AHSUM Constitution

Last Updated Winter 2021

Article I: Name and Marks of the Organization

Section 1: NAME

The name of this organization shall be the Association of Health Students Undergraduate Members, hereafter referred to as AHSUM.

Section 2- MARKS OF THE ORGANIZATION

AHSUM carries Responsive logos. The two main logos will have the presences of AHSUM and Faculty of Health Undergraduate members with the ‘A’ having an outline of a kangaroo’s head.  The reduction of the design will be the ‘A’ having an outline of a kangaroo’s head. The outline itself, then the outline itself being surrounded by a circularly outline with the word ‘AHSUM’ followed by 1967 (the founding year of AHSUM).

In large teal letters spells AHSUM with a kangaroo head in the middle of the letter A
Letter A in teal with kangaroo head in the middle

Teal kangaroo head
Emblem with a kangaroo head in the middle with AHSUM written on top and 1967 on bottom

Article II: Purpose

The purpose of AHSUM is to serve and represent all students enrolled in the Faculty of Health. AHSUM will provide services, events, and represent Faculty of Health students to external bodies including the University of Waterloo, the Waterloo Undergraduate Student Association (WUSA), 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 the Faculty of Health. AHSUM is also accountable to the Waterloo Undergraduate Student Association (WUSA) 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 Health.

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 Health.

Article V: Fees

Section 1: SOCIETIES FEE

Each member of AHSUM shall be given the choice to pay $5.00 as part of his/her/their Waterloo Undergraduate Student Association (WUSA) Fees. This fee may be changes at any time pending a referendum to do so.

Section 2: FEE REFUNDS

Any member of AHSUM is eligible to opt-out voluntarily of the society fee. This option will be available to students on their Quest account in the term leading up to each Academic term. Opting out of the society fee 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:

  1. Responsible for covering AHSUM office hours through the week.
  2. Responsible for checking and responding to any emails sent to ahsumexecutive@gmail.com, or forwarding them to someone who can.
  3. Responsible for attending all AHSUM weekly and termly meetings.
  4. 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 Relations Officer,  and saved in AHSUM files on the AHSUM Google Drive. These reports are to be shared with incoming Executive along with some sort of transition where practicable.
  5. Read and understand Roberts Rules of Order for meeting procedures.

1. PRESIDENT:

The president’s duties and responsibilities include:

  1. Chairing all executive, council and general meetings. As such, the President’s vote should only be used to break ties.
  2. Representing the undergraduate students at Committee of Presidents (COPs) and other meetings where full Faculty representation is required.
  3. Building and maintaining a link between the Dean’s Office and the AHSUM members.
  4. Setting the agenda for executive, council & general meetings.
  5. Ensuring all positions are filled.
  6. Ensuring Executives are fulfilling their roles within AHSUM.
  7. Acting as one of three signing authorities on AHSUM accounts.
  8. Ensuring that all work is being completed within AHSUM.
  9. 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:

  1. Performing the President’s duties in the absence of said President.
  2. 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.
  3. Keeping a record of general and executive minutes, and to type them for the webpage and weekly pre-meeting e-mails from the President to the Executive.
  4. Maintaining an up-to-date copy of the constitution in the office and on the webpage.
  5. Organizing AHSUM office hours.
  6. Booking rooms and meeting times when needed.
  7. Acting as one of three signing authorities on AHSUM accounts.
  8. Evaluating and implementing strategies for office maintenance and security.
  9.  Aiding the Directors, Events, Services, Communications, and Promotions, in their duties as need be.
  10. Maintaining and updating the Constitution as need be with the President, and Vice President Education.

3. VICE PRESIDENT, FINANCE (VPF):

The VPF’s duties and responsibilities include:

  1. 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.
  2. To settle all accounts under the jurisdiction of AHSUM, all income expenditures must be authorized and evidenced using proper vouchers.
  3. To keep track of petty cash, floats and cash flow. 
  4. Acting as one of three signing authorities on AHSUM accounts.
  5. Acting as a liaison between AHSUM and the Vice President, Operations and Finance of the Waterloo Undergraduate Student Association (WUSA). The VPF shall present the termly budget to the Societies Accountant for approval and shall receive the AHSUM allotment for the term.
  6. 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.
  7. Responsible for reading the AHSUM Constitution at the beginning of each term.
  8. Responsible for providing extensive transition documents and training sessions to the incoming Vice President Finance to ensure a smooth transition.

4. VICE PRESIDENT, EDUCATION (VPED):

The VPED’s duties and responsibilities include:

  1. 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.
  2. Attending all academic meetings and matters concerning students in the Faculty of Health and reports to the members of AHSUM all pertinent information.
  3. Examining and reporting on all policy issues pertaining to AHSUM and implementing strategies and policy statements toward such issues.
  4. Acting as a liaison between undergraduate students and any outside governing bodies (i.e. Ontario Kinesiology Association) in conjunction with the appropriate department representative.
  5. Organizing any academic events or meetings with the Director of Events.
  6. Advertising all academic events to be offered to the membership of the AHSUM with the Director of Promotions (DP) and Director of Communications (DC).
  7. Sitting on and reporting the proceedings of the Senate Undergraduate Council (SUC), Co-op Education Council (CEC), and any other ad hoc committees as required.
  8. Maintaining and Updating the Constitution as need be with the President and Vice President Internal Affairs.

