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McMASTER SOCIAL SCIENCES SOCIETY

CONSTITUTION

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Updated as of January 10, 2014 PREAMBLE This document contains the constitution of the McMaster Social Sciences Society, which represents all full-time undergraduate Social Sciences students at McMaster University. This document shall form binding terms of reference and shall supersede all previous constitutions, operating policies and any other related documentation. The McMaster Social Sciences Society was established due to the efforts of a group of committed and responsible individuals in October of 1988. The Constitution was reviewed by the MSSS executive of 2001-2002, 2008-2009, updated in 2010-2011, and completely revamped by the executive of 2013-2014. This was seen as one of the important initiatives of the Society Executive, and is to be partnered with a set of By-Laws and Operating Policies that can effectively guide the operations and initiatives of the McMaster Social Sciences Society. Constitution was approved via unanimous vote by the entirety of the McMaster Social Sciences Executive on this date, January 10, 2014. ______________________________ Emily Jones, President ______________________________ Anne Marie Montpetit, Vice-President Administration ______________________________ Taraneh Etemadi, Chief Executive Policy Officer

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TABLE OF CONTENTS 1. Name and Representation 2. Society Objectives 3. Operating Policies 4. Binding Policy Documents 5. Membership 6. Privileges of Membership 7. Voting and Non-Voting Members 8. Executive 9. Executive Duties 10. Executive Assistants 11. Executive Assistant Duties 12. Year Representatives 13. Requirements of Executive, Executive Assistants, and Year Representatives 14. Blu Cru 15. Social Sciences Departmental Clubs 16. Student Representative Assembly (SRA) 17. Students Who Hold a Paid Membership To the MSSS 18. All Other McMaster Students and Staff 19. Mandatory Events and Projects 20. Event Details 21. Social Sciences General Assembly (SSGA) 22. Elections and Terms 23. Vacancy of Elected Offices 24. Finances 25. Referenda 26. Amendments To The Constitution

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McMASTER SOCIAL SCIENCES SOCIETY

CONSTITUTION

1. NAME AND REPRESENTATION 1.1. The name of the organization shall be the McMaster Social Sciences

Society, herein referred to as the MSSS or the Society. 1.2. The McMaster Social Sciences Society is an organization representing

full-time Undergraduate Social Sciences students of McMaster University

2. SOCIETY OBJECTIVES 2.1. The objectives of the Society shall be:

2.1.1. To encourage, promote and instill a spirit of unity, interest, cooperation and fellowship amongst Undergraduate Social Sciences students.

2.1.2. To promote and coordinate well-planned and relevant academic, social, athletic, recreational and cultural activities for undergraduate Social Sciences students.

2.1.3. To act as representatives for undergraduate Social Sciences students, and communicate their questions, needs and concerns to the appropriate officials, committees or councils.

2.1.4. To receive and administer all MSSS funds and properties, in the best interest of Social Sciences students.

2.1.5. To promote the Faculty of Social Sciences and the office of Experiential Education.

2.1.6. To lobby for high quality education for undergraduate Social Sciences, including proper academic support for students.

3. OPERATING POLICIES

3.1. The Society, its Executive, Executive Assistants, Year Representatives, Executive Mentees and Blu Cru Representatives must abide by the Operating policies, bylaws and official binding documents of the Society.

3.2. Amendments to any Operating policies, blyaws or official binding documents (as mentioned in section 5 of the Society may be made if these conditions are met:

3.2.1. Unanimous vote of the entire Executive OR 3.2.2. Majority vote at a General Assembly

4. BINDING POLICY DOCUMENTS 4.1. The Society, its Executive, Executive Assistants and Year

Representatives must abide by Section 5: Binding Policy Documents, which includes the following documents:

4.1.1. Constitution 4.1.2. Elections Operating Policy 4.1.3. Welcome Week Policy 4.1.4. Clubs Operating Policy

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4.1.5. Promotions Operating Policy 4.1.6. Outreach Operating Policy 4.1.7. Promotions Operating Policy

5. MEMBERSHIP

5.1. Full Membership 5.1.1. Full membership in the MSSS shall be restricted to full-time

students at McMaster registered in a full time undergraduate Social Sciences program.

5.1.2. Students enrolled in part time studies, or a combined honours degree consisting of a Social Sciences disciplines are to pay the Society a fee of fifteen dollars ($15.00) to receive the benefits of full membership on an annual basis.

5.2. Honourary Membership 5.2.1. Honourary membership may be granted to McMaster students or

McMaster alumni by a two-thirds majority vote of the executive. Past executives of the MSSS shall receive automatic honourary membership upon completion of their term of office.

6. PRIVILEGES OF MEMBERSHIP

6.1. Full Members of the MSSS shall be entitled to: 6.1.1. Vote and take part in all elections of the McMaster Social Sciences

Society. 6.1.2. Vote at all General Assemblies of the McMaster Social Sciences

Society 6.1.3. Join and hold elected or appointed office in any organization

controlled by the MSSS. 6.1.4. Request to see, upon two weeks notice to the Vice-President

Finance, any or all of the books of the MSSS in the presence of the Vice-President Finance.

