Last Updated Winter 2016
Article I: Name and Marks of the Organization
Section 1: NAME
The name of this organization shall be the Applied Health Sciences Undergraduate Members, hereafter referred to as AHSUM.
Section 2- MARKS OF THE ORGANIZATION
AHSUM carries one mark. It shall be the word AHSUM stylized with outlining to form the shape of a kangaroo.
Article II: Purpose
The purpose of AHSUM is to serve and represent all students enrolled in Applied Health Sciences. AHSUM will provide services, events, and represent Applied Health Sciences students to external bodies including the University of Waterloo, the Federation of Students, and any external governing bodies. (i.e. Ontario Kinesiology Association)
Article III: Accountability
AHSUM holds accountability first to the members of the undergraduate body in Applied Health Sciences. AHSUM is also accountable to the Federation of Students in matters dealing with finances, event planning, and matters concerning the student population of the entire University of Waterloo.
Article IV: Membership
Section 1: ELIGIBILITY
Membership to AHSUM is open to all full time Undergraduate Students in the Faculty of Applied Health Sciences.
Section 2: PRIVILEGES
Any member of AHSUM is entitled to attend Executive, Council & General meetings (see Article X). Any member has the right to stand for election, and hold office on the AHSUM Executive or any sub-committee of the Faculty of Applied Health Sciences.
Article V: Fees
Section 1: SOCIETIES FEE
Each member of AHSUM shall pay $5.00 as part of his or her Federation of Students Coordinated Fee. The fee may be changed at any time pending a referendum to do so.
Section 2: FEE REFUNDS
Any member of AHSUM is eligible for a fee refund. These refunds will be available in the AHSUM office (BMH 1035a) on the first two Fridays of each term. Receiving the refund voids all privileges of membership.
Article VI: Officers of the Organization
Section 1: VOTING MEMBERS
All Voting Members of AHSUM hold their position via election (see Section VII: Elections) and have 1 Vote in matters concerning and under the jurisdiction of the Executive. ALL Executive members have the following responsibilities:
- Responsible for covering AHSUM office hours through the week
- Responsible for checking and responding to any emails sent to email@example.com, or forwarding them to someone who can.
- Responsible for reading the AHSUM for Dummies Manual and Constitution at the beginning of each term.
- Responsible for updating their section of the AHSUM for Dummies Manual at the end of each term. See section (AHSUM 4 Dummies section) for procedures.
- Responsible for attending all AHSUM weekly and termly meetings
- Responsible for writing an end of term report detailing all AHSUM activities pertaining to their position for that term and make future recommendations. A copy must be sent to the incoming President, Student Services Assistant and saved in AHSUM files. These reports are to be shared with incoming executive along with some sort of transition where practicable.
The president’s duties and responsibilities include:
- Chairing all executive, council and general meetings. As such the presidents vote should only be used to break ties.
- Read and understand Roberts Rules of Order for meeting procedures.
- Representing the undergraduate students at Committee of Presidents and other meetings where full faculty representation is required.
- Building and maintaining a link between the Dean’s office and the AHSUM members.
- Setting the agenda for executive, council & general meetings.
- Ensuring all positions are filled.
- Ensuring executives are fulfilling their roles within AHSUM.
- Acting as one of three signing authorities on AHSUM accounts.
- Ensuring that all work is being completed within AHSUM.
- Ensuring all AHSUM office keys are collected and handed in to the Dean’s office at the end of the term.
2. VICE PRESIDENT, INTERNAL AFFAIRS (VPIA):
The VPIA’s duties and responsibilities include:
- Performing the President’s duties in the absence of said President.
- To maintain internal communication with the students, the AHSUM executive and the faculty and act as a liaison between them with regard to non academic concerns.
- Keeping a record of general and executive minutes, and to type them for the webpage and email list.
- Maintaining an up to date copy of the constitution in the office and on the webpage.
- Organizing orders from outside vendors including: clothing orders, promotional gear, office supplies, and food sale items.