5. DIRECTOR OF EVENTS (DE):

The DE’s duties and responsibilities include:

  1. Planning, organizing and implementing all social events for the members of AHSUM.
  2. Providing an event report following every AHSUM event.
  3. To work closely with the DP and DC to ensure events are promoted as well as possible.
  4. Collaborating of on- and off-campus partners to source products, book spaces and resources, and develop positive working relationships.
  5. Bringing awareness of any extra events sanctioned by AHSUM, but organized by non-Executive members to the membership of AHSUM. 

6. DIRECTOR OF SERVICES (DS):

The DS's duties and responsibilities include: 

  1. Working closely with the VPIA in managing day-to-day operations concerning services including office maintenance (i.e. exam bank, snacks, textbooks, etc.).
  2. Relaying and implementing feedback from AHSUM members to improvement and add additional services that would better the Faculty of Health community.
  3. Working closely with all AHSUM member with promoting services especially other Directors and JOEYs.
  4. Organizing orders from outside vendors including: clothing orders, promotional gear, office supplies, and food sale items.
  5. Representing AHSUM on the Applied Health Sciences Endowment Fund (AHSEF).
  6. Maintaining and/or implementing new services that would benefit the membership of AHSUM (i.e. exam bank (with VPED), food sales, etc.)

7. DIRECTOR OF PROMOTIONS (DP):

The DP’s duties and responsibilities include:

  1. Serving as the public relation link between AHSUM and the university community via the creation and implementation of promotional materials. 
  2. Creating publications and documents to promote all events and services provided to members of AHSUM.
  3. Promoting all services, events and activities, in collaboration with the DE and DS.
  4. Posting notices and publications of meetings/events and removing all old notices and publications where appropriate.
  5. Approving/posting all event notices and ensuring the removal of old notices in BMH and wherever appropriate.

8. DIRECTOR OF COMMUNICATIONS (DC):

The DC’s duties and responsibilities include:

  1. Maintaining AHSUM’s homepage and other online social media networks (i.e. Facebook, Instagram, Discord Server, etc.).
  2. Developing and abiding by a social media plan, to be updated and shared with the AHSUM Executive.
  3. Completing the Waterloo Content Management System (WCMS) for Content Maintainers course within the first three weeks of their term.
  4. Posting weekly minutes from the Executive and General meetings  to the AHSUM website.
  5. Posting all services, upcoming event and activity announcements on the AHSUM website, in collaboration with all of AHSUM, mainly other Directors.

9. PROGRAM REPRESENTATIVES (HLTH, KIN, PUBLIC HEALTH AND REC REPS):

The Program Representatives duties and responsibilities include:

  1. 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.
  2. Communicating with and disseminating information to the Councillors and ensuring they are in turn making class announcements.
  3. 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.
  4. To organize one event per program (or together) in conjunction with the DE, specifically aimed at engaging their program of representation in professional development.
  5. To collect feedback and input from the undergraduate population of their program, and reflect their interests towards AHSUM.

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 the Faculty of Health (See AHSUM Policy and By-Laws). Their duties and responsibilities include:

  1. Maximum three Councillors per Department will be packed through an application process.
  2. To represent the student body of various years, of one Faculty of Health Department (Department of Kinesiology and Health Sciences, School of Public Health Sciences, and Department of Recreation and Leisure Studies).
  3. To attend AHSUM Council meetings.
  4. To speak for the interests of their class on matters discussed at AHSUM Council.
  5. To relay pertinent information about AHSUM and AHSUM affiliate groups to their class.
  6. To work in conjunction with their relevant program rep concerning any undergraduate issues within their program.

2. AHSUM JOEY’S

JOEY’s will consist of a number of Undergraduate students from amongst the Faculty of Health who will be helping the Directors (See AHSUM Policy and Bylaws). Their duties and responsibilities are assigned and not limited to:

  1. Maximum three JOEY’s per Director per terms will be picked through an application process.
  2. Help with the maintenance of AHSUM’s homepage and other online social media networks.
  3. Responsible for attending and learning procedures of the AHSUM office while being accompanied by their Directors.
  4. Promoting and attending AHSUM’s events, helping with set up and take down of the events.
  5. Take on individual responsibilities to help their respective Director, and  the AHSUM Executive as a whole.

3. FACULTY OF HEALTH STUDENT RELATIONS OFFICER (SRO)

The  SRO is the faculty liaison with the Dean’s Office. The SRO attends and acts as an advisor.