6.1.5. Participate in any athletic, professional, social, academic or recreational event facilitated by MSSS.

6.2. Honourary Membership 6.2.1. Honourary membership does not include the privileges of

membership, and only recognizes the individuals support of the society.

6.2.2. Honourary membership does not include the privilege of voting in The General Assembly or executive elections.

7. VOTING AND NON-VOTING MEMBERS

7.1. Voting members of the executive include: 7.1.1. Executive

7.2. Non-Voting Members 7.2.1. Executive Assistants 7.2.2. Year Representatives 7.2.3. Executive Mentees

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7.2.4. Blu Cru Representatives 7.2.5. Social Sciences Departmental Clubs 7.2.6. Social Sciences SRA members 7.2.7. Social Sciences Senate members 7.2.8. Students who hold a paid membership to the MSSS 7.2.9. All other McMaster Social Sciences undergraduate students 7.2.10. All other McMaster students and staff

8. EXECUTIVE

8.1. The MSSS Executive shall be made up of the following: 8.1.1. President 8.1.2. Vice-President Administration 8.1.3. Vice-President Academic 8.1.4. Vice-President Finance 8.1.5. Vice-President External Communications 8.1.6. Vice-President Programming 8.1.7. Spirit Leader 8.1.8. Administrative Assistant

8.2. The executive shall 8.2.1. Be elected by a majority vote by Social Sciences students. 8.2.2. Meet on a weekly basis, to the best of their ability, during the

academic year in Executive meetings. 8.2.3. Formulate and present a tentative annual Year Plan to its members

Social Sciences State of the Society presentation prior to October 31st

8.2.4. Form policies, and prepare its program and budget in general accordance with the annual Year Plan.

8.2.5. Are honourary members of the Blu Cru. 8.2.6. Executive members are required to sign contracts signed off on by

the Vice-President Administration and President. 9. EXECUTIVE DUTIES

9.1. The executive consists of: 9.1.1. President

9.1.1.1. Responsible for setting the direction and vision of the MSSS executive and preparing the society year plan to be produced by October 1st, annually.

9.1.1.2. Chairs meetings of the McMaster Social Sciences Society. 9.1.1.3. Responsible for the creation of directives for executive

members each term. 9.1.1.4. Acts as the Society’s Chief Officer and principal

spokesperson 9.1.1.5. Is dually responsible for maintaining direct communication

with the Social Sciences Faculty Dean and the Social Sciences Faculty Associate Dean along with the Vice-President Academic .

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9.1.1.6. Ensures compliance with the constitution, by-laws, operating policies and procedures and decisions of the Society

9.1.1.7. Acts to ensure that all undergraduate student functions of the MSSS and affiliated organizations are carried out in a cohesive and professional manner and shall settle all disputes that may arise within the MSSS providing that they are within the President’s jurisdiction

9.1.1.8. Responsible for the evaluation of Executive in collaboration with the Vice-President Administration

9.1.1.9. Shares signing authority with the Vice-President Administration and Vice-President Finance.

9.1.1.10. Assists with the selection of Blu Cru Representatives. 9.1.1.11. Responsible for ensuring General Executive Meetings occur 9.1.1.12. Responsible for assisting the Vice-President Administration

with planning and implementing the Social Sciences State of the Society, and the Social Sciences General Assembly

9.1.1.13. Responsible for selecting Executive Assistants, and Year Representatives with the Vice-President Administration, and one other appropriate executive member

9.1.2. Vice-President Administration 9.1.2.1. Responsible for internal communication of the MSSS

Executive Members. 9.1.2.2. Responsible for the evaluation of Executive members in

collaboration with the President 9.1.2.3. Responsible for the review of all Executive and Year

Representatives Year Plans. 9.1.2.4. Responsible for the hiring and evaluation of Year

Representatives. 9.1.2.5. Responsible for facilitating applications, selecting and

evaluating Executive Assistants with the President, and one other appropriate Executive Member.

9.1.2.6. Assists with the selection of Blu Cru Representatives in lieu of the President

9.1.2.7. Responsible for organizing Executive retreats, social events and training with the aid of the Administrative Assistant.

9.1.2.8. Acts in lieu of the President. 9.1.2.9. Shares signing authority with the President and Vice-

President Finance. 9.1.2.10. Acts as the presidents primary advisor, oversees the

implementation of Executive Year Plans. 9.1.2.11. Responsible for the supervision of the Chief Elections and

Policy Officer, the Photography Coordinator, the Welcome Week Planners, the Shinerama Coordinator, and the Year Representatives

9.1.2.12. Managing the Year Representatives with the Vice-President Academic and assisting in their contributions to all events for

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the MSSS. 9.1.2.13. Responsible for mediating any disputes between Executive

Members, Executive Assistants, or Year Representatives. 9.1.3. Vice-President Academic

9.1.3.1. Responsible for organizing and planning any major academic events for Social Sciences students.

9.1.3.2. Acts as an advocate for Social Sciences students’ academic concerns.

9.1.3.3. Must sit on the Experiential Education Governing Committee (EEGC) as well as working with the office of Experiential Education.

