CUS Code of Procedure (Rev. 09 - 09 - 14) PDF

Code of rocedure
!" $%&
Commerce undergraduaLe SocleLy of u8C vancouver

'( $! &)%*)+& $%& ,*-.& !" $%& /*.0&1 /+%!!- !" 2.34)&33 2*+%&-!1 !" 5!66&1+& 0&71&&
8%4-& +.-$4,*$4)7 $%& 9&13!)*-: 91!"&334!)*- *)0 *+*0&64+ 3.++&33 !" 3$.0&)$3;<

Code of rocedure
LasL 8evlsed: SepLember 9
Lh
2014

age 2 of 69

Introduct|on and Scope .............................................................................. 6 Art|c|e 1:
ueflnlLlons ..................................................................................................................... 6 SecLlon 1.01:
!urlsdlcLlon .................................................................................................................... 7 SecLlon 1.02:
AmendmenL ................................................................................................................... 7 SecLlon 1.03:
Suspenslon .................................................................................................................... 7 SecLlon 1.04:
Summarles ..................................................................................................................... 7 SecLlon 1.03:
Culdellnes ...................................................................................................................... 7 SecLlon 1.06:
8oard of D|rectors and Lxecut|ve Counc|| rocedures o||cy ....................... 7 Art|c|e 2:
owers of Lhe Chalrpersons of Lhe 8oard of ulrecLors and LxecuLlve Councll .............. 7 SecLlon 2.01:
AuLhorlLy Lo Cverrule Lhe Chalrperson ......................................................................... 8 SecLlon 2.02:
AppolnLmenL of Lhe 8oard of ulrecLors Chalrperson and vlce-Chalrperson ................. 8 SecLlon 2.03:
AppolnLmenL of Lhe LxecuLlve Councll Chalrperson and vlce-Chalrperson .................. 8 SecLlon 2.04:
Cuorum ......................................................................................................................... 8 SecLlon 2.03:
MeeLlng Agendas ........................................................................................................... 9 SecLlon 2.06:
Speaklng rlvlleges and Agenda SLrucLure .................................................................... 9 SecLlon 2.07:
voLlng and 8ecords of voLes ....................................................................................... 13 SecLlon 2.08:
MeeLlng LocaLlons ....................................................................................................... 14 SecLlon 2.09:
ubllc ALLendance of MeeLlngs ................................................................................... 14 SecLlon 2.10:
arLlclpaLlon ln MeeLlngs Lhrough LlecLronlc Means .................................................. 14 SecLlon 2.11:
AppolnLmenL of roxles ............................................................................................... 14 SecLlon 2.12:
SecreLary of Lhe 8oard of ulrecLors and LxecuLlve Councll ......................................... 13 SecLlon 2.13:
8oard of D|rectors Comm|ttee o||cy ......................................................... 16 Art|c|e 3:
urpose and naLure of 8oard of ulrecLors CommlLLees ............................................. 16 SecLlon 3.01:
CommlLLee 1erms ........................................................................................................ 16 SecLlon 3.02:
lncluslon of Lhe Ceneral Membershlp of Lhe SocleLy .................................................. 16 SecLlon 3.03:
ubllc ALLendance of CommlLLee MeeLlngs ................................................................ 17 SecLlon 3.04:
CommlLLee Cuorum .................................................................................................... 17 SecLlon 3.03:
CommlLLee AppolnLmenLs ........................................................................................... 17 SecLlon 3.06:
CommlLLee Chalrpersons ............................................................................................. 18 SecLlon 3.07:
CommlLLee Membershlp 8equlremenLs and 8esLrlcLlons ........................................... 19 SecLlon 3.08:
SLrlpplng of a CommlLLee AppolnLmenL ...................................................................... 20 SecLlon 3.09:
lrequency of MeeLlngs ................................................................................................ 20 SecLlon 3.10:
SLandlng CommlLLees 8osLer ....................................................................................... 20 SecLlon 3.11:
LxLraordlnary CommlLLees 8osLer ............................................................................... 22 SecLlon 3.12:
Ad-Poc CommlLLees .................................................................................................... 24 SecLlon 3.13:
L|ect|ons and keferenda Adm|n|strat|on o||cy .......................................... 24 Art|c|e 4:
rlnclples and AppllcaLlon ........................................................................................... 24 SecLlon 4.01:
1he LlecLlons CommlLLee ............................................................................................ 24 SecLlon 4.02:
CandldaLe LllglblllLy ..................................................................................................... 23 SecLlon 4.03:
re-nomlnaLlon rocedures ........................................................................................ 23 SecLlon 4.04:
nomlnaLlon rocess .................................................................................................... 23 SecLlon 4.03:

Code of rocedure
Lh
2014

age 3 of 69

Campalgn ConducL and rocedures ............................................................................ 26 SecLlon 4.06:
All-CandldaLes lorum(s) rocedures ........................................................................... 29 SecLlon 4.07:
voLlng rocedures ....................................................................................................... 30 SecLlon 4.08:
voLlng 8esulLs .............................................................................................................. 31 SecLlon 4.09:
1les .............................................................................................................................. 31 SecLlon 4.10:
Appeal rocedures ...................................................................................................... 32 SecLlon 4.11:
enalLles for ollcy and LlecLlons lnfracLlons .............................................................. 33 SecLlon 4.12:
LnforcemenL ................................................................................................................ 34 SecLlon 4.13:
8eferenda .................................................................................................................... 34 SecLlon 4.14:
lnvolvemenL of Lhe Cmbudsperson ln LlecLlons and 8eferenda rocedures .............. 34 SecLlon 4.13:
Invo|vement o||cy .................................................................................... 34 Art|c|e S:
LllglblllLy ...................................................................................................................... 34 SecLlon 3.01:
ConducL ....................................................................................................................... 33 SecLlon 3.02:
1ranslLlon ..................................................................................................................... 33 SecLlon 3.03:
CopyrlghL and roperLy ............................................................................................... 36 SecLlon 3.04:
8esLrlcLlons on oslLlons Peld ..................................................................................... 36 SecLlon 3.03:
CompensaLlon ............................................................................................................. 37 SecLlon 3.06:
8emoval from a oslLlon wlLhln Lhe SocleLy ................................................................ 38 SecLlon 3.07:
Lxecut|ve o||cy ......................................................................................... 38 Art|c|e 6:
LxecuLlve Councll oslLlons ......................................................................................... 38 SecLlon 6.01:
Ceneral 8esponslblllLles of an LxecuLlve ..................................................................... 39 SecLlon 6.02:
8esponslblllLles of Lhe vlce-resldenL Academlc ......................................................... 39 SecLlon 6.03:
8esponslblllLles of Lhe vlce-resldenL LngagemenL .................................................... 39 SecLlon 6.04:
8esponslblllLles of Lhe vlce-resldenL LxLernal ........................................................... 40 SecLlon 6.03:
8esponslblllLles of Lhe vlce-resldenL llnance ............................................................ 40 SecLlon 6.06:
8esponslblllLles of Lhe vlce-resldenL lnLernal ............................................................ 41 SecLlon 6.07:
8esponslblllLles of Lhe vlce-resldenL MarkeLlng ........................................................ 41 SecLlon 6.08:
n|r|ng o||cy .............................................................................................. 42 Art|c|e 7:
osLlng of a oslLlon .................................................................................................... 42 SecLlon 7.01:
Schedullng of lnLervlews ............................................................................................. 42 SecLlon 7.02:
lnLervlew CuesLlons .................................................................................................... 44 SecLlon 7.03:
Ceneral lnLervlew rocedures ..................................................................................... 44 SecLlon 7.04:
ComposlLlon of Plrlng CommlLLees ............................................................................. 43 SecLlon 7.03:
use of Croup lnLervlews .............................................................................................. 46 SecLlon 7.06:
SelecLlon rocedures ................................................................................................... 46 SecLlon 7.07:
ulsclosure of AppllcanLs' 8esulLs ln Lhe Plrlng rocess ............................................... 47 SecLlon 7.08:
Co-AppllcanLs .............................................................................................................. 48 SecLlon 7.09:
AlLernaLlve AppolnLmenLs ........................................................................................... 48 SecLlon 7.10:
8ecrulLmenL ................................................................................................................. 48 SecLlon 7.11:
LxcepLlons Lo Plrlng ollcy for volunLeer AsslsLance .................................................. 49 SecLlon 7.12:
Cverrldlng of Plrlng rocedures .................................................................................. 49 SecLlon 7.13:
ulsclosure of LxLernal lnformaLlon wlLhln Lhe Plrlng rocess ..................................... 49 SecLlon 7.14:

Code of rocedure
Lh
2014

age 4 of 69

Appeals ........................................................................................................................ 30 SecLlon 7.13:
Consequences for ollcy lnfracLlons ............................................................................ 31 SecLlon 7.16:
8rand|ng and Commun|cat|ons o||cy ........................................................ S1 Art|c|e 8:
Scope ........................................................................................................................... 31 SecLlon 8.01:
vlsual ldenLlLy of Lhe Commerce undergraduaLe SocleLy ........................................... 31 SecLlon 8.02:
vlsual ldenLlLy of Servlces under Lhe Commerce undergraduaLe SocleLy .................. 32 SecLlon 8.03:
8ebrandlng rocedures ............................................................................................... 32 SecLlon 8.04:
use of CuS MarkeLlng Channels .................................................................................. 33 SecLlon 8.03:
romoLlons .................................................................................................................. 33 SecLlon 8.06:
LxLernal CommunlcaLlons and Medla 8elaLlons .......................................................... 34 SecLlon 8.07:
LnforcemenL of Lhe 8randlng and CommunlcaLlons ollcy ......................................... 33 SecLlon 8.08:
Consequences for ollcy lnfracLlons ............................................................................ 33 SecLlon 8.09:
Lxterna| Conference Subs|dy o||cy ........................................................... S6 Art|c|e 9:
urpose and Scope ...................................................................................................... 36 SecLlon 9.01:
LllglblllLy for LxLernal Conference Subsldles ............................................................... 36 SecLlon 9.02:
LxLernal Conference CaLegorles .................................................................................. 36 SecLlon 9.03:
Subsldy LlmlLaLlons ...................................................................................................... 36 SecLlon 9.04:
Subsldy LsLlmaLlon and 8elmbursemenL rocess ....................................................... 37 SecLlon 9.03:
Corporate ke|at|ons o||cy ........................................................................ S7 Art|c|e 10:
urpose ..................................................................................................................... 37 SecLlon 10.01:
Sponsorshlp and CorporaLe 8elaLlons ....................................................................... 38 SecLlon 10.02:
8epresenLaLlon of Lhe Commerce undergraduaLe SocleLy ....................................... 38 SecLlon 10.03:
ClasslflcaLlon of Sponsors .......................................................................................... 39 SecLlon 10.04:
CommunlcaLlons ........................................................................................................ 39 SecLlon 10.03:
Access Lo Lhe 8esLrlcLed Sponsors ............................................................................. 39 SecLlon 10.06:
non-8esLrlcLed Sponsor ConLacL and Sponsorshlp ................................................... 60 SecLlon 10.07:
Lxcluslons .................................................................................................................. 60 SecLlon 10.08:
ke|mbursement o||cy ............................................................................... 60 Art|c|e 11:
urpose ..................................................................................................................... 60 SecLlon 11.01:
LlablllLy ...................................................................................................................... 60 SecLlon 11.02:
MoneLary LlmlLaLlons of 8elmbursemenL ................................................................. 61 SecLlon 11.03:
8elmbursemenL rocedures ...................................................................................... 61 SecLlon 11.04:
8eplacemenL for 8ecelpL rocedures ........................................................................ 62 SecLlon 11.03:
Slgnlng AuLhorlLy for Servlce Councll ........................................................................ 62 SecLlon 11.06:
lmproper 8elmbursemenLs ....................................................................................... 63 SecLlon 11.07:
8esLrlcLed lLems ........................................................................................................ 63 SecLlon 11.08:
Subsldlzed lLems ........................................................................................................ 64 SecLlon 11.09:
CuS Membershlp lee 8elmbursemenL ..................................................................... 64 SecLlon 11.10:
Cverrldlng owers ..................................................................................................... 63 SecLlon 11.11:
rocedures for ulspuLes and Appeal ......................................................................... 63 SecLlon 11.12:
uaLes and llscal ?ear ................................................................................................. 63 SecLlon 11.13:

