uoit engineering students' society policy manual 2011-2012 (1)

8/2/2019 UOIT Engineering Students' Society Policy Manual 2011-2012 (1)

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Table of ContentsPurpose ......................................................................................................................................................... 5

Definitions ................................................................................................................................................. 5

The Council .................................................................................................................................................... 5

Executives ................................................................................................................................................. 5

President ............................................................................................................................................... 5

Vice President, Internal ......................................................................................................................... 5

Vice President, External ........................................................................................................................ 6

Vice President, Finance and Administration ......................................................................................... 6

Vice President, Academic of FEAS and Vice President, Academic of FESNS ......................................... 6

Vice President, Social ............................................................................................................................ 7

Vice President, Marketing and Design .................................................................................................. 7

Chair and Director Positions ..................................................................................................................... 7

Selection Process .................................................................................................................................. 7

Alumni Network Directors (2) ............................................................................................................... 7

Chief Returning Officer (CRO) ............................................................................................................... 8

Competitions Committee Chair ............................................................................................................ 8

EngBall Director .................................................................................................................................... 8

EngSports Director ................................................................................................................................ 8

First Year Council Chair ......................................................................................................................... 9

Fundraising Director.............................................................................................................................. 9 Grad Student Liaison To be confirmed .............................................................................................. 9

Graphic Art Director .............................................................................................................................. 9

IT/Website Director .............................................................................................................................. 9

Lunar Rover Chair ................................................................................................................................ 10

Mentorship Director ........................................................................................................................... 10

Movember Committee Chair .............................................................................................................. 10

National Engineering Month (NEM) Committee Chair ....................................................................... 10

Orientation Week Committee Chair ................................................................................................... 10

Professional Engineers of Ontario (PEO) and Ontario Society of Professional Engineers (OSPE) Relations Directors To be confirmed ............................................................................................... 11

Social Media Director .......................................................................................................................... 11

Scavenger Hunt Director ..................................................................................................................... 11

Student Health Director ...................................................................................................................... 11

Swag Director ...................................................................................................................................... 12


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Subsidiary Bodies ........................................................................................................................................ 12

Reports .................................................................................................................................................... 12

Committees ............................................................................................................................................. 12

Competitions Committee .................................................................................................................... 12

Delegation Selection Committee ........................................................................................................ 12

Elections Committee ........................................................................................................................... 12

First Year Council ................................................................................................................................ 13

Movember Committee ....................................................................................................................... 13

National Engineering Month Committee ............................................................................................ 13

Orientation Week Committee ............................................................................................................ 13

Social Committee ................................................................................................................................ 14

Special Committees............................................................................................................................. 14

Clubs and Chapters ..................................................................................................................................... 14 EngSoc Club ............................................................................................................................................. 14

EngSoc Chapter ....................................................................................................................................... 15

Conference Policy ....................................................................................................................................... 15

Hosted Conferences and Competitions .................................................................................................. 15

Recognized Conferences and Competitions ........................................................................................... 15

Delegate Selection .............................................................................................................................. 15

Head Delegate Responsibilities ........................................................................................................... 15

Delegate Responsibilities .................................................................................................................... 16

Unrecognized Conferences and Competitions ....................................................................................... 16

Conference and Competition Funding ................................................................................................ 16

X Financial Policy ......................................................................................................................................... 17

Accounting .............................................................................................................................................. 17

Budget ................................................................................................................................................. 17

Financial Statements ........................................................................................................................... 17

Revenue .................................................................................................................................................. 17

SA Funding .......................................................................................................................................... 17

Funding ................................................................................................................................................... 17

Subsidiary Body Funding ..................................................................................................................... 17

Conference Funding ............................................................................................................................ 18

Honoraria ............................................................................................................................................ 18


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Accounts and Cash .................................................................................................................................. 18

Accounts .............................................................................................................................................. 18

Petty Cash ........................................................................................................................................... 18

Class and Program Representatives Policy ................................................................................................. 18

Selection .................................................................................................................................................. 19

X Special Events........................................................................................................................................... 19