- Organizing AHSUM office hours Monday to Friday 9am-4pm.
- Booking rooms and meeting times when needed.
- Acting as one of three signing authorities on AHSUM accounts.
- Evaluating and implementing strategies for office maintenance and security.
- Aiding the Director of Services and Events in planning and organizing events as need be.
- Develop 3 event concepts with prospective dates prior to the beginning of the term with the Director of Services and Events.
- Maintaining and updating the Constitution as need be with the Vice President Education
3. VICE PRESIDENT, FINANCE (VPF):
The VPF’s duties and responsibilities include:
- Preparing a term budget by Friday at 4:30pm at the end of the third week of classes and maintain the budget throughout the term in conjunction with the President.
- To settle all accounts under the jurisdiction of AHSUM, all income expenditures must be authorized and evidenced using proper vouchers.
- To keep track of petty cash, floats and cash flow. At no time should there be more than $200 in cash in the office.
- Acting as one of three signing authorities on AHSUM accounts.
- Acting as a liaison between AHSUM and the Vice President, Operations and Finance of the Federation of Students. The VPF shall present the termly budget to the Societies Accountant for approval and shall receive the AHSUM allotment for the term.
- With the President, to deposit all money left in the AHSUM office at the end of the day into the bank account and return the cash box to a locked cupboard in the office.
- Responsible for reading the AHSUM for Dummies Manual and Constitution at the beginning of each term.
- Responsible for providing extensive transition documents and sessions to the incoming Vice President Finance to ensure a smooth transition.
4. VICE PRESIDENT, EDUCATION (VPED):
The VPED’s duties and responsibilities include:
- To maintain internal communication with the students, the AHSUM executive and the faculty and act as a liaison between them with regard to all academic concerns.
- Attending all academic meetings and matters concerning students in Applied Health Sciences and reports to the members of AHSUM all pertinent information.
- Examining and reporting on all policy issues pertaining to AHSUM and implementing strategies and policy statements toward such issues.
- Acting as a liaison between undergraduate students and any outside governing bodies (i.e. Ontario Kinesiology Association) in conjunction with the appropriate department representative.
- Organizing any academic events or meetings with the Director of Services and Events.
- Advertising all academic events to be offered to the membership of the AHSUM with the Director of Public Relations and Promotions.
- Representing AHSUM on the Applied Health Sciences Endowment Fund (AHSEF).
- Sitting on and report the proceedings of the Senate Undergraduate Council (SUC), Co-op Education Council (CEC), and any other ad hoc committees as required.
- Maintaining and Updating the Constitution as need be with the Vice President Internal Affairs
5. DIRECTOR OF SERVICES AND EVENTS (DSE):
The DSE’s duties and responsibilities include:
- Organizing and implementing all social events for members of AHSUM.
- Providing an event report following every AHSUM event.
- To work closely with the DPRP to ensure events are promoted as well as possible.
- Maintaining and/or implementing new services that would benefit the membership of AHSUM (i.e. exam bank (with VPED), food sales, etc.)
- Bringing awareness of any extra events sanctioned by AHSUM, but organized by non-executive members to the membership of AHSUM.
6. DIRECTOR OF PUBLIC RELATIONS AND PROMOTIONS (DPRP):
The DPRP’s duties and responsibilities include:
- Serving as the public relation link between AHSUM and the university community via the class representatives.
- Creating publications and documents to promote all events and services provided to members of AHSUM.
- Promoting all services, events and activities, in collaboration with the DSE.
- Posting notices of meetings and remove all old notices where appropriate.
- Approving/Posting all event notices and remove old notices in BMH.
7. DIRECTOR OF COMPUTING SERVICES AND ONLINE PUBLICATIONS (DCSOP):
The DCSOP’s duties and responsibilities include:
- Maintaining AHSUM’s homepage and other online social media networks (i.e. Facebook, Twitter, etc.)
