diff --git a/bylaws/main.typ b/bylaws/main.typ index 7441e91..f0c6392 100644 --- a/bylaws/main.typ +++ b/bylaws/main.typ @@ -8,7 +8,9 @@ #import "../cover-page.typ": cover-page; #cover-page(title: "Bylaws"); -#import "../table-of-contents.typ": table-of-contents; #table-of-contents(target-label: ) +#import "../table-of-contents.typ": table-of-contents; #table-of-contents( + target-label: , +) // Major Headers additionally come with a heading prefix #show heading.where(level: 1): set heading( diff --git a/council-policies/alcohol-reimbursement.typ b/council-policies/alcohol-reimbursement.typ new file mode 100644 index 0000000..4ce5c6a --- /dev/null +++ b/council-policies/alcohol-reimbursement.typ @@ -0,0 +1,47 @@ +#counter(heading).update(29) += Provision and Reimbursement of Alcohol +_Effective November 21, 2019_ + +=== Existing Relevant Policies +Those hosting events with alcohol will follow relevant standing policies by the +University of Waterloo Secretariat (University of Waterloo Policy 21) and the +Federation of Students (Feds) Policies and Procedures (Feds Board of Directors +Procedure 14). + +=== Reasonable Use +Reasonable use of alcohol for events shall be considered that which: ++ Follows all UW and Federation of Students policies in regards to promotion and + consumption of alcohol; ++ Follows all laws of the province of Ontario and Canada regarding the + consumption and provision of alcoholic beverages; ++ Is not the primary or sole focus of the event; ++ Alcohol is not the sole beverage option: other beverages must be offered and + made available for reimbursement to those in attendance; and ++ Is limited to a minority of offered events. + +The use of student fees to reimburse alcohol for non-student participants at +student focused events is permitted, if approved by the President and the Vice +President Finance, and reimbursement of alcohol for student consumption has +already been approved for the event (eg. reimbursement for professors at Party +with Profs is an acceptable use of society funds). + +The reimbursement for student purchase and consumption of alcohol at society +events is restricted to that which complies with the policies and procedures +herein established, and is pre-approved by the MathSoc Council (or in the +absence or inability of the Council the unanimous agreement of the Vice +President Finance, President, and Vice President Internal). The "pre-approval" +process for the reimbursement of alcoholic beverage expenses at any society +event shall constitute a simple majority vote in the affirmative by a properly +constituted meeting of the MathSoc Council _prior_ to the event. + +Organizers of any Society events, including any subsidiaries (clubs) of the +society, who seek reimbursement for alcohol expenses must notify the Speaker of +Council, President, VPF, and VPI at least one (1) week prior to the event date. +The Speaker of Council, or any agent thereof, shall not include any petition for +_post hoc_ alcohol expense reimbursement approval on the MathSoc Council agenda; +and shall rule any vote on the matter under New Business out of order while this +policy is in place. + +All society events, or events of subsidiaries thereof, if providing alcoholic +beverages must provide alternatives for those students who cannot or choose not +to consume alcohol. diff --git a/council-policies/appointments.typ b/council-policies/appointments.typ new file mode 100644 index 0000000..6679cfc --- /dev/null +++ b/council-policies/appointments.typ @@ -0,0 +1,3 @@ +#counter(heading).update((1, 11)) +== Boards, Directors, and Appointed Executive +Rescinded July 18, 2018; replaces December 4, 2002; replaces March 31, 1998 diff --git a/council-policies/bookings.typ b/council-policies/bookings.typ new file mode 100644 index 0000000..3992ccb --- /dev/null +++ b/council-policies/bookings.typ @@ -0,0 +1,6 @@ +#counter(heading).update((1, 2)) +== Lounge and Hallway Bookings +Rescinded July 17, 2018 + +== Equipment Bookings +Rescinded July 17, 2018 \ No newline at end of file diff --git a/council-policies/budget.typ b/council-policies/budget.typ new file mode 100644 index 0000000..cefd4d9 --- /dev/null +++ b/council-policies/budget.typ @@ -0,0 +1,133 @@ +#counter(heading).update(19) += Central Budget +_Effective March 6, 2024; replaces October 24, 2019; July 18, 2019; July 26, +2011; March 6, 2007; November 27, 2006_ + +== Approval of the Budget ++ The Vice-President, Finance shall present a central budget to Council for + approval by the end of the first month of each term. The central budget shall + include a statement of accounts held by the society. ++ All budget requests shall be submitted to the Vice-President, Finance no later + than the third week of the term. ++ If funding from a previous term was allocated but has not yet been spent, it + is forfeit unless mentioned in a budget request for the current term. Council + shall not refuse funding on a carry-over item that was allocated in either of + the previous two terms, but may choose to reallocate the funds afterwards. ++ First Year Representatives are excused from the first budget meeting of the + Fall semester. ++ Once the budget has been approved, changes to the budget may be approved as + follows: + + In the event that the change is reallocating funds within a section (e.g. + Academic Events for one club) without changing the total budget for that + section, the written approval of both the Vice-President, Finance and the + Business Manager is required. If this approval is not granted, the group + requesting the change may appeal to Council for approval. + + For any other changes, the approval of Council is required. + +== Funding Carry-Over ++ If funding from a previous term was allocated but has not yet been spent, it + is forfeit unless mentioned in a budget request for the current term. Council + shall not refuse funding on a carry-over item that was allocated in either of + the previous two terms, but may choose to reallocate the funds afterwards. ++ Funds in the Society's main accounts shall be included in the budget in each + term as available funds, except for expenses that have been approved but that + have not yet been reimbursed. ++ \$10,000 shall be maintained in the Society's main accounts as a float. + +== Approval of Expenses ++ All non-budgeted expenses must be approved by members of the Executive Board + or the Society Council as follows. + + For expenses of \$100.00 or less, the approval of either the President or + Vice-President, Operations, as well as the approval of both the + Vice-President, Finance and the Business Manager, is required. + + If a non-budgeted expense of \$100 or less is not approved in accordance + with 20.3.1 a), the group that incurred the expense may appeal to Council + for approval. ++ Budgeted expenditures must be approved by either the President or + Vice-President, Operations, as well as by both the Vice-President, Finance and + the Business Manager. If budgeted expenditures exceed the budgeted amount, + then the amount in excess of the budgeted amount is to be treated as a + non-budgeted expenditure. ++ The Vice-President, Finance shall report expenditures over the budgeted amount + to Council. ++ No expense shall be approved from a previous term's budget after the budget + meeting for a term unless the unallocated funding was reported and approved in + the central budget in the current term. ++ For the purposes of this section, any written approval of an expense + constitutes approval of that expense. Additionally, an individual's signature + on the cheque request form constitutes their approval of the expense. + +== Reimbursement ++ Expenses incurred in the course of organizing, planning, and executing items + of business for the Society are recoverable as long as the conditions in + policies and processes are met. ++ All expense requests must be accompanied by a receipt and proof of payment to + be approved, and all other requirements pertaining to the cheque request + process as outlined on the Cheque Request Form must be satisfied. ++ A record of expenditures to be reimbursed are to be submitted to the Executive + Board within two weeks following the event. Any time extensions on submissions + must be approved, in writing, by the Executive Board. If this is not complied + with, the expenditure may not be reimbursed. ++ Amounts expensed and reimbursed must fall within Society budget line items + which have been approved before the expense was made. For greater certainty, + reallocations of budget must be approved before expenses are made unless an + explicit exception has been made beforehand by the Vice-President, Finance. ++ Gas expenses incurred on personal vehicles related to approved club budget + line items will be reimbursed based on mileage at the University standard + rate, provided that all conditions specified in University Policy 31.4.ii.a + are met. Reimbursement must be submitted along with the corresponding event or + purchase as outlined in the cheque request process. + +== Income ++ Income earned in the course of executing society business shall be counted and + recorded on an appropriate income form and submitted to the VPF. + +== Appropriate Use of Funds +Events that utilize funds collected or managed by the Society, or any other +organization directly responsible to the Society to purchase alcoholic beverages +must be in compliance with University Policy 21 and Society Policy 30. + +== Joint Events +When Clubs are desirous of splitting event budgets, they must submit a written +request to council, detailing how funds are to be split, for this event to be +approved. + +== External Funding and Sponsorship ++ MathSoc Executives and Clubs may apply or seek funding/sponsorship from + external sources to help pay for Capital Improvements, projects, or events for + the Society or for a Club. All Capital Asset purchases in excess of \$3,000 + must first be approved by Council prior to applying for funding from an + external source, e.g. MEF or SLEF. ++ Once the Executive or Club has received approval for funding from an Endowment + or external source, they are required to perform the following steps: + + Forward a copy of the email funding approval to Vice-President, Finance and + cc Business Manager in this process. An invoice will then be generated by + WUSA accounting to request the funds. + + Confirm with the Vice-President, Finance that funds have been received by + MathSoc before spending. + + Submit a cheque request, as per cheque request process, to Vice-President, + Finance for reimbursement, noting Endowment Proposal ID or Sponsorship + details for internal reconciliation. For assistance with large purchases, + contact Vice-President, Finance. +Note: Funding/sponsorship received includes all applicable taxes. Any amount +spent over the allotted amount must be approved by Council before the +reimbursement is processed. Any amount left over from the allotted amount will +remain in the Club's account for future purchases. + +== Teambuilding Expenses +Both clubs and MathSoc executives will receive a termly Teambuilding Expense. +The Teambuilding Expense of a club including the total expense and relevant +policies to be followed are specified in Policy 6.3.1. + +The MathSoc Executive Teambuilding Expense allocation is +$min((M\cdot F - C - N)\cdot 0.5\%, 300)$ where $M$ is the number of MathSoc fee +paying students, $F$ is the MathSoc fee, $C$ is the total CIF deduction and $N$ +is the total mathNEWS deduction. This expense may be used at the discretion of +the MathSoc Executive team for any purpose related to executive teambuilding, +transition, or wellness during the term. All financial policies (notably Policy +20.4, 20.6 and 30) must still be followed when requesting reimbursement. The +Executive Teambuilding Expense is a standalone expense and cannot be reallocated +into or carried over and will be calculated based on start of term estimates of +student fees and deductions. The Executive Teambuilding Expense must be spent by +the end of the first two months of the academic term. Exceptions may be granted +by the Council on a case-by-case basis. diff --git a/council-policies/cif.typ b/council-policies/cif.typ new file mode 100644 index 0000000..10d24ba --- /dev/null +++ b/council-policies/cif.typ @@ -0,0 +1,53 @@ +#counter(heading).update(23) += Capital Improvements Fund +_Effective September 1, 2020; Replaces December 6, 2011_ + +== Purpose +The purpose of the Capital Improvements Fund shall be to fund lasting capital +improvements to student space in the Math Faculty, as well as any special +project funds allocated by Council. + +== Fund +Each term, seventeen and a half percent (17.5%) of the student fee going towards +the Society (after math#strong[NEWS]}}' portion is deducted) for each fee-paying +member of the Society shall be allocated to the Fund. + +== Special Project Funds +From time to time Council may allocate funds for special projects. Council may +outline a new funding priority for any special project fund as an alternative to +section 4. + +== Priority of Funding +At the discretion of Council, proposals shall be given priority in the following +decreasing order: +- Improvements to Society offices, Lounges and the Math Coffee and Donut Shop; +- Improvements to the offices of recognized Clubs; +- Improvements to the offices of affiliates including math#strong[NEWS], Math + Graduation Committee, and Math Orientation Committee; and +- Other projects that the committee feels fulfill the purpose of the Fund. + +== Procedure +Appropriate application forms shall be made available on the MathSoc Website. +The Vice President, Finance will be responsible in bringing forth any submission +to Council at the next regularly scheduled Council meeting. The applicants must +present their proposals to Council to be considered for funding. Council is +responsible to: +- Entertain presentations for each proposal, and +- Approve or deny, some or all of, the requested funding. + +If Council approves more than \$5,000, the Board of Directors must review and +ratify the decision. The Board will not unreasonably deny ratification. + +== Over Budget +The Executive Committee of MathSoc is responsible for ensuring that the project +is completed within 120% of the amount approved by the council. If the funding +is 20% less than the actual spent as well as under \$1000, the Executive +Committee and the Business Manager can approve the payment of the project and +will inform the Council and Board about this at the next regular meeting. + +== MathSoc Visibility +All projects funded by the Capital Improvements Fund must include a visible logo +or phrase that is in the spirit of "Funded by the Capital Improvements Fund of +the Mathematics Society" either written in content or physically placed on the +capital items purchased. If the project is online-based, the logo shall be +placed under a "Sponsors" section at the prime