UBCSUO Policy Manual

September 2013

POLICY MANUAL

1 Published September 13th 2013

Table of Contents Posters 2 - 5

Travel 6 - 7

Honoraria 8- 13

Harassment 14 - 15

Club 16 - 34

Course Union 35 - 37

Womens’ Issues 38

Aboriginal Students 39

Tuition 40

Board of Directors Meetings 41

Nominations and Elections 42 - 52


Poster Policy

1.0 Purpose

1.0.1.

Promotions are an important part of all activities and services on campus and serve to inform students of upcoming events in the university community and the community at large. There is, however, a limited amount of bulletin board space available for posting campus activities. Therefore, it is important for the Students’ Union to make a distinction between campus groups, on-campus organizations, non-profit off campus organizations and commercial entities. This will allow for a system of preferential postings.

1.1 Terms of Reference

1.1.1.

On campus organizations shall include all campus student groups recognized as being “UBCSUO Ratified” as well as UBCSUO (UBCSUO); the Phoenix; the Women’s Resource Centre; the Pride Resource Centre; the Aboriginal Students’ Resource Centre; and all University of British Columbia Students Union - Okanagan departments, faculties, and other arms of the University College.

1.1.2.

Off-campus and commercial organizations shall include any and all organizations not covered in article 1.1.1.

1.1.3.

Individuals shall include any student from campus or person from the community-at-large.

1.1.4. Posters shall include any notice or document for display or advertising that any organization wishes to post on bulletin boards under the jurisdiction of the Students’ Union

1.2 Statement of Principles

1.2.1.

To be eligible for approval any and all posters must not be in violation of the Canadian Bill of Rights, the Canadian Charter of Rights and Freedoms, all University By-Laws, the Constitution and By-Laws of the Students’ Union, and any other applicable municipal, provincial, and federal laws.

1.2.2.

Posters that contain explicit imagery and text shall face an evaluation process by the Executive.

1.2.3.

Specifically, images, words, or allusions derived thereof that advocate or tend to advocate for discrimination on the basis of sex, sexual orientation, age, race, colour, religion, creed, ancestry, citizenship, nation or origin, ethnic origin, marital status, criminal record, mental or physical disability, economic or social status, or employment shall be grounds for denial or approval.


1.3 Bulletin Board Regulations

1.3.1.

All posters must be stamped with the official and current stamp of UBCSUO - Okanagan. Stamps will be authorized only at the Students’ Union Used Bookstore and only by the office managers.

1.3.2.

All posters must clearly indicate the name of the sponsoring organization or group before a stamp will be authorized. All political and social interests groups must be acting in conjunction with an “UBCSUO Ratified” campus student group.

1.3.2.

All individuals or groups must supply the following information when requesting approval.

• Date Applying • Organization • Contact Name • Mailing Address • Phone Number (Daytime / Evening) • E-mail Address • Signature

1.3.3. Photocopying of the original approval stamp(s) will not be allowed and will constitute grounds for removal of all posters.

1.3.4.

No poster shall be larger than eleven (11) inches by seventeen (17) inches unless permission is granted by the Board

of Directors of the Students’ Union.

1.3.5.

Postings shall be limited to a maximum posting of up to one (1) calendar month from which the posters are initially authorized. All posters authorized during a particular calendar month will be removed during the last business day of the respective month.

1.3.6.

Posters are only allowed to be placed on boards marked with their designated category

1.3.7.

No more than one (1) copy of any poster may be posted on each of the locations on campus. A total of ten (10)

posters are permitted at either campus. Organizations exempt from this rule are; the Phoenix; the Women’s Resource Centre; the Pride Resource Centre; the Aboriginal Students’ Resource Centre. These organizations are permitted to post a maximum of fifteen (15) posters at either campus.


1.3.8.

Organizations or individuals putting up posters will not be allowed to cover posters already present. If a poster is outdated or unstamped, the poster must be removed to make room for the current poster. Rearranging of posters is permitted in order to maximize use of space.

1.3.9.

No poster shall be fixed to a bulletin board by use of staples or tape. Any poster fixed to a bulletin board by

staples or tape shall be removed. Posters shall be fixed to bulletin boards by use of thumb tacks or push pins.

1.3.10.

Any person or group wishing to post on campus must have no record of non-compliance with this policy.

1.3.11.

Any poster that is deemed to be harassing in nature by at least three members of the Executive Committee shall be removed from any board that it has been posted on and at which time it will go before the entire Executive Committee for examination of content. If the poster is deemed to be harassing in nature by the Executive Committee the poster shall be banned from all boards. If the Executive cannot decide on the matter the poster will then go before the Board of Directors.

1.3.11.

Any poster that is deemed to be harassing in nature by at least three members of the Executive Committee shall be removed from any board that it has been posted on and at which time it will go before the entire Executive Committee for examination of content. If the poster is deemed to be harassing in nature by the Executive Committee the poster shall be banned from all boards. If the Executive cannot decide on the matter the poster will then go before the Board of Directors.


1.4 Enforcement

1.4.1.

Enforcement of this policy lies with:

i. Student Union Staff ii. The Board of Directors iii. The Executive Committee

1.4.2.

The ultimate responsibility is with the Board of Directors of the UBCSUO.

1.4.3.

Violation or contravention of the guidelines outlined in the poster policy will result in disciplinary action toward the offender including:

i. Removal of posters and formal indication of same ii. Permanent denial of authorization iii. Loss of ratified status in the case of Campus Student Groups, and iv. Legal action as required.

1.5 Appeals

1.5.1.

Disputes involving denial or approval shall first be referred to the Executive Committee. The Executive Committee shall be charged with investigating the dispute and rendering a decision.

1.5.2.

The final step in the appeal process is the Board of Directors of the Students’ Union. Appeals to the Board of Directors must be submitted in writing to the President, who shall report said appeal to the Board of Directors at the first meeting after the receipt of the appeal. The appeal must state the names(s) of the individuals filing the appeal and the Students’ Union(s) or organization(s) where applicable. The appeal must also state the reason for the appeal as well as a copy of the poster in question. The Board of Directors must render a decision within a reasonable time and the decision of the Board of Directors is final.


Travel Policy

2.0 Purpose

2.0.1.

The UBCSUO recognizes that the nature of the Union sometimes requires that Executive and/or Council members to travel off-campus to attend to Union business. This policy is intended to define what constitutes legitimate expenses while on Union business, and the procedures for recovering those expenses. The UBCSUO employees’ travel expenses will be set out by the Employee’s Collective Agreement or Employee Contracts.

2.1 Meals

2.1.1.

Employees or members claim a thirty-five dollar ($35) per diem meal allowance for each day spent off-campus on approved Union business.

2.1.2.

No meal allowance will be made for travel within Kelowna without the prior approval of the Financial Coordinator.

2.2 Accommodations

2.2.1.

Should Union business require members to spend one or more nights stay away from home, accommodation expenses may be claimed. Receipts must accompany such claims.


2.3 Transportation

2.3.1.

All travel arrangements between Kelowna and other centres, other than by private vehicle, must be made through the Union offices.

2.3.2.

Per kilometer claims are deemed to cover all automotive expenses, including fuel, oil, wear and tear, and parking. No receipts are needed, but odometer readings may be required to verify actual distance travelled. Per kilometer rates are set by the Executive. Claims based on actual expenses incurred must be accompanied by receipts for such items as fuel, parking, and tolls. No claims will be honoured without proper receipts.

2.3.3.

All claimants are required to complete a travel expense claim form as soon as possible following their return, with complete documentation attached.


Honoraria Policy

3.0 Purpose

3.0.1

The purpose of honoraria is to acknowledge the contributions that members of the Students’ Union have contributed to further the aims and purposes of UBCSUO. Honoraria shall not be considered a salary for Board of Directors and Executive members. Honoraria is not meant to be a wage, it is meant to compensate for expenses incurred as a board member.

3.1 Categories

3.1.1.

There shall be three (3) categories of honoraria:

i. Executive ii. Board of Directors iii. Member

3.2 Eligibility

3.2.1.

In order for an Executive or Board of Directors member to be eligible for honoraria, he/she must show a sincere commitment towards furthering the aims and purposes of the Union.

3.2.2.

Each Executive and Board of Directors member must submit a month end report no later than (3) business days prior to the end of the month to the Executive. Failure to comply with this will result in a partial or complete loss of honoraria.

3.2.3.

Attending regularly scheduled Union meetings will not count towards honoraria requirements.

3.2.5.

Each Executive member must:

i. Maintain a minimum of 25 hours a week working on Union business ii. Spend all of his/her office hours solely on activities related to her/his position iii. Post his/her office hours in the UBCSUO offices iv. Maintain posted office hours v. Complete each task set forward by the Board of Directors and the Executive vi. Follow the job requirements as outlined in the By-Laws


3.2.6.

Each Director at Large must: i. Maintain a minimum of 5 hours a week working on Union business ii. Attend and volunteer for at least two UBCSUO special events per month iii. Complete each task set forward by the Board of Directors and the Executive iv. Follow the job requirements as outlined in the By-Laws

3.2.7.

Advocacy Representatives must:

i. Maintain a minimum of 5 office hours a week ii. Attend and volunteer for at least two UBCSUO special events per month iii. Submit a report on each resource Centre on a monthly basis to the Board of Directors. The three advocacy

representatives may collaborate on the reporting. iv. Complete each task set forward by the Board of Directors and the Executive v. Follow the job requirements as outlined in the By-Laws

3.2.8.

The Meeting Chair must:

i. Attend all UBCSUO Board of Directors meetings as Chairperson ii. Attend and volunteer for at least two UBCSUO special events per month iii. Complete each task set forward by the Board of Directors and the Executive iv. Follow the job requirements as outlined in the By-Laws

3.2.9.

The Executive Chair shall

i. Be elected out of the Executive ii. Chair all UBCSUO Executive meetings iii. Prepare all Executive agendas, minutes, and all other clerical and technical work not addressed by the

Constitution or By-laws iv. Be removed from the position from a simple majority vote of the Executive

3.2.10.

