69. The Member Association's CEO shall give public notice of a referendum question at least ten (10) Juridical Days prior to the referendum. 70. The Member Association's executive shall submit the referendum questions to ASFA's VP Internal at least ten (10) Juridical Days prior to the referendum. 71. Quorum is four percent (4%) of regular members or fifteen (15) regular members, whichever is higher, unless a higher minimum is prescribed by member association's By-Laws. Subsection 3: General Assemblies 72. The annual general assembly shall be the decision-making body of the Association and must be held every year. 73. Quorum shall be four percent (4%) or fifteen (15) members of the Member Association, whichever is higher. 74. A Special General Assembly may be called, as the need arises, by decision of the Executive Body, or by a petition of four percent (4%) or fifteen 15 members of the Member Association, whichever is higher. The Executive body must make public notice of the special general assembly five (5) Juridical Days in advance of the special general assembly. The Public notice must include the location, date, time and agenda for the special general assembly. Subsection 4: Member Association Executive Structure Part 1 MA Executive Structure: Executives 75. The executive is elected for a term of one year starting on June 1st and ending on May 31st the following year. 76. All Member Association executives must be elected in an annual general election or by-election by the association membership or in accordance with Article 56 of ASFA s By-Laws. 77. Associations must consist of two (2) executives who shall be the signing authorities for the association. This may be any two executives unless otherwise specified within the Member Association s By-Laws. One (1) executive shall be responsible for the finances of the Association. 78. Associations must also elect one (1) executive whose responsibilities shall include booking space for the association. This may be any executives unless specified in their respective By-Laws. 79. In the event of a vacancy in the Executive Body, an interim Executive may be appointed by the current Executive Body. The appointee cannot be a signing authority or booking authority. The interim Executive will hold office until the by-elections or annual general elections of the Member Association. 13

14 Part 2 - MA Executive Structure: Councillor 80. Should an MA choose a Councillor may also be elected during the by-elections or annual elections. The Councillor must be a member of the association holding the election. It is up to the Member Association to stipulate in their by-laws whether the councillor is part of a current executives positions, whether it is a separate position that any member may run for, and whether or not this position is elected or appointed at a general assembly or by the executive team via 2/3rd majority. Furthermore, the position in the MA by-laws must stipulate when the councillor must be available for council meetings. 81. Should a Councillor not be elected, an interim Councillor shall be appointed by the Executive Body of the Member Association from within their constituency. The interim Councillor shall hold office until the by-elections or annual general elections of the Member Association. Part 3 MA Executive Structure: Removal from Office 82. An elected executive of a Member Association may be removed from office based on the following: a) Recurring, unwarranted behaviour deemed hostile and or a threat to the welfare of Concordia students and/or faculty; b) Any violations of the Quebec Charter of Human Rights and Freedoms on Concordia University grounds; c) Misappropriation of funds; d) Dereliction of duties; e) Violations of ASFA's By-Laws or that of the Member Association. 83. To remove an elected Executive from office, a petition undersigned by ten percent (10%) of Regular Members or thirty-eight (38) members of their association to which they are representing, whichever is higher; a two thirds (2/3) majority vote from the Council of representatives; or a two thirds (2/3) majority vote from the Executive in question to then be ratified by the Council of representatives. Should one of these occur it shall be submitted to the VP Internal of ASFA who shall then present it to ASFA's Judicial Committee (JC). 84. The person to be removed must be given at least one-weeks notice of the meeting of the Council of Representatives to ratify, or vote upon their removal. 85. The person to be removed must be given at least one-weeks notice of the meeting of JC that shall consider their removal. 86. The person to be removed must be given the opportunity to respond to the accusations made against them, in accordance with the procedures listed in Annex E. 87. A removal resolution requires a two-thirds (2/3) majority vote of JC. 14

