Chemistry Graduate Student Society Constitution

Name and Affiliation

The name of the organization will be "Chemistry Graduate Student Society" (CGSS) of the Department of Chemistry, University of Waterloo. The departmental Graduate Student Association (dGSA) is composed of the Officers and will serve to fulfill the purposes of this constitution. This association agrees to adhere to the stated regulations of the University of Waterloo Graduate Student Association (GSA).

Purpose

1. To provide representation of chemistry graduate students and to participate in the development of policies which relate to chemistry graduate students.
2. To promote social interaction among chemistry graduate students by organization of social events.
3. To promote social interaction between the Department of Chemistry and the chemistry graduate students.

Membership

1. All full-time and part-time registered students in a graduate degree program in the Chemistry department at the University of Waterloo are automatically considered members of CGSS.
2. Rights of membership include the right to:
   1. Vote in elections.
   2. Speak at General Meetings.
   3. Participate in all activities of the CGSS.

dGSA Officers and Duties of Officers

1. The executive members include:
   1.  President (1).
      1. The President is the official representative of the CGSS and is responsible for supervising all affairs and activities of CGSS.
      2. The President is responsible for chairing meetings and shall arrange to hold all mandatory meetings at their scheduled intervals (see section 6. Meetings)
      3. Generally being the main contact person(s) for the dGSA (Coordinate with GSA, other dGSA councils, with faculty, administrators, etc.) and coordinating/delegating as necessary to keep everything running efficiently.
      4. Be responsible for application to the GSA, or any other administrative body.
      5. Serve, along with the Treasurer, as one of the co-signees of the Association's bank account.
      6. Assist Vice-President and Treasurer in keeping records of meeting notes and budget allocations.
   2.  ​Vice President (1).
      1. Assume all duties and responsibilities of the President in their absence.
      2. Serve along with the President to address issues relevant to chemistry graduate students with the department administration.
      3. Keep record of meeting minutes at every meeting; including all decisions agreed upon. Coordinate with treasurer to provide up-to-date summary of events to GSA annually.
      4. Be responsible for maintaining an up-to-date email list of all members.
      5. Perform such other duties as may be assigned by the executive committee.
      6. Generally being the right-hand person for the President and help with running of events, meetings with other groups, faculty etc.
   3.  Treasurer (1).
      1. Serve, along with the President, as one of the co-signees of the Association’s bank account.
      2. Shall be in charge of receiving funds, maintaining funds, and appropriately allocating funds using the CGSS bank account.
      3. Provide up-to-date financial statements once per term.
      4. Instigate any fundraising events (if necessary) to maintain a reasonable balance in the account.
      5. Keep record of all budget allocations, funds gained, and funds used within departmental events/ fundraisers. Provide up-to-date financial statements to the GSA annually.
   4.  Secretary (1).
      1. Serve on the executive alongside President and Vice-President.
      2. Record and distribute meeting minutes.
      3. Keep record of all necessary documentation.
      4. Assist treasurer in keeping financial records.
2. Optional dGSA members include:
   1.  Graduate Student Association (GSA) Representative (1).
      1. Maintain communicate with the Graduate Student Association to uphold association standards.
      2. Responsible for maintaining proper documentation to remain recognized by the Graduate Student Association.
      3. Attending GSA meetings as held and relaying all obtained information back to the Chemistry dGSA.
   2. (GWC)2 Coordinating Committee Waterloo Graduate Student Representative (1).
      1. Represent the interest of the chemistry graduate students from the University of Waterloo for (GWC)2. (GWC)2 representative members meet to discuss issues related to the operation of the (GWC)2 in relation to review and discussion of procedures and processes that affect the operation of (GWC)2.
      2. Attend the (GWC)2 Coordinating Committee Meetings – held a minimum once a year. Meetings are usually held either in early September or January, but other meetings may be convened throughout the year.
   3. ​Social Representative (1-3).
      1. Engage with members to determine the interest in various activities for events.
      2. Promote events to members.
      3. Aid the Treasurer in fundraising events.
   4.  ​Safety Representative (1-3).
      1. Communicate with the safety office or safety committee members in the department regarding any safety concerns expressed by CGSS members.
      2. Take initiative to maintain high safety measures in research laboratories.
   5. International Student Representative (1-3).
      1. Represent and communicate concerns specific to international students.
   6.  Graduate TA Representative (1).
      1. Serving as a liaison between the graduate student body and the Associate Chair of Graduate Studies.
   7.  EDI Representative (1-2).
      1. Represent the graduate students in the GWC2 EDI-I committee/ departmental EDI committee.
      2. Planning CGSS events that promote EDI (1/term).
      3. Liaison for graduate students expressing EDI concerns.
3. Non-executive members include:
   1.  Member at Large (Any #)
      1. Help to plan and organize social activities for CGSS in conjunction with all members at large and the executive officers.
      2. Submit all proposed social activities, along with budgetary information where applicable, to the executive officers for discussion and final approval.