Any remuneration received from any other source related to the duties of the Board of Directors shall deem the Executive or Board of Directors member ineligible for honoraria.

3.2.11.

All work done for the Resource Centres, Clubs, and Course Unions, as a member of will only count for Honoraria if done on behalf of the Board of Directors or the Executive.


3.2.12.

Attending campus events will only count towards honoraria if the director in question was a volunteer, facilitator, or coordinator of the event on behalf of the Board of Directors or Executive.

3.2.13.

In order to be eligible for Honoraria, a Students’ Union Member must have proven to be sincere in assisting or promoting any aim or purpose of UBCSUO through the direction of UBCSUO or through other acceptable avenues such as Clubs, participation on UBC and/or UBCSUO committees, or in any other manner that enhances student life.

3.2.14.

A member does not have to be directly involved in UBCSUO activities or operations to be eligible for honoraria.

3.2.15.

Volunteering for events or activities does not automatically make that individual eligible for honoraria.

3.2.16.

Having a willingness to help will not necessarily deem that person eligible for honoraria.

3.2.17.

The promise of Honoraria must not have been an incentive to participate or contribute to the enhancement of student life.

3.3 Executive Honoraria

3.3.1.

The Executive will consider submissions for honoraria and determine whether Executive and Board of Directors members have maintained their eligibility for honoraria.

3.3.2.

The Executive shall have the power to deny honoraria, either entirely or partially, to any member that has not met the criteria in this policy.

3.3.3.

Honoraria will be received no later than the fifth business day of every calendar month the member is in office (subject to the timely submission of a completed month end report).


3.3.4.

The amount eligible by Executive and Board of Directors members during the Fall and Winter semesters will be as follows:

i. $1350 per calendar month for the Executive ii. $155 per calendar month for the Advocacy Representatives and Directors at Large iii. $140 per calendar month for the Meeting Chair iv. $75 dollars per month for the Executive Chair

3.3.5

During the summer semesters only the Executive shall receive honoraria

3.3.6.

All Executive members shall receive full honoraria during the summer semesters except for the Services Coordinator who will only receive half of his/her remuneration in May and all of it in August.

3.3.7.

Honoraria will not be distributed earlier than six (6) business days before the end of any month except December and April.

3.4 Member Honoraria

3.4.1.

Any member of the Board of Directors who feels that any member is deserving of honoraria, will submit in writing a nomination stating:

i. The name of the person submitting the request ii. The person who is being named as deserving of honoraria iii. Justification iv. The amount of honoraria suggested

3.4.2.

Written nominations for honoraria will be reviewed by the Executive and brought forward to the next regularly scheduled Board of Directors meeting with recommendations and amounts.

3.4.3.

Honoraria amounts for Members of the Students’ Union shall not exceed $200 for any calendar month for any one individual.


3.4.4

Any awarded honoraria shall not be made available until the next regular pay period of the Students’ Union. 3.5 Additional Honoraria

3.5.1.

Notwithstanding any other provisions of this policy, an Executive or Board of Directors member who fulfills, in addition to her/his own duties, all the duties of another member of Board of Directors, maybe eligible for an extraordinary honorarium, provided that:

i. It proves impossible to fill the vacant position by election or appointment ii. Honorarium shall not be awarded more than once per semester iii. Such honorarium shall not exceed the monthly value of that position iv. The resolution is approved by a ¾ vote by the Board of Directors v. No remuneration is received from any other source related to the activities, which may be considered for

honoraria.

3.5.2

Board of Directors members are eligible for honoraria in addition to their regular honoraria provided that:

i. Written nominations are received as outlined in section 30 of this policy ii. The member has not neglected his/her Board of Directors duties to participate in the activities for which the

honoraria is being considered iii. The commitment of time has been over and above any duties mandated or assigned by the UBCSUO

Constitution or Board of Directors iv. Any additional honoraria shall not exceed $200 per calendar month.


3.6 Appeals

3.6.1.

Any member of the Students’ Union has the right to challenge any disbursement of honoraria to any receiving individual(s) using the following appeal process:

3.6.2.

Written appeals shall be received by the Executive no later than thirty (10) days following the date the Honoraria was issued.

3.6.3.

The Executive shall date and sign the appeal and a signed and dated copy will be returned to the member filing the appeal.

3.6.4

The Executive shall bring forward the appeal at the next regular Board of Directors meeting, provided that if any non- Board of Directors members filed the appeal; those said members are present at the meeting.

3.6.5.

The Board of Directors will then decide the appropriate measures to take based upon the appeal


Harassment Policy 4.0 Purpose

4.0.1.

UBCSUO – Okanagan is committed to providing a positive environment which affirms and promotes the dignity and respect of all individuals. The Students’ Union and its counterparts do not condone discrimination or harassment on the basis of sex, race, religion, national origin, class, ability, gender, or sexual orientation.

4.1 Definitions

4.1.1.

Discrimination is the intentional or unintentional treatment, which because of the race, religion, national origin, class, ability, age, gender, or sexual orientation of a person or group of persons, results in the unfavorable, adverse, or preferential treatment of a person or group of persons, or which imposes burdens, obligations, or disadvantages on specific individuals or groups.

4.1.2.

Harassment is physical, visual, or verbal behavior which is related to one or more of the prohibited grounds identified in article two subsection a, that adversely effects specific individuals or groups, and which ought reasonably to be known to be unwelcome or unwanted, offensive, intimidating, hostile, abusive, unfair, or demeaning.

4.1.3.

Harassment has the effect or purpose of unreasonably interfering with a person’s or group’s status or performance, or creating a hostile or intimidating learning, living, social or working environment when the behavior satisfies one or more of the following definitions of harassment:

i. Such treatment abuses the power or authority that one person or a group of persons hold over another

person or group ii. Such treatment has the effect or purpose of offending or demeaning a person or group of persons on

the basis of sex, race, religion, national origin, class, ability, age, gender or sexual orientation iii. Such treatment has the effect or purpose of seriously threatening or intimidating a person or group. iv. Examples of harassment include but are not limited to gestures, remarks, posted or distributed printed

literature including violent imagery, jokes, taunting, voice and electronic messages, innuendo, display of offensive material, threats, verbal or physical assault, hazing, stalking, and shunning or exclusion related to prohibited grounds identified in paragraph three (3).

4.1.4

Sexual harassment is comment, conduct or incidents of a gender-related or sexual nature by a person or group who knows or ought reasonably to know that the comments, conduct or incidents are unwanted, unwelcome, offensive, intimidating, hostile or inappropriate, and which detrimentally affects the learning, living, social or working environment.


4.1.5

Sexual harassment includes but is not limited to sexual assault, verbal abuse or threats, unwelcome or unwanted sexual invitations or requests, demands for sexual favours, or unwelcome or unwanted and repeated innuendo or taunting about a person’s body, appearance, or sexual orientation when the behaviour satisfies one or more of the following definitions of sexual harassment:

i. Submission to or rejection of such conduct is made explicitly or implicitly a term or condition of an individual’s or group’s status within the Students’ Union and its counterparts, living conditions, employment, or activities offered by the Students’ Union

ii. Such conduct interferes with an individual’s or group’s learning, living, social or working environment iii. Such conduct creates an intimidating, hostile or offensive learning, living, social or working environment.

4.1.6

Examples of behaviour which may constitute sexual harassment include but are not limited to sexual jokes or comments causing embarrassment or offence, leering, display of offensive materials of a sexual nature including, but not limited to, electronic mail and Internet materials, sexually degrading language used to describe a person or group, derogatory or degrading remarks directed towards those of a particular sex or sexual orientation, sexually suggestive or obscene comments or gestures, distribution or publication of material which could reasonably be interpreted to be sexually threatening or intimidating, unwelcome or unwanted sexual flirtations, unwanted advances or propositions, unwelcome or unwanted inquiries or comments about a person’s sexual behaviour or spreading rumours about the same, persistent unwanted or unwelcome contact or attention after the end of a consensual relationship, unwanted or unwelcome touching, verbal abuse or threats, stalking and sexual assault.

4.2 Procedures

4.2.1.

No literature shall be approved to be posted on poster boards or space owned or leased by the Students’ Union, including the Students’ Union website and the Students’ Union’s Newspaper, if deemed in violation of this policy.

4.2.2.

Any event held within Students’ Union space or by Students’ Union members will be cancelled if deemed in violation of this policy.

4.2.3.

The status of a Club or course union may be revoked if their aims, purposes and/or actions are deemed to be in violation of this policy.

4.2.4.

If deemed appropriate and/or necessary by the Students’ Union, the Institution’s Human Rights and Conflict Resolution Advisor will be made aware of instances of discrimination and harassment.


