Chemical Engineering Students Society

Transcription

1 Chemical Engineering Students Society Constitution Updated (2014)

2 1.0 INTRODUCTION Chemical Engineering Students Society Constitution Contents 2.0 THE CONSTITUTION 2.1 Membership 2.2 Affiliation with the CSChE 2.3 Fees and Dues 2.4 The Executive 2.5 The Office of the President 2.6 The Seats of Academic 2.7 The Seat of Finance 2.8 The Seats of External 2.9 The Seat of Internal 2.10 The Seats of Student Services 2.11 The Seat of Student Advisor The Elections Meetings 2.14 Financial Accounts 3.0 AMENDMENTS TO PROCESS 3.1 Amendments to the Bylaws 3.2 Amendments to the Constitution 3.3 Dissolution of the Executive 2

3 1.0 INTRODUCTION NAME The organization shall be known as the Chemical Engineering Students Society of the University of Alberta and shall be hereafter referred to as the Society PURPOSE AND OBJECTIVES 1.02 The objectives of the Society are: a) to serve as a basis for fellowship among students, staff and members of the chemical engineering profession b) to provide for its members, through affiliation with the Canadian Society for Chemical Engineering (CSChE) and in accordance with Bylaws 9, 17, and 22 of the CSChE, the means of: i) becoming student members of CSChE; ii) availability, at low cost, the Journal of the CSChE, and; iii) becoming upon graduation, Junior Members of the CSChE; c) to promote discussion of subjects of general interest and of interest to the chemical engineering profession; d) to provide a liaison between members of the Society and the University of Alberta Faculty of Engineering; e) to provide a liaison between members of the Society and the University of Alberta Department of Chemical and Materials Engineering; 3

4 f) to provide representation of Society Members on the Engineering Students Society Board of Directors, and; g) to provide and promote interaction between Society Members and industry. OPERATING POLICY The society operates at the University of Alberta, subject to all University of Alberta policies and procedures, and will comply with all Students Union, Municipal, Provincial and Federal 2.0 CONSTITUTION 2.1 MEMBERSHIP COMPOSITION The Society membership shall consist of: a) Members; b) Associate Members; c) Honorary Members, and; d) Life Members Eligibility and Definitions The following conditions shall be the qualifications in membership designation with the Society: a) a Member of the Society shall be an undergraduate student in a chemical engineering program at the University of Alberta or may be any undergraduate student at the University of Alberta who has an interest in Chemical Engineering; b) an Associate Member of the Society shall be: 4

5 i) a graduate student of the University of Alberta Department of Chemical and Materials Engineering, or; c) an Honorary Member of the Society shall be: i) a staff member of the Department of Chemical and Materials Engineering or; ii) any person whom the Executive approve of Honorary Membership by way of an Extraordinary Resolution passed at any executive meeting; Granting of Associate and Honorary Membership d) a Life Member of the Society shall be any Member of the Society who has graduated from a chemical engineering program at the University of Alberta An individual who is eligible based on the conditions for associate or honorary membership may obtain membership by attending a general meeting and notifying an executive member of their intent to become a member. The executive shall verify their intent to become a member in good faith, and hold a vote in which the majority of the executive must approve the individual s membership. 2.2 AFFILIATION WITH THE CSCHE AFFILIATION In accordance with article 1.02b), the Society shall strive to strengthen its relationship with the CSChE through events such as annual CSChE industry talks and supporting the members who wish to attend CSChE conferences, and by promoting events which are sponsored by the CSChE The Society s relationship with the CSChE shall at 5