location of the funded page. diff --git a/council-policies/clubs.typ b/council-policies/clubs.typ new file mode 100644 index 0000000..912270a --- /dev/null +++ b/council-policies/clubs.typ @@ -0,0 +1,264 @@ +#counter(heading).update(5) += Clubs Policy +_effective October 3, 2024; replaces previous versions_ + +== Overview +This policy governs all clubs under the aegis of MathSoc. MathSoc establishes +clubs to promote social and academic relations inside programs and/or +departments, inside the Faculty. All clubs are expected to abide by legitimate +decisions of MathSoc and of Council, and MathSoc provides resources to the clubs +in return. + +The resources and status provided to a club are not a right, but a privilege. As +such, it is in MathSoc's discretion to continue or discontinue support and/or +recognition. + +=== Establishment of New Clubs +Members seeking to establish a new club under MathSoc shall submit the following +to the Vice President, Internal, who shall present the petition to Council: +- A contact email for the club; +- A constitution for the proposed club; +- A current list of executive officers and members for the proposed club; +- The signature of a professor or professors who advises for the program(s), + sponsoring the establishment of a club for that program. + +Upon request of a group seeking recognition for a new club for a program that +does not currently have a club, the Vice President, Internal shall assist the +group in advertising and holding an initial meeting (or series of meetings) to +adopt a constitution and elect executives. + +Consideration of a petition for a new club at Council requires notice, and shall +be a general order at the meeting when notice has been provided. Council is not +obliged to accept the petition for the new club and may in particular request +additional information from the sponsors. + +The Executive may exempt a newly-created club from deadlines outlined in this +policy in the term of their creation, as is appropriate to allow the club to +establish itself. + +=== Constitution Requirements +If a club is to have any affiliation with any organization outside of the +University, this must be stated clearly in the constitution of the Club. + +Unless the club is affiliated (or seeking affiliation) with another organization +whose rules require a lower (including zero) fee, then a club must charge a +termly membership fee of at least \$2, and this fee must be outlined in its +constitution. If the club is affiliated or seeking affiliation with another +organization with a lower maximum fee, then that maximum must be charged. The +membership fee need not be charged for a new club's first term. + +A club must make full membership open to all MathSoc social members and must +restrict it to the same, unless it is affiliated (or seeking affiliation) with +another organization, in which case it may also allow full membership to be +available to members of that organization. A club may have other forms of +membership open to the University community. A club must restrict the privileges +to vote and hold executive positions to full members. Further, two thirds of the +executive positions of the club must be occupied by Math students, i.e., voting +members of the Society. A club must not practice discrimination in its +acceptance of members or of executive. + +A club must elect its executive officers for a given term no later than the +third week of that term. + +In the event of any conflict between a decision of MathSoc, including a policy, +and the constitution of a club, the decision of MathSoc shall prevail. + +=== Discipline +Clubs are expected to behave as upstanding members of the University community +and to contribute to the purposes of the Society. Failure to do so may +constitute grounds for sanction by MathSoc. + +A club may be put on probation either by a decision of Council or through the +operation of this policy. If a club is on probation, then MathSoc or the +Federation must proactively monitor the club for violations of policies. At the +meeting after budget meeting of the term after the club was put on probation, +and of every term thereafter as long as the club remains on probation, Council +shall evaluate the probation and consider whether to take any action, including +to lift the probation or to impose sanctions. + +All motions to discipline a club or to put a club on probation require notice, +given to the club executive directly as well as to Council, except for at the +meeting mentioned above with respect to clubs that have been on probation since +the start of the term. + +Additionally, if a club is on probation then any club executives who continue to +violate any of MathSoc's policies may be removed from their positions by a two +thirds majority vote of Council, and Council may appoint or organize elections +for a replacement. Any individuals who were removed from their club executive +positions this way shall not be eligible to be a club executive for that club +for the duration of the term. + +Additionally, as outlined elsewhere in this policy, a club may have its funding +withheld as a consequence of failing to meet a deadline or failing to follow any +decisions of MathSoc, including a policy. + +=== Disbandment +A club may be disbanded by Council. Such a decision requires notice, given to +the club executive directly as well as to Council, and a two-thirds vote. A club +will normally only be disbanded for continuing to violate policies or other +decisions of Council while on probation, but the decision to disband a club may +be made by Council in its sole discretion at any time. A decision to disband a +club is not effective until the end of the Council meeting after it is adopted, +and becomes final at that time. + +In the event that a club is disbanded, its assets shall be transferred to +MathSoc. However, if the club's constitution says otherwise, then Council must +consider instead transferring some or all of its assets according to the club's +constitution. + +== Operations +=== Events +All club events shall have event forms filed with the Federation. In accordance +with the Societies Agreement, clubs must receive approval for their events. The +Vice-President, Internal and the Clubs Director shall assist clubs in filing +event forms and securing approval for events. + +All promotional material for events must include MathSoc's logo. + +A social event is an event with negligible academic purpose. + +=== Meetings +Clubs must hold meetings at least once a term. The President and the Vice +President, Internal shall be permitted to attend all club meetings. + +=== Records +A copy of the club constitution, a membership list, and all financial records +must be provided to the Vice President, Internal or Vice President, Finance upon +request. If a club fails to do so within one week of the request, the club's +funding shall be withheld until it provides the requested records. + +A Club shall provide a copy of its membership list to MathSoc following the last +event of each term for financial calculations. Any members who join after this +shall not be counted towards the number of club members for the purposes of +calculating the club's social events cap in the next term. + +Along with its budget each term, a club shall submit a contact email, a list of +its executive members, and a list of the events it intends to run in that term. + +If a club amends its constitution, it must provide an updated copy of the +constitution to the Vice President, Internal. If it has previously provided a +link to an online copy, it must inform the Vice President, Internal that the +constitution has been updated. + +=== Internal Discipline +If a club engages in any process of internal discipline, including removing an +executive from office or barring an individual from its office, it shall inform +Council of the situation. + +If a club's constitution does not provide for disciplinary measures, then any +club executive may apply to Council to have one of its executive removed from +office or to expel a member of the club. + +=== Council +Clubs are expected to have representation at each meeting of Council, and it is +a club's responsibility to ensure that it has a representative at each meeting +so as to be informed of changes and to debate any motions that may arise. +Council is free to consider any business relating to clubs regardless of the +clubs' presence or absence, and a club is not excused from the effects of a +decision because it failed to send a representative. + +All club executives are entitled to attend meetings of Council for business that +relates directly to their club or to clubs in general. An executive of a club +who is not a member of Council may, unless the club's president indicates +otherwise, use or share the club president's speaking turns on any business. If +the club president has speaking rights for another reason, they may speak with +those rights in addition to sharing their rights as president. + +== Finances +=== Budget +Each term, no later than the end of the third week of term, a club shall submit +a budget for the term to MathSoc. The budget must outline the club's expected +spending for the term. The budget must be accompanied by the records specified +elsewhere in this policy. + +A club's social events cap is $max(M(5 + .3F), 250) + R$ where $M$ is the number +of club members who are also MathSoc social members, $F$ is the club's +membership fee, and $R$ is any external revenues being used to fund social +events. All expenses of a club that are approved by Council are eligible for +reimbursement unless otherwise directed by Council. + +A club may not spend more on social events each term than its social events cap. +If a club's membership increases over the course of the term, it may request +additional funding for social events up to its new social event cap. If the +club's account balance decreases over the course of the term, this shall not +affect its social event cap. + +A club's social event expenses may not exceed its academic event expenses. +Council shall not approve a club's budget that has more spending on social +events than academic events. If a club's actuals repeatedly have less spending +on academic events than social events, then the Vice President, Finance shall +bring the matter to Council. + +A club's budget must outline general areas of income and spending. Each social +event must appear as a separate line item. Council may amend the budget as it +sees fit before approving it. Before the central budget meeting, a club may, for +the purpose of a beginning-of-term social event, be allocated: + +$ + & min( + &&\ + &&&max(\$250, min(\$500, #text[Lowest of last three social caps])), \ + &&&#text[Last year's corresponding term BOT social event amount] \ + & + ) +$ + +conditional on the approval of the Vice-President, Finance and the Business +Manager. Each such allocation must be reported to Council at the soonest meeting +thereafter along with explanations for the approved amounts. + +If a club fails to submit its complete budget package on time, its package shall +not be considered at the budget meeting, even if submitted before the meeting, +and the club's funding shall be withheld until its budget is approved by +Council. If a club fails to submit its complete budget package for an entire +term, it shall be put on probation. + +Clubs are permitted to spend \$80 (or more, if part of their budget request) per +term for recruitment and elections. + +Clubs may not spend more than \$50 of MathSoc funding not received from external +funding sources (such as the Mathematics Endowment Fund) on gift cards per club +event. + +A club's Executive Teambuilding Expense allocation is +$min((25+M dot F dot 2%) dot min(E, 6), 300)$ where $M$ is the number of club +members who are also MathSoc social members, $F$ is the club's membership fee +and $E$ is the number of principle executives reported to the VPI through +executive membership list at the beginning of term. This expense may be used at +the discretion of the club's executive team for any purpose related to executive +teambuilding, transition, or wellness during the term. All financial policies +(notably Policy 20.4, 20.6 and 30) must still be followed when requesting +reimbursement. The Teambuilding Expense is a standalone expense and cannot be +reallocated into or carried over and can only be recalculated due to updated +membership numbers throughout the term. + +=== Management of Funds +A club's funds will be managed by MathSoc. + +For purchases greater than \$500, the Vice President, Finance shall assist the +clubs, if needed, arranging for the purchase to be paid directly rather than by +reimbursement. Small expenses shall normally be reimbursed. All expenses for a +club must be signed off on by one of the club's signing authorities. If a club's +funding is being withheld, no expenses or reimbursements shall be paid for that +club. + +Reimbursements must be requested in the term that the expense is budgeted. An +arrangement to submit the request in a future term should be made with the Vice +President, Finance if: +- an expense is payable on or after the first day of the final exam period; +- a reimbursement will be received after the first day of the final exam period; + or +- an expense has been made but a reimbursement will be submitted in a +future term (due to time or resource constraints). + +Club account balances will be cleared at the start of each term. Each club shall +have access to its own financial records at any time, regarding expenditures and +income. + +The club may carry a cash float to collect club membership fees and sales, if +applicable. The club shall reconcile their cash float with the MathSoc VPF at +the end of each term and all money is to be deposited into the Society's bank +account by the MathSoc VPF. + +Expenditures and income from and to the club shall be applied directly to the +club's account. diff --git a/council-policies/cnd.typ b/council-policies/cnd.typ new file mode 100644 index 0000000..8311cdd --- /dev/null +++ b/council-policies/cnd.typ @@ -0,0 +1,3 @@ +#counter(heading).update((1, 1)) +== The Coffee & Donut Shop +Rescinded July 17, 2018. \ No newline at end of file diff --git a/council-policies/computing.typ b/council-policies/computing.typ new file mode 100644 index 0000000..946feea --- /dev/null +++ b/council-policies/computing.typ @@ -0,0 +1,3 @@ +#counter(heading).update((1, 12)) +== Computing Board +Rescinded July 18, 2018; Replaces December 4, 2002; Replaces March 31, 1998 diff --git a/council-policies/conflict-of-interest.typ b/council-policies/conflict-of-interest.typ new file mode 100644 index 0000000..530f0ab --- /dev/null +++ b/council-policies/conflict-of-interest.typ @@ -0,0 +1,63 @@ +#counter(heading).update(32) += Conflict of Interest +_Effective December 1, 2022_ + +== Definition +A representative shall be considered to have an