Club Policies 5.0 General Criteria 5.0.1 UBCSUO Clubs exist for the purpose of allowing members of the UBCSUO to develop, pursue, and share their passions for activities that are beyond the scope of academics 5.0.2 All Students are eligible to be members of any/and all Clubs 5.0.3 Each Club shall operate democratically and in line with the policies of the UBCSUO 5.0.4 The Club Executive will meet with the UBCSUO Services Coordinator upon request 5.1 Membership 5.1.1 Club membership must be open to all members of the University of British Columbia, including students, staff, and faculty. 2/3rds of membership must be members of the UBCSUO 5.1.2 Membership, officer requirements and/or aims and purposes may not discriminate on the basis of race, religion, national origin, class, ability, age, gender or sexual orientation 5.1.3 Membership in a Club requires submission of a member’s name, student number, and email address and payment of the Club membership fee outlined in their respective Club constitution 5.1.4 Membership fees shall be no less that $1 per member per year, and no more than $50 per member per year unless approved in an annual general meeting of the Club and ratified by the UBCSUO Board of Directors 5.1.5 Documentation of membership must be submitted to the UBCSUO in a digital format and the corresponding membership fees must be deposited in the UBCSUO Club account 5.1.6 A Club must have a minimum of 15 registered members 5.1.7 All members are eligible to participate in Club activities, run for Executive positions, and vote in the Club’s annual general meeting and elections of their Club


5.2 Executives 5.2.1 Clubs must have a minimum of 3 Executives 5.2.2 All Club Executives must be members of the UBCSUO 5.2.3 The Club Executive must include 3 signing authorities 5.2.4 A person selected as a signing authority cannot be signing authority for any other purpose under the UBCSUO 5.2.5 The President and Treasurer of the Club shall be two of the signing authorities 5.2.6 The third signing authority must be an Executive member 5.2.7 The Executive of a Club must include a President, Treasurer and Secretary; Treasurer and Secretary may be the same position and may have a different name, but the duties as they appear in this policy must be clearly outlined in the Club’s constitution 5.2.8 The role of the president is to oversee the operations of the Club and act so that those operations ultimately achieve the aims and purposes of the Club. Their duties include: a. Must be familiar with Robert’s Rules of Order b. Scheduling and chairing Club Executive meetings c. Scheduling and chairing Club annual general meetings d. Approving all Club expenditures (except when the president is the recipient of Club expenditures) e. Assisting the Treasurer in preparing the annual budget f. Communicating with the UBCSUO Services Coordinator and the UBCSUO Board of Directors 5.2.9 The role of the Treasurer is to oversee the finances of the Club. Their duties must include: a. Preparing the Annual Budget for the Club and submitting it to the UBCSUO Services Coordinator b. Preparing a financial Summary at the end of each year and submitting it to the UBCSUO Services Coordinator c. Keeping the Club Executive informed about Club finances and adherence to the budget


5.2.10 The role of the Secretary is to oversee the governance of the Club. Their duties must include: a. Recording accurate minutes of all Club Executive and Club Annual General meetings and submitting them to the

UBCSUO when required b. Assist the President in preparing agendas for Executive and Annual General Meetings c. Insuring adherence to all policies relevant to the Club, including but not limited to the Club’s constitution, the

UBCSUO Policies, UBCSUO Constitution and Bylaws, The Society Act, the University Act, and provincial and federal law, as well as a motion at a regularly scheduled UBCSUO Board of Directors meeting or the UBCSUO Annual General Meeting

5.2.11 All Club Executives must be elected by the membership of the Club in an annual election 5.2.12 The length of the term for all Executive positions must not be greater than 12 months 5.2.13 The Executive of a Club is responsible for upholding all Club policies 5.3 Governance 5.3.1 Each Club shall have a Constitution and Bylaws specific to the needs of that Club and a copy shall be held in the UBCSUO office 5.3.2 The Constitution and Bylaws of a Club shall include: a. The Name of the Club b. The date of the ratification of the Club c. The last date the constitution and Bylaws were modified d. The aim(s) and/or Purpose(s) of the Club e. Requirements for membership which including fees, required information, submission of waivers or other

documentation, and may include different types of membership f. Statement that all Club monies will be deposited in trust into the UBCSUO Club account (policy 5.9.1) g. The title of the Executive positions and all corresponding duties h. The policy on Club General meetings (policy 5.4) i. The Policy on Club General Elections (policy 5.5) j. The policy on Club Reporting (policy 5.6) 5.3.3 A Club’s Constitution and Bylaws may only be amended by a motion at an annual general meeting of the Club with a 2/3rds majority. 5.3.4 The contents of a Club’s Constitution and Bylaws may be superseded by the policies of the UBCSUO including but not limited to the UBCSUO Policies, UBCSUO Constitution and Bylaws, The Society Act, the University Act, and provincial and federal law, as well as a motion at a regularly scheduled UBCSUO Board of Directors meeting or the UBCSUO Annual General Meeting.


5.4 General Meeting 5.4.1 Each Club shall have an Annual General Meeting during the Winter Session of the academic year 5.4.2 Special General Meetings may be called by a successful motion of the Executive of the Club or a petition representing at least 25% of the Club membership 5.4.3 The Club President or a designate shall chair any General Meeting of the Club 5.4.4 Notice of a General Meeting must be emailed to all Club members and the UBCSUO Services Coordinator, and posted outside of the Student Union office no less that 14 days prior to the meeting 5.4.5 The meeting agenda must be emailed to all members of the Club, as well as the UBCSUO Services Coordinator and posted outside of the Student Union office no less than 24 hours prior to the meeting 5.4.6 The Annual General Meeting agenda shall include: a. Recognition that proceedings are on the Okanagan people’s territory b. Speaker’s business c. Approval of minutes from the previous General Meeting d. Approval of Agenda e. Presentation of a financial report for the previous year allowing for questions from the Club membership f. Presentation and ratification of a budget for the current year g. Presentation and ratification of the Clubs Summary Report for the previous year h. Presentation and ratification of the Club’s Development Plan Report i. Old business from the previous General Meeting j. New business including any motions served to the Meeting Chair by any Club Member with due notice k. Any and all additional documentation attached in an information package 5.4.7 A General Meeting agenda shall include: a. Recognition that proceedings are on the Okanagan people’s territory b. Speaker’s business c. Approval of minutes from the previous General Meeting d. Approval of Agenda e. Old business from the previous General Meeting f. New business including any motions served to the Meeting Chair by any Club Member with due notice g. Any and all additional documentation attached in an information package


5.4.8 For Clubs with fewer than 100 members quorum for a General Meeting of a Club must be at least 10 Club members or 25% of the Club membership, whichever is greater 5.4.9 For Clubs with greater than 100 members quorum for a General Meeting of a Club must be at least 25 Club members or 25% of the Club membership, whichever is less 5.4.10 Minutes of a General Meeting must be recorded and submitted to the UBCSUO for approval by the Board of Directors 5.4.11 Minutes must include: a. The meeting agenda including all additional documents b. Time meeting was called to order c. Time meeting was adjourned d. Names, position, and student number of Executives in attendance e. Name and student number of the chair if they are not an Executive f. Student numbers of all members in attendance g. All motions, and the corresponding result of the vote including any objections or abstentions which wish to be noted h. Any amendments to motions and the corresponding result of the vote including any objections or abstentions which

wish to be noted i. Anything said in the meeting that members specifically ask to have noted 5.4.12 At a Club General Meeting, the Club members may vote on a motion of non-confidence in either individual or multiple Club Executives. If a 3⁄4 majority of members support a motion of non-confidence, the Executives in question will be removed from their positions 5.4.13 Following a successful motion of non-confidence in a Club General Meeting a call for nominations will be made for the vacant positions. A nominee becomes a candidate when their nomination is seconded and they accept the nomination. The Assembly at the Club General meeting will vote by secret ballot to fill the vacant positions 5.5 Elections 5.5.1 Each Club shall hold an annual election to fill Executive positions of that Club 5.5.2 Elections must be completed, and results submitted to the UBCSUO by the 3rd week in March 5.5.3 Voting shall be done by secret ballot


5.5.4 For Clubs with fewer than 100 members at least 10 Club members or 25% of the Club membership, whichever is greater, must vote for the election results to be ratified 5.5.6 For Clubs with greater than 100 members at least 25 Club members or 25% of the Club membership, whichever is less, must vote for the election results to be ratified 5.5.7 Only UBCSUO members who are also members of the Club are eligible to be candidates for an Executive position of that Club 5.5.8 A designated member of the Executive of a Club who is not a candidate in the election, or a designated Executive from another Club (in cases where all Executives are running in the election) shall act as Chief Returning Officer (CRO) 5.5.9 The CRO may appoint any member(s) of the UBCSUO who are not candidates in the election as Deputy Returning Officer(s) (DRO) 5.5.10 CRO duties include: a. Accepting nominations, and verify that all nominees are eligible before they are declared candidates b. Email notice of the election to all members of the Club and the UBCSUO Services Coordinator no less than 14

days prior to the election c. Ensure that notice of the election is posted outside of the UBCSUO no less than 14 days prior to the election d. Email the list of candidates, the position they are running for, and their campaign paragraph (if there was no

campaign period) to all members and the UBCSUO Services Coordinator at the beginning of the campaign period, or if there is no campaign period, 24 hours prior to the election

e. Oversee and assist in the administration of ballots by DRO(s) to ensure that only registered members of the Club who are also members of the UBCSUO are voting

f. Counting the ballots g. Record the vote counts and submit them to the Club Executive and the Services Coordinator of the UBCSUO h. Submit the official results to the UBCSUO Services Coordinator 5.5.11 Notice of election must include: a. The Name of the Club b. Name, position, and contact information of the CRO c. The date, time, and Location of the election d. Policy number 5.5.1, 5.5.3, 5.5.7, 5.5.12, and 5.5.13


5.5.12 Submission of nomination must be given to the CRO of the Club election and include: a. Nominee’s name b. Nominee’s student number c. Position being nominated for d. The option of submitting a short paragraph to serve as their campaign if there will be no campaign period 5.5.13 Registered members of a Club who are also members of the UBCSUO are entitled to one vote for each Executive position in a Club’s elections 5.5.14 If fewer than 3 Executive positions are filled by an election, the previous Executive may appoint members to Executive positions until 3 positions are filled 5.5.15 If at least 3 Executive positions are filled, those Executives may appoint members to Executive positions 5.6 Reporting 5.6.1 All Clubs are responsible for ensuring that their contact information is up to date, and that all communication from the UBCSUO is responded to in a timely manner 5.6.2 Written Minutes from any Club Executive Meetings will be forwarded to the Services Coordinator Upon the request of the Services Coordinator 5.6.3 Minutes from all general meetings will be sent to the Services Coordinator upon approval by the Executive of the Club 5.6.4 Each Club must submit an annual budget to the UBCSUO in order to be eligible for UBCSUO Grant Funding