6 all times be strictly related to professional development. The CSChE do not provide financial ties or hold any decision making powers within the Society. 2.3 FEES AND DUES SOCIETY FEES There will be no annual fees or dues collected by the Society for membership Those Members of the Society wishing student membership in the CSChE shall, in accordance with the Bylaws of the CSChE, pay the student membership fee to the CSChE Those Members of the Society wishing student membership in the American Institute for Chemical Engineering (AIChE) shall, in accordance with the Bylaws of the AIChE, pay the student membership fee to the AIChE. 2.4 THE EXECUTIVE DUTIES The affairs and business of the Society shall be administered by an elected Executive The Executive shall: a) be elected in accordance with Bylaw 2.17 Elections b) be responsible to the Membership of the Society; c) hold no less than one (1) Executive meeting per month; d) oversee, coordinate, and be responsible for all social events held by the Society; e) maintain a bank account in the name of the Society; 6

7 f) make all decisions, fiscal and otherwise, involving or impacting the Society or Members of the Society; g) provide representation on all relevant and associated committees, councils and boards which have asked for student input in their mandates; h) act as the governing body of the Society; i) be a University of Alberta Student; j) comply with the University of Alberta Student Group Policy, and; k) comply with Student s Union registration requirments; COMPOSITION The Executive shall consist of; a) the President, or Co-Presidents in the case where two members have opted to share a position through a successful election; b) the Vice President as follows: i) at least one (1) Vice-President Academic; ii) at least one (1) Vice-President Finance; iii) at least one (1) Vice-President Internal; iv) at least one (1) Vice-President External and; v) at least one (1) Vice-President Student Services c) the Representatives as follows: i) at least one (1) Industry Representative; ii) at least three (3) Year Representatives, one for each year; iii) at least one (1) Social Representative; iv) at least one (1) Sports Representative; v) at least two (2) Grad Representatives; vi) at least one (1) Geer Week Coordinator and; vii) at least one (1) Webmaster 7

8 2.5 THE OFFICE OF THE PRESIDENT ELIGIBILITY AND DUTIES The President of the Society shall: b) be a Member of the previous year s executive; c) call and attend all meetings of the Executive; d) act as Chair of all Executive meetings; e) act as chief administrator of the Society; f) represent the Society and/or the Executive at all functions demanding representation; g) direct Society policies, both internal and external, in accordance with the Society s Constitution; h) represent the Society on the ESS Board of Directors; i) assist each and every Executive member with his or her portfolios; j) be a signing authority on the Society bank account; k) work with the Executive in developing programs, functions, and sessions which further the goals of the Society and improve the quality of the experience of its Members; l) ensure that the Society is represented in the Engineering Students Society publications; m) ensure the Society is properly registered as a student group with the University of Alberta and the Students Union; n) act as a liaison between the Staff and Faculty of the Department of Chemical and Materials Engineering and the Society and; o) maintain positive relations with the Staff and Faculty of the Department of Chemical and Materials engineering. 8

9 2.6 THE SEATS OF ACADEMIC ELIGIBILITY AND DUTIES The Vice-President Academic of the Society shall: b) attend all meetings of the Executive; c) act as a liaison between the Faculty of Engineering and the Society; d) address any and all problems, inquiries, or concerns of an academic nature, with Executive support if necessary: e) oversee the preparation of teaching awards; f) plan and execute programs and functions of academic nature which further the education or promotion of the chemical engineering profession, including but not limited to First Year Night and Student/Faculty feedback sessions; g) assist in planning the Department of Chemical and Materials contribution to the annual Engineering Open House: h) represent the Society on councils, boards, or commissions of academic nature demanding student representation from the Society; i) assist the Academic Representative in carrying out the responsibilities that he or she has designated as outlined in and; j) accept all responsibilities that have not been carried out by the Academic Representative The Academic Representative of the Society shall: b) attend all meetings of the Executive; c) act as a liaison between the Faculty of Engineering and the Society and; d) accept the responsibilities assigned by the Vice- President Academic where possible. 9