Orientation Week.................................................................................................................................... 19

Purpose ............................................................................................................................................... 19

Rules .................................................................................................................................................... 19

Organization ........................................................................................................................................ 19

Events .................................................................................................................................................. 20

Miscellaneous ..................................................................................................................................... 20

X Communications Policy ............................................................................................................................ 20

Publications ............................................................................................................................................. 20

Elections Policy ............................................................................................................................................ 21

EngSoc Elections ..................................................................................................................................... 21

Nomination Period .................................................................................................................................. 22

All Candidates Meeting ........................................................................................................................... 22

Campaigning Period ................................................................................................................................ 22

Voting ......................................................................................................................................................

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Violations of Policy .................................................................................................................................. 23

Funding ................................................................................................................................................... 23

ByElections ............................................................................................................................................. 23

Chair Appointments ................................................................................................................................ 23

Appointment ........................................................................................................................................... 23

Transition ................................................................................................................................................ 24

Meetings Policy ........................................................................................................................................... 24

General Meetings .................................................................................................................................... 24

Council Meetings .................................................................................................................................... 24

Agendas and Minutes ......................................................................................................................... 24

Attendance .......................................................................................................................................... 24


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PurposeTo outline the structure and organization of the UOIT Engineering Students Society herein called theEngSoc

Definitions

a. Constitution Major governing document of the UOIT Engineering Students Society b. Policy Manual Governing document of the UOIT Engineering Students Society concerning

day-to-day operations c. Council Members Elected voting executive members of the UOIT Engineering Students

Society council d. Council Elected executive team e. Student Association (SA) Governing corporation of the UOIT Engineering Students Society f. Faculty Any person recognized by FEAS and FESNS at UOIT, including the Dean, professors,

academic advisors g. Elections the period of time during which approved candidates may run for EngSoc positions

The Council

Executives

President The President of the EngSoc shall:

a. Be ultimately responsible for maintaining the integrity of the EngSoci. Enforce compliance with the Constitution and Policy Manual of the EngSoc

ii. Review and revise the EngSoc Constitution and Policy Manual if necessaryiii. Supervise all activities of the EngSoc and its subsidiary bodiesiv. Develop short/long-term plans to encourage new initiatives and uphold traditional

activitiesv. Be responsible for assisting in the development and tracking of goals for Council

Membersvi. Be a member on the Delegation Selection Committee

vii. Be an Ex-Officio Member of all Subsidiary Bodies unless duly appointed b. Have sat on the executive council for at least one year, when possible.

Vice President, InternalThe Vice President, Internal of the EngSoc, herein called the VP Internal, shall:

a. Act as the President in all capacities in the latters absencea. Supervise and act on internal matters such as communication, transition, and reports and

i. The Mailing Listii. Talk to EngSoc requests

b. Enforce compliance with the SA Governance Policies and By-Laws by all Council Membersc. Supervise all Subsidiary Bodies to ensure efficiency of operationsd. Coordinate a minimum of one report of the Council Members per semester


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g. Be an Ex-Officio Member of all Subsidiary Bodies unless duly appointed

Vice President, SocialThe Vice President, Social of the EngSoc, herein called the VP Social, shall:

a. Organize all EngSoc social activities that are not organized by an appointed Chair b. Initiate new social activities that are diverse in terms of scheduling and interestsc. Promote all social events of the EngSoc in coordination with the VP Marketing and Designd. Coordinate with all Subsidiary Bodies to advise on schedulinge. Coordinate with the VP Finance to pursue sponsorship for EngSoc activitiesf. Be an Ex-Officio Member of all Subsidiary Bodies unless duly appointed

Vice President, Marketing and DesignThe Vice President, Marketing and Design of the EngSoc, herein called the VP Marketing, shall:

a. Be responsible for all one-way communications from the EngSoc including, but not limited to: i. WebCT Announcementsii. The EngSoc Website ( www.uoitengsoc.ca )

iii. The Mailing List iv. WebCT Announcements v. WebCT Discussions

vi. The Facebook Page vii. Tumblr

viii. Google Calendar ix. Flickr x. Youtube

xi. Twitter b. Actively promote all EngSoc activities both by helping with physical design of event posters with

the Director of Graphic Design, promo media, and just being enthusiastic c. Be responsible for working with the Swag Director to design EngSoc swag and oversee the

distribution and maintenance of the EngStore d. Be an Ex-Officio Member of all Subsidiary Bodies unless duly appointed