5.6.5 A Club’s annual budget must include: a. Budgeted Revenue from:

i. Membership fees ii. UBCSUO Grants iii. Sponsorship iv. Fundraisers v. Other vi. Total

b. Budgeted Expenses from:

i. Equipment/Materials (specific to the aims and purposes of the Club) ii. Insurance iii. Events iv. Promotion and marketing(of events or the Club itself) v. Skill development (that enhance the Clubs ability to achieve its aims and purposes) vi. Other vii. Total

c. Budgeted Net Total 5.6.6 Each Club must submit a Financial Summary by April 30th 5.6.7 A Club’s Financial Summary must include: a. Budgeted and actual revenue from:

i. Capital Assets ii. Membership fees iii. UBCSUO Grants iv. Sponsorship v. Fundraisers vi. Other vii. Total

b. Budgeted and actual expenses from:

i. Amortization ii. Equipment/Materials (specific to the aims and purposes of the Club) iii. Insurance iv. Events v. Promotion and marketing (of events or the Club itself) vi. Skill development (that enhance the Clubs ability to achieve its aims and purposes) vii. Other viii. Total

c. Budgeted and actual Net Total 5.6.8 Each Club must have an Annual Development Plan approved by their Executive and submitted in order to be eligible for UBCSUO Grant Funding


5.6.9 The purpose of the Annual Development Plan is to ensure that all Club Executives are considering the aims and purposes of that Club, making goals to achieve those purposes, and recording these plans for future Executives to reference 5.6.10 A Club’s Annual Development plan should include: a. The Club’s name and current Executive members’ names and positions b. The Club’s aims and purposes as they appear in the Club’s Constitution c. At least one but no more than 5 goals, and clear methods for assessment of the goals, decided by the Executive

that will allow the Club to achieve its aims and purposes in their term d. A brief description of how a goal will contribute to achieving the Club’s aims and purposes, no more that 100 words

each, for a maximum of 500 words e. A detailed outline of the Clubs plan to meet those goals, which may include adjustments to the Club’s structure,

hosting of events, fundraising efforts, improvement to communication with members, or other strategies 5.6.11 An Annual Club Summary Report must be approved by the Club Executive and submitted to the UBCSUO by April 30th of each year 5.6.12 The purpose of the Summary report is to assess the Club’s development over the previous year in order to produce the most effective and realistic development plan the following year, and prevent the repetition of the same mistakes, by providing future Executive members of the Club with this documentation 5.6.13 The Annual Club Summary report must include: a. The name of the Club b. The current Executive members names and positions c. The aims and purposes of the Club as they appear in the Club’s constitution d. An assessment of the goals in the Clubs most recent Annual Development Plan e. A description of successes in achieving the aims and purposes the Club experienced that year, whether or not they

are related to the goals f. A description of challenges in achieving the aims and purposes the Club experienced that year, whether or not they

are related to the goals g. Recommended goals for the following year h. Other recommendations for the incoming Executive members i. Recommendations for the UBCSUO Services Coordinator in administrating Clubs


5.7 Registration 5.7.1 Members interested in organizing a new Club should meet with the UBCSUO Services Coordinator to discuss the feasibility of the Club and receive the registration form, Signing authorities form, a Club Constitution and Bylaws outline, an Executive members form, a membership list, a proposed budget for the first year of the Club, and a development plan 5.7.2 A proposed Club must have the names, email addresses, student numbers, and signatures of at least fifteen members including at least 3 Executive members in order to be ratified 5.7.3 Club Executives must read and understand this policy statement before signing the registration form 5.7.4 Proposed Clubs must submit all forms (policy 5.7.1) as well as an annual budget (see policy 5.6.4) and development plan (see policy 5.6.9) to the UBCSUO Services Coordinator 5.7.5 The UBCSUO Services Coordinator will ensure their inclusion in the next possible Board of Directors meeting, and make the Executives aware of the meeting’s date and time 5.7.6 At least one Club Executive must be present when their Club registration is brought before the UBCSUO Board of Directors for Ratification


5.7.7 The Board of Directors will vote to ratify a Club or not 5.7.7 A Club registration will NOT be approved if there is a Club existing that has the same aims and purposes as the proposed Club. This shall be determined by the Students’ Union when a proposed Club seeks the approval of the Students’ Union 5.7.8 The UBCSUO Board of Directors will consider the following in the decision to ratify a Club or not: a. All forms and documents are submitted and complete b. To what degree the Club furthers the mission of the UBCSUO c. The feasibility of the Club achieving its aims and purposes d. There is adequate justification for requiring Club status e. Demonstration of future membership and financial sustainability f. Other concerns of the Board of Directors 5.7.9 Appeals of decisions by the Board of Directors can be made through any Board of Directors member or by an Executive member of the proposed Club at any meeting of the UBCSUO Board of Directors 5.7.10 No fundraising or events using UBCSUO or Institution Facilities can be scheduled by a Club until its registration has been approved by the UBCSUO Board of Directors 5.8 Renewing 5.8.1 New Executives must update Executive member forms, signing authority forms, contact information, and submit an Annual Club Summary Report (see policy 5.6.10) and A Club Financial Summary (see policy 5.6.6) each fiscal year prior to May 1st in order to renew the Club’s status 5.8.2 If a Club does not renew within the fiscal year, it will be considered dissolved (unless it is in debt), and all remaining funds will be transferred to the UBCSUO Club account 5.8.3 A Club cannot be renewed if the Club was forcibly dissolved due to a serious breech against policy unless a new Executive for that Club has been elected


5.9 Finances 5.9.1 All Club monies will be deposited in trust into the UBCSUO Club account 5.9.2 To access the Club account, Club signing authorities shall be authorized to fill out UBCSUO cheque requisition forms, which shall be submitted to the UBCSUO Financial Manager along with appropriate documentation identifying and explaining the expenditure. The cheque shall be made ready, pending final approval by UBCSUO Executive signing authorities 5.9.3 Any Club maintaining a separate bank account will be dissolved by the UBCSUO Board of Directors (unless it is in debt), and any monies remaining in the UBCSUO account or the external account will be forfeited to the UBCSUO 5.9.4 Any Club in debt will forfeit 25% of all revenue until a balance of zero is achieved 5.9.5 Any monies remaining in the Club account at the end of the academic year will not be carried over until the Club renews their Club status (see policy 5.8) 5.10 Funding

Statement of Purpose The UBCSUO Recognizes that in order for Clubs to achieve their purpose (policy 5.0.1) they Require some financial capital. The UBCSUO also recognizes that the funding needs of Clubs surpasses the funding available from the UBCSUO, and the amount of financial capital each Club requires in order to achieve the same level of excellence is not equal. Therefore the UBCSUO will provide funding to Clubs in order to promote the equal excellence of all Clubs, while encouraging Clubs to seek out other opportunities for sustainable revenue 5.10.1 Clubs are encouraged to seek out other revenue sources including, but not limited to: a. Membership Fees b. Sponsorship c. Fundraising 5.10.2 Only UBCSUO Clubs are eligible for UBCSUO Club funding grants 5.10.3 A Club must have renewed and submitted an Annual Budget and Development Plan to be eligible for UBCSUO Club funding grants 5.10.4 The UBCSUO Services Coordinator will inform all Clubs of any new UBCSUO Club Funding Grant application deadlines at least 6 weeks before the deadline via email


5.10.5 The maximum Grant funding a Club may receive in a year (excluding funding from the Skill and Development Grant) shall be equal to double the membership fees that Club has collected that year, at the time of the funding application 5.10.6 Priority for all Grants that require applications will be given to those Clubs which submit clear and thorough Budgets and Development plans, demonstrate sustainable long term planning, and have demonstrate reliable spending in the past 5.10.7 All Club Grants will be approved by the UBCSUO Board of Directors 5.10.8 The UBCSUO shall have 5 types of Club Funding Grants that include: a. Equipment Funding Grant b. Skill and Development Funding grant c. General Projects funding Grant d. Renewing Grant e. Start Up Grant 5.10.9 Equipment Funding Grant 5.10.9.1 The purpose of the equipment funding grant is to aid Clubs in compensating for disproportionate cost of equipment to achieve the aims and purposes of a Club 5.10.9.2 The equipment Grant shall be awarded annually in November 5.10.9.3 To be eligible for the Equipment Grant a Club must submit an application by the deadline chosen by the services coordinator. If the Services coordinator fails to set a deadline, all applications received prior to November 1st will be considered 5.10.9.4 The Equipment grant application must include: a. The completed UBCSUO Equipment Grant Application Form b. Documentation of the full cost of all items for which the request is being made 5.10.9.5 Priority for the Equipment Grant will be given to Clubs which: a. Demonstrate the need for the equipment in order to achieve the aims and purposes of the Club b. Provide strong justification for purchasing a specific item over similar items on the market 5.10.9.6 Equipment Funding Grants will be awarded upon submission of a receipt of sale for the piece of equipment matching that documented in the application


5.10.9.7 In cases where unforeseen circumstances require a different piece of equipment to be purchased, Clubs may present their case to the UBCSUO Executive Committee, including updated documentation. The Executive Committee may chose to change the allocation of their grant or not at the Executive Committees sole discretion 5.10.10 Skill and Development Grant 5.10.10.1 The purpose of the skill and development grant is to give Clubs incentive for accessing opportunities to acquire knowledge that will promote the development of the Club and/or its members in a way that furthers its aims and puposes. Funding from this grant will not contribute to the maximum grant funding cap of a Club in order to potentially give Clubs that have low membership, the opportunity to seek out education to improve the Club, and increasing membership. The Skill and development grant shall be awarded once per semester of the winter academic session 5.10.10.2 To be eligible for the Skill and Development Grant a Club must submit an application by the deadline chosen by the services coordinator. If the Services coordinator fails to set a deadline, all applications received prior to October 1st will be considered in the first semester, and all application received prior to January 1st will be considered in the second semester 5.10.10.3 The Skill and Development grant application must include: a. The completed UBCSUO Skill and Development Grant Application Form b. A budget, including all revenue and expenses, for the skill and/or development opportunity c. As much documentation supporting the proposed budget as possible 5.10.10.4 Priority for the Skill and Development Grant will be given to Clubs which: a. Demonstrate the contribution the skill and/or Development opportunity will make towards the Club achieving its

aims and purposes b. Provide strong justification for pursuing the proposed opportunity over other methods of acquiring the same

knowledge c. Proposal is for opportunities that are likely to benefit the Club as a whole over those that exclusively benefit current

members that participate 5.10.10.5 Skill and Development Grants will be awarded upon submission of receipts for approved expenses 5.10.10.6 In cases where unforeseen circumstances require alterations to necessary expenses, Clubs may present their case to the UBCSUO Executive Committee, including updated documentation. The Executive Committee may allow a change to the allocation of their grant or not, at their sole discretion