actual, perceived, or potential +conflict of interest when the opportunity exists for the representative to use +the authority, knowledge, or influence of MathSoc Council, or a committee or +body thereof, for individual benefit or to preferentially benefit any individual +or organization with whom the representative has a familial, personal, +fiduciary, or financial relationship. + +== Candidates +All representatives and executives shall be expected to certify, prior to +candidacy for election or appointment, that if elected they shall fulfill the +responsibilities outlined in this policy. Failure of a candidate for the +Executive Board or Council to certify the same shall render the individual +ineligible for candidacy. + +== Declaration of Conflict +All representatives will be required to complete and submit a Conflict of +Interest Declaration, which will be in congruence with the requirements of this +policy, to the Speaker of Council upon their election or reelection to Council. + +=== Declaration Deadline +Representatives and executives must submit the form no later than the first +Council meeting of every term; representatives elected in a by-election must +submit the form no later than the start of the first Council meeting that they +attend. + +=== Councillor Directors +For executives and other representatives that are also on the Board of +Directors, this required form shall be in addition to and separate from any +requirements to submit conflicts of interest to the Board of Directors. + +=== New Conflicts +In the event that new conflicts of interests arise during the course of a +representative or executive's term, representatives and executives are +responsible for ensuring their Conflict of Interest Declaration remains up to +date. + +== Availability of Declarations +The Secretary of Council shall ensure that copies of all submitted Conflict of +Interest Declarations are available for inspection by any member of MathSoc +during any Council meeting. Additionally, the Secretary shall make arrangements +upon request for a member of MathSoc unable to attend a Council meeting to +instead view the documents (without being able to preserve copies of it) at the +MathSoc office. + +== Conflicts in Meetings +Representatives who have an actual, perceived, or potential conflict of +interest, with respect to any matter under consideration by Council, a MathSoc +General Meeting, or a committee or body thereof, shall declare the nature and +extent of the interest immediately and refrain from taking part in any vote in +relation to the matter. + +== Undeclared Conflicts +When Council, or a committee or body thereof, is of the opinion that a conflict +of interest exists that has not been declared, Council, a MathSoc General +Meeting, or the committee or body thereof may declare by resolution, carried by +two-thirds of its members present at the meeting, that a conflict of interest +exists and the representative thus declared to be in conflict refrain from +taking part in any discussion or in any vote in relation to the matter. diff --git a/council-policies/council-attendance.typ b/council-policies/council-attendance.typ new file mode 100644 index 0000000..85b2378 --- /dev/null +++ b/council-policies/council-attendance.typ @@ -0,0 +1,3 @@ +#counter(heading).update((1, 27)) +== Council Attendance +Rescinded April 4, 2019; replaces March 7, 2019 diff --git a/council-policies/decisions.typ b/council-policies/decisions.typ new file mode 100644 index 0000000..ddacd21 --- /dev/null +++ b/council-policies/decisions.typ @@ -0,0 +1,104 @@ +#counter(heading).update(20) += Decisions Between Meetings +_Effective March 31, 2020_ + +== Overview +Often striking a balance between reasonable oversight and micromanagement can be +difficult. In the past, Council meetings have been called to approve several +small, non-controversial yet urgent items. This policy shall be used to +determine which decisions may be made between meetings of Council. The process +through which these decisions are made are determined through applicable +procedure(s). + +== Definitions +- *"Away Vote (A-Vote)"* in the context of this policy shall mean the action of + making a decision between meetings of Council. +- *"Away Decision (A-Decision)"* shall mean the outcome of an A-Vote. +- *Continued Decision (C-Decision)"* shall mean a decision made by the Executive + together with the Business Manager, as outlined in this policy. +- *Term Interim* shall mean the period between the end of one term and the first + Council meeting of the next term. +\end{itemize} + +== Applicability of A-Votes + +=== General +This policy shall apply to urgent, non-controversial items, normally with a +financial commitment of less than \$500 each. + +=== Veto +Any Councilor entitled to a vote may veto an A-Vote; however, an A-Decision +shall be binding, pending ratification at a subsequent council meeting. +_Note: Ratification is not withheld unless there is a concern where due process +was not followed. Ratification must not be withheld solely due to distaste with +the outcome of a vote._ + +=== Abuse +An A-Vote which fails or is forced to be withdrawn shall not be brought again +for an A-Vote in the same governing term unless otherwise determined at a +meeting with due authority. + +An A-Vote may not be held: ++ to suspend procedure or policy; ++ to allow another A-Vote under any circumstance; ++ to pass any motion which should be held by secret ballot; ++ by secret ballot; ++ to pass any motion which contradicts any decision of the society at a general + meeting; or ++ to pass any motion which contradicts any decision of the society in the last + year. + +== Applicability of C-Decisions + +=== General +C-Decisions may be made only during the Term Interim only to financially support +events occurring at the beginning of a term, as well as continued operations. +C-Decisions shall have a maximum financial commitment of the lesser of \$500 and +an amount approved by Council in the term prior to the current term. + +=== Abuse +A C-Decision may not be used: ++ to dictate policy or a stance of the Society; or ++ to allow anything which would require more than the financial approval of + Council. + +== Due Process for A-Votes + +=== Initialization +An A-Vote may be called by any person(s) entitled to call a meeting of Council. +An A-Vote is considered initialized when notice has been sent, in the same +method by which notice for a meeting of Council would normally be sent. As with +a motion submitted to a meeting of Council, an A-Vote requires a Mover and +Seconder. + +=== Veto +As required by The Policy, any voting member of Council may veto an A-Vote. This +may be done by sending a written request to the Speaker of Council within +twenty-four (24) hours of the A-Vote being initialized. + +=== Timeline +Upon initialization of an Away Vote, a twenty-four (24) hour question and answer +period shall commence. During this period, Council members may submit questions +and propose amendments to the motion. At the conclusion of the question and +answer period, all questions shall be compiled and responded to by either the +Mover or Seconder, and all responses shall be reported to the entirety of +Council. + +If an amendment is proposed and accepted by the Mover and Seconder, the revised +motion shall be circulated to Council prior to voting. Where a revised motion is +circulated, the question and answer period may be restarted at the discretion of +the Speaker if the amendment materially changes the motion. + +Following the circulation of responses and any amended motion, a twelve (12) +hour voting period shall commence on the final version of the motion. + +=== Voting and Threshold +An A-Vote shall pass by a three-quarters ($3/4$) majority. A motion that does +not meet the prescribed threshold but would pass with a majority does not fail, +but is forced to be withdrawn. A motion forced to be withdrawn is automatically +brought to the next meeting of Council to be voted upon. + +== Due Process for C-Decisions +A C-Decision must be unanimous between all Society Executives in office and the +Business Manager. A minimum of three (3) parties are required to make a +C-Decision. diff --git a/council-policies/elections.typ b/council-policies/elections.typ new file mode 100644 index 0000000..035da82 --- /dev/null +++ b/council-policies/elections.typ @@ -0,0 +1,715 @@ +#let voteWebsite = link("https://vote.wusa.ca", [ vote.wusa.ca ]) + +#counter(heading).update(0) += Election Procedure + +== Elections Committee +=== Composition and Appointment +The Elections Committee (EC) shall be a standing committee of Council. The +Committee shall be comprised of five members. The chair of the Committee is +referred to as the Chief Returning Officer (CRO). Members shall serve on the +Committee for the term in which they are appointed. + +At the start of each academic term, Council shall appoint the Elections +Committee at the first regular Council meeting. + +Prior to the appointment of the Committee during a term, if urgency demands it, +the President may exercise the powers of the Committee in a way consistent with +its duties. + +=== Duties +The Elections Committee is responsible for running the Society's Council +elections. This includes, but is not limited to: +- Setting the dates of the various phases of elections +- Advertising elections to the members of the Society +- Verifying the validity of each nomination +- Arranging the voting system of the election +- Making judgments regarding any disputes over or violations of the election + procedure, and imposing penalties for violations +- Providing a report to Council at the conclusion of each election +- Recommending amendments to the elections procedure + +The Elections Committee shall make its decisions fairly and impartially. + +=== Power +The Elections Committee has the power necessary to conduct the elections within +the bounds of the procedure as approved by Council, except that its power to +authorize expenditures is limited to \$750 for each general election, \$150 for +each by-election, and \$150 for the First-Year elections at the start of each +Fall term. + +The Elections Committee has the power to hold elections and by-elections when +required absent any particular approval from Council. The committee has the +power to hold by-elections in consultation with the Executive Board or the +Speaker of Council. + +=== Conflicts of Interest +If a member of the Elections Committee is standing as, or intends to stand as, +candidate for election to Council, then that member shall be excluded from +proceedings of the committee that is specifically related to them or to the +election for any of the seats for which they are running. In particular, that +member shall not have a vote, or a right to speak or to be present when such +matters are discussed. Additionally, with regards specifically to the election +to those seats, the member shall exercise no powers and have no duties as a +member of the Committee. For greater clarity, for the purposes of an election to +a seat that a member of the Elections Committee is running for, the member shall +not be considered an EC member and all clauses in this policy pertaining +specifically to EC members shall not apply to them. #footnote[So EC members can + endorse nominations, promote candidates, and so on, only for the elections in + which they are a candidate, and can and will only do so in their capacity as a + person or a candidate, and not as an EC member. +] If an EC member at any point withdraws their candidacy, they shall not regain +their powers or duties for the election to said seat. + +If more than two members of the Committee are standing as, or intend to stand +as, candidate for the same seat, this matter shall be reported to Council as +soon as possible by the Committee or by any member thereof. + +== Election Schedule +An election shall consist of three phases: +- The nomination period, which shall contain at least 5 business days; +- An all-candidates meeting, which shall occur between one and two business days + after the end of the nomination period, at which all qualifying candidates or + a proxy of whom must be present unless excused by the Elections Committee; +- The campaign period, which shall contain 3 to 7 business days, normally + starting the business day immediately after the all-candidates meeting but + starting up to three business days after the all-candidates meeting in special + circumstances; and +- The voting period, which shall contain 2 to 5 business days, and begin on the + business day immediately following the campaign period. + +For further clarity, any number of weekends or other holidays may occur during +any phase of the election, and such days shall not count towards the minimum or +maximum length of each phase. So that any issues can be quickly addressed, when +feasible the Elections Committee should aim to set the schedule such that no +weekends or other holidays occurring during the voting period. + +The Elections Committee or Council shall set the entire schedule of an election +before it begins, and the Committee shall advertise the dates or arrange for +MathSoc to advertise the dates. + +== Nominations +=== Contents +All candidates for election must nominate themselves, either on a voting +platform endorsed by the Federation of Students and approved by the Elections +Committee #footnote[for example, #voteWebsite], or by informing the Elections +Committee of their intention to run and providing all of the following: +- The name, userid, and contact information of the nominee; +- A signed statement of the nominee agreeing to follow the elections procedure; +- The seat and term for which the nominee is being nominated; +- The names, userIds, and signatures of a number of eligible Society members + endorsing the nomination. +A Society member is eligible to endorse a nomination if and only if they are +eligible to vote in the election of that seat. + +To be eligible to run for a representative seat, a nomination must receive at +least five endorsements from eligible Society members. To be eligible to run for +an executive seat, a nomination must receive at least ten endorsements from +eligible Society members. + +No member of the Elections Committee shall endorse a nomination, and no one +shall endorse their own nomination. If a member of the Elections Committee +endorses a nomination, the endorsement shall be deemed invalid and the entire +Elections Committee, as well as the endorsed nominee, shall be informed of the +error. If someone endorses their own nomination, then their self-nomination +shall be deemed invalid and no further consequences will be imposed for the +self-nomination. + +Multiple nominations may be combined and submitted simultaneously. + +=== Publication +Once the nomination period has ended, the Elections Committee will inform every +qualifying candidate of all other candidates running for the same