15 SECTION 2: FINANCIAL REGULATIONS Subsection 1: MA Financial Regulations Part 1 - MA Financial Regulations: Funding Application Requirements 88. The following sections of policy shall apply to those ASFA Member Associations that are recognized as official Member Associations by the Council of Representatives. 89. No ASFA Member Association may receive an annual budget unless they are recognized as official Member Associations by the Council of Representatives at the June Regular Council Meeting. All Member Associations recognized thereafter shall receive funding through the Member Association Special Projects Fund for that fiscal year. 90. A Member Association s yearly budget shall only be considered, and their money shall only be allocated to them, if the MA s financial officer has met with the ASFA VP Finance prior to submitting their budget. Should they for some reason not be able to meet the ASFA VP Finance they may send another Executive from their MA. Part 2 MA Financial Regulations: MA Budgetary Allocation 91. Member Associations budgets shall be distributed among the Member Associations at the Finance Committee s discretion. 92. All Member Associations will submit a yearly budget no later than five (5) Juridical Days after the June Regular Council Meeting. 93. Budgets that are submitted later than five (5) Juridical Days after the June meeting will receive secondary consideration. 94. Approved budgets will be returned to Member Associations no later than July 15th. 95. All printing must be done at the ASFA Office. Any external printing must be done with the approval of ASFA s VP Finance. 96. Member Associations budgets shall consist of five (5) budget lines. These budget lines shall be Administration, Social Initiatives, Academic Initiatives, Election Expenses and Revenue. 97. Member Associations may transfer funds within the same budget line at their own discretion, but must seek the approval from the Finance Committee to transfer funds from one budget line to another. 98. Each Member Association shall receive an amount of $ for troop support. Member Associations may not transfer additional funds into troop support. 99. Each Member Association shall receive an amount of $ for Election expenses 100. Member Associations may request to have funds transfer over to the following year. These requests cannot be made for Member Associations that spend less than what they budgeted for. The Finance Committee is responsible for all requests of transfer of funds to the following fiscal year. 15

16 Part 3 MA Financial Regulations: Bank Accounts 101. Member Associations will only receive their first deposit for the academic year if: a) They have returned all remaining funds in their bank account from the previous year into the Association s account; b) They have met with one of the signing officers and signed the Member Association Bank Account Agreement Member Associations will only receive their monthly deposits if: a) They hand in their monthly bank statements, their receipts, and their requisition form outlining their purchases within five (5) juridical days after they receive their bank statement signed by two (2) of their signing officers; b) If all purchases are within their approved budget lines; c) If two (2) of ASFA s signing officers sign off on the requisition form In the event that an MA executive us the bank account to make personal purchases that are not relevant to their association, the ASFA executive will hold that executive financially accountable. It is up to the MA s signing authorities to keep track of who is using the debit card In the event that there be any misused funds within the MA it is up to the discretion of the Finance Committee to require the funds be repaid or that the funds be reallocated to another budget line after an opportunity has been granted to the Member Association to explain the misuse In the event of stolen funds, by a non-executive, the account be frozen and no member will be held accountable. The account will be frozen until the matter is looked into and resolved from the bank. Part 4 MA Financial Regulations: Reimbursements 106. ASFA s office manager shall serve as financial comptroller for all of the Member Associations Upon presentation of original receipts, the financial comptroller shall prepare a cheque to reimburse the expenses and submit this cheque to the Association s signing authorities Member Association must fill out a cheque requisition form or advanced funding form for any and all disbursements Cheques for Member Associations will be written, signed and made available in the ASFA office no later than five (5) Juridical Days after deposit of a receipt by a Member Association Member Associations may request advanced funding for budget items in excess of $ provided these expenses were included in their approved budget. Member Associations seeking an advance payment must submit a budget for the expense and fill out an Advance Payment Requisition Form Advance payment cheques shall be written only to Executives appointed by their Member Associations as signatories for their Member Associations. 16

17 112. Advance payment cheques shall be written, signed and made available in the ASFA office no later than five (5) Juridical Days after the advance payment request Member Associations must present original receipts to justify expenses made with advance payment funds within ten (10) Juridical Days of the receipt of the advanced funds. Failure to do so will result in freezing of their budget by the Finance Committee The VP Finance may refuse to reimburse or provide advance payment for items not included in their approved budget. Part 5 MA Financial Regulations: Audits 115. Internal audits by the VP Finance will be performed during the two weeks prior to the last day of classes for each semester Each Member Association must provide the VP Finance of ASFA its updated accounting records and all other relevant documents needed for the VP Finance to perform a financial audit of each Member Association Member Associations who do not submit an audit within the allotted time will have their accounts frozen by the Finance Committee until the audit takes place If the Finance Committee suspects that fraudulent activity is taking place within a Member Association, the Finance Committee reserves the right to freeze their account to conduct a financial investigation, for a maximum of two (2) weeks, unless definitive proof is found that fraudulent activity has taken place The VP Finance shall notify Council of any freezing of accounts. Part6 MA Financial Regulations: Special Project Funds (MA-SPF) 120. The Association must allocate an additional amount of twenty five percent (25%) to the amount distributed to the annual budgets of the Member Associations for the Member Association Special Projects Fund Funding will be granted if a project is deemed to directly benefit Arts & Science students. Precedence will be given to projects that take place on campus. All Special Project Funding Applications must be financially completed and accounted for before May 15th of each year It is the duty of the Finance Committee to review all applications for special project funding received from Member Associations within ten (10) Juridical Days after being received The Finance Committee shall be granted the authority to investigate any suspicious usage of special projects funding allocations and shall be required to submit a report to Council upon completion of the investigation. 17