Chair and Director Positions

Selection ProcessAll Chair and Director Positions will be selected in accordance with the Elections Policy

Alumni Network Directors (2)The Alumni Network Directors shall:

a. Have held an executive position on EngSoc for at least one term b. Fulfill the requirements of graduation prior to applying for the position c. Attend Council Meetings with sufficient notice to advise the Council d. Send semi-annual letters to alumni members about the initiatives and direction of the EngSoc e. Maintain a relationship between the Alumni Members and the EngSoc


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f. Encourage Alumni Members to donate to the EngSoc g. Seek suitable Alumni Members to act as judges for internal competitions when requested h. Be subscribed to the EngSoc Mailing List i. Share one e-mail address

j. Communicate with the UOIT Office of Student and Alumni Relations

Chief Returning Officer (CRO)The Chief Returning Officer (CRO) of the EngSoc shall:

a. Chair the Elections Committee b. Have served on the Council for at least one year c. Be appointed by the Executive Council d. Be responsible for logistics, coordination and delegation of tasks for the Elections e. Enforce Election Policy f. Temporarily step down from any executive position during the Elections g. Chair all General Meetings h. Where the duties of the CRO would concern SA policy or by-laws, the VP University Affairs will

act as CRO as per the SA society elections policy

Competitions Committee ChairThe Competitions Committee Chair of the EngSoc shall:

a. Chair and recruit the Competitions Committee b. Organize the annual UOIT Internal Engineering Competition (IEC) c. Prepare competitors for the Ontario Engineering Competition (OEC) d. Prepare competitors for the Canadian Engineering Competition (CEC) when applicable e. Gather feedback from all competitors for future improvement f. Write a final report and submit it to the Council within a month of OEC g. Report to a non-competing Executive Council member

EngBall DirectorThe EngBall Director of the EngSoc shall:

a. Organize EngBall, the annual semi-formal event in March which consists of:a. Booking a location, food, DJ, potential speakers and transportation

b. Securing funding through the EngSoc, Sponsorship and ticket sales

c. Produce marketing for the event in partnership with VP Marketingd. Prepare a schedule of the event in partnership with the VP Internale. Prepare a debrief report for transition to the next director.

b. Report to the VP Social

EngSports DirectorThe EngSports Director of the EngSoc shall:


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a. Organize sports teams consisting of students and faculty in FEAS and FESNS b. Organize a hockey team to attend the Engineering Hockey Tournament c. Organize a rugby team to attend the Engineering Rugby Tournament d. Place a bid to host any sports event depending on:

i. Time commitment ii. Availability of ice time, field or other venue

iii. Financial resources available e. Propose new sports teams students and faculty are interested in to the Council f. Report to the VP Social

First Year Council ChairThe First Year Council Chair of the EngSoc shall:

a. Chair the First Year Council b. Be a student entering their second year of study c. Report to the VP Internal d. Recommend students for the First Year Integration Conference to the VP External

Fundraising Director The Fundraising Director of the EngSoc shall:

a. Organize fundraising activities for the EngSoc both:a. For charitable causes

b. To raise money for EngSoc events and subsidiary groups b. Report to the VP Financec. Maintain fundraising documentation for transition

Grad Student Liaison To be confirmed The Grad Student Liaison of the EngSoc shall:

a. Attend all EngSoc council meetings and Grad council meetings b. Report of activities and collaborations between the two councilsc. Report to VP Internal

Graphic Art Director The Graphic Art Director of the EngSoc shall:

a. Be responsible for creating graphics for both online and print media b. Have knowledge, experience and access to graphic software and graphical layoutsc. Report to the VP Marketing

IT/Website DirectorThe IT/Website Director of the EngSoc shall:

a. Maintain and modify the website as needed, this includes:a. Javascrip and HTML programming for site upgrade and maintenance

b. Renewing website domain name and hostingc. Maintaining documentation for transition

b. Report to the VP Marketing


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Lunar Rover ChairThe Lunar Rover Chair of the EngSoc shall:

a. Chair and recruit the Lunar Rover Team b. Update EngSoc of the teams status and request assistance when requiredc. Report to the VP External until the group is self-sustainingd. Work with VP External and VP Finance to secure sponsorship and funding for the team.