- Posting weekly minutes from the executive and general meetings and to email them to all AHSUM class representatives.
- Posting all services, upcoming event and activity announcements on the AHSUM website, in collaboration with the DPRP.
- Publishing an AHSUM newsletter at least twice per term, detailing AHS events and news, in collaboration with the AHS students relations officer
8. PROGRAM REPRESENTATIVES (HLTH, KIN, PUBLIC HEALTH & REC REPS):
The Program Representatives duties and responsibilities include:
- Designating AHSUM Councillors (See Section 2) based on applications received at the beginning of the term. These students’ names and contact information shall be presented to the executive at the beginning of each term.
- Communicating with and disseminating information to the Councillors and ensuring they are in turn making class announcements.
- Sitting on and reporting on the proceedings of Department Meetings, Faculty Council, and Faculty Council Executive. Reports should be published to the home page where possible.
- To organize one event in conjunction with the DSE specifically aimed at engaging their program of representation.
- To collect feedback and input from the undergraduate population of their program, and reflect their interests towards AHSUM.
- Plan 2 events directed towards the specific student body you are representing. A $200 budgetary allotment is given to program reps in the fall and winter term to plan 2 events and a $100 allotment is given in the spring term to plan a single event.
Section 2: EX-OFFICIO MEMBERS
1. AHSUM COUNCILLORS:
The Class Representatives will consist of a number of undergraduate students from amongst the various programs in AHS (See AHSUM Policy and Bylaws). Their duties and responsibilities include:
- To represent the student body of one year, of one AHS program (e.g. 1st year Kinesiology, 2nd year Health Studies, etc.)
- To attend AHSUM Council meetings
- To speak for the interests of their class on matters discussed at AHSUM Council
- To relay pertinent information about AHSUM and AHSUM affiliate groups to their class
- To work in conjunction with their relevant program rep concerning any undergraduate issues within their program
2. APPLIED HEALTH SCIENCES STUDENT RELATIONS OFFICER
The student relations officer is the faculty liaison with the Dean’s Office. The SRO attends and acts as an advisor at weekly meetings.
Section 3: Non-Executive Members
1. FEDERATION ORIENTATION COMMITTEE (FOC) MEMBERS :
FOC members’ duties and responsibilities include:
- Representing AHS on the Federation Orientation Committee (FOC).
- Supervising the organization and implementation of AHS Orientation Week in collaboration with other FOC members and in accordance with the Orientation Leadership Training (OLT) guidelines.
- Establishing and maintaining a balanced budget with respect to all orientation committee activities.
- Presenting and receiving approval for the budget from the Student Services Assistant in order to receive the $500 allotment from AHSUM for Orientation Week.
- Securing accountable volunteers, who are OLT trained, to be orientation leaders for the week.
2. GRAD FORMAL REPRESENTATIVE:
The grad formal chair’s duties and responsibilities include:
- Supervising the organization and implementation of the Grad Formal.
- Establishing and maintaining a balanced budget with respect to all grad formal activities.
- Presenting and receiving approval for the budget from the Student Relations Officer
- Providing a detailed post grad formal report to the AHSUM executive by the end of the term.
3. weCONNECTu Mentor Program
Head Mentor duties and responsibilities include:
- Supervising the organization and implementation of weCONNECTu events in consultation with the Student Relations Officer.
- Establishing and maintaining a balanced budget with respect to all weCONNECTu activities.
- Increasing awareness of the weCONNECTu program throughout the term.
- Providing a detailed report to AHSUM on all activities run throughout a term.
Article VII: Organizational Hierarchy
Article VIII: Elections
Section 1.1: ELEGIBILITY
To run and hold the offices of the President the undergraduate student must be entering at least their fourth academic term, three of which must have been at Waterloo and they must be on campus as a full-time student during their time in office. If the President elected is in co-op, they must be designated as a full-time student registered for the fall and summer terms. If the President elected is in regular, they must be designated as a full-time regular student for the fall and winter terms. The president must also have at least one full term of previous experience on the AHSUM exec.