18 Part 7 MA Financial Regulations: MA Financial Penalty for Missed Council Meetings 124. For Member Association budgets being frozen due to Council absences, the Finance Committee must decide upon a financial penalty of between five percent (5%) and ten percent (10%) of the remainder of the annual budget of said Member Association. It will be up to the Finance Committee to decide where this money is taken from within the said budget Budgets will only be unfrozen upon a two-thirds (2/3) vote at Council with the recommendation of the Finance Committee. The Finance Committee is obligated to meet within ten (10) Juridical Days of a budget being frozen, and must reach a decision in regards to a penalty within that time. Part 8 MA Financial Regulations: MA Fiscal Management 126. Member Association revenues must be declared and handed into ASFA. The VP Finance must transfer the declared revenues into the appropriate budget line for said Member Association No Member Association is permitted to hold an external bank account All ASFA Member Association related finances must be handled in accordance with the ASFA Financial Regulations All Member Association related finances must be transmitted through ASFA s main bank account under the supervision of the ASFA Executive signing officers. Subsection 2: ASFA Financial Regulations Part 1 ASFA Financial Regulations: Annual Budget 130. It shall be the duty of the VP Finance of ASFA to prepare the Association s annual budget This budget must be approved by ASFA Council at the June Regular Council Meeting. Any revisions to the budget are also subject to the approval of ASFA Council upon the recommendation of the Finance Committee. Part 2 ASFA Financial Regulations: Budgetary Transparency 132. Receipts will only be accepted for reimbursement if they contain a date, time, list and quantity of materials and services purchased and seller name and address. The VP Finance has the authority to approve or deny insufficient receipts Expenses must be filed within thirty (30) days of the date on the receipt or no later than May 15th, whichever comes first Contestations of refused cheques must be filed with the VP Finance within fourteen (14) days of 18

19 the refusal or by May 25th whichever comes first ASFA s VP Finance shall provide a written summary of expenditures and revenues to ASFA Council at each Regular Council Meeting and at the annual General meeting At the end of each fiscal year, ASFA will submit to an external audit by an auditor appointed in accordance with the Article 156 of the ASFA By-Laws. Part 3 ASFA Financial Regulations: Operating Costs 137. The Judicial Committee of ASFA shall receive a budget of $1, The ASFA budget, through its acceptance by ASFA Council, empowers ASFA s signing officers to make payments for all items included in the budget The Association s signing officers are authorized to make payments for items not contained in the budget without approval from the Finance Committee, but only for items totaling no more than $500, up to a total of no more than $2, per semester Items greater than $500 that are not contained in the ASFA budget require the approval of the Finance Committee. Part 4 ASFA Financial Regulations: Honorarium and Expense Reimbursement 141. Each member of the Executive Body shall receive an honorarium of $1, at the end of their mandate Each Executive may also receive a bonus of up to $1,500.00, decided by a Simple Majority vote of Council at the May Regular Council Meeting The Council chairperson shall receive an honorarium of $ at the end of their mandate The Council chairperson may also receive a bonus of up to $150.00, decided by a Simple Majority vote of Council at the May Regular Council Meeting An interim chairperson, who is not a voting or ex-officio member of ASFA Council, shall receive an honorarium of $50.00 for a meeting of three hours with an addition of $10.00 for each additional hour thereafter The Council secretary shall receive an honorarium of $ at the end their mandate following the submission of the minutes of all the meetings for which they were secretary The Council secretary may also receive a bonus of up to $ decided by a Simple Majority vote of Council at the May Regular Council Meeting An interim secretary, who is not a voting or ex-officio member of ASFA Council, shall receive an honorarium of $50.00 for a meeting of three hours with an addition of $10.00 for each additional hour thereafter. 19