10 2.7 THE SEAT OF FINANCE ELIGIBILITY AND DUTIES The Vice-President Finance of the Society shall: b) attend all meetings of the Executive; c) be a signing authority on the Society bank account; d) maintain concise, correct, and orderly financial records in accordance with the University of Alberta s Code of Student Behavior with generally accepted accounting practices; e) prepare the Society s budget, with Executive support, and present the budget to the Executive for ratification; f) provide a financial report at each Executive meeting, informing the Executive of the financial status of the Society and addressing any concerns raised; g) coordinate, with the assistance of bank personnel, the changing of the signing authorities to the new Executive no later than May 15 of each year; h) act as a liaison between the Society and bank personnel, and; i) be a signing authority on the Grad bank account; 2.8 THE SEATS OF EXTERNAL ELIGIBILITY AND DUTIES The Vice-President External of the Society shall: b) attend all meetings of the Executive; c) establish and maintain relations with 10

11 representatives from local chemical engineering industry, and professional societies including CSChE and AIChE; d) assist the Industry Representative, CSChE Representative, and AIChE Representative in carrying out the responsibilities that he or she has designated as outlined in 2.8.2, 2.8.3, and and; e) accept all responsibilities not carried out by the Industry Representative, CSChE Representative, and AIChE Representative The Industry Representative of the Society shall: b) attend all meetings of the Executive; c) establish and maintain relations with representatives from local chemical engineering industry; d) assist in organizing industry presentations and tours that increase contact between industry representatives and students, and; e) solicit donations, contributions, and subsidies from industry for Society functions, conference delegations, etc. 2.9 THE SEAT OF INTERNAL ELIGIBILITY AND DUTIES The Vice-President Internal of the Society shall: b) attend all meetings of the Executive; c) coordinate and oversee all sales of Society Merchandise, including, but not limited to: i) course notes; 11

12 ii) clothing; iii) food and drink; d) take minutes at all meetings of the Society s executive; e) coordinate and oversee all Society locker rentals, ensuring that acceptable deposits are made for their use by Members, as per the Executives annual decision; f) maintain the appearance of all bulletins boards; g) maintain the Society offices in an orderly fashion; h) assist the Webmaster in carrying out the responsibilities that he or she has designated as outlined in and; i) accept all responsibilities not carried out by the Webmaster The Webmaster of the Society shall: b) attend all meetings of the Executive; c) maintain and update the website of the society and related services; d) upload the meeting minutes to the website and; e) ensure the Society Website is properly reregistered with the AICT THE SEATS OF STUDENT SERVICES ELIGIBILITY AND DUTIES The Vice-President Student Services of the Society shall; b) attend all meetings of the Executive; c) act as a liaison between Society members and the Society Executives; 12

13 d) assist the Year Representatives, Social Representative, Sport Representative, Grad Representative and Geer Week Coordinators in carrying out the responsibilities that he or she has, as designated in , , , , and; e) accept all responsibilities not carried out by the Year Representatives, Social Representative, Sport Representative, Grad Representative and Geer Week Coordinators The Second, Third and Fourth Year Representative of the Society shall: b) attend all meetings of the Executive; c) make regular in-class announcements to the Members in their respective years to raise awareness of Society news, events, and activities; d) solicit volunteers and participants; e) represent the Members of their respective years in Executive meetings, and; f) assist the Senior Executive when called upon The Social Representative of the Society shall: b) attend all meetings of the Executive; c) plan all social functions, including but not limited to the Second Year Welcome event and St. Patrick s Day Party; d) ensure all relevant documentation pertaining to social events is in order, including, but not limited to, i) letters or permission; ii) liquor licenses; iii) permit approvals; 13

14 e) work with the Geer Week Coordinator(s) in planning the annual Chemical Engineering Party during Geer Week; f) work with the Vice-President Finance in coordinating funding for all social events, and; g) present all social function proposals to the Executive for ratification The Sport Representative of the Society shall: b) attend all meetings of the Executive; c) organize the Department/Student sports games, and; d) organize Society sports and recreation teams for intramural and campus athletics The Grad Representatives of the Society shall: b) attend all meetings of the Executive; c) plan the Chemical Engineering Graduation Banquet, using as much input from graduating students as possible; d) work with the Department of Chemical and Materials Engineering in planning graduation ceremonies; e) solicit sponsorship for graduation and the graduation banquet from local industry and professional organizations. f) be a signing authority on the Grad bank account; g) maintain concise, correct and orderly financial records in accordance with the University of Alberta s Code of Student Behavior and with generally accepted accounting practices, and; h) coordinate, with the assistance of bank personnel, the changing of signing authorities to the new 14