Mentorship Director The Mentorship Director of the EngSoc shall:

a. Coordinate administration of the EngSoc Mentorship Programa. Recruit mentors in February

b. Arrange mentor training in partnership with the Student Experience Center for Marchc. Work with faculty advisors to prepare communications to incoming first year studentsd. Collect survey responses from incoming first year students with Registrars office and

match up first year students to mentorse. Initiate communication between mentors and mentees

f. Organize two meet and greet eventsg. Mediate issues between mentors and mentees and re-arrange partnerships when requiredh. Recruit new Mentorship Director in January for following year

b. Report to the President

Movember Committee ChairThe Movember Committee Chair of the EngSoc shall:

a. Chair the Movember Committee b. Sign up UOIT on the Movember website c. Organize fundraisers, swag and a gala in support of Movember d. Promote Movember within the school and community

e. Submit all funds raised to the VP Finance and determine the amount to be donated

National Engineering Month (NEM) Committee ChairThe National Engineering Month Committee Chair of the EngSoc shall:

a. Chair the National Engineering Month Committee b. Plan, organize and run activities for NEM with the VP Internal c. Liaise with the VP External and external organizations on NEM issues d. Promote NEM within the school and community at large

Orientation Week Committee ChairThe Orientation Week Committee Chair of the EngSoc shall:

a. Chair the Orientation Week Committee b. Chair Orientation Committee and select its members, which will be responsible for selecting

Orientation Leaders. (See Committees, Section 4.1)


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c. Submit a report of Orientation Week to the EngSoc before the end of September. d. Report to the VP Internal

Professional Engineers of Ontario (PEO) and Ontario Society of Professional Engineers(OSPE) Relations Directors To be confirmed

The Professional Engineers of Ontario (PEO) and Ontario Society of Professional Engineers(OSPE) Relations Chairs of the EngSoc shall:

a. Liaise with the following: i. Professional Engineering Ontario (PEO)

ii. The Ontario Society of Professional Engineers (OSPE) iii. Attend Local PEO Chapter Meetings or find a suitable replacement

b. Research and promote the following to all Members through the VP Marketing:i. Professional Engineering of Ontario (PEO)

ii. PEO Student Membership Program (SMP) iii. Engineering Intern Training (EIT) iv. Professional Engineering License (P.Eng.)

c. Organize a minimum of one guest speaker event per semester d. Submit a monthly report and collaborate with the VP External

Social Media Director The Social Media Director of the EngSoc shall:

a. Keep current EngSoc social media postings and account information by:a. Posting event updates

b. Responding to comments and messagesc. Updating society information

b. Report to VP Marketing

Scavenger Hunt Director The Scavenger Hunt Director of the EngSoc shall:

a. Coordinate yearly photo scavenger hunt by:a. Recruiting scavenger hunt committee

b. Determining task list and prizesc. Recruiting teamsd. Administering scavenger hunte. Recruiting judges and determining winning teamsf. Obtain prizes for winning teams to be presented at EngBall

b. Report to VP Social

Student Health DirectorThe Student Health Director of the EngSoc shall:

a. Sit of the Student Health Outreach Committee (SHOC)a. Fulfill the role of this committee by organizing from time to time a campaign on an

aspect of student health b. Seek funding from the Society Councils and the Student Experience Centre for specific

campaigns or events


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b. Report to the President

Swag DirectorThe Swag Director of the EngSoc shall:

a. Coordinate purchasing and selling of swag items of the EngSoc by:

a. Determining swag budget with VP Finance b. Ordering swag items for sale or promotional giveawaysc. Replacing stock in the Tuck Shopd. Keeping track of pre-orders of larger swag itemse. Collecting ideas from students and creating ideas for new swag items

b. Report to the VP Marketing

Subsidiary Bodies

Reports

a. Chairs and presidents are responsible for completing reports as requested by the VP Internal b. Reports should include recent activities, future initiatives, and/or concerns c. Any funding from the EngSoc must be proposed through a budget at the beginning of the year d. Any expenses expected thereafter and not previously approved must be proposed individually e. To have approved expenses reimbursed, original receipts must be submitted to the VP Finance

CommitteesThe EngSoc recognizes the following Committees:

Competitions CommitteeThe Competitions Committee shall:

a. Be chaired and selected by the Competitions Committee Chair b. Organize the annual UOIT Internal Engineering Competition c. Not compete or share any information to give any competitor an unfair advantage

Delegation Selection CommitteeThe Delegation Selection Committee shall:

a. Be chaired by the VP External b. Consist of the following additional members:

i. President ii. One Council Member

c. Select delegates for conferences in a fair manner according to the Conference Policy

Elections CommitteeThe Elections Committee shall:


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a. Be chaired and selected by the Orientation Week Chair b. Be responsible for organizing all events related to Orientation Week including: c. Summer mailings to the Orientation Week Leaders indicating the schedule for Orientation Week

and any other relevant information d. Summer mailing to first year students indicating schedule and description of Orientation Week,

EngSoc first year flyer, and other relevant information e. All events to take place during Orientation Week f. Follow the selection procedures and training of TOC Leader Selection at UOIT

Social Committee The Social Committee shall:

a. Assist the VP social in organizing events on campus that are not under the jurisdiction of a

specific director b. Help event directors by sitting on their organizing committees as well

c. Report to the VP Social

Special Committees

a. Special Committees may be established by the Council to accomplish the purpose of the EngSoc b. Chairs for Special Committees shall be appointed by the Council c. The Committee purpose and structure will be determined by the Council and the Committee

Chair

Clubs and Chapters

a. Clubs and Chapters must ratify each year to be recognized by the EngSoc b. To be eligible for ratification, the Club or Chapter must do the following:

i. Have one representative act as the President of the Club or Chapter ii. Prepare a description of the purpose of the Club or Chapter

iii. Demonstrate that the purpose of the Subsidiary Body is unique under the EngSoc iv. Complete a Member List v. Submit those documents to the VP Internal

c. Request approval from Council at the earliest possible Council Meetingd. Any funding from the EngSoc must be proposed through a budget upon ratifying e. Any expenses expected thereafter and not previously approved must be proposed individually f. Clubs and chapters must provide a liaison member to sit on general meetings of the EngSoc

EngSoc ClubAn EngSoc Club is a subsidiary body of the Council to promote an engineering-related interest


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a. Meeting responsibilities as a delegate b. Organizing a Delegate Meeting to update delegates on EngSoc activities c. Informing delegates of their responsibilities and providing them with the EngSoc Code of

Conduct and Conference Report Template d. Collecting a signed EngSoc Code of Conduct from each delegate e. Collecting all delegate receipts from the organizing committee of the conference f. Submitting a Conference Report from each delegate to the VP Finance g. Ensuring delegates represent UOIT and the EngSoc in an appropriate manner h. Collecting a 100% reimbursement of delegate fees at the Student Center Tuck Shop on

notification from the VP Finance only if they are the VP External

Delegate ResponsibilitiesAll delegates are responsible for:

a. Proposing a funding reimbursement for any conferences not recognized by the EngSoc b. Paying the full delegate fee and/or any other costs up front and keeping receipts c. Signing and submitting the EngSoc Code of Conduct to the Head Delegate prior to departure d. Attend a Delegate Meeting prior to the conference if deemed necessary by the Head Delegate e. Attending different workshops at the conference f. Sharing knowledge gained with the Council through a Conference Report within one month g. Collecting a 50% reimbursement of delegate fees at the Student Center Tuck Shop on notification

from the VP Finance

Unrecognized Conferences and Competitions

Conference and Competition FundingThe EngSoc may reimburse up to 50% of delegate fees for conferences not recognized by the