5.10.11 General Projects Grant 5.10.11.1 The purpose of the General Projects Grant is to provide Clubs with funding for the diversity of their needs and on a timeline that allows for increased flexibility 5.10.11.2 To be eligible for the General Projects Grant a Club must submit an application to the Services Coordinator at least 21 days prior to a Board of Directors meeting 5.10.11.3 The application may be reviewed by a UBCSUO committee, prior to going to the Board of Directors 5.10.11.4 The General Projects grant application must include: a. The completed UBCSUO General Projects Grant Application Form b. A budget, including all revenues and expenses for the project c. As much documentation supporting the proposed budget as possible 5.10.11.5 Priority for the General Projects Grant will be given to Clubs which: a. Provide strong justification for pursuing the proposed project over other projects to pursue the same purpose b. The budget shows a positive Net total c. The number of students who will likely receive benefits from the project d. Demonstrate the contribution the project will make towards the Club achieving its aims and purposes if the Net total

of the project is not positive 5.10.11.6 General Project Grants will be awarded upon submission receipts of approved expenses 5.10.11.7 In cases where unforeseen circumstances require alterations to necessary expenses, Clubs may present their case to the UBCSUO Executive Committee, including updated documentation. The Executive Committee may then chose to change the allocation of their grant or not at the Executive Committees sole discretion 5.10.13 Club Renewal Grant Any renewing Club shall receive a yearly start-up grant of $35.00 upon completion of a Club renewal 5.10.14 Club Start Up Grant Any new Club shall receive a one-time start-up grant of $50.00 upon ratification of the Club


5.11 Literature and Materials 5.11.1 Any literature posted or distributed by a Club must be approved and stamped by the UBCSUO Green Text Bookstore or designate prior to it being posted and/or distributed. Any literature posted or distributed by a Club is subject to the Union’s Policy and Procedures 5.11.2 Any material posted or distributed by a Club must be cleaned up / removed within three days following the event 5.11.3 Any materials produced by a Club must bear the Name and/or Logo of a Club and the name and/or Logo of the UBCSUO visibly 5.11.4 Clubs may not post materials for durations greater than 1 month 5.11.5 Clubs may not post on glass or wood surfaces 5.11.6 Breach of this policy may result in printing privileges being suspended 5.12 Privileges 5.12.1 Clubs may be afforded the following privileges: a. Access to Club Funding Grants (see policy 5.10) b. Room and Space booking c. Booking the Well Student Pub d. Printing of Club materials e. Insurance Coverage under the UBCSUO f. Booking of the UBCSUO Barbeque 5.12.2 Room and Space Booking 5.12.2.1 To book rooms or spaces a signing authority for a Club must fill out a room booking form at the Front Desk of the UBCSUO office. 5.12.2.2 Any expenses for the room or space bookings will be paid by the Club, including cost for damages


5.12.3 Booking The Well Student Pub 5.12.3.1 To Book the Well for an event a Club must complete and submit a Well booking application form to the UBCSUO Services Coordinator 5.12.3.2 Priority will be give to application which: a. Are for Clubs who have demonstrated adherence to The Well booking policy in the past b. Have a clear and detailed plan for the event c. Are for the purposes of fundraising for the Club over other purposes d. Allow for the public to access the pub over events exclusive to a certain Club or group e. Are thought, at the discretion of the Services coordinator, to be well received and/or positive for the student

community 5.12.3.3 All Well events booked by Clubs must have posters and Facebook event pages no fewer than 14 days prior to the event. 5.12.3.4 Posters and Facebook events must include the title of the event; the name and/or logo of the Hosting Club and the UBCSUO; The Name and Logo of The Well Pub; the date and start time of the event; ticket prices (if applicable); and any prearranged drink specials 5.12.3.5 All drink specials and prices must be approved by The Well Pub Manager 5.12.3.6 Any ticketed events must make tickets available at the used bookstore no later than 7 days prior to the event. 5.12.3.7 No Club shall receive any portion of the sales of alcohol. 5.12.3.8 Clubs retain all revenue from ticket sales and/or cover charges at the door 5.12.3.9 It is the Club’s responsibility to collect all monies for ticket sales and/or cover charges, and to verify tickets at the door 5.12.3.10 It is the Clubs responsibility to arrange any entertainment for the event 5.12.3.11 Pre-arranged set up by any member of the UBCSUO Board of Directors, their volunteers, or the Well Pub Staff will only be conducted if representatives of the hosting Club are present to assist, and arrangements must have been finalized at least 7 days in advance


5.12.3.12 It is the Clubs responsibility to remove any of their decorations immediately after the event 5.12.3.13 No Club event, at the discretion of the Services Coordinator, shall interfere with Well Wednesdays 5.12.3.14 The Well Pub Manager has final authority on all activity in the Well during events. 5.12.4 Printing of Club Materials 5.12.4.1 Each Club is entitled to have 20 copies of any necessary printed materials per event, project, or initiative printed for them by the UBCSUO. 5.12.4.2 All printing for Clubs will be completed by noon of the last business day of each week 5.12.4.3 All printed materials must be sent to the UBCSUO Services Coordinator in a digital file at least 7 days prior to the printing date 5.12.4.4 The UBCSUO will not make any alterations, adjustments, or corrections to the format of any documents files to be printed for Clubs 5.12.4.5 All printed materials must include the name and/or logo of the Club and the name and/or logo of the UBCSUO 5.12.5 Insurance Coverage under the UBCSUO 5.12.5.1 UBCSUO Insurance policy extends to UBCSUO Clubs 5.12.5.2 Some Club activities may not be covered by the UBCSUO Insurance policy 5.12.5.3 If a Club activity presents a particularly high level of risk the Club should contact the UBCSUO General Manager to verify whether the activity is covered 5.12.5.4 It is the Club Executive’s responsibility to ensure that the activities of the Club are properly insured


5.12.6 Booking of the UBCSUO Barbeque 5.12.6.1 Any Club may book the Club barbeque having a Club signing authority fill out the Club barbeque form at the front desk of the UBCSUO office 5.12.6.2 Barbecues must be cleaned after each use. Failure to do so will result in the Club having its barbeque privileges revoked 5.12.6.3 The Club will be charged for any damages to the barbeque 5.13 Breaches of Policy 5.13.1 If a Club does not comply with the above stipulations, shows a lack of responsibility or financial accountability, or behaves in a manner that is detrimental to or jeopardizes the reputation of the UBCSUO, The UBCSUO Board of Directors has the authority to take measure it deems necessary to rectify the situation 5.13.2 The UBCSUO Board of Directors must deliver a written warning to the Club, and give the Club an opportunity to correct the situation within a reasonable period of time, where “reasonable” is left to the discretion of the UBCSUO Board of Directors 5.13.3 If the Club fails to rectify the situation, then the UBCSUO Board of Directors may, at the earliest possible convenience and with reasonable evidence, freeze all funds the Club has on account with UBCSUO, and withhold all Club privileges until the situation is deemed resolved by the UBCSUO Board of Directors 5.13.4 If the situation is unable to be resolved, the UBCSUO Board of Directors may dissolve the Club by attaining a 3⁄4 majority vote at a UBCSUO Board of Directors meeting (unless the Club is in debt)


Course Union Policy 5.6. General Criteria

5.6.1.

Course Union membership shall consist of students registered in a recognized program provided by the Institution.

5.6.2.

Membership, requirements, and/or aims and purposes may not discriminate on the basis of race, religion, national origin, class, ability, age, gender or sexual orientation.

5.6.3.

Course Unions must have a minimum of five active members, who will be considered the Course Union’s Executive.

5.6.4.

All printed material must bear the name and/or logo of the UBCSUO as well as the Course Union Name.

5.6.5.

The Course Union Executives must include two signing authorities, one of which being the contact person representing the Course Union as a whole. A person selected as a signing authority should not be a signing authority for any other Club or Course Union.

5.6.6.

Verbal and/or written minutes from all Course Union meetings will be forwarded to member of the Executive upon request.

5.6.7.

The Course Union Executives will meet with the Services Coordinator upon request.

5.7. New Course Union

5.7.1.

Students interested in organizing a new Course Union should meet with the UBCSUO Services Coordinator to fill out the registration form. The two (maximum three) signing authorities shall be considered as acting Executive until the first regular meeting of the Course Union, at which either the existing Executive receives ratification or a new Executive is elected.

5.7.2.

Course Union Executives must read and understand this policy statement before signing the registration form.


5.7.3.

Course Union Executives should be present when their Course Union registration is brought before the UBCSUO Board of Directors for approval. They will also submit a declaration of the aims and purposes of the proposed Course Union at this time.

5.7.4.

Appeals of UBCSUO decisions can be made through any UBCSUO elected representative at any meeting of the UBCSUO Board of Directors or UBCSUO General Meeting.

5.8. Renewing Course Unions

5.8.1.

New officers must update registration forms within a 12 month period. The aims and purposes of the Course Union must remain the same if the Course Union funds are to be carried over from the previous academic year. If a Course Union does not re-register within June 1st of a full fiscal year, it will be considered dissolved (unless it has incurred a deficit), and all remaining funds will be transferred to the UBCSUO Course Union account.

5.8.2.