position. + +Once a nomination's validity has been verified, the Elections Committee shall +make the nomination public no later than the following regularly-scheduled +Council meeting in the case of acclamations, and no later than the business day +before campaigning begins in the case of competitive elections. If a nomination +is deemed invalid, then the Elections Committee shall immediately inform the +nominee as well as every candidate for that seat. Up to forty-eight (48) hours +after the close of nominations and once all nominations have been verified, the +Elections Committee shall indicate that all nominations are final and indicate +any acclamations. + +The names of those endorsing a nomination shall not be published by any party, +but the nomination forms shall be open to inspection by appointment with a +member of the Elections Committee until the approval of the election results. + +=== Verification + +The Elections Committee shall, as soon as possible, verify the validity of each +nomination, including the eligibility of the candidate and the validity of each +of the endorsements. If a nomination is deemed invalid due to issues with the +endorsements, then the Elections Committee may give the nominee an additional +business day #footnote[This may include any number of weekends/holidays, but may + not contain more than a single business day.] after the close of the +nomination period to secure sufficient endorsements. + +=== Withdrawal +A nomination may be voluntarily withdrawn by a candidate at any time prior to +the beginning of the voting period by written submission directly to a member of +the Elections Committee. Endorsements of a nomination cannot be withdrawn. + +=== Multiple Nominations +A candidate may submit multiple nominations when there are elections for more +than one seat occurring. If a candidate is nominated for more than one Executive +position and/or more than one Representative position for the same term, then +the candidate shall, within 24 hours of the close of the nomination period, +withdraw sufficient nominations to bring the candidate into line with the +requirements. If the candidate fails to do so, then at that time, their +nominations shall be deemed withdrawn except, for each term, the first +nomination for an Executive seat and the first nomination for a Representative +seat in the order that the Executives and constituencies, respectively, are +listed in the bylaws. + +=== Acclamation +If, 24 hours after the close of nominations, there are no more candidates than +seats available in any single election, then all candidates shall be acclaimed +and no vote shall be held for that position, with the exception of the positions +of Vice-President, Academic and President. The candidates are still required to +adhere to the remainder of the procedure, in particular to submit an expense +report if any expenses were accrued. + +== Campaigning +=== Basic Requirements +No candidate shall campaign unless +- It is during the campaigning period; and +- Their nomination has been received by a member of the Elections Committee; and +- They have reviewed the rules of the campaign with an Elections Committee + member. + +=== Spending Limits +A candidate is limited to spending \$75 on campaign materials for an Executive +election and \$40 on campaign materials for a Representative election. If a +candidate is running for both an Executive and a Representative seat, then +expenses shall be counted against both campaigns unless they are clearly +associated with a specific campaign. + +If a candidate spends any money on their campaign, they shall provide the +Elections Committee with a complete account of all campaign expenses by the end +of the voting period. A candidate shall be reimbursed for the full cost of their +expenses provided that they provide receipts or other evidence of the costs, in +accordance with the normal financial procedures of the Society unless penalized +by the Elections Committee for violations of campaigning rules. + +Campaigning materials acquired for free or at a price unavailable to other +candidates shall be reported at a fair market value and shall count towards the +expenses limit at that value. Materials acquired at a reduced price where that +reduced price is, or would have been, available to all candidates may be +accounted for at the reduced price, if the candidate can produce documentation. + +=== Campaigning Rules +When campaigning, candidates shall adhere to all policies of the University and +campaign with high moral standards. Candidates shall take care to ensure that +their methods of campaigning are not offensive or overly annoying. + +Posters and other signage shall be limited to publicly accessible areas of the +buildings operated by the Mathematics Faculty. Posters and signage must be +written entirely in English. Posters and signage designs must be sent to the +Elections Committee for approval (in person or electronically) prior to posting. +Poster approval will not be withheld unless posters or signage do not follow +MathSoc elections policy. + +Campaigning shall be generally permitted to occur without prior approval of the +Elections Committee. Campaign materials should indicate contact information for +the Elections Committee in the event of a complaint. + +No person shall remove a candidate's campaign material prior to the close of the +election except under authorization of the candidate or the Elections Committee, +unless such material violates University policy or law. + +=== Voting Period +During the voting period, no one shall actively campaign for the election of any +specific candidate. Material posted or distributed prior to the voting period +may remain posted during the voting period. At the conclusion of the voting +period, it is a candidate's responsibility to clean up after their campaign. + +During the voting period, a candidate is allowed to answer questions that +require a response that might otherwise be considered campaigning. + +=== Encouragement to Vote +Encouraging eligible voters to vote, without supporting or denouncing a specific +candidate or candidates, is not considered campaigning and may done freely by +any party, including a candidate, throughout the entirety of the election, +including the voting period. Likewise, any party, including a candidate, may +inform eligible voters of any or all candidates that are running and it shall +not considered campaigning, throughout the entirety of the election, including +the voting period, as long as no specific candidate is supported or denounced. +#footnote[For example, during the voting period a candidate can say "I am + running for Council, go to #voteWebsite to vote!", but cannot say "I am + running for Council, go to #voteWebsite and vote for me!".] + +The Elections Committee may, within the limits of its own spending +authorizations, authorize the reimbursement of any party for any expenses +incurred in the process of encouraging voters to vote. + +== Voting +=== Means of Voting +Voting shall be conducted by an electronic poll on either the Society's or the +Federation of Students' website. Voting shall be by means of preferential +ballot, in which the voter ranks some or all of the candidates. If permitted by +the voting software and electoral system, a candidate may rank some candidates +equally. If supported by the voting software, the candidates shall be listed in +random order for each voter. In the event of significant technical issues, the +Elections Committee may allow voting to be done on paper ballots, or extend the +voting period. + +Each voter shall be permitted to vote in each Executive election, and in each +Representative election that they are an eligible voter for. For further +clarity, if a voter is in multiple constituencies, then the voter may vote in +none, some, or all of said constituencies. + +The resolution method shall be decided prior to the voting period and published +in a prominent place associated with the election. + +Notwithstanding @policy-elections-voting-publication the vote shall be secret to +the greatest extent mathematically possible. +#footnote[In some extreme cases, for example if the result is unanimous, then it + is not mathematically possible for the vote to be secret.] + +=== Office +During the voting period, the election shall be prominently advertised in the +Society office, and at least one computer in the office shall be made available +for voting on request. Instructions shall be made clearly available, and office +staff shall be instructed on how to help members cast their votes. + +=== Candidate Information +The Elections Committee shall post to the Society website a brief summary of +each candidate, and if the candidate responds, a short statement solicited from +the candidate. The Committee shall ensure that this information is available to +voters when they cast their votes. + +=== Scrutineers +If permitted by the voting software, each candidate can appoint one scrutineer +to verify and monitor the voting platform. The scrutineer shall have read-only +access to the voting platform throughout the voting period, but not to the +database of votes cast. + +=== Tiebreaker +With the exception of single-candidate elections for the seats of +Vice-President, Academic and President, the Elections Committee shall appoint a +tiebreaker for each election, who must be eligible to vote in that election and +must not be a candidate in that election. The tiebreaker shall not cast a normal +vote in that election but instead shall seal and date a strict ranking of all +candidates in an envelope prior to the beginning of the voting period. The +envelope shall be kept in the custody of a member of the Elections Committee +other than the tiebreaker. In the event of a tie, the envelope shall be opened +and the ranking within used to break the tie. The envelope shall not otherwise +be opened. + +=== Resolution +With the exception of single-candidate elections for the seats of +Vice-President, Academic and President, the elections shall be resolved through +any Single Transferable Vote method permitted by Federation of Students policies +or procedures. + +Single-candidate elections for the seats of Vice-President, Academic and +President shall be resolved through any approval voting method permitted by +Federation of Students policies or procedures, where the number of votes in +favour of the candidate must be a majority of total votes cast for the position. +The ballot shall have a visible description to the effect of "This candidate is +running unopposed, but must receive a majority of votes in an approval vote to +be elected.". This approval vote shall occur during the scheduled voting period. + +=== Publication +The Elections Committee shall, as soon as the election is completed, publish the +results of the election, and if permitted by the voting software, a listing of +the ballots received with sufficient information as to allow for independent +verification of the results. If such a listing of ballots is not permitted by +the voting software, then as detailed a listing of ballots as possible shall be +published. + +== Violations +No candidate shall violate the election rules, or knowingly allow another to do +so. A candidate who fails to report a violation of the rules may be held +personally responsible for the violation. + +No candidate shall act in bad faith in any manner concerning the election. + +=== Penalties ++ The EC and its agents shall have the discretion to assign demerit points for + confirmed allegations made against a candidate, campaign team, or referendum + committee less than or equal to the amounts stated in + @policy-elections-demeritPointSchedule. + + In the absence of significant mitigating circumstances in the opinion of the + EC, the maximum penalty will be assigned. Lack of knowledge of any rules + outlined in this procedure or any other MathSoc Policy or Bylaw is not a + mitigating circumstance. + + If the offence in question is either "Minor contravention of the spirit, or + indirect or implicit violation of these or any other relevant bylaw, policy, + or procedure of MathSoc, other than what is outlined elsewhere in + @policy-elections-demeritPointSchedule" or "Major contravention of the + spirit, or indirect or implicit violation of these or any other relevant + bylaw, policy, or procedure of MathSoc, other than what is outlined + elsewhere in @policy-elections-demeritPointSchedule", then #link( + , + [Item 1.a], + ) does not apply. However, lack of knowledge of any rules outlined in this + procedure or any other MathSoc Policy or Bylaw is still not to be considered + when determining the penalty. ++ Candidates or campaign teams shall have a maximum of ten (10) demerit points. + If a candidate receives eleven (11) demerit points or more, they shall be + disqualified from the election, thereby voiding their candidacy and forfeiting + 100% of their potential reimbursement for incurred campaign expenses. A + candidate who is disqualified from an election should, in all future elections + for which they are a candidate, have said disqualification explicitly noted on + the voting platform and on the Society website #footnote[Something along the + lines of "NOTE: This candidate has been disqualified from a previous + election for the following violations of the election procedure:", followed + by a list of the offenses, would suffice.]