2. VPIA, VPF & VPEd
To run for and hold offices of VPIA (Vice President, Internal Affairs), VPF (Vice President, Finance) or VPEd (Vice President, Education) the undergraduate student must be entering at least their fourth academic term, three of which must have been at Waterloo and they must be on campus as a full-time student during their time in office.
3. DSE, DPRP & DCSOP
To run for and hold the offices of DSE (Director of Services and Events), DPRP (Director of Public Relations and Promotions), DCSOP (Director of Computer Services and Online Publications), the undergraduate must be entering at least their second term at Waterloo and be on campus as a full-time student during their time in office.
4. KIN, HLTH, PUBLIC HEALTH & REC REPS,
To run for and hold the offices of KIN, HLTH, PUBLIC HEALTH & REC Reps, undergraduates must be entering at least their second term at Waterloo and be on campus as a full-time student during their term of office. They also have to be a member of the program that they are representing.
Section 1.2: EXCEPTIONS
1. In the event that it impossible to fill a position with a full-time undergraduate student; a student who is on coop or in part time status may fill any position but president. This student must be able to fulfill all requirements of executive membership.
Section 2: FORMAL ELECTIONS
Formal elections shall be held in the winter term in order to fill executive positions term beginning fall term of the next academic year. The term of office shall be two academic terms (Fall-Winter, Fall-Spring (coop)). All members of AHSUM are eligible to run for executive positions as well as vote in AHSUM elections. (See Article IV: Membership)
There will be a SEVEN (7) day nomination period, followed by a SEVEN (7) day campaigning period. Elections will be open for THREE (3) DAYS. The Chief Electoral Officer shall be the Vice President, Internal Affairs. The Chief Returning Officer shall be nominated from within the current executive.
Any member may be nominated as long as they fulfill all the criteria and have the written support of five other members on a formal nomination from. A member may only run for one position. In the event of no returning executive, elections shall be presided over by the Student Relations Officer
Rules for all (by) elections shall be those of the Federation of Students, however, all budgetary rules are null and void. Candidates in AHSUM elections do not have a formal budget and any moneys spent WILL NOT be reimbursed.
Section 3: BY-ELECTIONS
When a seat is left vacant in a given term, it shall be filled by by-election. Notice of open seats should be made public as soon as they are known. By-elections follow the same format as elections in Section 2 above, with the nomination period being FIVE(5) days, the campaign period THREE(3)days, and the election period TWO(2) days. A student enrolled in that term for one term of office only may fill by-election positions.
Section 4: EMPTY SEATS
In the event of an empty executive seat and in the possibility a by-election is impossible; the seat shall be filled in the following manner:
- President -->VPIA
- VPF <--> VPIA <--> VPED
- DSE <--> DPRP <--> DCSOP
- Dept. Reps --> fourth year class reps
ARTICLE IX: IMPEACHMENTS AND RESIGNATIONS
Section 1: IMPEACHMENTS
A formal written complaint with respect to impeachment must be submitted to the President of AHSUM concerning the allegations of gross ineptitude. This complaint shall be presented at the first AHSUM monthly meeting following the submission. The President shall present the complaint and the impeachment will be discussed. Following all discussion, an AHSUM member must second the impeachment in order to render a vote. Should the complaint be of the President, the Student Services Assistant will fulfill their duties with respect to the impeachment. A 2/3 vote is required for impeachment of an executive.
Section 2: RESIGNATIONS
Persons wishing to resign from any voting executive position must present their formal written resignation to the President. If this person resigns for a personal, family, illness, or other reason deemed reasonable by the remaining AHSUM executive then they will remain eligible to run for office in the future. If the person resigns for some reason not deemed reasonable by the remaining AHSUM executive, that person will be considered ineligible for running for any other AHSUM executive position in the future. In the event of an empty seat due to a resignation, refer to ARTICLE VIII, Section 3 for the filling of executive seats.