Course Union must hold an Annual General Meeting (AGM) within two (2) weeks of their registration to elect the Course Union’s Executive. The AGM must be advertised with a minimum of ten (10) posters. Voting for Executive members must be open to all students within the appropriate degree, diploma, certificate or developmental program who demonstrate a willingness to be a part of the Course Union.

5.8.3.

A Course Union cannot be renewed if the UBCSUO, due to a serious breach against policy, has forcibly dissolved it unless a new Executive has been elected.

5.9. Finances

5.9.1.

All Course Union monies will be deposited in trust into the UBCSUO Course Union account.

5.9.2.

To access the Course Union account, the Course Union shall name at least two signing authorities (no more than three), who shall be authorized to fill out UBCSUO Cheque Requisition forms, which shall be submitted to the UBCSUO financial assistant along with appropriate documentation identifying and explaining the expenditure. The cheque shall be made ready, pending final approval by the UBCSUO Executive signing authorities.


5.9.3.

Any monies remaining in the Course Union account at the end of the academic year will not be carried over to the next year until the Course Union submits a new registration form.

5.9.4.

Any Course Union maintaining a separate bank account must turn the contents of said account over to the UBCSUO, and may, at the discretion of the UBCSUO, face a fine and/or suspension of fundraising and activity privileges. The amount of the fine and the length of the suspension will be determined by the UBCSUO.

5.9.5.

Any Course Union incurring a deficit will forfeit 25% of all revenue until a balance of zero is achieved.

5.10. Course Union Funding

Course Unions are subject to the same funding policies that govern Clubs (See 5.4 – 5.4.6.1) 5.11. Course Union Dissolution

5.11.1.

At a Course Union regular meeting, the Course Union members may vote on a motion of no-confidence in either individual or multiple Course Union Executives. During the voting portion of the meeting a member of the UBCSUO must be present. If a 3⁄4 majority of members support a motion of no-confidence, any vacant positions can be filled by appointment during that meeting.

5.11.2.

If a Course Union does not comply with the above stipulations, shows a lack of responsibility or financial accountability, or behaves in a manner that is detrimental to or jeopardizes the reputation of the UBCSUO, the UBCSUO must deliver a written warning to the Course Union and give the Course Union an opportunity to correct the situation within a reasonable period of time, where “reasonable” is left to the discretion of the UBCSUO. If the Course Union fails to rectify the situation, then the UBCSUO may, at the earliest possible convenience and with reasonable evidence, freeze all funds the Course Union has on account with the UBCSUO, and withhold all fundraising and events privileges until the situation is deemed resolved by the UBCSUO. If the situation is unable to be resolved, the UBCSUO may dissolve the Course Union by attaining a 3⁄4 majority vote at a UBCSUO meeting unless the Course Union is in deficit.


Women Students’ Issues Policy

The UBCSUO declares that women students have the right to:

1. Freedom of choice of lifestyle, employment, and education as full and equal participants in Canadian society; 2. Access post-secondary education 3. Employment, and the right to equal opportunity of employment with equal pay for work of equal value 4. Access full, government subsidized, quality day-care, provided by adequately trained and paid child care

workers, since access to education is limited by a lack thereof 5. Financial student assistance programs, which meet the needs of full-time students, part-time students, and

single parents, the majority of whom are women, and which does not require dependence on their parents or spouse

6. Academic counseling which informs women of all educational and employment opportunities available, in order to actively combat the streaming of women into traditional fields

7. Organize as women, since women’s organizations within the student movement are necessary to actively raise the issues faced by women students, to provide a place for all women to develop organizational and political skills, and to provide a forum where all women can develop a sense of unity and cooperation

8. A student organization, which recognizes, promotes and funds a women’s organization on campus to facilitate involvement in women’s issues

9. An education through non-sexist instruction, textbooks and materials, recognizing that some literature and materials must be viewed relative to their historical or social context but that all instruction, contemporary textbooks and materials should be free of sexual stereotyping and discrimination

10. An educational environment free of advertisements, entertainment programming and/or materials, which promote violence against women, sexual stereotyping and/or discrimination

11. Control their own bodies, including but not limited to:

i. Access to safe, reliable birth control and family planning information and the right of choice in the method;

ii. Access to quality health services and counseling which meet the needs of women students and respect a woman’s control of her body;

iii. Access to a full range of options and to be able to freely exercise whatever decision she makes in the case of pregnancy;

iv. Freedom of expression of sexual orientation;- freedom from sexual assault and all other forms of violence; and

v. The right to an educational environment free of sexual harassment.


Declaration of Aboriginal Students’ Rights The UBCSUO recognizes and fully supports Aboriginal Peoples’ inherent rights and titles, including:

i. The right to self-determination; ii. The right to self-identification as Aboriginal; iii. The right to an education free from harassment and prejudice

In support of this policy, the UBCSUO:

i. Supports the efforts of Aboriginal People in Canada to obtain justice through recognition by the Canadian government of these rights, and through a just settlement of claims;

ii. Opposes any efforts or actions undertaken by governments, institutions, groups, or individuals, which undermine these rights.

The UBCSUO supports and encourages:

i. Aboriginal control of Aboriginal post-secondary education:- school courses in Aboriginal studies, including language, history, culture and technology

ii. Hiring and training of more Aboriginal teachers, instructors and professors iii. Inclusion of Aboriginal parents, elders and educators in education of Aboriginal children iv. Special support programs, with adequate government funding, for Aboriginal students, such as counseling,

substance abuse education, remedial education and retention programs v. Aboriginal language instruction for pre-school through post-secondary education vi. Recognition by the federal government of its responsibility to fund Aboriginal education vii. Access to Aboriginal resource centres and student services administered by and for Aboriginal people viii. Use of traditional knowledge within educational institutions and the values of traditional knowledge to all

people ix. Aboriginal student involvement in the hiring of Aboriginal staff and faculty x. Culturally relevant events, ceremonies and rituals at education institutes xi. Fully funded regional campuses and centres that ensure the right of Aboriginal students to have access to

post-secondary education in their home communities and classroom


Tuition Fees Policy

Preamble

Education is a fundamental right of every human being without distinction of race, gender, age, religion, sexual orientation, political belief, economic, and social condition. User fees, in the form of tuition fees and ancillary fees constitute a barrier to accessing post-secondary education. In 1948, the Government of Canada signed the Universal Declaration of Human Rights that states, “Everyone has the right to education”. In 1976, Canada signed the International Covenant on Economic, Social and Cultural Rights that states, “Higher education shall be made equally accessible to all, on the basis of capacity, by every appropriate means, and in particular by the progressive introduction of free education”. The cost of post-secondary education and increasing debt levels are significant factors in the decision students make about whether or not to continue their studies beyond high school. It should be recognized that students from low-income backgrounds are much more likely to be affected by financial issues when deciding whether to pursue post-secondary education. It should also be recognized that these financial barriers disproportionately affect traditionally marginalized groups in our society. Students participating in post-secondary education may face considerable financial barriers, including housing, transportation, and user fees. In addition, many students may forgo job earnings to attend a post-secondary institution. Of these, user fees account for the greatest up-front, universal barrier to obtaining a post-secondary education in Canada. It is the responsibility of governments to fully fund post-secondary education. In the absence of adequate funding, post-secondary institutions often rely on private sources, such as user fees.

Policy

The UBCSUO believes that a universally accessible post-secondary education system will only be achieved once financial barriers to obtaining that education are eliminated. In particular, this requires that post-secondary education be entirely publicly funded, user fees are non-existent, and students have access to student financial assistance for living expenses in the form of non-repayable grants. In the case where tuition fees do exist, the UBCSUO supports their elimination beginning with tuition fee freezes, followed by progressive reductions. The UBCSUO opposes the differentiation of fees on the basis of program, country or province of origin or student status, or for any other reason. The UBCSUO opposes the justification that increased student financial assistance can offset the effects of higher tuition fees. In particular, the UBCSUO opposes any form of income contingent student loan repayment schemes, as they are designed to facilitate a system of individual fees in which students pay the full cost of post-secondary education, and invariably result in massive tuition fee increases.


Policy on Board of Directors Meetings

Preamble

The purpose of this policy is to ensure that UBCSUO’s Board of Directors meetings are facilitated in a manner that is professional and efficiently coordinated.

Article 1: Motions

1. All motions that are digitally transferred must be submitted to the Executive Assistant and Governance Officer by 4:00 PM on the Thursday before the meeting.

2. All motions that are faxed, or personally submitted to the organizer must be received by the Executive Assistant and Governance Officer by 2:00 PM on the Thursday before the meeting.

3. Motions that are submitted to any other staff member or member of the Executive/Council must meet the requirements set forth in Article 1, Section 1.

4. All Motions must have at least a mover to be included within the Agenda 5. All motions that fail to meet the requirements set forth in Sections 1, 2, and 3 of Article 1 will not be

considered on the current agenda. Article 2: Board of Director Reports

1. Every member of the Executive must submit a written report at the last meeting of every month that shall highlight his or her council related activities for that month. These reports must be digitally transferred to the organizer by 4:00 PM on the Thursday before the meeting.

2. Every member of the council who is not a member of the Executive must give an oral report at the last meeting of every month that shall highlight his or her council related activities for that month. Any member of council who is not a member of the Executive and who fails to provide a verbal report at the last meeting of the month must submit a written report at the next council meeting that shall highlight his or her council- related activities for that month.

3. Failure to comply with sections 1 and 2 of article 2 will result in a loss of honoraria.

Article 3: Presentations

1. Presentations given to council will be limited to time period of five-minutes. This does not include a question and answer period, which may follow the five-minute allotment for presentations.

2. Any individual or organization that wishes to present to council on subject matter that is not directly related to matters regarding the Students’ Union must first present his/her/their materials to the Executive who will decide if he/she/they shall be permitted to present to the Board of Directors.