EngSoc if: a. A proposal is presented to the Council prior to the conference including:

b. Delegate fees for the conference c. Percentage of delegates fees requested for reimbursement d. Any relevant information about the conference including sources (ie. Website) e. The Delegates:

i. Reason for interest and enthusiasm ii. Contribution to conference

iii. Past, present and intended future involvement with the EngSoc iv. Benefit to all EngSoc members v. Involvement in extra-curricular engineering related activities

vi.

Willingness to search for additional sources of funding is demonstrated if necessary f. All delegate responsibilities are met as for recognized conferences


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Conference Funding

Upon receipt of a Conference Report and Receipt of Payment to the VP Finance, The EngSoc will:

a. Reimburse 50% of delegate fees for selected delegates to recognized b. Reimburse the approved amount of delegate fees for selected delegates to unrecognized

conferences

Funding will be requested from Faculty for the following conferences and competitions:

a. CFES Congress b. Ontario Engineering Competition (OEC) c. Canadian Engineering Competition (CEC)

Honoraria

a. The Council may choose to honour Council members, Faculty members, or any significantindividuals in any given year as they see fit, by way of awards or gifts

b. The purchase of these gifts must be approved by the Council

Accounts and Cash

Accounts

a. The EngSoc shall have one Student Association bank account b. The VP Finance is responsible for administering all cheques, deposits and Release of Funds

Petty Cash

a. No cash will be held for extended periods of time by any Council Member as outlined in theStudent Association By-Laws

b. Amounts of money which are to be deposited in the bank may be kept by the VP Finance for ashort period of time pending the next bank deposit

Class and Program Representatives PolicyClass Representatives shall be responsible for:

a. Communicating between students, Faculty and the EngSoc b. Assist in completing class evaluations c. Meeting a minimum of once per semester with the VP Academic of FEAS or FESNS d. Attending class on a regular basis e. Posting on WebCT in their classes to make students aware of their position and role


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f. Representing all students in their program and year

Program representatives shall be responsible for:

a. Sitting on the academic council of their respective faculty b. Must be at least a 3 rd year student in their respective program

Selection

a. An announcement shall be posted on all EngSoc media the week prior to the start of the semester b. The VPs Academic shall prepare a schedule of all lectures referring to the faculty course maps

found on the UOIT website and complete course information found on MyCampus c. The VPs Academic will collaborate in attending necessary lectures during the first week to select

Class Representatives in such a way that all students have the opportunity to be represented d. A brief presentation will consist of a call for nominees and a majority vote of all candidates

X Special EventsAll EngSoc events must follow the principles and procedures set out by the Student Association.

Orientation Week "Orientation Week Leaders", also known as Frosh Leaders, will hereafter be called Leaders.

PurposeOrientation Week has the following purposes:

a. To welcome first-year FEAS and FESNS students to UOIT, to the EngSoc and its affiliates b. To foster pride in our school and our faculty c. To introduce first years to their new classmates

Rules

At all times, Leaders must:

a. Ensure first-year students have a fun and safe Orientation Week b. Remain sober during all official Orientation Week activities c. Demonstrate respect for all first-year students d. Any Leaders displaying offensive and/or inappropriate behaviour will be removed from their

position, without warning, upon agreement by the Orientation Week Committee

Organization

a. See Section 3.3 of the Policy Manual for responsibilities of the Orientation Chair. b. Duties of the Orientation Chair & Committee (see Section 4.1.2) c. Orientation Leader Suits:

i. Leaders' suits are blue overalls, with the UOIT Engineering logo on the back with a blueUOIT Engineering hardhat.


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ii. Leaders must pay for their own suits and hardhat, through the UOIT EngineeringStudents Society.

iii. Decoration of the suits must be in good taste

Events

a. All Leaders and first-year students must respect the community and environment they are in,especially during off campus events.