. ++ Referendum committees shall have a maximum of ten (10) demerit points. If a + referendum committee receives eleven (11) demerit points or more, they shall + be disqualified from the + referendum. + + Any referendum committee disqualified for any reason shall not be reimbursed + for any referendum expenses and shall be prohibited from further + campaigning. The committee will be required to remove all posters and + campaign materials, and shall not participate in public forums. The EC and + its agents will not set up interviews with newspapers, or any other forms of + campaigning as decided by the CRO. Upon disqualification and during the + polling period, signs will be posted and MathSoc's website will be updated, + informing voters of the disqualification. + + + Notwithstanding #link( + , + [Item 3], + ) and #link( + , + [Item 3a], + ), the referendum option associated with a disqualified referendum committee + shall remain on all ballots. + +=== During Election +Disputes during the election shall be resolved by the Elections Committee at its +discretion. Complaints are to be submitted in writing to any member of the +Committee, and need not come from a candidate. The Elections Committee may also +take up violations of its own initiative. For violation of the rules, the +Elections Committee may impose a reduction of spending limit, order removal of +campaign material, limit a candidate's means of campaigning, or impose other +penalties as it sees fit, except that it may disqualify candidates only when so +authorized. + +A candidate who overspends or fails to submit an expense report within a +reasonable time frame shall be disqualified by the Elections Committee. If the +Elections Committee believes that a candidate should be disqualified for any +other reason, then they shall report the recommendation to Council, and Council +can impose the disqualification. The Elections Committee may impose an alternate +penalty to apply until Council makes its decision and/or if Council chooses not +to disqualify the candidate. + +=== Publication +When the Elections Committee imposes a penalty, they shall inform the penalized +member of the decision and the reasons for that decision. They shall publish the +penalty and a brief summary of the reasoning to the Society website, taking care +as not to prejudice voters. Additionally, when a penalty is imposed on a +candidate, every other candidate for the same seat or seats shall be personally +informed with a brief summary of the penalty. + +When the Elections Committee chooses to recommend a disqualification, it shall +inform the candidate, but shall not inform other candidates nor publish the +recommendation until it is reported to Council. + +#pagebreak() + +=== Demerit Point Schedule +// The table seems to have been copied from WUSA almost word-for-word +#align(center)[ + #table( + columns: (2.5fr, 1fr), + align: left, + table.cell(fill: gray)[*_Violation_*], + table.cell(fill: gray)[_*Penalty per Infraction*_], + + [Spending over the allotted budget], + [2 points for every \$15 over the allowable budget, rounded up], + + [Purposefully and significantly misrepresenting a candidate's own character + or statement(s), the character or statement(s) of another candidate, + campaign team, or committee], + [10 points], + + [Purposefully and significantly misrepresenting or misattributing the + character or statements of any party not outlined in the above point for + election purposes], + [10 points], + + [Impersonation of another candidate or committee], [11 points], + + [Campaigning outside of campaign period], + [2 to 8 points (depending on severity)], + + [Speak to or email a class without the permission of the instructor], + [2 points], + + [Directly providing a method of voting to voters during polling period (this + does not include telling voters that they can vote at #voteWebsite, but + does include handing them an electronic device with #voteWebsite opened, + for example), or campaigning to a voter while voting], + [3 points], + + [Distributing bribes, including food, for campaigning purposes during + campaigning period], + [7 to 11 points (depending on severity)], + + [Distributing bribes, including food, for campaign purposes during voting + period + ], + [11 points], + + [Enter into contractual obligations with any group(s) on or off campus that + may affect MathSoc during their term in office], + [11 points], + + [Lying to, or intentionally misleading the EC or its agents regarding + matters pertaining to their role(s) or allegations and appeals], + [11 points], + + [Making a public allegation that another candidate, campaign team or + referendum committee has violated any rules before a decision has been + delivered and made public by the commission or its agents], + [5 points], + + [Receiving or soliciting funding or monetary equivalent from students or + other individuals.], + [8 points], + + [Receiving funding and staff, volunteer, or material support from external + political/advocacy organizations or external unions/associations (e.g. + funding from CUPE, CFS, OUSA, or other schools' student associations)], + [At least 11 points], + + [Serious breach of democratic process (e.g. intentionally compromising + ballots, etc.)], + [11 points], + + [Minor contravention of the spirit, or indirect or implicit violation of + these or any other relevant bylaw, policy or procedure of MathSoc, other + than what is outlined elsewhere in + @policy-elections-demeritPointSchedule], + [6 points], + + [Major contravention of the spirit, or indirect or implicit violation of + these or any other relevant bylaw, policy or procedure of MathSoc, other + than what is outlined elsewhere in + @policy-elections-demeritPointSchedule], + [11 points], + ) +] + +#pagebreak() + +=== Allegations Against Candidates ++ By submitting an allegation via email to the Election Committee, a member of + the University community alleges that a candidate, campaign team, or + referendum committee, has violated portions of this procedure, or any relevant + by-law, policy, or procedure of MathSoc. ++ General Rules + + All allegations pertaining to an active Electoral Event shall be submitted + in writing via an email to either the Elections Committee as a whole or any + individual member of the Elections Committee. The EC may not accept any + non-written submission of an allegation. + + The Elections Committee may also take up violations of its own initiative. + + Normally, allegations must not be submitted anonymously, and all + Complainants must agree to identify themselves to the EC or CRO. Anonymously + submitted allegations may be dismissed at the discretion of the CRO. + + Submissions of allegations will be accepted by the EC until two (2) hours + after the conclusion of the voting period. Any allegations submitted after + this deadline will be considered for review at the discretion of the CRO. ++ Once an allegation is received, the EC shall notify the complainant(s) of its + receipt. ++ Candidates, campaign teams, and referendum committees shall be immediately + notified by the EC of any allegations made against them, and shall be + permitted to present a defence or pieces of counter-evidence against the + allegation to the EC. With the unanimous consent of the EC, the EC may + withhold information regarding the complainant from the respondent. All pieces + of counter-evidence and/or an accompanying defence shall be prepared and + submitted no later than twenty-four (24) hours after being notified of an + allegation. ++ The EC shall normally endeavour to process individual allegations and come to + a ruling within twenty-four (24) hours of its receipt, but may take as much + time as reasonably necessary where permitted by the CRO. ++ All allegations shall be kept strictly confidential by all involved parties + until a decision has been rendered and publicized by the EC. ++ The EC reserves the right to dismiss any allegation which causes reasonable + suspicion that the allegation was made frivolously or vexatiously or for + purposes that violate, in letter or spirit, any portion of this procedure. ++ Any candidate, campaign team, or referendum committee may file a grievance + against the EC or the CRO alleging failure to enforce procedure and uphold and + apply rules fairly and equitably to MathSoc Council, who will hear and render + a decision on the grievance before the election or referendum result is + ratified. + +=== Decisions On Allegations +The EC or CRO shall separately inform the complainant and the respondent of +their decision within two (2) hours of having made said decision, and shall make +accessible to all members of MathSoc Council all documents associated with that +particular allegation, and the rationale behind the ruling. The EC has the right +to withhold any documents or proof that they feel might cause harm to someone by +unanimous consent of the EC. + +=== Appealing EC's Decision ++ After receiving the decision of the EC, the respondent or complainant may + appeal the decision of EC to the council by submitting in writing to the CRO + and the Speaker of Council. + + Appeals must be submitted within twenty-four (24) hours of receiving notice + of the decision of the EC or within two (2) hours of the end of the polling + period. Any appeals submitted after this deadline will be considered for + review at the discretion of the CRO. + + Appeals shall be kept strictly confidential by all involved parties until a + decision has been rendered and publicized by the CRO. ++ A decision of the EC shall be considered appealable if the appellant, which + must either be the complainant or respondent named in the original allegation, + is able to reasonably establish any or all of the following: + + There is evidence that a set of procedural errors were made that were + significant enough to alter the final decision made by the CRO. + + There is reasonable belief that portions of this procedure have been + improperly applied in letter or spirit. + + There is reasonable suspicion of bias during any portion of the + decision-making process. + + There is new information relevant to the original allegation that was not + originally discovered or presented, especially pieces of information that + could alter the final decision. + + That the determined penalty exceeds the nature of the violation or offence. + + That inadequate consideration was given to the provided evidence. + + If a complaint was dismissed as frivolous or vexatious and the appellant + believes themselves to have a reasonable case. ++ The appellant must include in their appeal, the following information: + + All relevant case information, such that the CRO or EC, as the case may be, + will be able to accurately identify the allegation in question. + + A description of and the reasoning for appeal, including grounds for appeal. + + A description of what the appellant(s) are seeking. + + All relevant documentation to supplement or support the above. ++ The CRO shall immediately notify the EC, the respondent, the complainant, and + the Speaker of Council that an appeal has been received. ++ Within forty-eight (48) hours of receiving the appeal, or twenty-four (24) + hours after the end of the polling period, the CRO or EC, as the case may be, + shall make its decision. The Council may, in consideration of all evidence + gathered and presented, do any of the following: + + Uphold the original decision + + Alter the penalty of the original decision, within the limits of this + procedure + + Overturn the decision and present an alternate ruling, thereby eliminating + the decision's penalties so received ++ All rulings rendered by Council shall be final. ++ Notwithstanding any provisions within this section, the EC shall be empowered + to initiate a review of any decision of the CRO at any time until the + conclusion of the electoral event. + +=== After Election +If a candidate feels that they have been unfairly treated by the Elections +Committee, or has an issue to raise after the voting period, then the complaint +shall be submitted in writing to the President up to two business days after the +voting period. The President shall raise each such complaint at the next meeting +of Council for Council to decide upon prior to ratifying the election results. + +=== Barring Members from Candidacy +This procedure is intended only to be used in extreme cases where +disqualification from one election is deemed insufficient or ineffective. + +A member may be barred from candidacy in elections during the current term and +following two terms under the following conditions: ++ The candidate has been disqualified from any election, prior or current term, + for violations of election procedure; ++ The Elections Committee recommends unanimously to Council that the member be + considered for being barred from candidacy; ++ The member has been notified that Council will consider to bar them from + candidacy at an upcoming meeting, and has been informed of the meeting with at + least five days notice; and, ++ Council votes at this meeting, by a $3/4$ majority in a secret ballot, to bar + the member from candidacy as stated above. +A decision to bar a member from candidacy must be published on the Society +website. + +In the case that a member is barred from candidacy in elections as described +above, they may appeal to the Federation of Students no more than once while the +bar is active by notifying the President of the Federation, the Speaker of +Council, and the Elections Committee. The barred member may present their case +to the Federation's board of directors. The Elections Committee, or a subset +thereof, must present the case for upholding the bar. Following discussion, the +board must vote by secret ballot whether to overturn the Society's prior +decision, which may be done by a simple majority. + +== Ratification +The Elections Committee shall report to Council the outcome of each election for +ratification. If Council finds that there has been an irregularity in the +election, it may invalidate the election, in whole or in part, and require that +it be held again from any point. Otherwise, the election results as approved by +Council are final. + +In the event that Council is unable to meet to receive the Elections Committee's +report, then the Executive Board along with the Speaker of Council and the Chair +of the Board of Directors may receive the report as well as any appeals received +by the President and act on it then in Council's stead. + +== Referendum Procedure +Except as noted in this section, a referendum shall be governed by the same +rules as an election, _mutatis mutandis_. + +=== Petitions +When a petition for a referendum is received, it shall be verified by the +Elections Committee, which Council shall appoint if necessary. If the petition +is determined to be invalid, the Elections Committee shall return it to the +submitter with an explanation of why it was deemed invalid. + +A petition for a referendum on a nonsensical or useless resolution shall not be +accepted. If a petition contains multiple resolutions, some of which are +nonsensical or useless, the petition shall still be accepted for the remaining +resolution or resolutions. + +=== Schedule +When a referendum is to be held, the Elections Committee or Council shall set +the schedule. A referendum shall consist of three phases: ++ The campaigning committees formation period, which shall contain at least 5 + business days; ++ An all-committees meeting, which shall occur one and two business days after + the end of the nomination period, at which all referendum campaigning + committee members or a proxy of whom must be present unless excused by the + Elections Committee; ++ The campaign period, which shall contain at least 5 business days, normally + starting the business day immediately after the all-committees meeting but + starting up to three business days after the all-committees meeting in special + circumstances; and ++ The voting period, which shall contain 2 to 5 business days, and begin on the + business day immediately following the campaign period. + +=== Referenda Campaigning Committees +Any voting member, except a member of the Elections Committee, may nominate +themselves to join one of the referendum campaigning committees by submission to +the Elections Committee and providing all of the following: ++ The name, userid, and contact information of the nominee; ++ A signed statement of the nominee