9.1.3.4. Responsible for assisting in the selection of the Clubs Administrator

9.1.3.5. Responsible for the planning and implementation of the annual Academic Showcase along with the Clubs Administrator

9.1.3.6. Acts as the primary designate on the Academic Affairs Council (SAC) as run by the McMaster Student Union (MSU).

9.1.3.7. Shall work with the Clubs Administrator, liaise with the Departmental Clubs on any concerns not affiliated with finance; includes holding the first Social Sciences Clubs Assembly at the beginning of the year and holding subsequent meetings throughout the year as necessary.

9.1.3.8. Acts in lieu of both the President and the Vice-President Administration.

9.1.3.9. Responsible for facilitating applications and selecting Year Representatives with the Vice-President Administration.

9.1.3.10. Managing the Year Representatives with the Vice-President Administration and assisting in their contributions to all events for the MSSS.

9.1.4. Vice-President External Communications 9.1.4.1. Responsible for the positive external image of the MSSS

including the website, social media, general society email, print promotions and all other media.

9.1.4.2. Shall liaise with both Senate Representatives and Student Representative Assembly (SRA) Representatives and convey important information back to the MSSS executive and Social Sciences students.

9.1.4.3. Responsible for assisting with the selection of the Outreach Coordinator

9.1.4.4. Responsible for the supervision of the Outreach Coordinator 9.1.4.5. Organizes and facilitate the McMaster Social Sciences

Student Leadership Award with the Outreach Coordinator. 9.1.5. Vice-President Finance

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9.1.5.1. Responsible for the finances of the MSSS, and keeping proper books of account for the MSSS.

9.1.5.2. Responsible for transferring signing authority to the new Vice-President Finance, President and Vice-President Administration before April 1st, annually.

9.1.5.3. Responsible for the creation of the annual budget and submission before Oct 1st, annually.

9.1.5.4. Responsible for approval of Social Sciences Departmental Clubs budgets at the beginning of each term with the Vice-President Academic, and Clubs Administrator.

9.1.5.5. Responsible for monthly updates to be presented to the MSSS Executive.

9.1.5.6. Shall present the financial records of the MSSS at the final meeting of the Executive in March.

9.1.5.7. Shall oversee the finances of the Social Sciences Departmental Clubs as outlined in the MSSS Clubs Bylaw.

9.1.6. Vice-President Programming 9.1.6.1. Responsible for the planning and implementation of social

events for the MSSS in partnership with the Social Committee Coordinator.

9.1.6.2. Responsible for assisting with the selection of the Media And Design Coordinator and Social Committee Coordinator.

9.1.6.3. Responsible for the supervision of the Media And Design Coordinator and Social Committee Coordinator

9.1.6.4. Responsible for the planning and implementation of an annual formal

9.1.6.5. Responsible for promoting the MSSS and their events in partnership with the Media and Design Coordinator.

9.1.7. Spirit Leader 9.1.7.1. Responsible for creating and maintaining spirit and cohesion

among Social Sciences students. 9.1.7.2. Supervises all Blu Cru Representatives throughout the year 9.1.7.3. Responsible for the overall promotion and positive image of

the MSSS and its events via the Blu Cru Representatives 9.1.7.4. Responsible for the selection of Blu Cru Representatives

along with the President or Vice-President Administration, and assisted by the Welcome Week Planners

9.1.7.5. Responsible for the planning and implementation of a Society Anniversary event

9.1.7.6. Holds a minimum of one Blu Cru Representative appreciation event per term

9.1.7.7. Holds a minimum of one spirit event for Social Sciences students per school term

9.1.8. Administrative Assistant 9.1.8.1. Responsible for recording meeting minutes. 9.1.8.2. Responsible for the creation of agendas for weekly

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Executive meetings. 9.1.8.3. Responsible for organizing Executive retreats, social events

and training with the Vice-President Administration. 9.1.8.4. Responsible for maintaining the records of the Society both

in hard-copy and digital formats. 9.1.8.5. Acts as a direct aid to the Vice-President Administration. 9.1.8.6. Works with the executive to ensure that weekly meetings are

run in a timely fashion. 9.1.8.7. Responsible for organizing staff appreciation a minimum of

once a year. 9.1.8.8. Responsible for the upkeep of office supplies.

10. EXECUTIVE ASSISTANTS

10.1. The MSSS employ the following positions as executive assistants: 10.1.1. Chief Elections and Policy Officer (1) 10.1.2. Clubs Administrator 10.1.3. Media and Design Coordinator (1) 10.1.4. Outreach Coordinator (1) 10.1.5. Photography Coordinator (1) 10.1.6. Shinerama Coordinator (1) 10.1.7. Social Committee Coordinator (1) 10.1.8. Welcome Week Planners (2) 10.1.9. Executive Assistants will be hired according to a Hiring

Board, which is composed of the President, Vice-President Administration and one other executive selected by the Vice-President Administration.