Nominations and Elections Policy

1. This Policy may be referred to as the “Elections Policy.” 2. For the purpose of this policy: “candidate” means any individual whose nomination is accepted under this

policy; “campaign” means any planned or organized act by or on behalf of any individual candidate which is calculated to gain support for their election; “campaigning” refers to any planned or organized act by or on behalf of any candidate, which has the intent of garnering support for said candidate’s bid for office; “pre-campaigning” means public lobbying in support of any candidate during the nomination period and prior to the commencement of the campaign period; “campaign expense” means any and all expenditures by or on a candidate’s behalf for election advertising, equipment, or other expenditures associated with the campaign; “committee” means the group of four (4) people convened to rule on an appeal; “Board of Directors” means all voting members of the Students’ Union Board of Directors as stated in the By-Laws of the Students’ Union’s Constitution; “C.R.O.” means the Chief Returning Officer of the Students’ Union ;“D.R.O.” means a Deputy Returning Officer of the Students’ Union; “member” means a full or associate member of the Students’ Union as setout in the By-laws of the Constitution, unless stated otherwise; “Students’ Union” refers to UBCSUO Okanagan; “joke candidate” refers to a candidate that chooses not to use his or her given name, or a reasonable derivative of their given name.

General Election

3. There shall be an annual general election for the Students’ Union during the month of March 4. A Chief Returning officer shall be selected by Board of Directors, or where Board of Directors is unable, by the

Executive, no less than three (3) weeks prior to the intended date of the election. The Board of Directors, or where Board of Directors is unable, by the Executive shall also nominate a minimum of three (3) D.R.O.s.

5. Offices contested in the General Election are those which constitute the Students’ Union Board of Directors

and Executive. 6. Every Member of the Students’ Union shall be eligible to vote for these positions except the Chief Returning

officer, who shall vote only in the event that two (2) or more candidates receive an equality of votes.

Opening of Nominations & Qualifications

7. Subject to section 3, the deadline for nominations shall be 1600 hours on the Friday before the week of the campaign period.

8. The Chief Returning Officer shall be responsible for advertising the opening of nominations for those

positions to be contested in the General Election.


9. No less than ten days business days prior to the candidates’ meeting, nomination forms shall be made available for download via the Students’ Union website and in the office. The nomination form shall include:

i. The dates of the election ii. A list of the positions vacant iii. The dates for the opening and closing of nominations iv. A brief description of the nomination process v. A list of locations where nominating forms can be obtained, and vi. The name of the C.R.O.

Publication dates allowing, advertising in the Phoenix newspaper shall begin prior to the opening of

nominations.

10. Where the requirements of section 9 have not or can not be met, the C.R.O. shall first determine if other forms of advertising can reasonably inform Members of the opening of nominations, and where the answer is affirmative shall use those other forms of advertising.

11. A person who is nominated for a position must be a Students’ Union member.

Nominations & Qualifications

12. Nomination of candidates shall be in writing, and shall contain:

i. The signature and student identification number of at least ten (10) nominators who shall each be members of the Students’ Union;

ii. A signed document indicating the name which they wish to appear on the ballot; iii. Prior to the close of nomination, the candidate must submit proof from the Registrar attesting that the

candidate is a registered student in “good standing”, as defined by UBCO.

13. No individual may nominate more than one (1) candidate for the same position, and where a nominator has done so all of their nominations for that position shall be declared void. There shall be an exception for the positions of Director at Large, in which an individual may nominate a maximum of two (2) candidates per campus.

14. No individual may simultaneously contest more than one (1) of the positions listed in section 5 of this policy.

15. Complete nominations, containing all material described in section 21, must be received no later than 1600

hours on the last day of Nomination Week at the Students’ Union office. It is the sole responsibility of nominees to ensure the completeness and accuracy of their nominations.

16. Where, at the deadline for nominations, a nomination fails to fully comply with any part of section 12,

the nomination shall be summarily rejected. 17. Where, within three (3) days following the deadline for nominations, a nomination is found by the C.R.O. to fail

to comply with section 12 (a), the nomination of that individual shall be summarily rejected. 18. Following the closing of nominations, the C.R.O. shall immediately schedule a meeting for all candidates.


19. All candidates shall attend the candidates’ orientation session. The C.R.O. may exempt individuals from attendance under extenuating circumstances, but only if the individual requesting an exemption does so prior to the meeting, or informs the C.R.O. of an emergency for which no notice could be given. Candidates notable to attend should arrange for a representative of his/her campaign to be present at the meeting.

20. Where a candidate fails to comply with section 19, the candidate shall be disqualified by the C.R.O. 21. At the candidate’s meeting the C.R.O. shall:

i. Review elections policy, rules and regulations, and respond to questions about the same; ii. Announce the time and date of the forum (if there is to be one); iii. Review specific policy relating to campaign material, table bookings, complaints and appeals. iv. Clearly state her/his penalty structure for any campaign violations.

22. Following the close of the nominations, and no less than one (1) week prior to the date of the election, the

following information shall be displayed on 11” x 17” posters at no less than fifteen (15) locations at each UBCSUO campus:

i. The dates of the election ii. A list of candidates nominated, including the legal names of all candidates and the names, which will

appear on the ballot, displayed alphabetically by position nominated for iii. Operating hours and locations of polling stations iv. A brief description of the elections process, and v. The name of the C.R.O. and D.R.O.s.

23. Following the close of nominations, and no less than one (1) week prior to the date of the election, an

advertisement shall be placed in the student newspaper (publication dates permitting) containing the information specified in section 26,and a suitable number of like advertisements shall be aired over the student radio station (if in operation). If the Phoenix publication date does not correspond with the election times the C.R.O. make seek applicable advertising space elsewhere.

Pre-Campaigning

24. No Member shall campaign prior to the opening of campaigning. 25. Notwithstanding section 28, an individual seeking nomination, or a candidate, may:

i. Solicit nominations from no more than fifty (50) students ii. Consult privately with other members regarding their campaign iii. Consult with the C.R.O. or D.R.O.s; iv. Consult with any official, employee or Executive member of the Students’ Union or the Institution v. Privately prepare draft campaign materials vi. Privately prepare campaign materials vii. Make any booking or arrangement approved by the C.R.O.


Campaigning

26. Subject to section 3 (a), campaigning shall begin at 0900 hours on a day selected by the C.R.O. following Nomination period and shall conclude at the end of the polling period.

27. Each individual candidate is required to act reasonably, responsibly and in good faith, and specifically is

required to:

i. Ensure that all candidates and their volunteers are aware of, and comply with, all policies, rules, and regulations be responsible to the C.R.O. for the conduct of its volunteers

ii. Report any breach of policy, rule or regulation iii. Comply with all Institution regulations, including those of Physical Plant and Institution residences iv. Communicate with Institution officials only through, or with the approval of, the C.R.O.

28. No official student group (i.e. Clubs and course unions registered with the Students’ Union) shall provide any

campaign with the resources of their group. Where a student group violates this section, the campaign that benefits from their violation shall be penalized.

The Board of Directors and Executive members are not permitted to actively support any candidate in any UBCSUO space, including but not limited to the Students’ Union Offices, Resource Centres, the Student Pub, the Student Lounge, or Boardroom.

29. Not withstanding section 39, no member of the Board of Directors shall provide any campaign with

the resources of the Students’ Union.

30. No campaign shall collude with another campaign, whether prior to, during or following the campaign period.

31. Where property belonging to the Institution, the Students’ Union, or any third party is damaged by any candidate or volunteer of a candidate’s campaign, the candidate(s) from that campaign shall be personally liable for that damage.

32. No individual may campaign:

i. In a business or service owned or operated by the Students’ Union ii. Off-campus iii. In a classroom during a class period without first obtaining the permission of the instructor.

33. Any candidate campaigning during polling shall adhere to the following guidelines:

i. Candidates must remain ten (10) meters away from polling stations during all polling hours ii. Campaign materials can only be posted and/or distributed at least ten(10) meters away from polling

stations during all polling hours iii. If candidates and materials our out of the line of sight the space restriction shall be 5 meters rather than

10 meters.


34. All individuals, including candidates and volunteers, campaigning or attending a forum are required to act in a reasonable and responsible manner, and specifically no one shall:

i. Prevent a candidate from speaking to another member of the Association by interrupting the

conversation or invading the candidates personal space ii. Threaten the safety of another individual, including a candidate iii. Make any public statement, which deliberately misrepresents facts, or is libelous, slanderous, obscene,

or patently unfair to a candidate, and/or campaign. 35. Campaigns may participate in forums organized by other campus groups, but no candidate shall participate

in a forum unless all candidates for a given position have received an invitation to attend and participate. 36. All campaign materials must be approved in form, content and cost by the C.R.O. before they may be used in

a campaign. The C.R.O. shall normally approve campaign material in the form of posters, pamphlets, electronic or web-based materials, ribbons, and buttons. Only those posters approved by the C.R.O. and stamped by the Students’ Union may be displayed on campus grounds.

37. The C.R.O. shall not approve campaign materials which: i. Contain libel or slander

ii. Are factually incorrect iii. Violate any federal or provincial statute. 38. Where the C.R.O. determines that campaign material which has not been approved under section 39 of

this policy is being distributed, displayed or used by a candidate, and/or campaign, then the C.R.O. will order the material immediately withdrawn or removed and shall confiscate the material from the candidate, and/or campaign for a period of not less than 24 hours.

39. Each candidate shall be allowed to photocopy or manufacture fifty (50) posters free of charge through the

facilities of the Students’ Union.

i. No poster manufactured for poster boards may be larger than 11” x 17” ii. The acceptance of all other campaign materials shall be decided upon by the C.R.O.

40. Election posters shall only be displayed on UBCSUO and the Institution’s bulletin boards, or in such locations

as may be decided upon by the CRO at the time the election is called.

Candidates are responsible for seeking the permission from specific Clubs, course unions or departments on campus to post campaign materials on bulletin boards pre-designated to these groups on campus.

41. No candidate or volunteer shall cover, remove, alter or deface any campaign poster belonging to any other

campaign. 42. All campaign materials must be removed by 1600 hours on the last day of voting. 43. All campaign material must be removed, and all campaigning activities must end by no less than 12 hours

before the opening of the polls on the first day of voting. Failure to comply will result in disqualification from the election.