Code of rocedure
Lh
2014

age 3 of 69

SysLems of 8elmbursemenL ....................................................................................... 63 SecLlon 11.14:
C|ub ke|at|ons and kecogn|t|on o||cy ....................................................... 6S Art|c|e 12:
urpose ..................................................................................................................... 66 SecLlon 12.01:
Club 8osLer ................................................................................................................ 66 SecLlon 12.02:
8equlremenLs of a Commerce Club ........................................................................... 66 SecLlon 12.03:
MaLerlals Submlsslon and Approval rocess ............................................................. 67 SecLlon 12.04:
Approved 8eneflLs for Commerce Clubs ................................................................... 68 SecLlon 12.03:
llnanclal Subsldy for Clubs ........................................................................................ 68 SecLlon 12.06:
Annual 8eglsLraLlon of Clubs ..................................................................................... 68 SecLlon 12.07:

Code of rocedure
Lh
2014

age 6 of 69

Introduct|on and Scope Art|c|e 1:
Def|n|t|ons Sect|on 1.01:
unless oLherwlse speclfled or requlred by conLexL, Lhe followlng deflnlLlons shall apply ln Lhe lnLerpreLaLlon of (A)
Lhe Code of rocedure:
(l) 1wo-Lhlrds (2/3rds) superma[orlLy" shall be Laken Lo refer Lo Lwo-Lhlrds of Lhe voLlng members who
casL a voLe elLher ln favour or opposed Lo a moLlon, buL shall noL conslder absLenLlons or absences.
(ll) AMS" shall be Laken Lo refer Lo Lhe Alma MaLer SocleLy of Lhe unlverslLy of 8rlLlsh Columbla,
vancouver, Lhe parenL organlzaLlon of Lhe SocleLy.
(lll) 8oard of ulrecLors" shall be Laken Lo refer Lo Lhe SocleLy's 8oard of ulrecLors.
(lv) Chalrperson" shall be Laken Lo refer Lo Lhe Chalrperson of Lhe 8oard of ulrecLors, LxecuLlve Councll,
or a 8oard of ulrecLors CommlLLee, as conLexL requlres, and may reasonably apply Lo Lhe vlce-
Chalrperson or AcLlng Chalrperson of LhaL enLlLy ln Lhe Chalrperson's absence where necessary.
(v) Code of rocedure" shall be Laken Lo refer Lo Lhls documenL.
(vl) ConsLlLuLlon" shall be Laken Lo refer Lo Lhe SocleLy's ConsLlLuLlon.
(vll) LlecLlon" shall be Laken Lo refer Lo an elecLlon for membershlp on Lhe 8oard of ulrecLors.
(vlll) LxecuLlve" shall be Laken Lo refer Lo a member of Lhe LxecuLlve Councll, elLher a vlce-resldenL or
Lhe resldenL, as conLexL requlres.
(lx) Ceneral consenL" shall be Laken Lo refer Lo a slLuaLlon whereln no voLlng member sLaLes an ob[ecLlon
Lo a procedural acLlon LhaL does noL conLradlcL any governlng rules, and ln whlch case no formal voLe
or moLlon shall be requlred.
(x) Member-aL-large" shall be Laken Lo refer Lo an lndlvldual ls a member of Lhe SocleLy buL who ls noL a
member of Lhe 8oard of ulrecLors or LxecuLlve Councll.
(xl) 8elevanL LxecuLlve" shall be Laken Lo refer Lo Lhe member of Lhe LxecuLlve Councll ln whose
porLfollo a servlce or responslblllLy lles.
(xll) Servlce" shall be Laken Lo refer Lo a servlce, conference, evenL, admlnlsLraLlve organlzaLlon, or any
oLher operaLlon of Lhe SocleLy.
(xlll) Slmple ma[orlLy" shall be Laken Lo refer Lo more Lhan 30 of Lhe voLlng members who casL a voLe
elLher ln favour or opposed Lo a moLlon, buL shall noL conslder absLenLlons or absences.
(xlv) SocleLy" shall be Laken Lo refer Lo Lhe Commerce undergraduaLe SocleLy of Lhe unlverslLy of 8rlLlsh
Columbla, vancouver, oLherwlse known as Lhe CuS."
ueflnlLlons provlded ln Lhe SocleLy's ConsLlLuLlon shall apply Lo Lhe exLenL LhaL Lhey are noL lnconslsLenL wlLh (8)
Lhose glven or requlred by Lhe Code of rocedure
(l) 1he deflnlLlons provlded hereln are lnLended only Lo apply Lo Lhls documenL and shall be noL be
consldered ln Lhe lnLerpreLaLlon of Lhe ConsLlLuLlon unless oLherwlse requlred by lL.

Code of rocedure
Lh
2014

age 7 of 69

Iur|sd|ct|on Sect|on 1.02:
ursuanL Lo lLs ConsLlLuLlon, Lhe SocleLy may puL ln place pracLlces and procedures of a regulaLory manner (A)
provlded Lhey remaln subservlenL Lo Lhe ConsLlLuLlon, as well as Lhe Code of rocedure, 8ylaws, and
ConsLlLuLlon Lhe AMS. 1hese procedures exlsL ln Lhe form of Lhls Code of rocedure (also referred Lo as Lhe
Code" or Code") and serve as a consolldaLed seL of pollcles.
Amendment Sect|on 1.03:
1he Code of rocedure may be amended or repealed by a Lwo-Lhlrds (2/3
rds
) superma[orlLy voLe of Lhe 8oard (A)
of ulrecLors. All amendmenLs musL be dlsLrlbuLed Lo Lhe general membershlp of Lhe SocleLy no less Lhan forLy-
elghL (48) hours ln advance of Lhe meeLlng aL whlch raLlflcaLlon of such changes ls Lo occur.
ursuanL Lo Lhe SocleLy's ConsLlLuLlon, componenLs of Lhe Code of rocedure may amend auLomaLlcally and (8)
wlLhouL dellberaLe acLlon by Lhe 8oard of ulrecLors should approprlaLe clauses exlsL wlLhln Lhe Code of
rocedure Lo ldenLlfy Lhe causal acLlon and speclflc amendmenLs Lo resulL from such an lmpeLus.
ComponenLs of Lhe formaLLlng of Lhls documenL LhaL do noL reflecL changes ln lLs conLenL may occur aL Lhe (C)
dlscreLlon of Lhe ollcy and CrganlzaLlonal uevelopmenL CommlLLee.
Suspens|on Sect|on 1.04:
ursuanL Lo Lhe ConsLlLuLlon, auLhorlLy Lo granL exempLlons Lo or suspenslons of Lhe Code of rocedure shall (A)
be noLed wlLhln lL and may oLherwlse occur by Lwo-Lhlrds (2/3rds) ma[orlLy voLe of Lhe 8oard of ulrecLors aL
any Llme, provlded, however, LhaL such exempLlons or suspenslons may apply for up Lo a perlod of Llme LhaL
does noL exLend beyond Lhe end of Lhe currenL 8oard of ulrecLors' Lerm, or one (1) monLh's Llme, whlchever ls
greaLer.
Summar|es Sect|on 1.0S:
AL lLs dlscreLlon, Lhe ollcy and CrganlzaLlonal uevelopmenL CommlLLee may, from Llme Lo Llme, publlsh (A)
absLracLs or summarles of Lhe conLenLs of Lhls documenL, whlch are Lo be unofflclal and serve solely as guldes
as Lo Lhe lnformaLlon conLalned ln Lhe Code.
Gu|de||nes Sect|on 1.06:
LxecuLlves of Lhe SocleLy may, as needed, produce guldellnes perLalnlng Lo Lhe operaLlon of varlous (A)
componenLs of Lhelr porLfollo or Lhe responslblllLles Lhey hold, provlded Lhese documenLs remaln subservlenL
Lo Lhe ConsLlLuLlon and Code of rocedure.
8oard of D|rectors and Lxecut|ve Counc|| rocedures o||cy Art|c|e 2:
owers of the Cha|rpersons of the 8oard of D|rectors and Lxecut|ve Counc|| Sect|on 2.01:
1hls pollcy shall govern Lhe proceedlngs of Lhe 8oard of ulrecLors and LxecuLlve Councll and shall provlde (A)
clarlflcaLlon beyond LhaL whlch ls provlded ln Lhe ConsLlLuLlon.
Where oLherwlse unspeclfled by a hlgher governlng documenL, regulaLlons and sLandards shall be deLermlned (8)
flrsLly by Lhe processes lald ouL on 8oberL's 8ules of Crder newly 8evlsed, and secondly by Lhe Chalrpersons
of Lhe 8oard of ulrecLors and LxecuLlve Councll.

Code of rocedure
Lh
2014

age 8 of 69

(l) 1he Chalrpersons of Lhe 8oard of ulrecLors and LxecuLlve Councll shall be glven reasonable [urlsdlcLlon
Lo exerclse, lnLerpreL, and enforce 8oberL's 8ules of Crder as requlred Lo ensure Lhe efflclenL
funcLlonlng of boLh bodles.
Author|ty to Cverru|e the Cha|rperson Sect|on 2.02:
A rullng, regardlng procedure, by Lhe Chalrperson of elLher enLlLy wlLh regard Lo meeLlng procedure noL (A)
speclfled ln Lhls pollcy or ln 8oberL's 8ules of Crder may be overLurned by a slmple ma[orlLy voLe of Lhe
respecLlve enLlLy.
Appo|ntment of the 8oard of D|rectors Cha|rperson and V|ce-Cha|rperson Sect|on 2.03:
ursuanL Lo Lhe ConsLlLuLlon, Lhe 8oard of ulrecLors shall be responslble for Lhe appolnLmenL of lLs (A)
Chalrperson, vlce-Chalrperson, and ln Lhelr absence, AcLlng Chalrperson.
1he Chalrperson and vlce-Chalrperson of Lhe 8oard of ulrecLors wlll be elecLed aL Lhe flrsL meeLlng of a 8oard (8)
of ulrecLors' Lerm.
(l) 1he resldenL shall hold responslblllLy for organlzlng and overseelng Lhe flrsL meeLlng of a 8oard of
ulrecLors' Lerm, unLll such a Llme as a Chalrperson or vlce-Chalrperson ls elecLed.
(ll) 1he 8oard of ulrecLors shall elecL lLs Chalrperson prlor Lo elecLlng a vlce-Chalrperson.
(lll) All voLlng members of Lhe 8oard of ulrecLors, wlLh Lhe excepLlon of Lhe resldenL, wlll be afforded Lhe
opporLunlLy Lo nomlnaLe Lhemselves or be nomlnaLed by a member of Lhe 8oard of ulrecLors Lo serve
as Chalrperson or vlce-Chalrperson, and only upon recelpL of all ouLsLandlng nomlnaLlons for each
poslLlon shall Lhe respecLlve elecLlon be held Lo deLermlne an appolnLee.
(a) Such an elecLlon shall be deLermlned by slmple plurallLy, and shall be carrled ouL by secreL
balloL.
(lv) 1he agenda for Lhe flrsL meeLlng of 8oard of ulrecLors' Lerm shall be dlsLrlbuLed under Lhe assumpLlon
LhaL Lhe 8oard of ulrecLors lnLends Lo appolnL lLs Chalrperson from amongsL lLs membershlp, provlded
however LhaL any member may requesL a voLe be held prlor Lo Lhe openlng of nomlnaLlons for Lhe
Chalrperson poslLlon Lo deLermlne wheLher Lhe 8oard of ulrecLors lnLends Lo appolnL a Chalrperson
from amongsL Lhe general membershlp of Lhe SocleLy, ln accordance wlLh Lhe ConsLlLuLlon.
Appo|ntment of the Lxecut|ve Counc|| Cha|rperson and V|ce-Cha|rperson Sect|on 2.04:
ursuanL Lo Lhe ConsLlLuLlon, Lhe resldenL shall be Lhe Chalrperson of Lhe LxecuLlve Councll. (A)
1he vlce-resldenL Academlc shall be Lhe vlce-Chalrperson of Lhe LxecuLlve Councll. (8)
uorum Sect|on 2.0S:
ursuanL Lo Lhe ConsLlLuLlon, quorum for Lhe 8oard of ulrecLors and LxecuLlve Councll shall be Lwo-Lhlrds (A)
(2/3
rds
) and flfLy percenL (30) of Lhe voLlng membershlp of each body, respecLlvely.
(l) Cuorum for a meeLlng shall be deLermlned by Lhe number of voLlng members presenL ln Lhe meeLlng
chambers and capable of casLlng Lhelr voLe aL any glven Llme.