Miscellaneous

a. First-Year (Frosh) Kits b. May include the year's T-shirt, handbook and other goodies. c. Will be sold at or near cost.

X Communications Policy

Publications

1. All material published in the Engineering Newsletter, Engineering Handbook, etc., must first beunanimously approved by the Executive Council.

2. The purpose of UOIT Engineering Students Society publications are:a. To provide a means of communication for the UOIT Engineering Students Society.

b. To provide information to the engineering students at UOIT. c. To provide news and feature coverage of campus and/or engineering related events. d. To provide a source of humorous entertainment for engineering students. e. To provide a forum through which students can express their concerns or opinions.

3. Material considered for publication must be consistent with the above purposes and the followingEditorial Policy.

. Any material submitted to these publications is considered for publication if, in the opinion of the editors,it is:

i. A paid advertisement or classified listing. ii. A feature dealing with engineering related issues.

iii. A message from the UOIT Engineering Students Society Executive Council or any Council member.

iv. An editorial or letter to the editors. v. Feature coverage of a campus and/or engineering related event.

vi. A message from engineering career services. vii. A humorous piece for entertainment purposes.

a. Material considered for publication will NOT be printed if, in the opinion of theeditor(s), it is considered:

. RACIST. Racist material is any material judged to explicitly, implicitlydefame or discriminate against any person or group on the basis of their ethnic, national, or religious background.

i. SEXIST. Sexist material is any material judged to explicitly or implicitly promote gender inequality, indicate sexual bias or imply discrimination on the basis of gender.


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ii. HOMOPHOBIC. Homophobic material is any material judged to explicitly or implicitly defame or discriminate against any specific person or group on the

basis of their (perceived) sexual orientation, or be based upon hatred and/or intolerance of homosexuals or homosexual culture.

iii. LIBELLOUS. Libellous material is any material that unfairly defames any persons character or reputation through innuendo or falsehood.

b. The use of vulgar language will be limited to the Engineering Newletter and theEngineering Handbook. Vulgar language will be printed in accordance withsections (a) and (b), and will be limited to those colloquialisms commonly foundin the average university students evade vocabulary.

c. Any photograph, cartoon or other graphic will be printed in accordance with sections (a),(b), and (c). No photograph, cartoon or other graphic will be printed if, the opinion of theEditor(s), such material is pornographic. Pornographic material is any material judged to

be or erotic or sexual nature intended to excite prurient feelings. d. All other areas not specifically covered by this policy are left to the discretion of the

Editor(s). e. If the occasion arises where an article is printed and distributed which is deemed

unacceptable for reading by any Dean of Engineering or faculty member of the Faculty of Engineering and Applied Science or Energy Systems and Nuclear Science the paper mustimmediately be retracted. In this case, at least 80% of the publication must be collected.

4. Any complaints about the contents of one of the publications of the UOIT Engineering StudentsSociety shall be handled in the following manner:

a. A written letter should be addressed to the UOIT Engineering Students SocietyAdministrative Director, and should outline the specific concerns and problems.

b. All valid complaints will receive a written response within two weeks and an invitation tomeet with the UOIT Engineering Students Society President and the respective Editor(s).

c. If the situation is not resolved at this point, a meeting will be set with the Deans of Engineering, the UOIT Engineering Society President and the respective Editor(s) todiscuss appropriate actions.

d. If at any point it is felt that a formal apology or any such action is warranted, one will besent to the complainant and published in the next issue of the publication.

5. Disclaimer Policy:

a. The contents of all publications must include a disclaimer which explains to all readersthat the articles are for entertainment purposes only, and are not intended to offend any

person or party. b. A similar disclaimer should be given to each sponsor to make them aware of the papers

contents. c. If student pictures or names are being used, the verbal permission of this student(s) must

be obtained by the editor.