44. Campaigning expenditures shall not exceed seventy-five (75) dollars per candidate. 45. Each candidate shall fully disclose his/her campaign finances to the C.R.O. prior to the final day of

campaigning. 46. The Students’ Union will reimburse each candidate or campaign for up to a maximum of twenty-five

(25) dollars per individual providing that individual completes the election and pending submission of receipts of campaign expenses. All campaign expenses must be validated by the C.R.O. and/or UBCSUO Executive member prior to reimbursement.

47. All tables for the use of campaigning shall be booked by the C.R.O. in advance of the all candidates’

meeting. All tables shall be designated for the use of candidates via a lottery system at the all candidates’ meeting.

i. Candidates shall select a random number upon entering the candidates’ meeting. These numbers

designate the order of selection of table assignments. ii. The assignments will run from midnight until 11:59 am, and from 12:00 PM until 11:50 PM respectively. iii. Candidates will choose table assignments in rotation until all available assignments have been filled. iv. Candidates may choose to trade table assignments with each other pending approval of the C.R.O.

48. A public forum shall be held on the 4th day of campaigning. The forum shall be open to all students and shall be held in a lecture room and at a time as designated by the CRO.

i. The forum shall be moderated by the CRO or CRO-designate. The moderator reserves the right to call

questions or discussion out-of-order. The moderator shall take official time and notify the speakers of their time restrictions.

ii. Speeches will begin with Advocacy Representative candidates, followed by Director-at-Large candidates, followed by Graduate Student Representative candidates, and then candidates for the Meeting Chair, ending with Executive candidates. Speeches will be delivered in alphabetical order according to the last names of the candidates.

iii. Speeches should not exceed 3 (three) minutes in length. Candidates are not required to speak. iv. All candidates shall be given the opportunity following the last speech to ask one question of any

candidate. Questions should be limited to 30 seconds in length; responses should be limited to one (1) minute.

v. A 20-minute question period shall follow the candidates’ question period, during which the public may ask questions of the present candidates.

vi. All candidates’ answers should be limited to two (2) minutes. Voting

49. Each member of the Students’ Union shall be allowed to cast one (1) secret, non-transferable ballot, and the ballot will entitle each voter to make one (1) choice for each position, with the exception of the positions where each voter can choose multiple candidates.

50. Advanced polling stations shall be established in the Students’ Union offices.


51. Voting shall be conducted at locations and times determined by the C.R.O., and the C.R.O. shall advertise the

same.

52. A campaign will be administered by the C.R.O. during voting days encouraging students to vote.

i. The campaign will operate on a budget of $200 as paid for by the Students’ Union ii. The campaign will operate impartially. iii. The campaign will not bear the official colours or logos of any candidates.

53. There shall not be more than one voter’s list at one campus at one time, unless the C.R.O. determines

otherwise. 54. At each poll there shall be two (2) Poll Clerks in attendance at all times. When, for any reason, only one (1) Poll

Clerk is in attendance, balloting shall cease. 55. Poll Clerks shall not be volunteers or campaign representatives for any participating candidate or campaign.

A list of Poll Clerks must be submitted in writing to UBCSUO no less than twenty-four (24) hours prior to the established voting days.

56. A candidate shall be declared elected if they receive the most votes for that position. 57. If there is only one (1) candidate standing in for a given position, or if there are four (4) or fewer candidates

standing for a Member at Large position, the electors shall be offered a yes/no choice. The candidate(s) shall be considered elected if, abstentions ignored, they have achieved a simple majority in the yes/no vote.

58. The C.R.O. shall provide for the secure handling and transportation of ballots. 59. During voting, candidates may encourage voting, but may not campaign. Candidates shall only be present at a

polling station for the purposes of voting. 60. f a candidate, contesting an election as a ‘joke candidate’, is elected, that position will be contested in the

event of a by-election. If a by-election does not take place, the said position will be appointed by the Union.

Ballot Counting and Recounts

61. Each campaign is permitted to have one (1) scrutinizer present at the counting of ballots, provided that once they have entered the room where the counting will take place, they may not leave the facility until the completion of counting.

62. The C.R.O. or at least one (1) designated D.R.O. shall supervise the ballot counting process, and shall:

i. Post election results within forty-eight (48) hours of all complaints and appeals having been resolved; ii. Seal ballot boxes until all complaints and appeals have been resolved; iii. Store the ballots in a locked container or room for a period of at least one (1) week after the last recount

has been completed. iv. Ensure the ballot counting process be completed the same day it is begun.


63. A request for a recount shall be granted where:

i. The request is in writing and signed by a candidate who is contesting the particular position ii. The request is submitted to the C.R.O. three (3) days of the posting of the election results, weekends

and statutory holidays excluded iii. The difference between the candidates for any one position is less than three percent (3%) of the total

votes cast for the position iv. The C.R.O. deems it necessary.

64. The C.R.O. may initiate a recount independently. Upon the decision by the C.R.O. to hold a recount, the

C.R.O. must immediately inform all candidates that a recount will occur.

Breach of Policy

65. The C.R.O. is empowered to investigate and rule upon any breach of this policy 66. Any Member may allege a breach of this policy, or any other policy, rule, regulation or order related

to elections. 67. The C.R.O. shall be responsible for preparing and making available any forms or information pertaining

to policy breaches. 68. No complaint shall be considered by the C.R.O. unless it is in writing and is received within twenty-four (24) hours of the discovery of the alleged breach and shall include all of the following:

i. The name and student identification number of the complainant ii. The specific section number that has been breached iii. The specific campaign or individual, including the C.R.O. that is alleged to be in breach iv. The specific facts, which constitute the alleged breach v. The evidence for these facts

69. Where a complaint is received and found to be complete, the C.R.O. shall investigate the facts, and shall

rule on the complaint in writing within twenty-four (24) hours upon the receipt of the complaint. All allegations of policy violations or misconduct on the part of a candidate or campaign must be received within two (2) working days of the closing of the polls.

70. Any ruling of the C.R.O. shall be posted at both Students’ Union offices and shall contain:

i. A summary of the allegation ii. A summary of the parties to the complaint iii. Where the C.R.O. fails to possess jurisdiction, a summary of the reasons for this finding iv. A listing of all applicable policies, rules, regulations, or orders that apply v. A finding regarding the facts vi. A ruling regarding the alleged breach vii. The penalty assigned viii. The time the ruling was posted ix. The time limit on any appeal


71. Where a breach has occurred and that breach has provided an unfair advantage to a candidate and/or campaign, the C.R.O. shall assign a penalty. Penalties available to the C.R.O. include, but are not limited to:

i. Fiscal fines to the candidate(s) potential election budget ii. The confiscation or destruction of campaign materials iii. Limits, restrictions and prohibitions on any type of campaigning, for any period of time iv. Disqualification.

72. A campaign or candidate shall be disqualified where they commit a serious breach that:

i. Cannot be counter-balanced by a lesser penalty ii. Is malicious or substantially prejudicial to another campaign iii. Involves tampering with ballots, balloting, voting or counting procedures iv. Involves repeated violations.

73. In the event that the complaint is laid against the C.R.O., the complaint shall be considered by Board of

Directors. Any Board of Directors member will abstain from voting if she/he is in a conflict of interest, as stated in section 79 of this policy.

Initiating an Appeal

74. Any decision of the C.R.O. may be appealed by any party to the original complaint. 75. An appeal will not be considered unless it is in writing and is received within twenty-four (24) hours of the

ruling being posted and the appeal indicates all of the following:

i. The name and student identification number of the appellant ii. The ruling being appealed iii. The reason for the appeal, including specifically any errors in interpretation or application found in the ruling iv. The ruling sought from the C.R.O.

76. Where an appeal is received and found to be complete, the C.R.O. shall convene a hearing within twenty-four

(24) hours of receiving the appeal. 77. The hearing will be held in front of a Committee, consisting of four (4) students, assembled by the Board of

Directors prior to the commencement of nomination week, and chaired by the C.R.O. 78. The members of the Committee shall not participate if a conflict of interest exists between them and any party to

the appeal. The C.R.O. can expel a member of the Committee if she/he deems the member to be in conflict of interest.


79. A conflict of interest shall include, but is not limited to:

i. Being a running candidate in the said election

80. The Chair shall explain any procedures to be followed to the parties involved, including any time limits to presentations or examinations.

81. Any party to an appeal may choose to be represented for all or part of the hearing.

Appeal Hearing Process

82. The appellant shall be presented with the opportunity to:

i. Make any oral or written presentations ii. Call and examine witnesses iii. Present any evidence.

83. During the appellant presentations and examinations, the Committee may intervene with questions. 84. Following the examination of a witness, the respondent shall have the opportunity to cross-examine. 85. The respondent shall follow the same procedure at the completion of the appellant’s presentations. 86. The Committee shall offer first the appellant, then the respondent, the opportunity to make a closing

statement. 87. The Committee shall retire for deliberations in camera, and shall rule in writing within twenty-four (24) hours

of the hearing. 88. The C.R.O. will vote only in the event of a tie. 89. All rulings shall be posted, as per section 70, outside the Students’ Union offices. 90. No appeal exists from a ruling of the Committee on an election matter.

Finalisation of Elections

91. The C.R.O. shall give a written report to Board of Directors no more than two (2) weeks after the close of the election. Failure to do so will result in a withholding of honoraria.

By-election

92. A by-election must be held for the purpose of filling any vacancies on the UBCSUO Board of Directors with the exception of the role of the meeting chair.


93. The following exceptions shall be made to the Elections Policy for the purpose of a by-election:

i. The nomination period for a by-election shall last 5 business days. ii. Campaigning shall last 4 business days, and shall begin the business day following the end of the

nomination period. iii. Voting shall take place the business day following the end of the campaign period and shall be open for

a minimum of 10 hours. The voting period will last only one business day.

Documents

UBCSUO Policy Manual