Code of rocedure
Lh
2014

age 9 of 69

(ll) ConLrary Lo Lhe above, quorum shall noL be achleved ln such a slLuaLlon as where less Lhan Lwo-Lhlrds
(2/3
rds
) of Lhe lndlvlduals presenL casL voLes for any glven moLlon, provlded, however, LhaL quorum
shall be achleved ln such a slLuaLlon as where less Lhan Lwo-Lhlrds (2/3
rds
) of Lhe lndlvlduals presenL
casL voLes for any glven moLlon provlded Lhe LoLal number of members casLlng voLes ls equal Lo or ln
excess of Lhe LoLal number oLherwlse speclfled as a quorum of members.
(a) An absLenLlon shall be consldered a voLe for Lhe above purposes.
Meet|ng Agendas Sect|on 2.06:
1he Chalrpersons of Lhe 8oard of ulrecLors and LxecuLlve Councll shall be responslble for preparlng Lhe (A)
agendas of Lhelr respecLlve meeLlngs.
(l) 1he Chalrpersons of Lhe 8oard of ulrecLors and LxecuLlve Councll shall noL refuse reasonable requesLs
for lncluslon of lLems on Lhe respecLlve agenda provlded LhaL requesL be submlLLed or endorsed by a
member of Lhelr respecLlve enLlLy no less Lhan sevenLy-Lwo (72) hours prlor Lo Lhe commencemenL of
a meeLlng.
(a) 1he Chalrpersons shall conslder lLems noL submlLLed or endorsed by a member of Lhelr
respecLlve enLlLy aL Lhelr dlscreLlon.
(b) 1he Chalrpersons shall have Lhe auLhorlLy Lo decllne Lo lnclude unreasonable requesLs for
lLems on Lhelr respecLlve enLlLy's agendas should Lhey belleve Lhem Lo be offenslve,
lnapproprlaLe, or lrrelevanL, and may elecL Lo posLpone Lhe conslderaLlon of an lLem for
lncluslon on Lhe agenda should Lhere be a concern regardlng Lhe ablllLy Lo reasonably conducL
buslness ln a Llmely manner aL Lhe soonesL meeLlng of Lhe enLlLy.
(c) 1he above clauses noLwlLhsLandlng, Lhe respecLlve enLlLy's Chalrperson shall noL decllne Lo
lnclude an lLem on Lhe agenda lf lL ls endorsed by Lwo (2) members of LhaL enLlLy.
(ll) 1he Chalrpersons shall provlde prellmlnary agendas Lo Lhelr respecLlve enLlLles forLy-elghL (48) hours
ln advance of a meeLlng, buL may, lf necessary, revlse LhaL agenda prlor Lo Lhe commencemenL of Lhe
meeLlng.
(lll) 1he 8oard of ulrecLors or LxecuLlve Councll may amend an agenda as presenLed Lo Lhem by Lhelr
respecLlve Chalrperson prlor Lo Lhe agenda's adopLlon aL Lhe beglnnlng of LhaL enLlLy's meeLlng by
slmple ma[orlLy voLe, or, followlng lLs adopLlon, by Lwo-Lhlrds (2/3
rds
) superma[orlLy voLe.
Speak|ng r|v||eges and Agenda Structure Sect|on 2.07:
1he sLrucLure for a meeLlng of Lhe 8oard of ulrecLors shall be as follows, unless oLherwlse deLermlned by lLs (A)
Chalrperson or formally amended. ln some cases, speclflc procedures, as noLed below, may be requlred Lo
amend Lhe sLrucLure of an agenda lLem, where noL oLherwlse speclfled, sLandard procedure for Lhe
amendmenL of Lhe agenda shall apply.
(l) Call Lo Crder and AdopLlon of Lhe Agenda
(a) 1he Chalrperson shall noLe Lhe presence of quorum and call Lhe meeLlng Lo order.
(b) 1he Chalrperson shall noLe LhaL Lhe agenda has been dlsLrlbuLed and provlde an opporLunlLy
for members Lo puL forward amendmenLs or make noLe of any errors.
(ll) Membershlp: lnLroducLlons, new Members, and ueclaraLlons of vacancles

Code of rocedure
Lh
2014

age 10 of 69

(a) 1he Chalrperson shall, aL Lhelr dlscreLlon provlde an opporLunlLy for all Lhose presenL Lo brlefly
lnLroduce Lhemselves by name and poslLlon or afflllaLlon.
(b) 1he Chalrperson shall noLe Lhe presence of any proxles.
(c) 1he Chalrperson shall noLe Lhe presence of any new members and Lhe occurrence of
conLlnuaLlon of any vacancles ln elecLed offlce.
(lll) resenLaLlons Lo Lhe 8oard of ulrecLors
(a) resenLaLlons may be glven by any relevanL parLy on any Loplc relevanL Lo Lhe SocleLy.
(l) Where approprlaLe, presenLaLlons glven by enLlLles exLernal Lo Lhe SocleLy shall be
scheduled Lo occur flrsL.
(ll) resenLaLlons from enLlLles lnLernal Lo Lhe SocleLy may be lncluded elsewhere ln Lhe
agenda, lf deemed more approprlaLe.
(b) resenLaLlons shall be seL aL a defaulL lengLh of LhlrLy (30) mlnuLes, lncludlng all quesLlons and
answers.
(c) lollowlng lLs commencemenL, a presenLaLlon may be exLended by slmple ma[orlLy voLe by an
addlLlonal amounL of Llme no greaLer Lhan LhlrLy (30) mlnuLes provlded LhaL Lhe LoLal lengLh of
Lhe presenLaLlon noL exceed slxLy (60) mlnuLes, or Lhrough a Lwo Lhlrds (2/3
rds
) superma[orlLy
voLe Lo exLend Lhe presenLaLlon by an addlLlonal amounL no greaLer Lhan LhlrLy (30) mlnuLes
provlded LhaL Lhe LoLal lengLh of Lhe presenLaLlon exceeds slxLy (60) mlnuLes.
(d) CuesLlons shall be Laken aL Lhe end of a presenLaLlon, sub[ecL Lo Lhe aforemenLloned llmlLs ln
presenLaLlon lengLh.
(l) no llmlL shall be placed upon Lhe number of Llmes an lndlvldual may speak Lo pose a
quesLlon, however no more Lhan Lwo quesLlons may be posed aL Lhe same Llme by a
speaker and quesLlons shall be addressed ln Lhe order ln whlch Lhey are ralsed by show
of hand.
(ll) Speakers shall generally noL use Lhls Llme Lo sLaLe Lhelr oplnlons on Lhe sub[ecL maLLer.
(e) Where deemed approprlaLe, a relevanL moLlon perLalnlng Lo a presenLaLlon glven Lo Lhe 8oard
of ulrecLors shall be consldered lmmedlaLely followlng LhaL presenLaLlon.
(lv) Chalrperson's 8emarks
(a) 1he Chalrperson shall provlde remarks on lssues perLalnlng Lo Lhelr role.
(b) 1hese remarks shall LoLal no more Lhan Len (10) mlnuLes, lncludlng quesLlons, whlch may be
asked of and answered by Lhe Chalrperson.
(v) AMS 8epresenLaLlves' 8eporL
(a) 1he AMS 8epresenLaLlves shall collecLlvely provlde remarks on lssues perLalnlng Lo Lhelr role.
(b) 1hese remarks shall LoLal no more Lhan flve (3) mlnuLes, lncludlng quesLlons, whlch may be
asked of and answered by Lhe AMS 8epresenLaLlves.

Code of rocedure
Lh
2014

age 11 of 69

(vl) Commerce SLudenL SenaLor's 8eporL
(a) 1he Commerce SLudenL SenaLor shall provlde remarks on lssues perLalnlng Lo Lhelr role.
asked of and answered by Lhe Commerce SLudenL SenaLor.
(vll) Cmbudsperson's 8eporL
(a) 1he Cmbudsperson shall provlde remarks on lssues perLalnlng Lo Lhelr role.
asked of and answered by Lhe Cmbudsperson.
(vlll) LxecuLlve 8eporLs
(a) resldenL
(l) 1he resldenL shall provlde remarks on lssues perLalnlng Lo Lhelr role.
(ll) 1hese remarks shall LoLal no more Lhan Len (10) mlnuLes, lncludlng quesLlons, whlch
may be asked of and answered by Lhe resldenL.
(b) vlce-resldenL, Academlc Affalrs
(l) 1he vlce-resldenL Academlc shall provlde remarks on lssues perLalnlng Lo Lhelr role.
(ll) 1hese remarks shall LoLal no more Lhan flve (3) mlnuLes, lncludlng quesLlons, whlch
may be asked of and answered by Lhe vlce-resldenL Academlc.
a. 1he above shall apply slmllarly Lo all oLher vlce-resldenLs.
(c) vlce-resldenL, LngagemenL
(d) vlce-resldenL, LxLernal Affalrs
(e) vlce-resldenL, llnance
(f) vlce-resldenL, lnLernal Affalrs
(g) vlce-resldenL, MarkeLlng and CommunlcaLlons
(lx) CommlLLee 8eporLs
(a) 1he Chalrperson of each commlLLee shall provlde remarks on lssues perLalnlng Lo Lhelr
commlLLee.
asked of and answered by Lhe commlLLee's Chalrperson.
(x) AmendmenLs Lo and Approval of MlnuLes
(a) 1he Chalrperson shall noLe any mlnuLes LhaL been dlsLrlbuLed and provlde an opporLunlLy for
members Lo puL forward amendmenLs or make noLe of any errors.