10.1.10. Executive members are not eligible to hold an Executive Assistant position during their term in office. In the event an Executive member wishes to apply for an Executive Assistant position for the following year, that Executive member will not be eligible to be on the Hiring Board. The Vice-President Administration and/or the Executive shall ensure three current Executive members sit on the Hiring Board in this situation.

10.1.11. Executive Assistants are required to sign contracts drafted by the Vice-President Administration and signed off on by the Vice-President Administration, President and the designated Executive member who supervises the role.

10.1.12. All positions must be filled, to the best of the ability of the Executive, by the end of term two for incoming Executive Assistants. In the event the MSSS is unable to find suitable applicants, they may reopen applications to find a suitable individual.

10.1.13. Under the discretion of the Executive, an honorarium may be awarded to executive assistants as indicated in their individual contracts.

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10.1.14. Executive Assistants are honourary Blu Cru Representatives 11. EXECUTIVE ASSISTANT DUTIES

11.1. Chief Elections and Policy Officer (1) 11.1.1. The Chief Elections and Policy Officer shall be the chief

electoral office of the McMaster Social Sciences Society (MSSS), reporting to the Vice-President Administration

11.1.2. The Chief Elections and Policy Officer shall not be a voting member of the MSSS, and shall not seek office in an election, support any candidate, or endorse a position in a referendum administered by the MSSS during her/her term of office.

11.1.3. The Chief Elections and Policy Officer shall report to the Vice-President Administration, the procedure and timetable before each election/referendum, and the results of each electoral period, be responsible for the submission and administration of the electoral budget, and be responsible for consulting the Vice-President Administration if clarification is needed for job duties, approved by the MSSS Executive board.

11.1.4. The Chief Elections and Policy Officer shall be in charge of all promotion of elections/referenda.

11.1.5. The Chief Elections and Policy Officer shall also manage all other aspects of elections including:

11.1.5.1. Online Voting Procedures 11.1.5.2. Referenda 11.1.5.3. Proclamation 11.1.5.4. Nominations 11.1.5.5. Eligibility 11.1.5.6. Notice of Poll 11.1.5.7. Withdrawal of Candidate 11.1.5.8. Campaigning 11.1.5.9. Tie Votes

11.1.6. The Chief Elections and Policy Officer will be responsible for reviewing all MSSS contracts, policies, operating procedures and the constitution to ensure transparency and clarity.

11.1.7. Compile and submit an End-of-Year Report to the MSSS Executive, including the following information:

11.1.7.1. Complete financial records 11.1.7.2. Beginning of year goals 11.1.7.3. Accomplishments 11.1.7.4. Obstacles 11.1.7.5. Recommendations 11.1.7.6. Relevant contact information

11.2. Clubs Administrator 11.2.1. The Clubs Administrator to the McMaster Social Sciences

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Society (MSSS) will be an Executive Assistant Position that will work towards improving MSSS-Clubs relationship and facilitation

11.2.2. The Clubs Administrator is to work with the MSSS Vice- President Academic and Vice-President Finance to facilitate MSSS Departmental Clubs.

11.2.3. The Vice-President Academic is the direct supervisor of the Clubs Administrator, and the Clubs Administrator must submit all proposals to the Vice-President Academic who will then after his/her own approval, bring them to the MSSS Executive to be approved

11.2.4. The Clubs Administrator will act as a resource for the Vice- President Academic and Vice-President Finance in working with Departmental Clubs.

11.2.5. Working with Departmental Clubs to comply with all MSSS Bylaws, Operating policies and the Constitution

11.2.6. Acting as a resource for the Departmental Clubs in planning and executing their events and activities

11.2.7. Assist in the transition for the outgoing corresponding executive to the incoming executive



11.3. Media and Design Coordinator (1) 11.3.1. The Media Design Coordinator is responsible for the creation

of all promotional material for the MSSS and their events. These responsibilities include designing and printing of promotional materials (posters, flyers, tickets, online advertisements, etc.), the ordering of promotional materials throughout the year, the designing and/or ordering of signage and displays for the MSSS (banners, door signs and brochures, etc.), and maintaining the MSSS poster board.

11.3.2. Is responsible for ensuring all publications are in accordance with the MSSS constitution and all bylaws and operating policies

11.3.3. The Media Design Coordinator will report directly to the Vice- President Programming

11.3.4. Compile and submit an End-of-Year Report to the MSSS Executive, including the following information

11.3.4.1. Complete financial records 11.3.4.2. Beginning of year goals

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11.3.4.3. Accomplishments 11.3.4.4. Obstacles 11.3.4.5. Recommendations 11.3.4.6. Relevant contact information

11.4. Outreach Coordinator (1) 11.4.1. The Outreach Coordinator is responsible for the McMaster

Social Sciences Society’s participation in charitable and external events

11.4.2. Promote and facilitate the MSSS Leadership Award application, selection and presentation process under the supervision of the Vice-President External Communications

11.4.3. Achieve at minimum of at least three (3) events or initiatives between the months of September and April of a given year. The year shall incorporate events and initiatives including, but not limited to:

11.4.3.1. Terry Fox Run 11.4.3.2. Trick or Eat 11.4.3.3. Relay for Life

11.4.4. Maintain positive relations between the various other bodies on and off campus relating to fundraising and community involvement, including the Fundraising Initiative Team (F.I.T), the Student Community Support Network (SCSN) and the Westdale Community..