agreeing to follow the referenda procedure; ++ The referendum option for which the nominee wishes to join the referendum + campaigning committee. + +A nomination may be voluntarily withdrawn by a candidate at any time prior to +the all-committees meeting by written submission directly to a member of the +Elections Committee. No one shall nominate themselves to be a member of both +campaigning committees for a referendum. + +On the business day after the committee formation period ends, the Elections +Committee shall select members to form the campaigning committees for each +referendum option from those who submitted a nomination to join one of the +campaigning committees. Each referendum campaigning committee shall consist of +at most five members. All selected members to the referendum campaigning +committees shall be informed of their membership before the mandatory +all-committees meeting. + +Once a campaigning committee has been formed, a member may resign from one of +the campaigning committees by submission to a member of the Elections Committee. +A member may be removed at the Elections Committee’s discretion upon receiving a +written request from all other members of the campaigning committee. The +Elections Committee shall keep a public and current list of members of the +campaign committees, and inform all members of a campaign committee as soon as +that committee's membership changes. + +No member of a campaign committee shall engage in any form of campaigning +contrary to the established opinion, for or against, of that committee. Members +of a campaigning committee shall generally be under the same rules as candidates +in an election. + +The Elections Committee may call meetings of the campaigning committees, if +necessary. + +=== Expenses Limit +The expenses by the members of each committee shall total no more than \$100. +The individual members of the committee shall be reimbursed for their expenses. diff --git a/council-policies/electronic.typ b/council-policies/electronic.typ new file mode 100644 index 0000000..382a05d --- /dev/null +++ b/council-policies/electronic.typ @@ -0,0 +1,27 @@ +#counter(heading).update(20) += Electronic Communication +_Effective 2022; replaces December 4, 2002; replaces March 25, 1996_ + +== Emails +Wherever possible, when representing MathSoc, volunteers should use +\@mathsoc.uwaterloo.ca emails instead of their personal emails. + +== MathSoc Mailing Lists +The Society may in its operations make use of mailing lists to aid in the +operations of the Society. Messages to the mailing list should be restricted to +the mandate of the mailing list. The operator of a MathSoc mailing list may take +action to ensure that all use of the mailing list is restricted to its mandate. + +== MFCF Mailing List +The Society has available to it the use of a mailing list for all undergraduate +students registered in the Faculty of Mathematics, administered by MFCF. The +following restrictions apply to messages sent via this mailing list: All +messages must be approved by the President before being submitted for +distribution. All messages being submitted for distribution must include a note +at the end of the message giving instructions to students on how to unsubscribe +from the list. Not more than 2 messages to all undergraduate students shall be +sent in any one month period. No student should receive more than three messages +in any one month period. Not more than 5 messages shall be sent in any one month +period. In addition, messages sent via the mailing list must accommodate any +requirements of the Dean’s Office or MFCF. In particular, MFCF requires three +business days from the submission of a message to its distribution. diff --git a/council-policies/engplay.typ b/council-policies/engplay.typ new file mode 100644 index 0000000..8a4422a --- /dev/null +++ b/council-policies/engplay.typ @@ -0,0 +1,17 @@ +#counter(heading).update(26) += EngPlay +_Effective March 7, 2019_ + +== Purpose + +The Fall 2018 edition of "EngPlay" (the Play) graciously reminds students of the +unique bond that exists between the Math Faculty and Engineering Faculty. In the +spirit of inter-faculty unity, the Mathematics Society shall strive to provide +generous financial support to the Play. + +== Procedures + +Each term, the Vice-President, Finance shall budget the sum of, rounded down to +the satisfaction of the Engineering Society, $pi$ dollars to sponsor the +production of the Play. The Mathematics Society Executives shall endeavour to +attend the Play every term. diff --git a/council-policies/evaluations.typ b/council-policies/evaluations.typ new file mode 100644 index 0000000..a42ed00 --- /dev/null +++ b/council-policies/evaluations.typ @@ -0,0 +1,3 @@ +#counter(heading).update((1, 9)) +== Executive Evaluation Committee +Rescinded July 18, 2018; replaces March 25, 2014; new diff --git a/council-policies/exec-eval.typ b/council-policies/exec-eval.typ new file mode 100644 index 0000000..9a6b985 --- /dev/null +++ b/council-policies/exec-eval.typ @@ -0,0 +1,163 @@ +#counter(heading).update(24) += Executive Evaluation Criteria + +The following table shall be used as a standard list of metrics to evaluate the +Executives. + +#table( + columns: (1fr, 3fr), + stroke: (x: none), + table.header([*Executive*], [*Metrics*]), + [ All Executives ], + [ + - Acts as a positive representative for the Society, upholding ethical + behaviour and being respectful and mindful of others. + - Submits a report and attends Council meetings. + - Submits a report and attends Board meetings. + - Attends meetings with the Executive team. + - Submits a report and attends termly General Meeting. + - Attends most committee meetings of which they are a member. + - Attends any meetings with the Dean and Associate Dean, as part of the + Executive team (unless unavailable). + - Communicates well with the rest of the Executive team. + - Maintains office hours or is otherwise regularly available to students. + - Makes best effort to attend "core" MathSoc events (e.g. Party with Profs, + Pi Day, etc.). + - Ensures that volunteers are selected and trained for their duties and in + accordance to Board Procedure 19. + - Ensures that all incoming communication is responded to in a timely + manner. + - Attends transition meeting coming into the appointed position. + - Attends transition meeting and provides transition notes for new Executive + upon exiting the position. + - Provides self-evaluation to Business Manager at the end of their term. + - Carries out decisions of the Society, such as those made by Council and + the Board, in their capacity. + ], + + [ President ], + [ + - Represents the Society at official functions and public occasions. + - Represents the Society and its members to other organizations. + - Works with external organizations on behalf of the Society. + - Attends regular meetings of the WUSA Committee of Presidents. + - Must run a general meeting, following all relevant bylaws, that is well + advertised, organized, and attended. + - Sends out regular communication to all students via mass email, in + collaboration with the VP Communications. + - Meets with the WUSA President during their term. + - Coordinates meetings with the Dean, Associate Dean and other Faculty + members for the Executive team. + - Coordinates regular meetings with the Executive team. + - Ensures smooth transition between Executive teams. + - Works closely with the Business Manager to ensure termly goals are met and + long-term objectives carry forward. + - Fosters a welcoming and collaborative environment between all areas of the + Society, mediating conflict when needed. + - Makes an effort to ensure that all areas of the Society transition + smoothly to the next term, with relevant transition documentation updated. + ], + + [ Vice President, Finance ], + [ + - Prepares a budget for the term and ensures the Budget Package gets + approved by Council and WUSA in a timely manner based on the policies, + procedures and bylaws. + - Ensures Finance Directors are hired and properly trained. + - Ensures that clubs and services receive reimbursements in a timely manner. + - Tracks Club's budget expenditures and ensures that Clubs remain within + their budget. + - Completes budget to actual expenditures on a termly basis for Clubs and + Executives and ensures the Master Budget is up to date. + - Collects Club's termly Signing Authority, membership list and fees, and + any Club's sales or other revenue. + - Enforces proper cash handling practices for the Society. + - Ensures that the MathSoc Office cash drawer is appropriately managed every + day. + - Presents a financial report at the General Meeting for both MathSoc and + CnD. + - Meets regularly with the WUSA Societies Accountant. + - Meets regularly with the Business Manager to ensure proper accounting + procedures are kept in place and new procedures are added as necessary. + ], + + [ Vice President, Operations ], + [ + - Oversees the services provided by the Society. + - Oversees the Society office. + - Meets regularly with the Office Managers and Office Workers. + - Ensures Office Managers/Workers are properly trained. + - Ensures MathSoc Office has consistent hours of operation and is properly + staffed throughout the day. + - Ensures all online MathSoc services are working properly in collaboration + with the VP Communications. + - Ensures lockers are available for sign-out at the start of each term and + manages leftover contents in accordance with Board Procedure 6. + - Ensures MathSoc Office inventory is up to date and replenished + accordingly. + - Ensures board game rentals are managed properly and manages the + acquisition of new board games as required. + - Ensures equipment and room bookings are handled in a timely manner. + - Ensures that all areas of the MathSoc Office are clean and well organized. + ], + + [ Vice President, Internal ], + [ + - Oversees appreciation of all volunteers of the Society. + - Oversees all internal organizations on behalf of the Society, including + Clubs and Affiliates. + - Meets with every Club/Affiliate Executive at least once each term. + - Ensures that volunteers within the Society are appropriately recognized + for their efforts and services. + - Coordinates the acquisition of new board games as needed, in collaboration + with the VP Operations. + - Ensures that event forms are submitted for all MathSoc Events in a timely + manner. + - Informs clubs/affiliates how to complete event forms and ensures that they + are submitted in a timely manner. + - Plans Semi-formal [Spring and/or Fall term only, if applicable]. + - Assists and oversees Math Graduation Committee as needed. + - Runs a Welcome Week and Clubs Day at the start of term. + - Runs Party with Profs (or equivalent). + - Runs Pi Day (or equivalent). + - Runs Mental Health/Destress event. + - Encourages members to become more involved in the Society and ensures that + the opportunity exists for them to do so. + ], + + [ Vice President, Academic ], + [ + - Represents the Society and its members to the Faculty, to the University, + and to WUSA on academic issues by adhering to feedback received from + students. + - Ensures that members have access to up-to-date academic information. + - Run at least two academic events of some sort per term. + - Reports to Council with updates on academic meetings. + - Solicits student feedback and communicates regularly with program reps on + Council regarding any updates and changes and student concerns. + - Meets with the Associate Dean at least once a term. + - Attends (or sends alternates to) all meetings of the Undergraduate Affairs + Committee. + - Attends (or sends alternates to) all meetings where a Math academic + representative should be in attendance. + - Maintains textbook library and adds directly related resources as + necessary. + - Maintains exam bank and provides updates and related resources when + available. + ], + + [ Vice President, Communications ], + [ + - Provides advertising for all MathSoc events through social media and + poster advertisement. + - Ensures posters are posted in a timely manner and posting boards are kept + up to date. + - Sends out regular communication to all students in collaboration with + President, including mass emails. + - Maintains and updates website in collaboration with the website committee + and the VP Operations. + - Runs outreach initiatives to promote the Society and volunteerism. + - Draft occasional statements representing the position of the Society on + certain matters. + ], +) diff --git a/council-policies/external-funding.typ b/council-policies/external-funding.typ new file mode 100644 index 0000000..3936191 --- /dev/null +++ b/council-policies/external-funding.typ @@ -0,0 +1,3 @@ +#counter(heading).update((1, 4)) +== External Funding Committee +Rescinded March 7, 2019 \ No newline at end of file diff --git a/council-policies/faculty-reps.typ b/council-policies/faculty-reps.typ new file mode 100644 index 0000000..29d2f6b --- /dev/null +++ b/council-policies/faculty-reps.typ @@ -0,0 +1,10 @@ +#counter(heading).update(33) += Faculty Representative Appointments +_Effective September 12, 2024; replaces January 31, 2023_ + +Often, faculty or departments of the University will ask MathSoc for +undergraduate student representatives to appoint to various committees and +councils. These representatives shall be chosen by the Vice-President, Academic, +in consultation with the relevant program representatives on MathSoc Council. +The term of these selected representatives shall be maximally three terms, or +until their resignation, as the Faculty permits. diff --git a/council-policies/first-years.typ b/council-policies/first-years.typ new file mode 100644 index 0000000..ec6b183 --- /dev/null +++ b/council-policies/first-years.typ @@ -0,0 +1,37 @@ +#counter(heading).update(16) += Committee of First Year Affairs +_Effective October 3, 2024; Replaces December 4, 2002; September 24, 2001_ + +== Definition +The Committee of First Year Affairs (CFYA) shall be a standing committee of the +Society the purpose of which shall be to encourage greater participation by +first year students in the Society, to ensure that the concerns of first year +students are adequately represented within the Society and the Faculty, and to +provide a structure promoting greater communication between first-year and +upper-year students. + +== Membership +The voting members of the Committee shall be: ++ The Director of First Year Affairs, who shall act as chair; ++ The Society President, Vice-President, Communications, and Vice-President, + Operations; ++ All First Year Representatives; ++ One voting member of the Society in their third or fourth year of studies, + appointed by the Director of the First Year Affairs; ++ One voting member of the Society in their second year of studies, appointed by + the Director of First Year Affairs; and ++ Up to three voting members of the