Code of rocedure
Lh
2014

age 12 of 69

(xl) 8uslness Arlslng from Lhe Servlce Councll
(a) ulscusslon lLems and moLlons orlglnaLlng from a subseL of Lhe Servlce Councll shall be
consldered here.
(xll) 8uslness Arlslng from Lhe LxecuLlve Councll
(a) ulscusslon lLems and moLlons orlglnaLlng from Lhe LxecuLlve Councll shall be consldered here.
(xlll) 8uslness Arlslng from Lhe CommlLLees of Lhe 8oard of ulrecLors
(a) ulscusslon lLems and moLlons orlglnaLlng from commlLLees of Lhe 8oard of ulrecLors shall be
consldered here.
(xlv) CLher 8uslness
(a) All oLher dlscusslon lLems and moLlons orlglnaLlng from lndlvldual members of Lhe 8oard of
ulrecLors, or any oLher agenda lLems noL approprlaLe elsewhere, shall be consldered here.
(xv) ulscusslon
(a) 1he Chalrperson shall provlde an opporLunlLy for all Lhose presenL Lo brlng forward as open
dlscusslon lLems any oLher buslness LhaL Lhey belleve warranLs lnformal conslderaLlon.
(xvl) nexL MeeLlng
(a) 1he Chalrperson shall noLe Lhe Llme, daLe, and locaLlon of Lhe nexL 8oard of ulrecLors meeLlng,
lf already scheduled.
(xvll) Ad[ournmenL
(a) 1he meeLlng wlll be ad[ourned by slmple ma[orlLy voLe of Lhe 8oard of ulrecLors.
1he sLrucLure for a meeLlng of Lhe LxecuLlve Councll shall be deLermlned by lLs Chalrperson. (8)
Ceneral Speaklng rlvlleges (C)
(l) 1he general membershlp of Lhe SocleLy, as well as exLernal lndlvlduals, may be granLed speaklng
prlvlleges aL a meeLlng of Lhe 8oard of ulrecLors or LxecuLlve Councll aL Lhe respecLlve Chalrperson's
dlscreLlon, unless oLherwlse overruled.
(ll) Members of Lhe LxecuLlve Councll shall be afforded Lhe same speaklng rlghLs as Lhe members of Lhe
8oard of ulrecLors unless deLermlned oLherwlse by Lhe Chalrperson or by Lwo Lhlrds (2/3
rds
)
superma[orlLy voLe of Lhe 8oard of ulrecLors.
8emarks and updaLes (u)
MoLlons and uebaLe (L)
(l) 1he mover of a moLlon lncluded on Lhe agenda shall be one of Lhe followlng:
(a) 1he Chalrperson of Lhe commlLLee from whlch Lhe moLlon orlglnaLed, or, ln Lhelr absence or
refusal a member of Lhe commlLLee.

Code of rocedure
Lh
2014

age 13 of 69

(b) 1he lndlvldual havlng requesLed LhaL Lhe moLlon be lncluded on Lhe agenda.
(c) ln Lhe absence, refusal, or lack of appllcablllLy of any of Lhe above, any lndlvldual presenL aL
Lhe meeLlng who acLs flrsL Lo move Lhe moLlon aL hand.
(ll) 1he mover of a moLlon lncldenLal Lo Lhe agenda shall be Lhe lndlvldual puLLlng forward Lhe moLlon.
(lll) 1he mover of a moLlon shall have Lhe rlghL Lo speak flrsL Lo LhaL moLlon.
(lv) no member shall speak Lo an lndlvldual moLlon for more Lhan flve (3) mlnuLes per Llme LhaL Lhey
speak, provlded however LhaL Lhe mover of a moLlon may speak for as many as Len (10) mlnuLes Lo
provlde moLlvaLlon for Lhe moLlon upon Lhe flrsL of Lhelr opporLunlLles Lo speak.
(v) Lach member shall be afforded Lhe rlghL Lo speak Lo a moLlon no more Lhan Lwlce, provlded however
LhaL Lhey may be afforded Lhe rlghL Lo speak an addlLlonal number of Llmes by Lwo Lhlrds (2/3
rds
)
superma[orlLy voLe.
(a) no member shall speak a second, or greaLer, Llme Lo a moLlon unLll all members wlshlng Lo
speak for Lhe flrsL Llme Lo LhaL moLlon have been afforded LhaL opporLunlLy.
(b) no member shall speak a Lhlrd, or greaLer, Llme Lo a moLlon unLll all members wlshlng Lo speak
for Lhe flrsL or second Llme Lo LhaL moLlon have been afforded LhaL opporLunlLy, and so forLh.
ulscusslon (l)
(l) lor agenda lLems LhaL are nelLher presenLaLlons moLlons, each member shall slmllarly observe Lhe
general procedures followed for debaLe.
1ransfer of Speaklng 8lghLs (C)
(l) ln Lhe case of a meeLlng of Lhe 8oard of ulrecLors, a member of Lhe8oard of ulrecLors may allow
anoLher lndlvldual Lo speak ln Lhelr place durlng Lhelr alloLLed speaklng Llme, provlded, however, LhaL
no oLher lndlvlduals, lncludlng LxecuLlves, may afford oLhers such an allowance.
(ll) ln Lhe case of a meeLlng of Lhe LxecuLlve Councll, a member of Lhe LxecuLlve Councll may allow
anoLher lndlvldual Lo speak ln Lhelr place durlng Lhelr alloLLed speaklng Llme, provlded, however, LhaL
no oLher lndlvlduals, lncludlng members of Lhe 8oard of ulrecLors, may afford oLhers such an
allowance.
Vot|ng and kecords of Votes Sect|on 2.08:
voLlng on moLlons ls normally by show of hands, buL may be conducLed Lhrough elecLronlc means by general (A)
consenL.
1he mlnuLes of Lhe meeLlngs of Lhe 8oard of ulrecLors and LxecuLlve Councll shall, aL mlnlmum, record (8)
wheLher a moLlon has carrled or been losL, and, for subsLanLlve buslness, shall noLe Lhe numerlcal LoLals of
voLes casL ln favour, opposlLlon, and absLenLlon Lo a moLlon, as well as Lhe names of all such persons Lo have
casLed voLes.
8y Lwo-Lhlrds (2/3
rds
) superma[orlLy voLe, Lhe 8oard of ulrecLors or LxecuLlve Councll may conducL a voLe by (C)
secreL balloL, provlded LhaL Lhe resulLs of Lhe voLe be made publlc buL LhaL nelLher Lhe numerlcal LoLals of
voLes casL ln favour, opposlLlon, and absLenLlon Lo a moLlon, as well as Lhe names of all such persons Lo have
casLed voLes, be excluded from Lhe mlnuLes of Lhe meeLlng.

Code of rocedure
Lh
2014

age 14 of 69

Meet|ng Locat|ons Sect|on 2.09:
Wherever posslble, meeLlngs of Lhe 8oard of ulrecLors and LxecuLlve Councll shall be convened aL Lhe (A)
vancouver campus of Lhe unlverslLy of 8rlLlsh Columbla and shall occur ln a publlcly accesslble locaLlon.
1he Chalrpersons of Lhe 8oard of ulrecLors and LxecuLlve Councll shall endeavor Lo selecL meeLlng (8)
envlronmenLs conduclve Lo publlc aLLendance, provldlng sufflclenL seaLlng and vlewlng space for aLLendance
by Lhe general membershlp of Lhe SocleLy.
ub||c Attendance of Meet|ngs Sect|on 2.10:
ursuanL Lo Lhe ConsLlLuLlon, Lhe 8oard of ulrecLors and LxecuLlve Councll may, by Lwo-Lhlrds (2/3
rds
) (A)
superma[orlLy voLe, close a meeLlng or porLlon of a meeLlng Lo Lhe general membershlp of Lhe SocleLy, who
shall oLherwlse be enLlLled Lo aLLend any such meeLlng.
(l) lor a meeLlng or porLlon of a meeLlng Lo be deemed ln-camera" lL musL be deLermlned LhaL Lhe
dlscusslon ln quesLlon ls of a naLure such LhaL lLs publlclLy would, beyond reasonable doubL, be
slgnlflcanLly deLrlmenLal Lo Lhe SocleLy as a whole or would LhreaLen Lhe prlvacy of any number of lLs
consLlLuenLs.
(ll) 1he caLegorlcal Loplc of any ln-camera dlscusslon shall be noLed ln Lhe relevanL meeLlng mlnuLes.
(lll) roxles, members of Lhe LxecuLlve Councll, Lhe AdmlnlsLraLlve ulrecLor, and oLher members of Lhe
SocleLy or publlc shall be ellglble Lo aLLend an ln-camera sesslon of Lhe 8oard of ulrecLors aL Lhe
lnvlLaLlon of Lhe lndlvldual movlng Lo enLer ln-camera, buL shall noL oLherwlse be ellglble.
(lv) unless oLherwlse auLhorlzed by Lwo-Lhlrds (2/3
rds
) superma[orlLy voLe, no subsLanLlve buslness shall
be permlLLed Lo be voLed on durlng an ln-camera porLlon of a meeLlng.
lndlvlduals noL holdlng membershlp ln Lhe SocleLy shall be permlLLed Lo aLLend 8oard of ulrecLors and (8)
LxecuLlve Councll meeLlngs aL Lhe dlscreLlon of Lhelr respecLlve Chalrperson, unless oLherwlse overruled.
art|c|pat|on |n Meet|ngs through L|ectron|c Means Sect|on 2.11:
lndlvlduals wlshlng Lo parLlclpaLe ln Lhe affalrs of a meeLlng of Lhe 8oard of ulrecLors or LxecuLlve Councll, (A)
lncludlng voLlng lf Lhey are so ellglble, may be permlLLed Lo do so aL Lhe dlscreLlon of Lhe respecLlve
Chalrperson.
Appo|ntment of rox|es Sect|on 2.12:
ursuanL Lo Lhe ConsLlLuLlon, a member of Lhe 8oard of ulrecLors or LxecuLlve Councll shall be enLlLled Lo, ln (A)
Lhelr absence, appolnL an lndlvldual Lo acL as Lhelr proxy and assume Lhe rlghLs and responslblllLles of Lhelr
offlce for a speclflc duraLlon or enLlreLy of a speclflc meeLlng.
(l) 1he Chalrpersons of boLh enLlLles shall be lnellglble Lo appolnL proxles for Lhe meeLlngs of Lhe enLlLles
ln whlch Lhey hold LhaL poslLlon.
(a) 1he vlce-Chalrpersons of boLh enLlLles shall be lnellglble Lo appolnL proxles for Lhe meeLlngs of
Lhe enLlLles ln whlch Lhey are requlred Lo assume Lhe responslblllLles of Lhe Chalrperson ln
Lhelr absence.
(b) no proxy may serve as an AcLlng Chalrperson.