11.4.5. The Vice-President External Communications, in all situations is the direct manager to the Outreach Coordinator, and the Outreach Coordinator must submit all proposals to the Vice-President External Communications who will then after his/her own approval, bring them to the MSSS Executive to be approved.

11.4.6. Fundraise towards the goal of $1000 for the McMaster Social Science Society’s Leadership Award, with the expectation that a minimum of $500 is raised.



11.5. Photography Coordinator (1) 11.5.1. The Photography Coordinator will be responsible for

ensuring high quality photos are taken at all MSSS events for promotional use by the MSSS

11.5.2. The Photography Coordinator will be responsible for recruiting volunteer and reviewing all submissions to ensure

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compliance with the MSSS Constitution and By-Laws. 11.5.3. The Photography Coordinator will be responsible for

ensuring high quality of photographs for publication by the MSSS

11.5.4. The Photography Editor will report directly to the Vice- President Administration.



11.6. Shinerama Coordinator (1) 11.6.1. The Shinerama Coordinator’s primary role is to work with the

Social Sciences Society to organize and execute fundraising events during the summer months for the annual Shinerama campaign.

11.6.2. As the Shinerama Coordinator, you will be reporting to the Vice-President Administration to develop a fundraising plan for Shinerama on behalf of the Social Sciences Society. The Shinerama Coordinator will create a budget for the week and summer months and communicate with the MSSS, McMaster Students Union and McMaster University offices, as well as local businesses.

11.6.3. The Shinerama Coordinator will report directly to the Vice- President Administration.



11.7. Social Committee Coordinator (1) 11.7.1. The Social Committee Coordinator will be responsible for

recruiting and managing volunteers to assist with the implementation of Social Sciences Society Events.

11.7.2. The Social Committee Coordinator will be responsible for ensuring the smooth implementation of social events and delegating tasks to volunteers. The Social Committee Coordinator will meet with the Vice-President Programming on a bi-weekly basis to discuss upcoming events, and the duties required including event planning, set up and take

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down, ordering materials/equipment, delegating tasks and supervising volunteers.

11.7.3. The Social Committee Coordinator will report directly to the Vice-President Programming.



11.8. Welcome Week Planners (2) 11.8.1. The Welcome Week planners will plan and implement a

Welcome Week that: 11.8.1.1. Is safe for all those involved 11.8.1.2. Will boost the spirit of all Social Sciences students 11.8.1.3. Will increase the presence of the McMaster Social Sciences

Society (MSSS). 11.8.1.4. Ensures all first year students feel welcome to be at

McMaster University in the Faculty of Social Sciences, as members of the MSSS

11.8.1.5. Is vibrant, creative, successful, and memorable 11.8.1.6. The Welcome Week Planners will report directly to the Vice-

President Administration, and work closely with the Spirit Leader.

11.8.1.7. The Welcome Week Planners will be responsible for planning all events during welcome week including but not limited to Faculty Day and Faculty Night, and participation in Move-In events, Air bands events, Bed-racing events

11.8.1.8. The Welcome Week Planners will assist the President, Vice- President Administration and Spirit Leader with the facilitation and hiring of Blu Cru Representatives

11.8.1.9. Is responsible for proposing a budget to the MSSS Executive to be approved for Welcome Week

11.8.1.10. Responsible for updating the Vice-President Administration on a bi-weekly

11.8.1.11. Responsible for updating the entire Executive on a monthly basis regarding Welcome Week, and proposing a full week plan at least one month before Welcome Week begins

11.8.1.12. Responsible for assisting the Spirit Leader in Welcome Week training of Blu Cru representatives, as well as a closing appreciation event for Blu Cru representatives

11.8.1.13. Compile a Welcome Week Report that provides a general overview of the week that provides feedback for moving forward, that will be separate from the End-of-Year report

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11.8.1.14. Compile and submit an End-of-Year Report to the MSSS Executive, including the following information:

11.8.1.14.1. Complete financial records 11.8.1.14.2. Beginning of year goals 11.8.1.14.3. Accomplishments 11.8.1.14.4. Obstacles 11.8.1.14.5. Recommendations 11.8.1.14.6. Relevant contact information

12. YEAR REPRESENTATIVES

12.1. First Year Representatives (2-4) 12.2. Second Year Representatives (2) 12.3. Third Year Representatives (2) 12.4. Fourth Year Representatives (2)

12.4.1. Year Representatives will be chosen by application by the President, Vice-President Administration, and Vice-President Academic

12.4.2. Each yearly division shall have a maximum of 2 Year Representatives; with the exception of first year with a maximum of 4 Year Representatives.

12.4.3. Are Responsible, as a team, for organizing and facilitating at least one event or initiative per term under the supervision of the Vice-President Administration and Vice-President Academic.

