UBC Students Union Okanagan Course Union Policy

September 2006
5.6 General Criteria

5.6.1) Course Union membership shall consist of students registered in a recognised 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 Unions 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 organising a New Course Union should meet with the 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.

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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 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. 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 Club and 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 Unions 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 breech against policy, has forcibly dissolved it unless a new Executive has been elected. 5.9 Finances

5.9.1) All Course Union moneys will be deposited in trust into the UBCSUO Club and 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 authorised 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 mad ready, pending final approval by the UBCSUO executive signing authorities. 5.9.3) Any moneys 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

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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

5.10.1) Any Course Union requires additional UBCSUO funding for an event, where the event is defined as: i) An event that is in the interest of, or is beneficial to the Course Union; and where the cost of the event is unaffordable and UBCSUO funding would reduce ticket prices in order to make the event affordable to students. *Note: Expenses for personal items will NOT be considered as part of the cost for the event. 5.10.2) The Course Union requesting the funding must bring a written proposal and budget to a scheduled UBCSUO meeting at least one week prior to the event. It will be at the discretion of the UBCSUO if and how the funds are to be provided, to maximum of $800.oo per academic year. This full grant will be given until the Club and Course Union budget is depleted. Any surplus will be carried over to the following academic year. At the discretion of the UBCSUO, the Club should have at least 50% of the event funding on account or have a detailed fundraising plan before an application will be considered. 5.10.3) The Course Union may request a statement of account by having a Course Union representative request it from the UBCSUO Financial Assistant. 5.10.4) Any new or renewing Course Union, pending registration, will be granted a startup grant of $100.oo, credited to their account by UBCSUO. Any renewing course union pending re-registration will be granted a renewal grant of $50.oo, credited to their account by UBCSUO. 5.10.5) Course Unions will be allowed photocopies of up to 500 (8.5 x 11) posters per semester. Any additional paper or supplies needed may be purchased through UBCSUO. 5.10.6) Any literature posted or distributed by a Course Union must be approved and stamped by an UBCSUO staff member or designate prior to it being posted and/or distributed. Any literature posted or distributed by a Course Union is subject to UBCSUO Policy and Procedures on Discrimination and Harassment. 5.10.7) Any literature posted or distributed by a Course Union must be cleaned up / removed within three days following the event, or the Course Union may be charged a fine. 5.10.8) Barbecues must be cleaned and refilled after each use. Failure to do so will result in the Course Union having their Barbecue privileges revoked.

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5.11

Course Union Dissolution

5.11.1) At a Course Union regular meeting, the Course Union members may vote on a motion of non-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 majority of members support a motion of non-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 jeopardises 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 majority vote at a UBCSUO meeting unless the Course Union is in deficit.