Code of rocedure
Lh
2014

age 13 of 69

(ll) 1he rlghLs afforded Lo a proxy shall lnclude Lhe ablllLy Lo voLe on all maLLers on behalf of Lhe member
for whom Lhey are acLlng as proxy.
(lll) An lndlvldual may be appolnLed as a proxy for mulLlple, consecuLlve meeLlngs, by elLher Lhe same or
mulLlple members, provlded Lhey recelve speclflc and dlsLlncL permlsslon for each meeLlng ln
quesLlon.
(lv) 1he presence of an lndlvldual acLlng as a proxy shall be counLed Lowards Lhe LoLal number of members
presenL for purposes of fulfllllng requlremenLs for quorum.
(v) lf a ma[orlLy of voLlng members presenL aL a 8oard of ulrecLors meeLlng, as known Lo Lhe Chalrperson
ln advance of LhaL meeLlng, wlll be proxles, Lhe Chalrperson wlll noLlfy Lhe members of Lhe 8oard of
ulrecLors of Lhe expecLed aLLendance prlor Lo Lhe meeLlng.
(vl) A member of Lhe 8oard of ulrecLors or LxecuLlve Councll lnLendlng Lo appolnL a proxy musL noLlfy Lhe
Chalrperson of Lhe respecLlve enLlLy ln advance of Lhe meeLlng ln quesLlon, and Lhe Chalrperson of
elLher enLlLy musL refuse Lo recognlze Lhe auLhorlLy of a proxy whose aLLendance was noL expllclLly
communlcaLed Lo Lhe Chalrperson.
(vll) AlLhough no lndlvldual shall be requlred Lo appolnL a proxy ln Lhelr absence, Lhe Chalrpersons of each
enLlLy shall acLlvely encourage Lhe appolnLmenL of a proxy wherever posslble and shall dlscourage
mulLlple absences of any such person wlLhouL appolnLed proxy.
(a) no lndlvldual oLher Lhan Lhe absenLee member of Lhe 8oard of ulrecLors or LxecuLlve Councll
shall be enLlLled Lo appolnL hls or her proxy.
(vlll) 1he Cmbudsperson shall be lnellglble Lo appolnL a proxy buL shall be ellglble Lo appolnL an LqulLy
8epresenLaLlve of Lhe Cfflce of Lhe Cmbudsperson.
(a) 1he LqulLy 8epresenLaLlve shall be afforded slmllar rlghLs Lo proxles ln Lerms of aLLendlng an
ln-camera porLlon of a meeLlng, and shall be responslble for enforclng equlLy ln a slmllar
capaclLy Lo LhaL whlch would normally be requlred of Lhe Cmbudsperson.
Secretary of the 8oard of D|rectors and Lxecut|ve Counc|| Sect|on 2.13:
1he SecLary of Lhe 8oard of ulrecLors and LxecuLlve Councll shall be Lhe AdmlnlsLraLlve ulrecLor. (A)
(l) AL Lhe respecLlve Chalrperson's dlscreLlon, Lo do Lhe followlng shall be Lhe responslblllLy of Lhe
SecreLary:
(a) roduce and malnLaln wrlLLen reporLs of 8oard of ulrecLors and LxecuLlve Councll meeLlngs, ln
Lhe form of mlnuLes.
(b) Schedule all 8oard of ulrecLors and LxecuLlve Councll meeLlngs and asslsL ln Lhe preparaLlon of
Lhelr agenda as well as Lhe coordlnaLlon of any assoclaLed presenLaLlons.
(c) AdmlnlsLer any room booklngs, loglsLlcal arrangemenLs, and prlvlleges afforded Lo members of
Lhe 8oard of ulrecLors and LxecuLlve Councll.
(d) AcL as a llalson beLween Lhe general member of Lhe SocleLy and lLs 8oard of ulrecLors and
LxecuLlve Councll.
(e) rovlde supporL Lo Lhe members of Lhe 8oard of ulrecLors and LxecuLlve Councll as needed Lo

Code of rocedure
Lh
2014

age 16 of 69

faclllLaLe Lhelr duLles.
(f) AsslsL Lhe commlLLees of Lhe 8oard of ulrecLors ln a slmllar fashlon Lo Lhe above.
(g) AsslsL Lhe Chalrpersons of Lhe 8oard of ulrecLors and LxecuLlve Councll wlLh Lhelr respecLlve
duLles.
8oard of D|rectors Comm|ttee o||cy Art|c|e 3:
urpose and Nature of 8oard of D|rectors Comm|ttees Sect|on 3.01:
ursuanL Lo Lhe ConsLlLuLlon, Lhe 8oard of ulrecLors ls Lo admlnlsLer and manage commlLLees. (A)
1hls pollcy shall govern only Lhe acLlvlLles of Lhe commlLLees of Lhe 8oard of ulrecLors and noL Lhose of Lhe (8)
Servlce Councll.
CommlLLees shall be formed for a purpose ldenLlfled by Lhe 8oard of ulrecLors and acL as agenLs ln developlng (C)
lLs agenda, pollcles, moLlons, and plannlng, as well as ln managlng any oLher responslblllLles or pro[ecLs under
lLs [urlsdlcLlon.
ursuanL Lo Lhe ConsLlLuLlon, commlLLee declslons shall noL be blndlng upon Lhe SocleLy, buL commlLLees may (u)
Lake acLlon upon Lhelr own resoluLlons provlded Lhose acLlons do noL llmlL or conLradlcL Lhose powers
oLherwlse glven Lo Lhe 8oard of ulrecLors and LhaL Lhose declslons may be overLurned by Lhe 8oard of
ulrecLors aL lLs dlscreLlon.
(l) 1he 8oard of ulrecLors may dlrecL a commlLLee Lo cease acLlon, pursue a parLlcular course of acLlon, or
have lLs declslon overLurned by slmple ma[orlLy voLe.
1he Chalrperson,vlce-Chalrperson, or ln Lhelr absence a member of each commlLLee shall provlde a verbal (L)
reporL on Lhelr commlLLee's progress and acLlvlLles aL leasL once every Lwo 8oard of ulrecLors meeLlngs.
Comm|ttee 1erms Sect|on 3.02:
1he membershlp composlLlon of all commlLLees shall be deLermlned aL Lhe flrsL meeLlng of a newly elecLed (A)
8oard of ulrecLors and may be alLered as needed LhroughouL Lhe year.
(l) unless oLherwlse speclfled ln Lhls pollcy, Lhe membershlp of any commlLLee shall slL for a Lerm
deLermlned by Lhe 8oard of ulrecLors upon appolnLmenL, wlLh such duraLlon noL exceedlng Lhe
remalnlng Lerm of Lhe presenLly elecLed 8oard of ulrecLors.
(a) 1he sLandard Lerm for any commlLLee shall be unLll concluslon of Lhe currenL 8oard of
ulrecLors' Lerm.
Inc|us|on of the Genera| Membersh|p of the Soc|ety Sect|on 3.03:
Where posslble, poslLlons for members-aL-large, or sLudenLs from Lhe general member of Lhe SocleLy, shall be (A)
made avallable and such opporLunlLles shall be acLlvely promoLed by Lhe 8oard of ulrecLors and LxecuLlve
Councll.
(l) A member-aL-large" poslLlon shall be deflned as a poslLlon LhaL ls avallable Lo a sLudenL who ls noL a
member of Lhe 8oard of ulrecLors or LxecuLlve Councll.

Code of rocedure
Lh
2014

age 17 of 69

(ll) A member-aL-large on a commlLLee shall, unless oLherwlse speclfled, be granLed all rlghLs and
responslblllLles glven Lo oLher commlLLee members slLLlng on Lhe LxecuLlve Councll or 8oard of
ulrecLors.
(a) Such rlghLs shall lnclude Lhe ablllLy Lo voLe on all commlLLee members and Lake parL ln and
aLLend all commlLLee dlscusslons, lncludlng Lhose deemed Lo be ln-camera.
ub||c Attendance of Comm|ttee Meet|ngs Sect|on 3.04:
Where posslble, all commlLLee meeLlng daLes, Llmes, and locaLlons shall be publlshed on Lhe SocleLy's webslLe (A)
ln advance of Lhelr occurrence and such meeLlngs shall be open Lo Lhe general membershlp of Lhe SocleLy
unless deemed ln-camera by a Lwo-Lhlrds (2/3
rds
) superma[orlLy voLe of Lhe commlLLee.
Comm|ttee uorum Sect|on 3.0S:
Cuorum for all commlLLees shall be any number of members greaLer Lhan or equal Lo flfLy percenL (30) of (A)
Lhe LoLal voLlng membershlp of Lhe commlLLee.
(l) 1he excepLlon Lo Lhls shall be Lhe LxecuLlve Councll Plrlng CommlLLee, whlch shall achleve quorum
only upon Lhe presence of lLs full membershlp.
(a) ConLrary Lo Lhe above, Lhe LxecuLlve Councll Plrlng CommlLLee may, by unanlmous voLe of lLs
membershlp, allow an lndlvldual Lo excuse Lhemselves from aLLendlng an lnLervlew or serles of
lnLervlews provlded Lhey refraln from parLlclpaLlng ln dlscusslon ln relaLlon Lo any poslLlon(s)
for whlch Lhey have noL been presenL for all lnLervlews and absLaln from voLlng for any such
poslLlon(s).
(b) ln such a slLuaLlon, quorum may be malnLalned wlLhouL full aLLendance of all members.
(c) AL no Llme shall more Lhan one (1) person be excused from aLLendance.
(ll) vacanL commlLLee seaLs shall noL be counLed Lowards Lhe LoLal membershlp of a commlLLee and Lhus
shall noL affecL quorum.
Comm|ttee Appo|ntments Sect|on 3.06:
nomlnaLlons and Lhe elecLlon of commlLLee membershlps shall be carrled ouL by Lhe 8oard of ulrecLors upon (A)
Lurnover and wherever needed LhroughouL Lhe duraLlon of Lhe year.
(l) A member of Lhe 8oard of ulrecLors or LxecuLlve Councll may nomlnaLe any number of members of
elLher body Lo a poslLlon on a 8oard of ulrecLors commlLLee, any may also nomlnaLe any number of
sLudenLs-aL-large Lo poslLlons on any such commlLLee. SLudenLs-aL-large may nomlnaLe only
Lhemselves Lo poslLlons on 8oard of ulrecLors commlLLees.
(a) An lndlvldual may choose Lo accepL or decllne a nomlnaLlon.
(b) An lndlvldual need noL be presenL Lo be nomlnaLed for membershlp on a commlLLee provlded
Lhey have offered noLlce or conflrmaLlon Lo an lndlvldual presenL aL Lhe meeLlng of Lhelr
wllllngness Lo accepL nomlnaLlon.
(ll) Should Lhe number of lndlvlduals nomlnaLed exceed Lhe number of poslLlons of any one Lype avallable
as per Lhls pollcy on any glven commlLLee, Lhe 8oard of ulrecLors shall elecL Lhe membershlp of Lhe
commlLLee.

Code of rocedure
Lh
2014

age 18 of 69

(a) Lach lndlvldual nomlnaLed for a conLesLed seaL shall be permlLLed Lo speak on hls or her
candldacy for a shorL duraLlon, as deLermlned by Lhe Chalrperson of Lhe 8oard of ulrecLors.
(b) Lach 8oard of ulrecLors member shall be enLlLled Lo one (1) voLe per commlLLee seaL avallable
for Lhe Lype of commlLLee seaL conLesLed.
(lll) Lach 8oard of ulrecLors member may voLe for less lndlvlduals Lhan Lhey have avallable voLes, buL may
noL voLe for Lhe same person mulLlple Llmes.
(lv) A no voLe" opLlon shall be avallable, and no lndlvldual recelvlng less voLes Lhan Lhls shall be
appolnLed Lo Lhe commlLLee for whlch voLlng ls occurrlng.
(v) 1he number of voLes each lndlvldual recelves shall be Lallled.
(vl) 1he commlLLee membershlp shall be deLermlned by descendlng order of voLes recelved, unLll such a
polnL as where all commlLLee seaLs have been fllled.
Comm|ttee Cha|rpersons Sect|on 3.07:
1he Chalrperson of a commlLLee shall be responslble for Lhe followlng: (A)
(l) ueLermlnlng Lhe Llme, daLe, and locaLlon of all commlLLee meeLlngs.
(ll) 8emovlng, aL Lhelr dlscreLlon, any member of Lhe commlLLee havlng defaulLed ln aLLendance aL Lhree
or more commlLLee meeLlngs.
(lll) ueLermlnlng and produclng Lhe commlLLee agenda.
(lv) Where posslble, ensurlng LhaL records are malnLalned by Lhe commlLLee, ln Lhe form of mlnuLes, Lhe
acLlvlLles, dlscusslons, and moLlons of Lhe commlLLee, and presenLlng Lhese records Lo Lhe 8oard of
ulrecLors for approval and publlcaLlon on Lhe SocleLy's webslLe.1aklng on all oLher acLlvlLles as
requlred Lo effecLlvely manage and malnLaln Lhe commlLLee.
1he Chalrperson of a commlLLee shall have equal voLlng rlghLs Lo all oLher members of Lhe commlLLee, unless (8)
oLherwlse sLaLed.
(l) ln Lhe case LhaL an equal number of voLes are casL ln favour and opposlLlon of a moLlon, and LhaL
moLlon requlres Lhe approval of a slmple ma[orlLy, Lhe moLlon shall be consldered losL.
1he 8oard of ulrecLors as needed LhroughouL Lhe year shall carry ouL nomlnaLlons for and elecL commlLLee (C)
chalrs.
(l) CommlLLee Chalrpersons shall be appolnLed only afLer Lhe membershlp of Lhe relevanL commlLLee has
been esLabllshed.
(ll) Any member of Lhe 8oard of ulrecLors may nomlnaLe a member of elLher Lhe 8oard of ulrecLors or
LxecuLlve Councll, who ls already a member of a glven commlLLee, Lo acL as lLs Chalrperson provlded
LhaL a Chalrperson ls noL already speclfled ln Lhls pollcy.
(lll) Should more Lhan one person be nomlnaLed Lo be Chalrperson any commlLLee, Lhe 8oard of ulrecLors
shall elecL Lhe Chalrperson of such a commlLLee.