Elections Policy

EngSoc Elections

a. The Elections Committee shall organize and conduct the Elections b. The following positions will be filled through the Elections:


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i. Vice President, Internal ii. Vice President, External

iii. Vice President, Finance and Administration iv. Vice President, Academic of FEAS v. Vice President, Academic of FESNS

vi. Vice President, Social vii. Vice President, Marketing and Design

c. All Chair and Director positions will be filled during the By-Elections

Nomination Period

a. Interested candidates must meet all of the following requirements for eligibility: i. Be a Full Member of the EngSoc

ii. Be in Clear Academic Standing (A cumulative GPA no less than 2.0) iii. Submit a completed nomination form 48 hours prior to the Campaigning Period

b. There shall be no limit to the number of nominees for each position c. No information about candidates shall be disclosed to anyone until the All CandidatesMeeting

All Candidates MeetingThe All Candidates Meeting shall:

a. Be held during the 48 hours prior to the Campaigning Period b. Be chaired by the CRO c. Inform eligible candidates of the following:

i. The Elections Policy ii. Names of all eligible candidates

iii. Acclaimed positions

d. Give eligible candidates the possibility to ask questions

Campaigning PeriodAll candidates must:

a. Attend the All Candidates Meeting b. Represent the EngSoc in an appropriate manner c. Follow all UOIT, SA and EngSoc policies d. The following individuals are prohibited from actively campaigning or endorsing candidates:

i. Council Members ii. SA Executives


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Voting

a. All members of the EngSoc are eligible to vote once for each position to be selected b. The candidate with the majority of votes cast shall be declared the winner c. Voting will take place online courtesy of the Student Association

Violations of Policy

a. Any allegations of violations of policies must be fully described and reported to the CRO b. The CRO shall declare demerit points to candidates for any violations c. Demerit points may be appealed within 24 hours of the decision d. Candidates accruing more than 20 demerit points shall be disqualified

FundingThe EngSoc will refund all candidates on the following conditions:

a. All receipts are submitted to the VP Finance within one week of the end of Elections b. All expenses were relevant to the campaign c. A maximum of $20 per candidate per Campaigning Period will be reimbursed

ByElectionsIn the event that there are no eligible candidates for any position during the Elections, By-Elections

shall:

a. Be held within a month of the end of the original Elections b. Follow the same structure as the original Elections

Chair Appointments

a. Candidates for Chair positions will be nominated through the same process as the Elections b. Candidates for Chair positions will be interviewed by the Elections Committee c. The Elections Committee shall appoint the candidate deemed best for the position d. Chair and Director appointments will occur after the executive have been elected e. Executive member may apply for chair or director positions

Appointment In the event that there are no eligible candidates for any position during the By-Elections:

a. Council shall appoint a qualified, Full Member at the earliest possible Council Meeting


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TransitionThe VP Internal will be responsible for ensuring a smooth transition of information from old to newExecs

Meetings PolicyGeneral Meetings

a. A minimum of one General Meeting will be conducted per fall and winter term b. The CRO shall chair all General Meetings c. Quorum will be 2.5% of the total membership of the EngSoc d. Proxy votes will not be accepted at a General Meeting

Council Meetings

a.

A minimum of one Council Meeting will be conducted every two weeks except for holidays b. The President shall chair all Council Meetings c. Quorum will be half plus one of all Voting Members of the Council

Agendas and Minutes

a. Items to be added to the agenda must be sent to the VP Finance 24 hours prior to the meeting b. The agenda will be distributed by the VP Finance the day prior to the meeting c. The meeting shall be conducted in accordance with Roberts Rules of Order d. The VP Finance shall take minutes during the meeting

e. The minutes shall be distributed to the chair of the meeting for approval f. Upon approval, the minutes shall be distributed to all Council Members and other attendees

Attendance

a. It is mandatory for Executives to attend all EngSoc Meetings b. Any absence must be communicated to the VP Finance prior to the Meeting c. A Member will be removed from their position on the following conditions:

i. Two Meetings are missed by an executive in a single semester ii. No valid reason was communicated to the VP Finance for those absences in time

d. Valid reasons for missing Meetings include:

i. Illness ii. Class

iii. Tests iv. Emergencies at the discretion of the Council

uoit engineering students' society policy manual 2011-2012 (1)

Documents