12.4.4. Are honourary members of the Blu Cu. 12.4.5. Responsible for distributing promotional materials. 12.4.6. Report directly to the Vice-President Administration and

Vice-President Academic on a weekly basis, though more frequent meetings may be required as determined by the Executive.

12.4.7. Act in the assistance to the MSSS Executive. 12.4.8. Shall be responsible for advocating on the academic

concerns of each yearly division and promoting the events of the MSSS



13. REQUIREMENTS OF EXECUTIVE, EXECUTIVE ASSISTANTS AND YEAR

REPRESENTATIVES 13.1. Any Executive member, Executive Assistant or Year

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Representative who is absent for three meetings per term without notification will be required to undergo review by the rest of the executive and may be requested to resign from their position.

13.2. Any Executive member, Executive Assistant or Year Representative who does not fulfill their respective duties as outlined in their contract may be required to undergo review by the rest of the executive and may be requested to resign from their position.

13.3. Must review meeting minutes prior to the following meeting, particularly those who were absent.

13.4. Office hours will be held by appointment, with additional hours being held under discretion of the MSSS Executive

13.5. Both Executive Assistants and Year Representatives are chosen based on application basis rather than an election.

13.6. There will be two student Year Representatives constituting each year, and up to four first Year Representatives.

14. BLU CRU REPRESENTATIVES

14.1. The Blu Cru will be a year long initiative put forth by the MSSS that will amalgamate involvement of the Executive, Executive Assistants and Year Representatives, as well as hired Blu Cru Representatives

14.2. The Blu Cru is responsible for maintaining spirit and cohesion amongst Social Sciences students through the promotion and facilitation of MSSS events.

14.3. All members of the Blu Cru are bound to the adherence of the MSSS Constitution and its Bylaws and Operating Policies

14.4. The Spirit leader will supervise the Blu Cru 14.5. Hiring of Blu Cru Representatives is determined By The Spirit

Leader, Vice-President Administrative, and President, with consideration of Welcome Week Planners.

15. SOCIAL SCIENCES DEPARTMENTAL CLUBS 15.1. The Departmental Clubs are expected to be fully aware of the

MSSS Constitution, Bylaws and Operating Policies, and may not act outside of it.

15.2. Failure to adhere to these documents will not fall under the responsibility of the MSSS Executive and may result in the termination of funds for either a term or the entire academic year as determined by the Executive.

15.3. The MSSS Executive are responsible for providing Departmental Clubs with all informational resources, including but not limited to the contact information for the Vice-President Finance and Vice-President Academic, a copy of the Departmental Club’s Bylaw, MSSS event proposal forms, sample budgets, event expense reports, brandmark guidelines, and MSSS Constitution.

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16. STUDENT REPRESENTATIVE ASSEMBLY (SRA)

16.1. The SRA will act as an information link between the Social Sciences students and the MSU.

16.2. As duly elected representatives, all Social Sciences SRA will represent Social Sciences students, the MSSS and its Departmental Clubs, to the MSU and will communicate directly to the Vice-President External Communications.

16.3. The SRA Social Sciences Caucus and the MSSS will coordinate on joint initiatives including the Social Sciences General Assembly (SSGA).

17. STUDENTS WHO HOLD A PAID MEMBERSHIP TO THE MSSS

17.1. Full time Social Sciences students or exceptions that have been enacted, that include students who have gained membership through paying the MSSS fee

17.2. Students are represented by the McMaster Social Sciences Society to the faculty of Social Sciences.

17.3. Members have voting rights in General Assemblies and election of the Executive Members.

17.4. There is a membership fee of fifteen dollars ($15) as outlined in student fees.

17.5. Members are entitled to attend and participate in all McMaster Social Sciences Society events.

17.6. Members are permitted to attend all general society meetings and provide feedback.

18. MANDATORY EVENTS AND PROJECTS

18.1. The Executive must make reasonable effort to hold, facilitate and/or organize each of the following events or projects:

18.1.1. Website 18.1.2. Welcome Week 18.1.3. The Academic Showcase 18.1.4. Annual Society Anniversary 18.1.5. Annual Formal 18.1.6. Social Sciences State of The Society 18.1.7. Social Sciences General Assembly 18.1.8. Social Sciences Clubs Assembly 18.1.9. General Society Meetings 18.1.10. Student Leadership Award 18.1.11. Terry Fox Run 18.1.12. Trick-or-Eat 18.1.13. Relay for Life

18.2. All MSS events will be submitted for approval to the Student event

risk management website (http://studentevents.mcmaster.ca),

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atleast 10 days prior to the event for faculty and risk management staff approval. If an event is not approved the MSSS will discuss with the appropriate staff what they may do to have the event approved, but will not implement or advertise an event without approval.

19. EVENT AND PROJECT DETAILS

19.1. Website 19.1.1. The MSSS will use its website, www.themsss.com to inform

Social Sciences Students of its upcoming events. The Vice-President External Communications is responsible for updating the website on a at least bi-weekly basis, except during the summer months, where updates can be posted as needed.