Code of rocedure
Lh
2014

age 19 of 69

(lv) Lach 8oard of ulrecLors member shall be enLlLled Lo one (1) voLe, and Lhe lndlvldual recelvlng Lhe
mosL voLes ln elecLlon by slmple plurallLy shall be appolnLed Lo Lhe Chalrperson role.
(a) Such an elecLlon shall be conducLed by secreL balloL.
lf oLherwlse unspeclfled, all commlLLees of Lhe 8oard of ulrecLors shall appolnL a member Lo Lhe role of vlce- (u)
Chalrperson.
(l) 1he vlce-Chalrperson shall assume Lhe responslblllLles of Lhe commlLLee Chalrperson ln Lhelr absence.
(ll) ln Lhe presence of Lhe commlLLee Chalrperson, Lhe vlce-Chalrperson shall be prlnclpally responslble
for Lhe recordlng of meeLlng mlnuLes or oLher wrlLLen records provlded such a responslblllLy noL be
duly delegaLed Lo anoLher commlLLee member.
(lll)
(lv) Any commlLLee member, lncludlng a member-aL-large, may be nomlnaLed Lo such a role, and elecLlon
Lo Lhe poslLlon should lL be conLesLed shall be conducLed ln a manner slmllar Lo LhaL whlch ls observed
by Lhe 8oard of ulrecLors ln Lhe appolnLlng of a commlLLee chalr, buL where Lhe commlLLee
membershlp raLher Lhan 8oard of ulrecLors bears responslblllLy for casLlng such a voLe.
Comm|ttee Membersh|p kequ|rements and kestr|ct|ons Sect|on 3.08:
1he 8oard of ulrecLors shall lmpose requlremenLs and llmlLs on commlLLee membershlp. (A)
(l) Lach 8oard of ulrecLors member shall be requlred Lo seek nomlnaLlon Lo aL leasL one commlLLee.
(a) Such a commlLLee may be sLandlng, exLraordlnary, or ad-hoc ln naLure.
(b) A 8oard of ulrecLors member need noL successfully seek elecLlon Lo a commlLLee seaL Lo meeL
Lhls requlremenL.
(c) 1hls requlremenL wlll be deemed Lo have been meL for any lndlvldual requlred by Lhls pollcy Lo
slL on any 8oard of ulrecLors commlLLee.
(d) no requlremenLs shall be ln place for members of Lhe LxecuLlve Councll Lo seek nomlnaLlon Lo
any commlLLee, beyond Lhose commlLLees Lhey may be requlred speclflcally Lo serve on by Lhls
pollcy or oLher resoluLlon.
1o ensure sufflclenL opporLunlLy exlsLs for all members of Lhe 8oard of ulrecLors, LxecuLlve Councll, and aL- (8)
large membershlp of Lhe SocleLy Lo Lake parL ln Lhe commlLLees of Lhe 8oard of ulrecLors, a llmlL shall be
lmposed on Lhe number of Lhese commlLLees each class of member shall be enLlLled Lo slL on.
(l) Members of Lhe 8oard of ulrecLors shall be permlLLed Lo slL on no more Lhan Lwo (2) sLandlng
commlLLees of Lhe 8oard of ulrecLors.
(a) 8oard of ulrecLors members requlred by pollcy Lo slL on any sLandlng commlLLee(s) shall be
permlLLed Lo slL on up Lo Lwo (2) addlLlonal commlLLees beyond Lhe commlLLee(s) Lhey are
appolnLed Lo by defaulL.
(ll) Members of Lhe LxecuLlve Councll shall be permlLLed Lo slL on no more Lhan one (1) sLandlng
commlLLee of Lhe 8oard of ulrecLors.

Code of rocedure
Lh
2014

age 20 of 69

(a) LxecuLlves requlred by pollcy Lo slL on any sLandlng commlLLee(s) shall be permlLLed Lo slL on
up Lo one (1) addlLlonal commlLLee beyond Lhe commlLLee(s) Lhey are appolnLed Lo by defaulL.
(lll) Members-aL-Large shall be permlLLed Lo slL on no more Lhan one (1) sLandlng commlLLee of Lhe 8oard
of ulrecLors.
(a) Members-aL-large requlred by pollcy, wlLh respecL Lo any poslLlon Lhey hold ln Lhe SocleLy LhaL
does noL consLlLuLe membershlp on Lhe 8oard of ulrecLors or LxecuLlve Councll, Lo slL on any
sLandlng commlLLee(s) shall be permlLLed Lo slL on up Lo one (1) addlLlonal commlLLee beyond
Lhe commlLLee(s) Lhey are appolnLed Lo by defaulL.
(lv) 1he above llmlLs shall apply only Lo sLandlng commlLLees and membershlp on any exLraordlnary or ad-
hoc commlLLee shall noL be counLed Lowards Lhese LoLals, no llmlLs shall be lmposed on Lhe number of
exLraordlnary or ad-hoc commlLLees an lndlvldual may slL on.
(v) 1he above llmlLs may be suspended wlLhouL amendmenL Lo Lhls pollcy by Lhe 8oard of ulrecLors
should an lnsufflclenL number of nomlnaLlons be recelved for commlLLee seaLs for Lwo (2) or more
successlve 8oard of ulrecLors meeLlngs.
1here shall be no llmlLs placed upon an lndlvldual's ablllLy Lo acL as Chalrperson or vlce-Chalrperson of (C)
mulLlple commlLLees provlded Lhe llmlLs on commlLLee membershlp noL be vlolaLed.
unless oLherwlse noLed, Lhe resldenL, Chalrperson of Lhe 8oard of ulrecLors, and Cmbudsperson shall be (u)
consldered Lo be ex-offlclo members of all 8oard of ulrecLors commlLLees, wlLh Lhe excepLlon of Lhose whose
Lerms of reference or sLrucLure ln Code speclfles oLherwlse.
(l) 1he resldenL shall be consldered a voLlng member of all such commlLLees.
(ll) 1he Chalrperson of Lhe 8oard of ulrecLors and Cmbudsperson shall be consldered non-voLlng
members of all such commlLLees, buL shall be enLlLled Lo be lncluded ln all relevanL communlcaLlons,
aLLend all meeLlngs and parLake ln Lhelr dlscusslons, and be presenL for Lhe presenLaLlon of any ln-
camera maLerlal or debaLe.
(a) Should Lhe Chalrperson of Lhe 8oard of ulrecLors, by vlrLue of any poslLlon Lhey hold,
oLherwlse be requlred by Lhls pollcy Lo slL as a member of a commlLLee, Lhey shall be
consldered a non-voLlng member ln place of a voLlng member.
Str|pp|ng of a Comm|ttee Appo|ntment Sect|on 3.09:
1he 8oard of ulrecLors may remove an lndlvldual from Lhelr poslLlon as a commlLLee member, Chalrperson, or (A)
vlce-Chalrperson by Lwo-Lhlrds (2/3
rds
1he vlce-Chalrperson of a commlLLee may also be removed by Lwo-Lhlrds (2/3
rds
) superma[orlLy voLe Lhelr (8)
respecLlve commlLLee's membershlp.
Irequency of Meet|ngs Sect|on 3.10:
unless oLherwlse speclfled, all sLandlng commlLLees shall meeL no less Lhan once per Lwo (2) monLhs durlng (A)
Lhe academlc year.
Stand|ng Comm|ttees koster Sect|on 3.11:
Academlc CommlLLee (A)

Code of rocedure
Lh
2014

age 21 of 69

(l) 1he Academlc CommlLLee shall deLermlne Lhe poslLlons of Lhe SocleLy on academlc maLLers and dlrecL
Lhe vlce-resldenL Academlc and Commerce SLudenL SenaLor ln Lhelr respecLlve efforLs.
(a) 1he members of Lhe Academlc CommlLLee, wlLh Lhe excepLlon of Lhe Cmbudsperson, shall be
Lhe SocleLy's represenLaLlves on Lhe Sauder School of 8uslness laculLy Caucus.
(ll) Membershlp
(a) Cne (1) flrsL-year 8achelor of Commerce sLudenLs, elecLed by Lhe 8oard of ulrecLors.
(b) 1wo (2) second-year 8achelor of Commerce sLudenLs, elecLed by Lhe 8oard of ulrecLors.
(c) A comblned flve (3) Lhlrd and fourLh year 8achelor of Commerce sLudenLs, elecLed by Lhe
8oard of ulrecLors.
(d) 1he above represenLaLlves musL lnclude Lhe vlce-resldenL Academlc, Lhe Commerce SLudenL
SenaLor, and Lhe resldenL.
(l) ln Lhe evenL LhaL Lhere ls lnsufflclenL space for all Lhree of Lhese lndlvlduals Lo serve on
Lhe commlLLee under Lhe guldellnes esLabllshed LhaL deflne membershlp on Lhe basls
of academlc year, Lhen prlorlLy shall be glven ln Lhe order Lhe poslLlons are llsLed.
1hose lndlvlduals noL able Lo be lncluded accordlngly shall slL on Lhe commlLLee, buL
shall noL serve as represenLaLlves on Lhe Sauder School of 8uslness laculLy Caucus and
shall noL be counLed agalnsL Lhe LoLals for any of Lhe above caLegorles of sLudenLs.
(lll) Chalrperson and vlce-Chalrperson
(a) 1he Chalrperson of Lhe Academlc CommlLLee shall be Lhe vlce-resldenL Academlc.
(b) 1he vlce-Chalrperson of Lhe Academlc CommlLLee shall be Lhe Commerce SLudenL SenaLor.
8udgeL CverslghL CommlLLee (8)
(l) 1he 8udgeL CverslghL CommlLLee shall approve Lhe annual budgeL prlor Lo lLs presenLaLlon Lo Lhe
8oard of ulrecLors and revlew all flnanclal documenLs produced by Lhe vlce-resldenL llnance,
lncludlng quarLerly or seml-annual spendlng reporLs.
(ll) Membershlp
(a) Lx-offlclo members, as deflned ln Lhls pollcy.
(b) 1he vlce-resldenL llnance.
(l) 1he resldenL and vlce-resldenL llnance shall be lnellglble Lo acL as Chalrperson or
vlce-Chalrperson.
(c) 1he AssoclaLe vlce-resldenL llnance.
(l) 1he AssoclaLe vlce-resldenL llnance shall slL as a non-voLlng member of Lhe
commlLLee.
(d) 1hree (3) members of Lhe 8oard of ulrecLors, elecLed by Lhe 8oard of ulrecLors.
(e) 1wo (2) addlLlonal members of Lhe LxecuLlve Councll, elecLed by Lhe LxecuLlve Councll.