Society, appointed by the Director of the + First Year Affairs. + +The non-voting members of the Committee shall be: +- all first year students. + +== Director of First Year Affairs +The Director of First Year Affairs shall: ++ Be appointed at the start of each term by the President; ++ Have a term of office of four months, however the chair may serve multiple + consecutive or non-consecutive terms; ++ Be a voting and social member of the Society; ++ Report to and be responsible to the President; and ++ Have the power to appoint directors to administer the various aspects of the + Committee. diff --git a/council-policies/foreword.typ b/council-policies/foreword.typ new file mode 100644 index 0000000..e3cc240 --- /dev/null +++ b/council-policies/foreword.typ @@ -0,0 +1,7 @@ += Foreword +_Policies fall under the purview of Council of the Mathematics Society of the +University of Waterloo. This document contains the text of all policies +currently in effect. As stated in ``Robert's Rules, Newly Revised'', which as of +by-law Article 4 is the parliamentary authority of the society, Policy may be +amended by an affirmative majority vote of Council. +_ diff --git a/council-policies/fraternities.typ b/council-policies/fraternities.typ new file mode 100644 index 0000000..368e665 --- /dev/null +++ b/council-policies/fraternities.typ @@ -0,0 +1,42 @@ +#counter(heading).update(28) += Prohibition of Affiliations with Fraternities and Sororities +_Effective March 7, 2019_ + +== Overview +This policy governs all fraternities and sororities, as well as any successors, +assignees, and affiliates of such organizations (hereinafter referred to as +"fraternities") that wish to become a part of, funded by, or otherwise +affiliated with MathSoc. + +== Definitions +"Fraternities and Sororities" are defined to be any organization which engages +in any of the following activities: +- Calling themselves a fraternity, +- Calling themselves a sorority, +- Has a name consisting exclusively of just greek letters, or +- Hazing and/or otherwise extensive initiation process. + +Notwithstanding the above, Council may decide that an organization is a +fraternity or sorority with a majority vote. + +== Prohibitions +MathSoc Council, Officers, and clubs shall be prohibited from any affiliations +with any fraternities as defined above. This prohibitions include (but are not +limited to): +- Admitting fraternities as clubs or affiliates +- Providing funding to fraternities +- Providing space or resources to fraternities +- Allowing fraternities to use MathSoc services +- Allowing fraternities to attend MathSoc council, executive, board, general, or + special meetings +- Hosting, co-hosting, or allowing fraternities to host fraternity events +- Advertising or allowing fraternities to advertise on MathSoc property +- Allowing fraternities from using the MathSoc name, logo, URL, email address, + or otherwise claiming any affiliation with MathSoc +- Signing any contracts or Memoranda of Understanding with fraternities + +== Responsibilities +MathSoc officers shall be responsible for enforcing these prohibitions against +any offending fraternities in the day to day operations of MathSoc. Council +shall not approve any policies, resolutions, or motions that violate the +prohibitions. diff --git a/council-policies/hlm.typ b/council-policies/hlm.typ new file mode 100644 index 0000000..134142f --- /dev/null +++ b/council-policies/hlm.typ @@ -0,0 +1,72 @@ +#counter(heading).update(21) += Honorary Lifetime Membership Committee +_Effective December 4, 2002; Replaces March 23, 1999_ + +== Purpose +The Honorary Lifetime Membership Committee is created each term to fulfil the +following duties: ++ To solicit nominations for persons to receive an Honorary Lifetime Membership; ++ To investigate all nominees; and ++ To recommend, to a general meeting, those whom they deem deserving of an + Honorary Lifetime Membership. + +== Membership +The Committee will consist of the following: ++ A Council appointee, as chair; and ++ One to three Council appointees. ++ If one of the members of the Committee is to be considered for an Honorary + Lifetime Membership, then they shall resign their membership and be replaced + by an individual appointed by Council. + +== Procedures +The Honorary Lifetime Membership Committee shall be formed within the first six +weeks of the winter term. The Committee shall meet at least once after the close +of nominations, further meetings being at the discretion of the Committee. All +meetings of the Committee are to be closed and confidential. At the beginning of +each term (and possibly at following meetings), an announcement will be made +regarding nominations of candidates for this award. There shall be a period of +no fewer than two weeks during which nominations can be received. This period +shall not extend past the tenth week of classes. There shall be a notice of +nominations posted in the Society office at that time. Nominations should +include a description of the candidate's contributions. If, at the first meeting +after the close of nominations, the Committee feels that one or more deserving +persons have been overlooked, in that a nomination was not received for said +persons, the Committee will: ++ Obtain a description of said person's contributions; and ++ Consider said persons as nominees in company with the gathered nominations. + +The Committee will then: ++ Thoroughly investigate all candidates, including discussions with faculty, + administration, students (where applicable) and the other stream's Council + (note: this does not imply the other stream must confirm the Committee's + recommendations); and ++ Submit a report with recommendations of the recipient(s) to a general meeting + of the term for individual confirmation, including a list of names and + descriptions of the candidates' involvement. + +Information regarding nominations shall be maintained in confidence, except as +required by the Committee to perform its investigation, and nominations that the +Committee recommends to a general meeting. In particular, the Committee shall +not reveal its reasons for choosing not to recommend someone. + +== Criteria for Nominees +The Committee shall consider these criteria for nominees and shall not recommend +a nominee to Council unless they meet the criteria. If currently an +undergraduate student in the Faculty, the nominee must be anticipating +graduation by the next term with no further study (i.e., their final term of +study must be no later than the following spring term). The nominee must have +either: ++ Contributed significantly for most terms spent on campus to activities that + enhance the environment and student life of Math students. The Committee shall + consider not only contribution made directly to Math-related activities, but + also activities targeting a larger group that significantly benefit Math + students; or ++ Made a singular and truly exceptional contribution to the environment or + student life of Math students, going far beyond typical responsibilities of + their position, and leading to long-term betterment of undergraduate students + in the Faculty. + +Note: The Honorary Lifetime Membership Award is meant as a prestigious and +distinctive award. In order to maintain the significance of this award the +Committee should exercise conservatism in recommending nominees to Council, but +should not hesitate to do so where the nominee is deserving of the award. diff --git a/council-policies/keys.typ b/council-policies/keys.typ new file mode 100644 index 0000000..2a79d97 --- /dev/null +++ b/council-policies/keys.typ @@ -0,0 +1,3 @@ +#counter(heading).update((1, 6)) +== Key Distribution +Rescinded July 17, 2018 \ No newline at end of file diff --git a/council-policies/lockers.typ b/council-policies/lockers.typ new file mode 100644 index 0000000..51545bc --- /dev/null +++ b/council-policies/lockers.typ @@ -0,0 +1,4 @@ +#counter(heading).update((1, 8)) +== Locker Distribution +Rescinded July 18, 2018; replaces July 17, 2014; replaces December 4, 2002; +replaces March 23, 1999 diff --git a/council-policies/main.typ b/council-policies/main.typ new file mode 100644 index 0000000..1195c5a --- /dev/null +++ b/council-policies/main.typ @@ -0,0 +1,84 @@ +#import "../template.typ": *; #import "../formatting.typ": *; +#show: project.with( + title: "MathSoc", + authors: "The Mathematics Society", + header-footer-enable: 1, + header: [Policies], +) + +#import "../cover-page.typ": cover-page; #cover-page(title: "Policies"); + +#import "../table-of-contents.typ": table-of-contents; #table-of-contents( + target-label: , +) + +#show heading.where(level: 1): set heading( + numbering: none, +) +#include "foreword.typ" +#pagebreak() + +#show heading.where(level: 1): set heading( + numbering: (..nums) => [Policy #numbering("1.1", ..nums). #h(1em) ], +) +#include "elections.typ" +#pagebreak() +#include "clubs.typ" +#pagebreak() +#include "first-years.typ" +#pagebreak() +#include "math-grad.typ" +#pagebreak() +#include "budget.typ" +#pagebreak() +#include "electronic.typ" +#pagebreak() +#include "hlm.typ" +#pagebreak() +#include "math-instructor.typ" +#pagebreak() +#include "cif.typ" +#pagebreak() +#include "exec-eval.typ" +#pagebreak() +#include "engplay.typ" +#pagebreak() + +#include "fraternities.typ" +#pagebreak() +#include "alcohol-reimbursement.typ" +#pagebreak() +#include "decisions.typ" +#pagebreak() +#include "conflict-of-interest.typ" +#pagebreak() + +#include "faculty-reps.typ" +#pagebreak() + +#show heading: set heading( + numbering: (..nums) => [#numbering("A.1", ..nums). #h(1em)], +) +#show heading.where(level: 1): set heading( + numbering: (..nums) => [Appendix #numbering("A.1", ..nums). #h(1em)], +) +#counter(heading).update(0) + += Rescinded Policies +#include "cnd.typ" +#include "bookings.typ" +#include "external-funding.typ" +#include "keys.typ" +#include "signing.typ" +#include "lockers.typ" +#include "evaluations.typ" +#include "staff.typ" +#include "appointments.typ" +#include "computing.typ" +#include "novelties.typ" +#include "management.typ" +#include "postings.typ" +#include "wim.typ" +#include "starcon.typ" +#include "council-attendance.typ" +#include "promises-and-commitments.typ" diff --git a/council-policies/management.typ b/council-policies/management.typ new file mode 100644 index 0000000..a8e124c --- /dev/null +++ b/council-policies/management.typ @@ -0,0 +1,3 @@ +#counter(heading).update((1, 14)) +== Office Management Board +Rescinded July 18, 2018; Replaces December 4, 2002; Replaces March 31, 1998 diff --git a/council-policies/math-grad.typ b/council-policies/math-grad.typ new file mode 100644 index 0000000..dc83fe1 --- /dev/null +++ b/council-policies/math-grad.typ @@ -0,0 +1,67 @@ +#counter(heading).update(17) += Math Graduation Committee +_Effective August 6, 2020; replaces November 27, 2006_ + +== Definition +The Math Graduation Committee (MGC) shall be a standing committee of the +Society, the purpose of which shall be to run events, including the Math +Graduation Ball, and working with the faculty advisor to support the +valedictorian selection process for the graduating undergraduate students of the +Faculty of Mathematics. + +== Membership +The voting members of the Committee shall be: ++ One faculty advisor appointed by the Dean of mathematics; ++ One or two math graduation chairs, selected by the criteria described below; ++ One financial director of the Mathematics Graduation Committee; ++ Members appointed by the Chairs; ++ The Vice-President, Internal of the Society; and ++ The Business Manager of the Society. + +The non-voting members of the Committee shall be: +- All graduating members of the Society. + +== Math Graduation Chair +The math graduation chair shall: ++ Be a voting and social member of the Society, with strong preference given to + students in the graduating class; ++ Report to the executive team and the Business Manager; and ++ Step down after transitioning their successor on the spring term. + +== Financial Director +The financial director shall: ++ Be appointed by the chair; ++ Be responsible to the chair; ++ Share all financial records with the Business Manager and the Vice-President, + Finance of the Society; and ++ Maintain all financial records of the Committee. + +== Funding +Each term, the Society shall set aside at least one thousand dollars (\$1,000) +for the use of the Math Graduation Committee in its budget. + +== Signing Authority +Committee signing authority shall reside with the chair(s), the financial +director, and the Vice-President, Finance. In order to authorize a +reimbursement, the chair(s) or financial director needs to notify the +Vice-President, Finance of the expense ahead of time. If the expenses are not in +the budget, the signing authorities should follow regular MathSoc club +procedures. + +== Appointment of the Chair +An application for the next chair(s) shall be publicized in the spring term, but +if nobody was found to be qualified these can be carried over to the fall term. +If there is no chair appointed by the beginning of the winter term, then Council +shall appoint a chair for the Committee. + +Applicants shall be interviewed by the departing chair(s), the Business Manager, +or the Faculty advisor, and one other Committee member. When the new chair(s) +are selected, they shall be ratified by Council. + +== Transition of Chairs +The outgoing chair(s) shall meet with the incoming chair(s) for a transition +meeting to discuss the transition documentation and the procedures for next +year. The meeting shall be online or in-person. + +In the event no chair is chosen, the Vice-President, Internal shall fill the +role. diff --git a/council-policies/math-instructor.typ b/council-policies/math-instructor.typ new file mode 100644 index 0000000..7968295 --- /dev/null +++ b/council-policies/math-instructor.typ @@ -0,0 +1,63 @@ +#counter(heading).update(22) += Mathematics Instructor of the Year Committee +_Effective May 26, 2004; Replaces December 4, 2002_ + +== Composition +The membership of the Mathematics Instructor of the Year Committee shall consist +of the following: ++ The Vice-President, Academic, as Chair; and ++ One to three Council appointees. + +== Procedures +The Mathematics Instructor of the Year Committee shall be formed within the +first six weeks of Winter term. The Committee shall meet at least once after the +close of nominations, further meetings being at the discretion of the Committee. +All meetings of the Committee are to be closed and confidential. At the +beginning of each term, an announcement will be made regarding the existence of +this award. There shall be a period of no fewer than two weeks during which +nominations can be received. This period shall not extend past the tenth week of +classes. There shall be a notice of nominations posted in the Society office at +that time. Nominations should include a description of the candidate's teaching +technique. If, at