15 Grad Representative(s) no later than May 15 of each year The Geer Week Coordinator(s) of the Society shall: b) attend all meetings of the Executive; c) organize and chair the Geer Week Committee to brainstorm ideas for a Geer Week theme for the Society; d) submit, in timely and competitive fashion, the Society s chosen theme for Geer Week; e) work with the Social Representative to plan, develop, and execute the Chemical engineering Party held by the Society during Geer Week; f) supervise all Geer Week teams of the Society and ensure that all Geer Week rules and regulations are obeyed, and; g) represent the Society at all Engineering Students Society meetings and functions pertaining to Geer Week THE SEAT OF STUDENT ADVISOR ELIGIBILITY AND DUTIES The Student Advisor of the Society shall: a) be a faculty member of the Department of Chemical and Materials Engineering; b) attend Executive and General meetings of the Society, at the invitation of the President, or, in the event of the President s absence, at the invitation of a Vice-President; c) be a non-voting party when attending Executive meetings; d) provide assistance to the Executive when requested and where possible; 15

16 e) act as a liaison between the Department of Chemical and Materials Engineering and the Society, and; f) raise concerns and issues with the Executive pertaining to the Society, its functions, or its Members ELECTIONS CHIEF RETURNING OFFICER The Chief Returning Office of the Society shall: Society Bylaw 2.2 Membership b) be appointed by the President and ratified by the Executive no later than four weeks prior to the Election Day, and; c) act as authority over all election matters and shall plan and execute the election in accordance with Society Bylaw 2.12 Elections. ELECTIONS The Chief Returning Officer shall announce the date of the election no later than two weeks prior to the chosen date The Chief Returning Officer shall announce the opening and closing dates of nominations no later than two weeks prior to Election Day The Chief Returning Officer shall make available all nomination forms to all interested parties Nominations shall be open for a period of no less than one week A period of no less than five days shall exist between the closing of nominations and the Election Day. 16

17 Voting hours on Election Day will be set by the Chief Returning Officer The Chief returning Officer may set advance poll hours at his or her discretion, providing the advance poll dates and time do not contravene the regulations outlined in Society Bylaw 2.12 Elections Voting will be done by secret ballot Only Members of the Society may vote, and shall each be given one ballot A candidate for a position shall be considered elected when he or she has received more votes than any of his and/or her opponents In the case of a tie vote for a position, the Chief Returning Officer will schedule a tie-breaking vote to be held in accordance with Society Bylaw 2.12 Elections. ELIGIBILITY The Chief Returning Officer will review all nomination forms to ensure that candidates nominated satisfy all eligibility requirements as stipulated in section The Chief Returning Officer will announce the names of eligible candidates, and the positions for which the candidates are running, not less than one day following the close of nominations The Chief Returning Officer will disqualify those who do not satisfy all eligibility requirements in section , and shall officially announce the names of candidates disqualified and the reasons for their disqualification not less than one day following the close of nominations. 17

18 Candidates wishing to run in the election for Executive Office Positions must satisfy all relevant eligibility requirements. a) The Chief Returning Officer is not eligible to run for any elected position; b) To run for any position, a candidate must be Member of the Society and must expect to return to the University of Alberta in a chemical engineering program; c) To run for the position of President, a candidate must be a Member of the Society, must have previously served on the Executive and must be returning to the University of Alberta as a fourth or higher year student; d) To run for a Vice-President position, a candidate must be a Member of the Society and must be returning to the University of Alberta; e) To run for the positions of CSChE Representative, AIChE Representative, Industrial Representative, Social Representative, Sports Representative, Geer Week Representative and Webmaster, a candidate must be a Member of the Society and must be returning to the University of Alberta; f) To run for one of the positions of Grad Representative, a candidate must be a Member of the Society and must be returning to the University of Alberta as a student expecting to enter his or her graduation year; g) To run for one of the Year Representative positions, a candidate must be a Member of the Society and must be returning to the University of Alberta as a student in that position s respective year; h) To run for any position, a candidate must have completed an official nomination form, approved by the Chief Returning officer; i) Members wishing to share a position for which 18