Nominations of Officers

1. The executive of the CGSS shall be formed under the following conditions:
   1. Notification of formation of a new executive will be given to the CGSS annually so that interested students may participate. Typically, new executive officers will be voted upon and appointed in the Annual General Meeting (AGM).
   2. When more than one member is interested in a given position, executive members shall be elected by members of the CGSS through secret ballot.
   3. The standard period of appointment for executive members will be three terms, starting in the Winter term following the AGM in December.
   4. Vacancies in the executive for the remainder of the three-term period may be filled by acclamation with approval by a majority of the executive members.
   5. Prior to the AGM election, one member at large or non-executive member of the dGSA must volunteer to perform as the returning officer and host executive elections with non-bias.
2. Executive members are permitted to hold up to two positions; however, one cannot be both the President and Treasurer, or President and Vice-President simultaneously. Furthermore, one must have experience as a CGSS executive member prior to becoming President, unless no experienced executive members are interested.

Meetings

1. Annual General Meeting (AGM) (Annually in December):
   1. The AGM for CGSS shall be convened once every year on a convenient date, typically in December.
   2. The president will send notification of the AGM via email to each member at least seven days in advance of the date set for the AGM.
   3. At this general meeting, the president will discuss the affairs of the CGSS, provide updates to the CGSS membership, and hear concerns, questions, or feedback.
   4. The quorum for the AGM of CGSS must include the president, and at least one of: vice-president or treasurer.
   5. By default, any voting at the AGM shall be by secret ballot and be ruled by majority.
   6. A summary of every AGM will be relayed to all members of the executive afterwards.
   7. A summary of every AGM will be relayed to the entire CGSS afterwards.
2. dGSA Committee Meetings (Every Term)
   1. The quorum for the Executive Committee meetings shall be a simple majority of the members of the dGSA.
   2. The dGSA must meet at least once per term.
   3. The purpose of the dGSA committee meetings is to relay information gained by representatives, plan social events, and hear concerns from any member of the CGSS.
   4. Any member of CGSS may join an executive committee meeting by approval from one of the executive members.
   5. By default, any voting at the special general meeting shall be held by secret ballot and ruled by majority.
   6. A summary of every dGSA meeting will be relayed to all members of the dGSA afterwards.
3. Special General Meeting (As Requested):
   1. A special general meeting of CGSS may be called at any time by the President in consultation with the executive committee or shall be called by the executive committee at the written request of at least three members of the CGSS or by signed petition of 10% of the membership.
   2. Notification of the special general meeting shall be given to each member of CGSS via email at least three days in advance of the date set for the meeting.
   3. Notice of the special general meeting shall state the business for which the meeting is called.
   4. By default, any voting at the special general meeting shall be by secret ballot.
4. Executive Committee Meetings (ECM) (Every Month):
   1. The quorum for the Executive Committee meetings shall be a simple majority of the members of the Executive Committee.
   2. All executive officers must meet at least once per month.
   3. Any member of CGSS may join an executive committee meeting by approval from one of the executive members.
   4. By default, any voting at the special general meeting shall be ruled by majority.
   5. A summary of every (ECM) will be relayed to all members of the dGSA afterwards.