Section 3: NON-EXECUTIVE MEMBERS

1.  ORIENTATION TEAM (O-TEAM)MEMBERS:

 O-Team members’ duties and responsibilities include:

  1. Representing the Faculty of Health on the O-Team.
  2. Supervising the organization and implementation of Faculty of Health Orientation in collaboration with other  O-Team members and in accordance with the Orientation Leadership Training (OLT) guidelines.
  3. Establishing and maintaining a balanced budget with respect to all Orientation committee activities.
  4. Presenting and receiving approval for the budget from the Student  Relations Officer in order to receive the $500 allotment from AHSUM for Orientation Week.
  5. 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:

  1. Supervising the organization and implementation of the Grad Formal.
  2. Establishing and maintaining a balanced budget with respect to all grad formal activities.
  3. Presenting and receiving approval for the budget from the Student Relations Officer.
  4. Providing a detailed post grad formal report to the AHSUM executive by the end of the term.

3.  WECONNECTU MENTOR PROGRAM

Mentor duties and responsibilities include:

  1. Supervising the organization and implementation of weCONNECTu events in consultation with the Student Relations Officer.
  2. Establishing and maintaining a balanced budget with respect to all weCONNECTu activities.
  3. Increasing awareness of the weCONNECTu program throughout the term.

Article VII: Organizational Hierarchy

AHSUM Hierarchy of positions

Article VIII: Elections

Section 1.1: ELIGIBILITY

1. President

To run and hold the offices of the President the undergraduate student must be:

  1. Entering (at least) their  2B academic term, where at least three academic terms must have been completed at Waterloo.
  2. Must be a full-time or co-op student during their time in office.
  3. Experiences as an AHSUM Executive member, as demonstrated through (at least) one successful and completed term as Vice President, Director, or Representative.

The elected President is expected to be a full-time or co-op student during their time in office for Fall, Winter, and Spring terms. If the current President is no longer eligible to keep their position, the Vice President, followed by the Directors, followed by the Representatives have the opportunity to fill in for the term.

2. VPIA, VPF and 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:

  1. Entering at least their 2A term, three of which must have been completed at Waterloo.
  2. Must be a full-time or co-op student during their time in office.

The elected Vice President is expected to be a full-time or co-op student during their time in office for Fall, Winter, and Spring terms. If the current Vice-President is no longer eligible to keep their position, the Vice President’s, followed by the Directors, followed by the Representatives have the opportunity to fill in for the term. A by-election will be held to fill in any vacant positions.

3.  DE, DS, DP and DC

To run for and hold the offices of DE (Director of Events), DS (Director of Services), DP (Director of Promotions),  DC (Director of Communications), the undergraduate must be:

  1. Entering at least their 2A term, where at least two academic terms must have been completed at Waterloo.
  2. Must be a full-time or co-op student during their time in office.

The elected Director is expected to be a full-time or co-op student during their time in office for Fall, Winter, and Spring terms. If the current Director is no longer eligible to keep their position, the Vice President’s, followed by the Directors, followed by the Representatives have the opportunity to fill in for the term. A by-election will be held to fill in any vacant positions.

4.  KHS, SPHS and RLS REPS

To run for and hold the offices of KHS, SPHS, and RLS Reps, undergraduates must be:

  1. Entering at least their 2A term, where at least two academic terms must have been completed at Waterloo.
  2. Must be a full-time or co-op student during their time in office.
  3. A member of the program that they are representing.

The elected Representative is expected to be a full-time or co-op student during their time in office for Fall, Winter, and Spring terms. If the current Representative is no longer eligible to keep their position a by-election will be held to fill in any vacant positions.

Section 1.2: EXCEPTIONS

In the event that it is impossible to fill a position with a full-time or co-op undergraduate student; a student who is in a part time status may fill any position but president. This student must be able to fulfill all requirements of the Executive Membership.

Section 2: FORMAL ELECTIONS

Formal elections shall be held in the Winter term in order to fill Executive positions. Their term will begin Fall term of the next academic year. 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 FIVE (5) days for nomination period, following by a THREE (3) day campaigning period. Elections will be open for TWO (2) days. These will follow AHSUM business hours Monday - Friday. 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  Waterloo Undergraduate Student Association (WUSA), 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, There will be FIVE (5) days for nomination period, following by a THREE (3) day campaigning period. Elections will be open for TWO (2) days. These will follow AHSUM business hours Monday - Friday. 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
  • DS DE DP   DC
  • Department Representatives --> Fourth year class representatives

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.

Section 2: 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, etc.).

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, Public Health 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 Executive meeting and voted upon (for voting guidelines please see Article X). Any profits incurred in the event must be returned to AHSUM.  Should the KHS, RLS, or SPHS representatives, organize events or activities within their own programs, the Representative 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 Relations Officer in conjunction with the VP Internal of the Waterloo Undergraduate Student Association (WUSA), 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 Waterloo Undergraduate Student Association (WUSA) 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  Waterloo Undergraduate Student Association (WUSA)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 Executive and operate within the AHSUM Constitution, AHSUM By-Laws and the  Waterloo Undergraduate Student Association (WUSA) Societies’ Agreement.

 Article XIV: Amendments

This document shall be reviewed and amended if necessary, once in the winter term each two academic years. The President, 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 meeting.

Last Amended, Winter 2022, President S. Nathoo & Director C. Zhang