19 they are all eligible may do so, with the slate of members considered a candidate. NOMINATION FORM The nomination form shall be constructed to accommodate the following requirements: a) The name of the candidate, or in the case of the candidate being a slate of persons, the names of all Members of the slate; b) The current year of chemical engineering in which the candidate is studying; c) The position for which the candidate is running; d) An indication of whether the student is a co-op or traditional student and; e) The names, signature, of at lest ten (10) different undergraduate Members of the Society; A slate of members running for a single position shall be considered a single candidate and shall complete one nomination form for their candidacy Nomination forms must be submitted before the close of nominations, as stipulated by the Chief Returning Officer. Late nominations shall be accepted only at the discretion of the Chief Returning Officer The Chief Returning Officer shall approve only those nomination forms which satisfy the following requirements: a) The candidate named is eligible to run for the indicated position, in accordance with section and; b) The names, and signatures are confirmed and are all undergraduate Members of the Society. BALLOT The ballot will be constructed such that the following information is conveyed in a clear and 19

20 objective manner: a) the position for which candidates are running; b) the approved candidates for the position, listed in alphabetical order; c) instructions on how many of the candidates to choose for the position; d) marking boxes beside each name for the voter to select their choice In the case of slates of Members running for a single position, the entire slate shall be considered a single candidate, and shall be listed as such on the ballot One ballot will be given to each voting Member Members wishing to vote on Election Day will provide the following information in exchange for their ballots, and shall only be given their ballots once they have been crossed off of the Eligible Voter s list: a) name b) valid photo ID A vote for a position shall be considered spoiled if: a) more than the acceptable number of candidates are chosen for a position; b) no candidates for that position are chose An entire ballot shall only be considered spoiled if: a) more than an acceptable number of candidates are chosen for every position; b) no candidates are chosen for any position 20

21 ACCLAMATION In the case of acclamations, the acclaimed candidate will under go a Yes/No ratification vote on the ballot. VOTER S LIST The Chief Returning Officer shall retain the Voter s List and all ballots for no less than 30 days following the election. DEPUTY RETURNING OFFICERS The Chief Returning Officer may appoint as many Deputy Returning Officers as desired to assist in executing the election All deputies appointed by the Chief Returning Officer must satisfy the following conditions: a) no Deputy Returning Officer may be a candidate for a position in the election; b) Deputy Returning Officers may work at voting booths, but may not promote candidates, or suggest, entice, or encourage voters to vote for certain candidates. CAMPAIGNING The Chief Returning Officer will announce the date and time at which campaigning may begin, and shall make this announcement once the approved candidates are announced Campaigning may continue from the Chief Returning Officer s chosen opening date and time until midnight of Election Day, inclusive Signs, banners, and pamphlets associated with campaigning must be hung and used in accordance will all University of Alberta and Chemical and Materials Engineering Building rules and regulations. 21

22 Candidates are responsible for their own campaign costs, up to a maximum, as set by the Chief Returning Officer (receipts may be required) Candidates are responsible for removing all campaign literature and related accessories by the close of campaigning or may be disqualified by the Chief Returning Officer. CHANGEOVER A Changeover meeting will be scheduled and chaired by the outgoing President by April 30 th of each year to officially transfer duties and powers to the newly elected Officers and to provide incoming Officers with the opportunity to obtain information from outgoing Officers MEETINGS EXECUTIVE COMMITTEE MEETINGS GENERAL ASSEMBLY MEETINGS Executive Meetings will be held monthly and only open to Executive Members. Notice of meeting will be communicated to executive at least two weeks before the meeting General Assembly meetings shall be called in the event that a Society wide issue shall be put to vote, including but not limited to: a) Amendment to the constitution; b) calling a general election, and; c) the dissolution of the society A General Assembly meeting can only be called by: a) any two (2) members of the executive committee, or; b) at least ten (10) members of the general membership. 22