20 149. Council may, by a two thirds (2/3) majority vote, annul or modify honorariums to Executive Body members, the Council chairperson or the Council secretary for 1) recurring, unwarranted behaviour deemed hostile and or a threat to the welfare of ASFA Members, 2) any violations of the Quebec Charter of Human Rights and Freedoms on Concordia University grounds, 3) misappropriation of funds, 4) dereliction of duties, 5) violation of the ASFA By-Laws or Annexes Each Executive may be reimbursed a maximum of $50 of their monthly cell phone usage. Part 5 - ASFA Financial Regulations: Member-At-Large Special Project Funding (ML SPF) 151. An amount of at least $7, shall be allocated to a Special Projects Fund for non-member Associations. This amount shall be allocated under the Finance Committee Expenses. Part 6 - ASFA Financial Regulations: Control of Cash Flow 152. To ensure that the Association can reimburse all payments made in the following year, an amount of $150, must be in the Association s bank account at the end of each fiscal year. It will be the VP Finance s responsibility to ensure that these funds are present ASFA will possess one chequing account with a major banking institution, as well as one internal account within the university Additional accounts and funds may be created with the approval of ASFA Council, following the recommendation of the Finance Committee The VP Finance shall not provide any sort disbursement without a receipt or invoice or other documents by the payee attesting to the amount of the disbursement All disbursements from ASFA s accounts must follow the proper filing procedures set forth by ASFA All disbursements from ASFA s accounts must adhere to the sustainability policies outlined in Annex D. Part 7 - ASFA Financial Regulations - Standing Committees 158. The Standing Committees shall receive funding for Executive and ASFA Initiatives A maximum average subsidy of $ will be allowed per student attending ASFA s fall frosh orientation. 20

21 Part 8 ASFA Financial Regulations: Fee-Levies 160. This financial policy will be revised by the Finance Committee and the Policy Review Committee, and ratified by ASFA Council at the first Regular Council Meeting immediately following any changes to ASFA s fee levy, such as an increase as a result of a Referendum. Part 9 ASFA Financial Regulations: Declaration of Revenue 161. Written receipts for all cash amounts received shall be provided to the VP Finance who shall keep a copy of such original receipts in their records. Such original receipts must be pre numbered and all original receipts must be kept, including those that are accidentally spoiled. All cash amounts received are to be deposited in one of ASFA s accounts by the VP Finance within five (5) Juridical Days of its receipt. SECTION 3: ACADEMIC AWARDS 162. The following awards will be given out to Arts and Science students in April of each year: a. Award for Outstanding Contribution to the Concordia Community This award is given to a student who has created a sense of community at Concordia by contributing to student life and has demonstrated that their efforts have had a positive impact on the Concordia community. The minimum required GPA for this award is 3.0. The winner of this award will receive $300. Four (4) awards are given out annually. b. Award for Academic Achievement This award is designed to recognize an arts and science student who has excelled in their academic career at Concordia. The minimum required GPA for this award is 3.8. The winner of this award shall receive $300. Four (4) awards are given out annually. c. Damon Hartung Award : This award was created to honour the life of Damon Hartung who contributed to ASFA for three years and showed a dedication to his community by creating new projects. Applicants interested should have contributed to the Arts and Science community by bringing novel additions to student life and/or academics while remaining in strong academic standing. The minimum required GPA for this award is 3.0. The winner shall receive $600. One (1) award is given out annually. d. Meghna Atwal Award : This award was created to honour the life of Meghna Atwal who contributed to ASFA for three years and showed a dedication to her community by creating new projects. Applicants interested should have contributed to the Arts and Science community by bringing novel additions to student life and/or academics. Applicants must also be registered in a double major, honours or specialization. There is no minimum requirement GPA for this award. The winner shall receive $400. One (1) award is given out annually. 21

22 SECTION 4: ASFA ELECTORIAL REGULATIONS 163. Amendments to Section 4 of these Standing Regulations are prohibited within a twenty (20) Juridical Day time period before the first day of the nomination period for the Annual General Elections, By-Elections or Referendums. Part 1 - ASFA Electoral Regulations: Electors 164. Every person who is a Regular Member of the Association by the first day of the polling period is an elector Each elector may cast one (1) ballot in an election for each office open to election. Part 2 - ASFA Electoral Regulations: ASFA Referendum Committees 166. Every person who is an elector is eligible to participate in a Referendum Committee Notwithstanding the foregoing, any election officer is ineligible to participate in a Referendum Committee. Part 3 - ASFA Electoral Regulations: ASFA Elections Committee and Electoral Officers 168. The Election Committee shall be comprised of the Chief Electoral Officer (CEO), as well as up to two (2) deputy electoral officers (DEOs) The CEO shall be the chairperson of the Election Committee and shall meet no less than once a week during any ASFA Electoral period or more frequently if the CEO deems it necessary Notwithstanding the foregoing, the following are ineligible to be a member of the Election Committee: a) Current members of the Concordia Student Union Judicial Board; b) Current members of the ASFA Judicial Committee; c) Current and former members of the Concordia Student Union Council of Representatives or Executive; d) Current and former Chairpersons of the Concordia Student Union; e) Current and former members of the ASFA Executive; f) Current and former executives of any ASFA Member Association; g) Current and former Independent Councillors; h) Current and former Chairpersons of ASFA; i) The secretary of Council; j) Candidates in the current ASFA Annual General Elections or By-Elections The electoral officers include the CEO and, as the case may be, any assistant, DEO, polling clerk, and any other person whose services are temporarily required by the CEO for the purpose of administering the election The following persons are not eligible to hold office as an electoral officer: 22