19.2. Welcome Week 19.2.1. The MSSS will hold an annual Welcome Week during the

first week of school in September to welcome incoming first year Social Sciences students to the McMaster community. This will include but not limited to Faculty Day, and Faculty Night

19.3. The Academic Showcase 19.3.1. The MSSS will hold an annual Academic Showcase, a large

drop in event, where all Social Sciences departments are represented by their Student societies. This event will be held each year before the drop and add date to allow first year students to explore different degree options, and speak to students and professors about programs they may be interested in. Traditionally this event has been held in the McMaster University Student Centre Atrium, and representatives from the Faculty of Social Sciences office and the Experiential Education office have been invited to have a table as well to assist students. This event is planned and executed by the Vice-President Academic.

19.4. Annual Society Anniversary 19.4.1. The MSSS will hold an annual spirit event for Social

Sciences students in the form of a birthday/anniversary of our mascot, “Soc Sci Guy”. This has traditionally been an event where free cake or sundaes has been given out at a central location for Social Sciences students, usually in KTH lobby. This event is usually held February 6th, but can be held at a different time in term 2. This event is organized by the Spirit Leader.

19.5. Annual Formal 19.5.1. The MSSS will hold an annual Formal, usually in March for

Social Sciences Students. This event is usually held at a banquet hall in Hamilton, and transportation is provided for

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students who wish to attend. The event includes dinner and dancing for ticket purchasers, and prizes are raffled off as well as drinks are available for purchase. This is one of the largest events Social Sciences hosts each year, and all students are welcome to purchase tickets. Tickets have traditionally been sold for $30/per person. This event is organized by the Vice-President Programming, in conjunction with the Social Committee Coordinator.

19.6. Social Sciences State of the Society 19.6.1. The MSSS will hold an annual State of the Society

presentation before October 31st of each year. This presentation will be open for any student to attend and will provide information regarding the proposed programming of the McMaster Social Sciences Society for the year, and proposed budget. This will also be an opportunity for students to ask questions or provide feedback to the society. This event will be organized by the Vice-President Administration and President.

19.6.2. The MSSS will release a State of the Society document on its website, themsss.com by April 30th of each year that includes details of the programming and full budget of that year, and all feedback received from the state of the society presentation and the general assembly from that year.

19.7. Social Sciences General Assembly 19.7.1. The MSSSS will hold an annual General Assembly prior to

April 30th each year. The purpose of this event is to obtain as much feedback as possible to assist in planning for the next years. The General Assembly is a presentation summarizing the current year and its programming and budget, and all feedback will be used to assist in planning for the next year. The event will be organized by the Vice-President Administration and President.

19.7.2. Membership of the Social Sciences General Assembly shall include all those falling under Section Five – Membership of the MSSS Constitution.

19.7.3. Meetings of the Social Sciences General Assembly shall be called by the Vice-President Administration within 30 days on resolution of the MSSS Executive; or in receipt of a petition of two percent (2%) of the MSSS membership; or at the call of the President, and at least one general assembly must occur each year.

19.7.4. All resolutions passed at a meeting of the Social Sciences General Assembly are binding

19.7.5. Three percent (3%) of the membership of the MSSS, or 200 members, whichever is higher will constitute quorum for a Social Sciences General Assembly meeting, provided that

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public notice of the meeting is given one week in advance. Failing one week’s public notice, ten percent (10%) of the membership of the MSSS will constitute quorum.

19.8. Social Sciences Clubs Assembly 19.8.1. The MSSS shall hold a Clubs Assembly for its departmental

student societies prior to October 31st each year. The purpose of this event will be to inform the clubs of all their expectations and policies they must comply by to receive MSSS support and funding. This event will be held by the Vice-President Academic and the Vice-President Finance, as well as the Clubs Administrator

19.9. General Executive Meetings 19.9.1. The MSSS will hold General Executive meetings on a

weekly basis, to the best of their abilities, not including during the summer months. Any student may attend these meetings for open sessions, but only the executive will be included in closed-session meetings. Meeting minutes will be posted on the MSSS website

19.10. McMaster Social Sciences Society Leadership Award 19.10.1. The MSSS will offer a Leadership Award each year, opening

and accepting applications within Term 2, usually January. This award was created to acknowledge a well rounded Undergraduate Social Sciences Students who displays strong leadership in athletics, extra-curricular groups within McMaster, volunteer work within the community, paid work experiences, and academics. The recipient will receive a $1000 award and two (2) tickets to the McMaster Social Sciences Society formal. The Vice-President External and the Outreach Coordinator are responsible for facilitating applications, and presenting them to the Executive, which will then vote on a winner (not including the Vice-President External to account for any bias they may have).