23 QUORUM Quorum for executive meetings is 2/3 of the Executive Committee FINANCIAL ACCOUNTS BANK ACCOUNT The Executive of the Society shall maintain a savings/chequing account at a credited financial institution in the name of the Society There shall be at least two (2) signing authorities on the account. Signing officers as a team may share relevant financial information, as they see fit. These shall be: a) the President; b) the Vice-President Finance; c) any other Executive Officer(s), to be selected at the Changeover meeting. SIGNING AUTHORITY TRANSFER Signing authority will be transferred from outgoing signing authorities to the incoming signing authorities within one (1) week of the Changeover meeting Authority will be transferred with the following conditions satisfied: a) written approval of the signing authority transfer from the outgoing Officers to the incoming Officers; b) signatures of all outgoing signing authorities, approving of the transfer, and; c) notification of bank personnel of the transfer and the appropriate paperwork completed and 23

24 submitted. AUDIT The financial records of the Society shall audited by the incoming Vice-President Finance and the incoming President immediately following the Changeover meeting each year. GRAD BANK ACCOUNT The Grad bank account will consist of funds received for the purpose of organizing and planning a yearly graduation banquet There shall be at least two (2) signing authorities on the account and one (1) must be the Grad Representative. Signing officers as a team may share relevant financial information, as they see fit. The other signing authorities may be: a) the President, and; b) the Vice-President Finance The Grad bank account shall follow the signing authority transfer outlined in and AMENDMENTS TO PROCESS 3.1 AMENDMENTS TO THE BYLAW S EXTRAORDINARY RESOLUTION An Extraordinary Resolution is a resolution passed by a majority of not less than two-thirds (2/3) of the Executive Officers present at an Executive meeting Executive Officers must be given advance notice of at least one (1) week that an Extraordinary Resolution will be made at an Executive meeting. 24

25 BYLAW AMENDMENT A bylaw may be altered by way of a majority vote passed by the Society membership present in one (1) General Assembly meeting. There must be at least ten (10) members present for the alteration to take effect. 3.2 AMENDMENTS TO THE CONSTITUTION CONSTITUTION AMENDMENT All positions of the Constitution, excluding the Bylaws, may be altered or rescinded by way of an Extraordinary Resolution passed by the general membership in two (2) consecutive meetings Additions to the Constitution may be made by way of an Extraordinary Resolution passed by the majority of general membership in attendance at two (2) consecutive meetings Any and all changes to the Constitution must be communicated via the Year Representatives to all Members. 3.3 DISSOLUTION OF THE EXECUTIVE CONDITIONS The Executive of the Society may be dissolved by an Extraordinary Resolution made by any Executive Officer and seconded by any other Executive Officer, and passed at two (2) consecutive Executive meetings The Society may be dissolved by: a) an Extraordinary Resolution made by any Executive Officer and seconded by any other Executive Officer plus at least twenty (20) percent of the general population at two (2) consecutive General Meetings called 25

26 specifically for the dissolution of the Society, or; b) a majority vote of over fifty (50) percent of the general population at two (2) consecutive General Meetings called specifically for the dissolution of the Society. DISSOLUTION Upon dissolution of the Society, the assets and records of the Society shall be given to a reputable charity chosen by the executive committee during the first executive meeting Upon dissolution of the Executives, Executive Officers shall be removed from their Offices and their terms, privileges, and responsibilities of their Offices shall immediately be terminated. A general election shall then be called The Society will be automatically dissolved shall the membership drop below ten (10) members. 26