23 a) Current and former members of the ASFA Executive; b) Current and former Councillors; c) The executive body of any ASFA Member Association; d) Any ASFA member who holds an elected or appointed position within ASFA or one of its Member-Associations; e) Current and former members of the CSU Council of Representatives; f) Current and former members of the CSU executive; g) Members of the CSU electoral staff The CEO shall ensure that the election is properly conducted, and, for that purpose, shall see to the mandatory training of the electoral officers and direct their work. A training session for all polling clerks must be organized by the CEO at least five (5) Juridical Days before polling begins The CEO must issue a public notice a minimum of ten (10) Juridical Days before the beginning of the campaigning period to hire all electoral staff. Part 4 - ASFA Electoral Regulations: ASFA Chief Electoral Officer (CEO) 175. The CEO shall be appointed by Council for an unlimited term or until such time as they are no longer a Member or resign, whichever comes first The CEO may resign by notifying the Council chairperson and Administration and Internal Committee in writing The CEO shall be responsible for being present at ASFA council at its regularly scheduled September meeting. If not present themselves at the September meeting, the CEO must the Chairperson indicating the desire to continue in the role of CEO. Should the CEO not meet either of these tasks, it will have been deemed as a resignation It will be the task of the VP Internal to verify that all CEO applicants and Election Committee members are eligible Council shall fill a vacancy in the office of the CEO within thirty (30) days of such a vacancy The CEO shall be appointed by Council for an unlimited term or until such time as they are no longer a Regular Member or resign; whichever comes first. Should the position of CEO be vacant, the Council shall, within twenty one (21) Juridical Days, elect a new CEO from among the Regular Members to preside for the remainder of the term The CEO is responsible for the carrying out these regulations The CEO shall: a) Verify that all parties participating in the election must comply with these regulations; b) Issue directives on the carrying out of these regulations; c) Receive and examine the reports and returns transmitted to them; d) inquire into the legitimacy of the election expenses; e) Propose regulation reforms to Council. 23

24 183. The CEO shall: a) Provide any person who requests it, information regarding the specifications and the carrying out of these regulations. b) Give public access to all information, reports, returns or documents relating to these regulations The CEO must present the dates of the annual general election, the proposed document prepared by the CEO outlining electoral offences and appropriate sanctions for said offences, and the nomination form for candidates to Council at the January regularly scheduled meeting for ratification The CEO must consult with the VP Finance regarding all election finances. The CEO will also receive the election budget from the VP Finance The Administration and Internal Committee of ASFA must prepare a contract for the CEO outlining the duties, to be signed within five (5) Juridical Days of the CEO appointment at council The CEO shall receive an honorarium of $ for the entire year or $ per election, byelection and/or Referendum that they oversee The CEO may also receive a bonus of up to $350.00, decided by a simple majority vote of Council at the May regular Council meeting Each DEO may receive an honorarium of up to $ per election, decided by the CEO and ratified by the Finance Committee. This amount shall come out of the election budget The CEO must comply with all directives and regulations set out in ASFA s By-Laws and Annexes The CEO shall be responsible to hold an information session to be attended by the candidates within forty-eight (48) hours of the end of the nomination period. Part 5 - ASFA Electoral Regulations: Nomination of Candidates 192. Every eligible person may be nominated as a candidate for one office in an election by filing out the prescribed nomination paper with the CEO. This nomination form shall act as a contract between the candidate and the CEO Any individual seeking office whom is currently involved in a legal case involving financial misappropriation or any related legal matter regarding finances within the Association may not submit a nomination to be one of ASFA s signing authorities. It will be the CEO s responsibility to verify this information The nomination paper shall, under pain of rejection, be filled no later than the last day of the nomination period Notwithstanding the foregoing, the CEO shall have the authority to extend the nomination period for two (2) Juridical Days for positions which are uncontested or have no candidates running The nomination paper shall state the name of the candidate as well as their Concordia I.D. number, address, telephone number, address, and the office for which they are a candidate. 24

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