the first meeting after the close of nominations, the +Committee feels that one or more deserving persons have been overlooked in that +a nomination was not received for said persons, the Committee will: ++ Obtain a description of said person's teaching ability; and ++ Consider said persons as nominees in company with the gathered nominations. + +The Committee will review nominations obtained in the past year and select one +candidate to recommend to Council to receive the IOY award. The Committee may +recommend any number of instructors to receive honourable mentions. Nominations +of Individuals not recommended by the committee for the award shall be +maintained in confidence. Notwithstanding the above, any information received +about a nominee may, with agreement of the nominator, be forwarded to the +Distinguished Teacher Award Committee. + +== Criteria For Nominees +The Nominee must: +- Be a current instructor in the Mathematics Faculty. + +Note: As outlined in the Guidelines for the Selection Committee for the +University of Waterloo Distinguished Teacher Awards: The Distinguished Teacher +Award has been set up by the Senate of the University of Waterloo in recognition +of the great importance of excellence in teaching at all levels in the +University. The award is open to all those who teach students in the University +of Waterloo and its federated and affiliated colleges. Recipients are to be +chosen from among nominees by a Selection Committee of faculty and students." + +The Instructor of the Year Award has been set up by the Mathematics Society of +the University of Waterloo in recognition of the importance of presentation when +instructing within the Mathematics Faculty. The award is open to only those +instructors of full courses within the Mathematics Faculty. Recipients are to be +chosen from the recommendations of the Instructor of the year committee based on +nominations by students within the Mathematics Faculty. + +Honourable mentions are not meant to decrease the prestige of the Instructor of +the Year Award. They are intended to make the Award more respected and useful. +Honourable mentions should not be taken lightly and should be kept to as few as +possible. + +There are times when the IOY Committee, when allowed, would be tempted to give a +tie or wind up making their decision based on small enough factors that the +runners up are still worthy of recognition. It is very possible that in other +years these runners up could have won. These are the situations that honourable +mentions are meant for. diff --git a/council-policies/novelties.typ b/council-policies/novelties.typ new file mode 100644 index 0000000..ec76a5a --- /dev/null +++ b/council-policies/novelties.typ @@ -0,0 +1,3 @@ +#counter(heading).update((1, 13)) +== Novelties Board +Rescinded July 18, 2018; Replaces December 4, 2002; Replaces March 23, 1999 diff --git a/council-policies/postings.typ b/council-policies/postings.typ new file mode 100644 index 0000000..b26ea69 --- /dev/null +++ b/council-policies/postings.typ @@ -0,0 +1,3 @@ +#counter(heading).update((1, 15)) +== Postings Board +Rescinded July 18, 2018; Replaces December 4, 2022; Replaces September 24, 2001 diff --git a/council-policies/promises-and-commitments.typ b/council-policies/promises-and-commitments.typ new file mode 100644 index 0000000..3e93f49 --- /dev/null +++ b/council-policies/promises-and-commitments.typ @@ -0,0 +1,23 @@ +#counter(heading).update((1, 31)) +== Promises and Commitments +Rescinded December 1, 2022 + +#if false [ + No body of the society or any club under MathSoc will promise or commit any + goods, service or compensation of any kind to anyone without having all the + logistics finalized or funds approved by the appropriate bodies in accordance + with the governing documents of the society and if applicable, the specific + club constitution. + + A body of MathSoc may approve a project and begin work on said project, but + may not promise or commit any goods, service or compensation until the + logistics surrounding it's implementation are finalized. + + MathSoc will not be liable to fulfill any such commitment without + documentation showing that logistics were finalized or funds approved before + said commitment was made. + + This policy shall only apply to commitments with a cost of at least \$3000. + For amounts less than this, a reasonable effort shall be made to comply with + this policy, but this policy will not restrict these commitments. +] diff --git a/council-policies/signing.typ b/council-policies/signing.typ new file mode 100644 index 0000000..5c5c811 --- /dev/null +++ b/council-policies/signing.typ @@ -0,0 +1,3 @@ +#counter(heading).update((1, 7)) +== Singing Authority +Rescinded July 17, 2018 \ No newline at end of file diff --git a/council-policies/staff.typ b/council-policies/staff.typ new file mode 100644 index 0000000..014e846 --- /dev/null +++ b/council-policies/staff.typ @@ -0,0 +1,3 @@ +#counter(heading).update((1, 10)) +== Full and Part-time Permanent Staff +Rescinded July 18, 2018; replaces December 1, 1998; new diff --git a/council-policies/starcon.typ b/council-policies/starcon.typ new file mode 100644 index 0000000..0f7bf90 --- /dev/null +++ b/council-policies/starcon.typ @@ -0,0 +1,120 @@ +#counter(heading).update((1, 26)) +== Starcon Management Committee +Rescinded August 1, 2023; Effective July 17, 2018 + +#if false [ + == Mission + The StarCon Management Committee (the Committee) shall be a standing committee + of the Society established to plan and run a yearly conference event (StarCon) + which aims to give speakers a platform to share their interest and passion for + technology in a way that inspires others to do the same. + + Further, the Committee strives to: + + Make Computer Science and its related technologies accessible to everyone, + taking into consideration race, class, gender, ability, religion or sexual + orientation, and intersections thereof. + + Create a culture that fosters learning and community building through + knowledge sharing among people from diverse backgrounds. + + Build a diverse community within the University of Waterloo and beyond in + which curiosity, failure, and excitement are valued, and the Committee + encourages StarCon attendees to make connections, share ideas, and form + friendships. + + == Purpose + The StarCon Management Committee, through its mission to improve the + accessibility of Computer Science and its related technologies as well as + foster a culture of learning, improves the experience of many student members + of the Society. Notably, the Committee: + + + Improves recognition of the Mathematics Society of the University of + Waterloo, both within the Waterloo Region and abroad; + + Externally publicizes and markets the accomplishments and culture of the + undergraduate mathematics community at the University of Waterloo; + + Provides community development and support opportunities for undergraduate + mathematics students through networking and recruiting opportunities that + are provided through the committees pursuit of its mission; and, + + Provides an experiential education opportunity to mathematics students that + are accepted as speakers. + + == Composition + The voting members of the StarCon Management Committee shall be: + + One StarCon Chair; + + One Finance Director; + + One Director of Publicity; + + One Speaker Director; and, + + Any additional members as appointed by the StarCon Chair. + + The non-voting members of the StarCon Management Committee shall be: + + The President of the Mathematics Society; + + The Vice President, Finance of the Mathematics Society; and, + + Any additional members as appointed by the StarCon Chair. + + == StarCon Chair + The StarCon Chair shall: + + Be appointed by Council; + + Have a term of office of one year, however, the Chair may serve multiple + consecutive or non-consecutive terms; + + Have the power to appoint voting and non-voting members to the Committee; + + Choose one of the voting members of the Committee to be the Finance + Director; + + Choose one of the voting members of the Committee to be the Publicity + Director; and + + Choose one of the voting members of the Committee to be the Speakers + Coordinator. + + == Operations and Finance + The StarCon Management Committee may, as required, perform the following + actions with the approval of the Vice President, Finance: + + Issue cheques as needed, including, but not limited to, the compensation of + speakers; + + Reimburse the Committee and its members for expenses incurred in the pursuit + of the mission of the Committee; + + Fulfill the payment of invoices received by MathSoc in the pursuit of the + mission of the Committee; + + Accept payment through third-party services, including, but not limited to, + ticket providing services; and, + + Allow members to deposit funds received from external sponsors. The Vice + President, Finance may only reject an action when such an action would + threaten the operations and financial position of unrelated bodies within + the Society. + + Additionally, the StarCon Management Committee may utilize any such resources + as the Society may reasonably provide in the pursuit of its mission, subject + to any policies the Society may establish in facilitating this process. These + resource include but are not limited to: + + Booking rooms and equipment provided by the University of Waterloo and the + Federation of Students for the Mathematics Society; + + Booking space and equipment provided by the Mathematics Society for the use + by its constituent clubs and member services; and, + + Any knowledge and administrative assistance that may be provided by the + volunteers or staff of the Society. + + == Incorporation of StarCon + In the event that the StarCon Management Committee, through a majority vote of + the committee members, determines that it is desirable to set up an external + body with similar mission to the StarCon Management Committee but wholly + separate from the Mathematics Society and the Federation of Students, a + corporation may be established (hereinafter referred to as "StarCon + Incorporated") and this document shall continue to apply to those operations + pursued by the Mathematics Society in the name of the StarCon Management + Committee. + + Provided, however, that after consideration of the objects and powers of + StarCon Incorporated, the Mathematics Society determines that StarCon + Incorporated serves the same mission as the Committee, the Society shall + transfer the balance of funds in the StarCon Management Committee's account to + a bank account under the control of StarCon Incorporated. After such transfer + is finalized, the StarCon Management Committee shall be dissolved. + + == Dissolution + If for any reason the StarCon Management Committee is dissolved and funds are + not transferred to an established organization with the same mission, the + funds of the StarCon Management Committee, after payment of all debts and + liabilities, shall remain the property of the Mathematics Society, to be used + as recommended by the Society, for the purposes of benefitting the experience + of undergraduate mathematics students. + + Notwithstanding the above, voluntary dissolution shall take place after a + majority vote to that effect at a meeting of the StarCon Management Committee. + The majority vote shall be based on the number of votes cast. +] diff --git a/council-policies/wim.typ b/council-policies/wim.typ new file mode 100644 index 0000000..5711b5f --- /dev/null +++ b/council-policies/wim.typ @@ -0,0 +1,67 @@ +#counter(heading).update((1, 18)) +== Women in Mathematics Undergraduate Committee +Rescinded December 1, 2022; Effective December 4, 2002; Replaces October 16, +2002 + +#if false [ + == Definition + The Women in Mathematics Undergraduate Committee (WIMugrad) shall be a + standing committee of the Society, which strives to represent the academic and + professional interests of, promote the status of, and encourage social + interaction among the members of the full-time female undergraduate population + of the Faculty of Mathematics. + + == Membership + The voting members of the Executive Board shall be: + + One faculty advisor appointed by the Dean of Mathematics; + + The WIMugrad Committee Chair(s) (who will share one vote); + + The WIMugrad Financial Director; and + + The President; Vice-President, Internal; and Vice-President, Finance of the + Society. + + The chair of the Executive Board shall be one of the WIMugrad Committee + Chairs. + + The voting members of the Committee shall be: + - All voting members of the Society. + + The non-voting members of the Committee shall be: + - All appointed Directors of the WIMugrad Committee. + + == WIMugrad Chair + %The WIMugrad Chair shall: + + Be chosen before the end of the preceding Fall term. For the Fall term, the + chair will be chosen before the end of the preceding Winter term. In either + case the chair will be selected by the President of MathSoc and approved by + Council; + + Have a term of office of four months, however the chair may serve multiple + consecutive or non-consecutive terms; + + Be a voting and social member of the Society; + + Report to and be responsible to Council; + + Have the power to appoint directors to administer the various aspects of the + Committee; + + Choose one of the voting members of the Committee to be the Financial + Director; and + + Act as the MathSoc undergraduate representative on the Women in Math + Committee, or delegate this responsibility to another voting member of the + Society. + + == Financial Director + The Financial Director shall: + + Be appointed by the chair at the start of the term, + + Be responsible to the chair, + + Shall maintain all financial records of the Committee, and + + Shall present a summarized financial statement to Council of the previous + terms' finances within the first two regular meetings of Council. + + == Funding + The Society shall provide funding to the Committee on a per term basis based + on a budget submitted by the Committee to the Vice-President, Finance of the + Society within the first three weeks of the term for which the Committee is + seeking funding. The Committee shall receive its funding following an activity + upon submitting an Expense Reimbursement Form to the Vice-President, Finance + of the Society. + + == General + WIMugrad will maintain strong ties to the Faculty's Women in Mathematics + Committee through the undergraduate representatives to this committee. +] diff --git a/template.typ b/template.typ index 2ad6bbe..0110c83 100644 --- a/template.typ +++ b/template.typ @@ -59,19 +59,20 @@ // List and Numbered List settings set list( spacing: 1em, - indent: 1em + indent: 1em, ) set enum( spacing: 1em, - indent: 1em + indent: 1em, + numbering: "1.a.", ) // Definitions List settings set terms( separator: [#linebreak()], hanging-indent: 3em, - spacing: 1.5em + spacing: 1.5em, ) body