19.11. Terry Fox Run 19.11.1. The MSSS annually participates in McMaster’s Terry Fox

Run fundraiser to fight cancer. The Terry Fox Run takes place in September, as a day event where students walk laps around the track. The Outreach Coordinator will organize a team and ideas to help fundraise for the cause on behalf of the Society

19.12. Trick or Eat 19.12.1. The MSSS annually participates in McMaster’s Trick or Eat

fundraiser to collect food and donations for Mac Bread Bin. Trick or Eat takes place in October, and students reach out to the surrounding community for food and money donations on Halloween. The Outreach Coordinator will organize a team and ideas to help fundraise for the cause on behalf of

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the Society. 19.13. Relay for Life

19.13.1. The MSSS annually participates in McMaster’s Relay for Life overnight fundraiser to fight cancer. Relay for life takes place in March, as an overnight event where students walk laps around the track, and many fun events are offered for participants. The Outreach Coordinator will organize a team and ideas to help fundraise for the cause on behalf of the Society. The event takes place in March each year.

20. ELECTIONS AND TERMS

20.1. Elections for the Executive shall take place according to the By- Laws of the Society.

20.2. Elections will only be held for Executive Members. 20.3. Elections must be democratic, and all members of the Society must

be given a reasonable opportunity to vote. 20.4. Elections will be ran by the Chief Elections and Policy Officer. 20.5. Executive elections will occur prior to March 1st, of

each year to elect Executive Members so that all new Executive Members will have a chance to transition their successors,

20.6. Executive Assistants and Year Representatives ( with the exception of First Year Representatives) will be hired on an application basis before March 30th to ensure that they also have a chance to transition with their predecessors.

20.7. All Executive Members, Executive Assistants and Year Representative terms proceed from April 1st until March 31st with the exception of First Year Representatives, Welcome Week Planners and the Shinerama Coordinator

20.8. First Year Representatives will not be selected until the month of September in the new year.

20.9. Welcome Week Planners and the Shinerama Coordinator will be accepted in term 2, prior to the start of the new term of executives to allow for further planning time. There terms will start from selection in term 2 to the end of September of the same year.

20.10. The Executive Members reserve the right to withhold accepting applications until September if there are no applicants for any executive assistant or year representative.

21. VACANCY OF ELECTED OFFICES

21.1. First and foremost, any vacancy of elected office due to resignation, loss of full membership in the Society, or impeachment, shall be filled by a bi-election of the MSSS within one month of the observed vacancy. The only exception is the summer months, in which the election will be held during September.

21.2. In the event that there is no candidate for a by-election, the Executive of the MSSS by a two-thirds majority vote can fill a

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vacancy by appointment through an application and interview process in the presence the full executive.

21.3. In the event that there is a vacancy of an elected office, and annual elections are being held within one month, the executive may choose to not run an bi-election for the position, and have an unfilled until the time that the annual elections produce a new elected member.

22. FINANCES

22.1. An annual budget for the MSSS shall be prepared by October 1st, and must be approved by a two-thirds vote of the Executive. A majority vote of the Executive is required for any reallocation of funds within the approved budget.

22.2. Signing authorities of the MSSS shall be the President, the Vice- President Finance and the Vice-President Administration

22.3. The fiscal year of the MSSS shall run for a period of twelve months from April 1st to March 31st.

22.4. No member of the Executive is empowered to make purchases in the name of the MSSS, or in any way obligate the MSSS to payments of over $100 until permission has been granted at an Executive meeting, or by the Vice-President Finance and one other person with signing authority – either the President or the Vice-President Administration.

22.5. The MSSS shall collect a fifteen-dollar ($15) membership fee from all Social Sciences students.

22.6. Each of the Departmental Clubs shall submit budgets to the Vice- President Finance for approval by the MSSS Executive.

22.7. All Departmental Clubs must submit a budget by September 30th in order to obtain annual funding from the MSSS. Club budgets will be reviewed by the MSSS Executive and revised for the Winter Term by the Vice-President Finance in order to determine the amount to be allocated in a given year.

22.8. The proposed annual budget shall be published on the MSSS website by October 31st of every year.

22.9. Funding for Departmental Clubs must adhere to the Clubs By-Laws and approved by a majority of the MSSS Executive.

23. REFERENDA

23.1. Referenda shall be initiated by: 23.1.1. Resolution of the Executive 23.1.2. Petition to the Administrative Assistant of not less than three

percent of the full membership of the MSSS. 23.1.3. Upon receiving a petition, the Administrative Assistant shall

provide at least ten days notice of a referendum campaign to the General Membership. Following the notification period, a poll shall be granted within fourteen days.

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23.1.4. Procedures for a referendum shall be approved by the Executive, and be in accordance with McMaster Student Union referendum procedures. Quorum for a referendum shall be five percent of the membership.

23.1.5. Directives from the membership expressed in a quorate referendum shall be binding on the MSSS.

23.1.6. Once a question has been considered in a quorate referendum, it shall not be considered again for one calendar year.

23.1.7. The Chief Elections and Policy Officer will oversee the procedures for the Referenda as outlined in the By-Laws.

24. AMENDMENTS TO THE CONSTITUTION

24.1. Amendments to the Constitution can only be conducted if these conditions are met:

24.2. Unanimous vote of the MSSS Executive Members OR 24.3. Two-thirds majority vote at a General Meeting of the Society OR 24.4. Majority vote by members of the Society at the Social Sciences

General Assembly (Quorum must be at least 3% of all members)