Section 3: APPEALS
Persons wishing to appeal their status within AHSUM can do so by presenting a formal written appeal to the President. The Student Relations Officer will then organize an appeal committee to decide upon the person’s status. This committee will consist of the following:
2 AHSUM executive members
2 representatives appointed from the Dean’s office
3 selected AHSUM members
ARTICLE X: MEETINGS
All meetings shall be held in such a manner that AHSUM members are represented in the most democratic, civil, and responsible way possible.
Section 1: AHSUM Executive Meetings
AHSUM Executive Meetings shall be held once a week to manage the day to day operations of AHSUM. These meetings will be held in order that the executive may all be in attendance (i.e. not in conflict with classes). These meetings shall be open to all members of AHSUM however, only executive members shall carry a vote. An executive may give their speaking rights to a non-executive member. This motion must be seconded by another executive member.
The executive may hold a closed session to discuss confidential matters in which all non-executive members will be asked to leave the meeting.
Quorum shall be SEVEN 7 members of the executive.
Section 2: AHSUM Council Meetings
Open meetings shall be held once every three weeks, with the first meeting occurring no later than the third week of the academic term. Voting members (See AHSUM Policy and Bylaws) of AHSUM council may vote on decision items including but not limited to AHSUM Budget approval, amendment of AHSUM Policy and Bylaws and creation of committees for events & action items. In addition, councillors shall bring items of import to the attention of AHSUM Executive.
Quorum shall be THIRTEEN (13) voting members of AHSUM Council
Section 3: TERMLY GENERAL MEETINGS
At least once per term AHSUM shall hold a Formal General meeting in which major items shall be discussed. These items may include but are not limited to major purchases, constitution amendments, open forum for discussion of new topics, elections announcements, selection of clothing & events etc. The executive shall make every attempt to ensure attendance is as high as possible (door prizes, food, marketing).
Quorum shall be TWELVE (12) members from each department excluding the executive.
Article XI: Clubs
Should the departments form a Kinesiology Students Association, Recreation and Leisure Students Association, or Health Studies Students Association for the term, the president of a society may request funds from AHSUM with a written proposal outlining the allocation of funds. This proposal will be outlined at the termly meeting and voted upon, for voting guidelines please see Article X. Any profits incurred in the event must be returned to AHSUM. Should the Kin, Rec, Public Health or Health Rep organize events or activities within their own programs, the rep may request funds from AHSUM to be decided upon at an Executive meeting. These activities can be organized in conjunction with weCONNECTu or independently of weCONNECTu.
Article XII: Allocations of Funds
The Vice President, Finance shall design a budget each term in order to best distribute funds for use in that term. The funds shall be distributed in such a way that the President and each Vice President has their own allocation of funds where the VPIA has the largest portion. The VPIA allotment is used for all director positions as well as event funding. Each VP is responsible for the management of these allotments and must ensure all costs are evidenced and presented to the VPF in a timely and organized manner.
Article XIII: Sunset Clause
Should the organization fall into mismanagement or dissolve for any reason, the Student Services Assistant in conjunction with the VP Internal of the Federation of Students shall form a committee to assess the reasons for dissolution and develop a strategy for reformation of the organization. In the event it is deemed impossible to reform the organization, all funds will be collected by the Federation of Students and held in trust until such a time that a new organization is formed. Upon reformation of the society all previously collected student fees will be released by the Federation of Students as per submission of a termly budget. Reformation of the Society will occur at such a time when students are prepared to take the mantle of AHSUM Exec and operate within the AHSUM Constitution, AHSUM By-Laws and the Federation of Students Societies’ Agreement.
Article XIV: Amendments
This document shall be reviewed and amended if necessary once in the winter term each two academic years. The Vice Presidents, Internal Affairs and Education shall, in consultation with the executive make changes to reflect operational and organizational realities. Any and all amendments shall be presented to the general membership at the winter termly meeting.
Last Amended, Winter 2016, Author, D. Armstrong