Code of rocedure
Lh
2014

age 22 of 69

(f) 1wo (2) members-aL-large, elecLed by Lhe 8oard of ulrecLors.
(a) 1he Chalrperson and vlce-Chalrperson of Lhe 8udgeL CverslghL CommlLLee shall be appolnLed
by Lhe 8oard of ulrecLors and commlLLee as per sLandard procedure.
ollcy and CrganlzaLlonal uevelopmenL CommlLLee (C)
(l) 1he ollcy and CrganlzaLlonal uevelopmenL CommlLLee shall be Lhe prlmary, Lhough noL excluslve,
agenL for pollcy developmenL, where posslble revlewlng and dellberaLlng all addlLlons, amendmenLs,
suspenslons, and repeals of pollcles prlor Lo Lhelr presenLaLlon Lo Lhe 8oard of ulrecLors for
raLlflcaLlon. 1he commlLLee shall manage Lhe records-keeplng of all such documenLs, explore and
advlse on any posslble amendmenLs Lo Lhe ConsLlLuLlon, and consulL Lhe SLudenL AdmlnlsLraLlve
Commlsslon (SAC") and LeglslaLlve rocedures CommlLLee (LC") of Lhe Alma MaLer SocleLy where
needed Lo ensure compllance wlLh lLs Code of rocedure, 8ylaws, and ConsLlLuLlon
(ll) Membershlp
(b) lour (4) members of Lhe 8oard of ulrecLors, elecLed by Lhe 8oard of ulrecLors.
(c) Cne (2) members of Lhe LxecuLlve Councll, elecLed by Lhe LxecuLlve Councll.
(d) 1wo (2) members-aL-large, elecLed by Lhe 8oard of ulrecLors.
(a) 1he Chalrperson and vlce-Chalrperson of Lhe ollcy and CrganlzaLlonal uevelopmenL
CommlLLee shall be appolnLed by Lhe 8oard of ulrecLors and commlLLee as per sLandard
procedure.
Lxtraord|nary Comm|ttees koster Sect|on 3.12:
LxecuLlve Councll Plrlng CommlLLee (A)
(l) 1he LxecuLlve Councll Plrlng CommlLLee shall promoLe Lhe avallablllLy of poslLlons on Lhe LxecuLlve
Councll Lo Lhe general member of Lhe SocleLy, revlew Lhe appllcaLlons for poslLlons on Lhe LxecuLlve
Councll and conducL lnLervlews for appllcanLs Lo Lhese poslLlons, and selecL Lhe composlLlon of Lhe
LxecuLlve Councll by slmple ma[orlLy voLe for each poslLlon.
(ll) Membershlp
(b) lour (4) members of Lhe 8oard of ulrecLors, elecLed by Lhe 8oard of ulrecLors.
(a) 1he Cmbudsperson shall acL as Chalrperson of Lhe LxecuLlve Councll Plrlng CommlLLee.
(lv) Speclal 8esLrlcLlons on Membershlp and AcLlvlLles

Code of rocedure
Lh
2014

age 23 of 69

(a) 1he commlLLee membershlp shall conslsL of 8oard of ulrecLors members-elecL and all
references Lo commlLLee members ln Lhls pollcy shall be Laken Lo refer Lo Lhese lncomlng
members of Lhe 8oard of ulrecLors.
(v) 1erm
(a) 1he LxecuLlve Councll Plrlng CommlLLee shall be formed lmmedlaLely upon elecLlon of an
lncomlng 8oard of ulrecLors and shall sLand unLll compleLlon of any hlrlng acLlvlLles.
(l) 1he LxecuLlve Councll Plrlng CommlLLee may be re-formed aL any polnL durlng Lhe year
upon LermlnaLlon of reslgnaLlon of a member of Lhe LxecuLlve Councll.
Clubs 8evlew CommlLLee (8)
(l) 1he Clubs 8evlew CommlLLee shall revlew Lhe annual acLlvlLles of each club afflllaLed wlLh Lhe SocleLy
and provlde recommendaLlons Lo Lhe LxecuLlve Councll and 8oard of ulrecLors on wheLher Lo renew
LhaL club's fundlng and afflllaLlon sLaLus.
(ll) Membershlp
(b) 1he vlce-resldenL lnLernal.
(c) lour (4) members of Lhe 8oard of ulrecLors or LxecuLlve Councll, elecLed by Lhe 8oard of
ulrecLors
(d) Cne (1) member-aL-large, elecLed by Lhe 8oard of ulrecLors.
(e) no member of Lhe commlLLee may be an execuLlve of an AMS club.
(a) 1he Chalrperson and vlce-Chalrperson of Lhe Clubs 8evlew CommlLLee shall be appolnLed by
Lhe 8oard of ulrecLors and commlLLee as per sLandard procedure.
(lv) 1erm
(a) 1he Clubs 8evlew CommlLLee shall be formed lmmedlaLely upon hlrlng of an lncomlng
LxecuLlve Councll and shall sLand unLll fulflllmenL of lLs responslblllLles.
8ulldlng users CommlLLee (C)
(l) 1he 8ulldlng users CommlLLee shall meeL wlLh Lhe Sauder School of 8uslness admlnlsLraLlon Lo dlscuss
lssues perLalnlng Lo bulldlng access, condlLlon, and oLher admlnlsLraLlve maLLers relaLlng Lo Lhe
physlcal presence of Lhe school.
(ll) Membershlp
(l) 1he Cmbudsperson shall noL be consldered a member of Lhls commlLLee.
(b) 1he vlce-resldenL lnLernal.

Code of rocedure
Lh
2014

age 24 of 69

(c) 1hree members of Lhe 8oard of ulrecLors or LxecuLlve Councll, elecLed by Lhe 8oard of
ulrecLors.
(a) 1here shall be no Chalrperson or vlce-Chalrperson for Lhls commlLLee.
Ad-noc Comm|ttees Sect|on 3.13:
1he 8oard of ulrecLors may esLabllsh ad-hoc commlLLees aL any Llme wlLhouL modlfylng Lhls pollcy. (A)
(l) An ad-hoc commlLLee shall be deflned as a Lask force esLabllshed wlLh Lhe purpose of lnvesLlgaLlng,
developlng, or resolvlng any pro[ecL of Lhe 8oard of ulrecLors, and shall be sLruck only where such a
pro[ecL saLlsfles Lhe requlremenL of occurrlng only over a deflned duraLlon.
(a) An lndeflnlLe or recurrlng responslblllLy of Lhe 8oard of ulrecLors shall be carrled ouL only by a
sLandlng or exLraordlnary commlLLee.
(ll) 1he sLrucLure of an ad-hoc commlLLee shall be deLermlned upon lLs lncepLlon and shall where posslble
follow a membershlp composlLlon slmllar Lo LhaL whlch ls observed for oLher sLandlng or exLraordlnary
commlLLees.
(lll) 1he Lerm and frequency of meeLlngs of an ad-hoc commlLLee shall be deLermlned upon lLs lncepLlon
and Lhe commlLLee shall requlre renewal each year should lLs Lerm exceed Lhe Lerm of Lhe currenL
8oard of ulrecLors.
(lv) 1he above lnformaLlon shall be esLabllshed ln a formal Lerms of reference documenL for any such
commlLLee.
L|ect|ons and keferenda Adm|n|strat|on o||cy Art|c|e 4:
r|nc|p|es and App||cat|on Sect|on 4.01:
1he SocleLy shall ensure an equlLable, susLalnable, and LransparenL voLlng procedure for varlous elecLlons (A)
conducLed wlLhln lLself.
As per Lhe AMS Code of rocedure and 8ylaws, no new or alLered elecLlons procedure shall Lake effecL prlor Lo (8)
Lhe compeLlLlon of an elecLlons perlod should such a change be approved pasL Lhe beglnnlng of Lhe
nomlnaLlon process, and no unwrlLLen regulaLlons shall be consldered valld.
1he L|ect|ons Comm|ttee Sect|on 4.02:
1he sLrucLure, powers, and duLles of Lhe LlecLlons CommlLLee shall be conslsLenL wlLh Lhe rules ouLllned ln Lhe (A)
SocleLy's ConsLlLuLlon.
Members of Lhe LlecLlons CommlLLee shall noL be: (8)
(l) Members of Lhe 8oard of ulrecLors or LxecuLlve Councll.
(ll) lndlvlduals lnLendlng Lo run for offlce ln Lhe soonesL elecLlon.
(a) Should members of Lhe LlecLlons CommlLLee deslre Lo run ln an elecLlon, Lhey musL reslgn

Code of rocedure
Lh
2014

age 23 of 69

Lhelr poslLlon aL Lhelr soonesL posslble convenlence, aL leasL fourLeen (14) days prlor Lo Lhe
beglnnlng of Lhe nomlnaLlons perlod.
Sub[ecL Lo Lhe Code of rocedure and ConsLlLuLlon as well as Lhe AMS Code of rocedure and 8ylaws, Lhe (C)
LlecLlons CommlLLee Chalrperson shall have auLhorlLy on all maLLers relaLlng Lo elecLlons and malnLaln a falr
and equlLable elecLlons process aL all Llmes.
unless oLherwlse speclfled, all declslons requlred ln Lhls pollcy Lo be made by Lhe LlecLlons CommlLLee as a (u)
whole shall be deLermlned by slmple ma[orlLy voLe.
(l) 1he LlecLlons CommlLLee Chalrperson shall have Lhe same voLlng prlvlleges as all oLher members of
Lhe LlecLlons CommlLLee.
Cand|date L||g|b|||ty Sect|on 4.03:
All sLudenLs who are currenLly members of Lhe SocleLy, by deflnlLlon of Lhe SocleLy's ConsLlLuLlon, ln Lhe year (A)
of Lhelr candldacy may be nomlnaLed for elecLlon.
Lxchange sLudenLs shall noL be permlLLed Lo run ln Lhe SocleLy's elecLlons. (8)
CandldaLes musL declare any plans, conflrmed or oLherwlse, ln Lhe nexL year for exchange or co-op (C)
placemenLs prlor Lo elecLlon.
ln Lhe case where elecLlons overlap wlLh sLandard hlrlng, no candldaLe acLlvely runnlng ln an elecLlon shall be (u)
consldered for an LxecuLlve or Servlce Councll poslLlon.
re-Nom|nat|on rocedures Sect|on 4.04:
1he LlecLlons CommlLLee Chalrperson shall organlze an lnformaLlonal meeLlng for all Lhe members of Lhe (A)
SocleLy who are lnLeresLed ln runnlng for a poslLlon ln Lhe lmpendlng elecLlons.
(l) 1he lnformaLlonal meeLlng has a purely lnformaLlve purpose and aLLendance ls opLlonal.
(ll) 1he lnformaLlonal meeLlng shall Lake place wlLhln Lhe flrsL LwenLy-one (21) days of Lhe beglnnlng of
Lhe flrsL academlc Lerm for Lhe fall elecLlons, and wlLhln Lhe flrsL fourLeen (14) days of Lhe beglnnlng of
Lhe second academlc Lerm for Lhe wlnLer elecLlons.
(lll) AL Lhe lnformaLlonal meeLlng, Lhe LlecLlons CommlLLee Chalrperson shall provlde sLudenLs wlLh
lnformaLlon lncludlng, buL noL llmlLed Lo, Lhe avallablllLy, descrlpLlon, and duLles of elecLed poslLlons,
as well as elecLoral and Lurnover procedures and pollcles.
Nom|nat|on rocess Sect|on 4.0S:
Lvery ellglble member of Lhe SocleLy shall be permlLLed Lo seek nomlnaLlon for only one poslLlon ln a glven (A)
elecLlon.
1he LlecLlons CommlLLee Chalrperson shall announce Lhe deadllne for all nomlnaLlons aL leasL seven (7) days (8)
prlor Lo Lhe deLermlned daLe.
ln order Lo be nomlnaLed, each candldaLe shall submlL Lhe followlng lLems as proof of lnLenL prlor Lo Lhe (C)
nomlnaLlon deadllne:

Code of rocedure
Lh
2014

age 26 of 69

(l) An endorsemenL sheeL, avallable onllne, wlLh 20 sLudenL slgnaLures appllcable Lo Lhe poslLlon for
whlch Lhe candldaLe ls belng nomlnaLed.
(a) Lndorsers' ellglblllLy ls ouLllned ln Lhe SocleLy's ConsLlLuLlon.
(b) Lach member of Lhe SocleLy may slgn Lhe endorsemenL sheeLs of no more Lhan Lwo
candldaLes runnlng for Lhe same poslLlon.
(l) A candldaLe musL lnform Lhose slgnlng hls or her endorsemenL sheeL of Lhe above
resLrlcLlon.
(ll) Should an lndlvldual slgn Lhe endorsemenL sheeLs of mulLlple candldaLes for Lhe same
poslLlon, Lhelr slgnaLure shall be declared null on all appllcable endorsemenLs.
(lll) LxcepLlons Lo Lhe above rule shall be aL Lhe [olnL dlscreLlon of Lhe LlecLlons CommlLLee
Chalrperson, and shall be granLed only ln such slLuaLlons as where Lhere exlsLs
reasonable grounds on whlch Lo belleve Lhe candldaLes acLed ln good falLh Lo observe
Lhe rules and regulaLlons lald ouL ln Lhls pollcy.
(ll) A wrlLe-up sLaLlng Lhelr plaLform and/or auLoblography, a mlnlmum of one-hundred-flfLy (130) words
and a maxlmum of Lwo-hundred-flfLy (230).
(lll) An agreemenL Lo be phoLographed by Lhe LlecLlons CommlLLee aL Lhe All-CandldaLes MeeLlng.
(lv) A slgned copy of Lhe CandldaLe's AgreemenL, blndlng Lhe candldaLe Lo compllance wlLh all relevanL
LlecLlons procedures and pollcles.
An elecLlon for any poslLlon may noL begln should Lhere be less Lhan one nomlnaLed candldaLe for LhaL (u)
poslLlon.
lf Lhere are noL enough candldaLes lnLendlng Lo run for cerLaln poslLlons by Lhe nomlnaLlon deadllne as (L)
deLermlned by Lhe LlecLlon CommlLLee Chalrperson, Lhe nomlnaLlon perlod shall be exLended for Lhe affecLed
poslLlons by a perlod, no greaLer Lhan seven (7) days, deLermlned by Lhe LlecLlons CommlLLee Chalrperson.
(l) ln such cases, Lhe general membershlp of Lhe SocleLy musL be lnformed of Lhe exLenslon of Lhe
nomlnaLlon perlod.
CandldaLes may wlLhdraw from Lhe elecLlons aL any Llme prlor Lo, buL noL afLer, Lhe balloL openlng by (l)
submlLLlng a leLLer of reslgnaLlon Lo Lhe LlecLlons CommlLLee Chalrperson.
Campa|gn Conduct and rocedures Sect|on 4.06:
Campalgnlng ls deflned as Lhe acLlve aLLempL Lo adverLlse one's candldacy, lncludlng, buL noL llmlLed Lo, any (A)
form of onllne, ln prlnL, or verbal communlcaLlon.
rlor Lo campalgnlng and no more Lhan LwenLy-four (24) hours afLer Lhe nomlnaLlon deadllne, an All- (8)
CandldaLes MeeLlng shall be held Lo revlew and advlse candldaLes on elecLlons procedures.
1he offlclal campalgnlng perlod shall begln lmmedlaLely afLer Lhe concluslon of Lhe All-CandldaLes MeeLlng (C)
and lasL unLll Lhe beglnnlng of Lhe voLlng perlod.
(l) 1he campalgn perlod shall be no less Lhan seven (7) and no more Lhan Len (10) days ln duraLlon.

Code of rocedure
Lh
2014

age 27 of 69

lf lL ls found LhaL a candldaLe, or any lndlvldual or organlzaLlon acLlng on behalf of a parLlcular candldaLe, has (u)
campalgned ln any form ln supporL of a candldaLe or agalnsL a candldaLe ln an efforL Lo supporL oLher
candldaLes, before Lhe concluslon of Lhe All-CandldaLes MeeLlng, Lhe offendlng or supporLed candldaLe(s) wlll
be dlsquallfled from Lhe elecLlon.
(l) lf lL found LhaL an lndlvldual or organlzaLlonal has campalgned ln supporL or agalnsL a candldaLe ln
aLLempL Lo dlsquallfy anoLher candldaLe before Lhe concluslon of Lhe All-CandldaLes MeeLlng, Lhe
affecLed candldaLe(s) shall be allowed Lo run ln Lhe elecLlon.
(ll) 1he acL of requesLlng nomlnaLlons shall be exempL from Lhls deflnlLlon provlded lL be done on an
lndlvldual basls wlLhouL use of mass-communlcaLlon or medla.
(lll) 1he LlecLlon CommlLLee Chalrperson shall lnvesLlgaLe any such complalnLs or concerns.
All candldaLes shall have a flnanclal llmlL for campalgn-wlde expenses as deLermlned prlor Lo elecLlons by Lhe (L)
LlecLlons CommlLLee Chalrperson, such a llmlL may be seL aL no less Lhan $100 and no greaLer Lhan $400.
(l) CandldaLes may, aL Lhelr dlscreLlon, lncur no campalgn expenses.
(ll) A unlL-cosL maxlmum of $4 shall apply for any promoLlonal maLerlals lnLended for lndlvldual
dlsLrlbuLlon Lo poLenLlal voLers, lncludlng consumables.
(lll) Campalgn expenses shall lnclude: all dlrecL expenses pald by Lhe candldaLe as well as any ouLslde
conLrlbuLlons Lo Lhe campalgn (moneLary or ln-klnd), and shall exclude any non-professlonal deslgn or
labour.
1he SocleLy shall relmburse candldaLes for Lhe enLlreLy of Lhelr campalgn spendlng, up Lo a llmlL of $23. (l)
(l) 1he value of any campalgn expenses shall be deLermlned by Lhe provlslon of recelpLs or lnvolces, or, ln
Lhelr absence, aL Lhe dlscreLlon of Lhe LlecLlons CommlLLee.
(ll) 1he LlecLlons CommlLLee may re[ecL any requesLs for relmbursemenLs above Lhe sLaLed llmlL or for
whlch lnadequaLe documenLaLlon or proof of spendlng ls glven.
All campalgn maLerlal, prlnLed, dlglLal, or oLherwlse, musL be approved by Lhe LlecLlons CommlLLee (C)
Chalrperson before use and musL comply wlLh Lhe any brandlng, communlcaLlons, or vlsual medla guldellnes
lald ouL by Lhe SocleLy.
(l) 1he LlecLlons CommlLLee Chalrperson may deslgnaLe forms of communlcaLlons maLerlal LhaL are
exempL from Lhelr revlew prlor Lo publlcaLlon or may deflne a reasonable range of medla LhaL shall fall
under Lhls exempLlon.
(ll) 1he LlecLlons CommlLLee Chalrperson reserves Lhe rlghL Lo refuse Lhe publlcaLlon or dlsLrlbuLlon of any
campalgn maLerlal and requlre Lhe removal or recall of any maLerlal deemed Lo be unaccepLable or
lnapproprlaLe.
(lll) CandldaLes shall submlL all posLers Lo Lhe LlecLlons CommlLLee Chalrperson before belng posLed and
musL be marked by a unlque sLamp demonsLraLlng Lhelr approval.
(lv) 1he LlecLlons CommlLLee Chalrperson shall deLermlne a maxlmum number of posLers Lo be allowed
per candldaLe, wlLh such a llmlL belng seL no less Lhan LwenLy (20) and no greaLer Lhan forLy (40)
leLLer-slzed papers.

Code of rocedure
Lh
2014

age 28 of 69

(a) osLers may only be afflxed Lo dedlcaLed bulleLln board spaces and may noL overlap any oLher
posLed maLerlals.
(b) Lach candldaLe may aLLach a maxlmum of four (4) posLers Lo each bulleLln board.
(c) 1he above requlremenLs are deflned ln Lerms of leLLer-slzed paper. Should a candldaLe employ
Lhe use of larger posLers, Lhey may do so provlded Lhe LoLal area of Lhelr prlnL maLerlal does
noL exceed Lhe LoLal area of Lhe number of posLers allowed by Lhe LlecLlons CommlLLee
Chalrperson.
(l) 1he llmlL on number of posLers per bulleLln board ln Lhls pollcy shall apply ln LhaL a
candldaLe's LoLal publlcaLlon maLerlal on any bulleLln board may noL exceed, ln area,
LhaL of four (4) leLLer-slzed papers.
(v) Campalgn maLerlals shall noL be added or changed wlLhouL approval from Lhe LlecLlons CommlLLee
Chalrperson.
(a) 1he LlecLlons CommlLLee Chalrperson may, aL Lhelr dlscreLlon, speclfy a Llme durlng Lhe
campalgnlng perlod where candldaLes may resubmlL posLers or new maLerlals for approval.
(vl) 1he dlsLrlbuLlon of leafleLs ls forbldden.
(a) LeafleLs are deflned as prlnLed or handwrlLLen pleces of paper of varlous slzes, someLlmes
folded, conLalnlng any lnformaLlon or adverLlsemenL lnLended for physlcal dlsLrlbuLlon Lo
mulLlple persons.
Classroom speeches shall be governed by Lhe followlng condlLlons: (P)
(l) CandldaLes are forbldden Lo make formal speeches durlng class Llme.
(ll) CandldaLes may make a speech before and afLer class Llme lf permlLLed by Lhe lnsLrucLor.
(a) Such speeches may ln no way overlap wlLh class Llme.
(b) Classroom speeches musL be llmlLed Lo 60 seconds per candldaLe.
CandldaLes may noL form or parLlclpaLe ln a slaLe or parLy. (l)
(l) A slaLe or a parLy ls deflned as an organlzaLlon formed wlLh Lhe lnLenL of galnlng pollLlcal power,
comprlsed of persons unlLed ln oplnlon or acLlon, LhaL makes a concerLed efforL Lo promoLe lLself as
an organlzaLlon, Lhe candldaLes LhaL parLlclpaLe ln lL, and Lhe lnLeresLs and poslLlons lL represenLs.
(ll) Any candldaLe found Lo be ln a slaLe or parLy shall be dlsquallfled lmmedlaLely.
CandldaLes shall ensure LhaL all campalgn maLerlals are removed wlLhln one week of Lhe publlc (!)
announcemenL of elecLlon resulLs.
1he SocleLy shall make no prohlblLlons on Lhe rlghL of lLs members Lo endorse candldaLes for offlce. (k)
(l) 1he followlng excepLlons shall apply:
(a) 1he members of Lhe LlecLlons CommlLLee and Cmbudsperson, who are bound by neuLrallLy,
and shall under no clrcumsLances endorse any candldaLe(s).

Code of rocedure
Lh
2014

age 29 of 69

(b) Any lndlvldual runnlng for offlce, who may publlcly supporL no oLher candldaLe(s) ln Lhe
elecLlon pursuanL Lo Lhls pollcy's poslLlon on slaLlng.
(l) ConLrary Lo Lhe above, an lndlvldual may endorse anoLher candldaLe ln a non-publlc
seLLlng.
a. lor Lhe above purpose, a non-publlc seLLlng" shall be deflned as belng one ln
whlch an endorsemenL ls lnLended Lo be heard by no more Lhan Lhree (3) oLher
lndlvlduals aL any glven Llme.
b. under no clrcumsLances shall a candldaLe ln any way publlsh, elLher ln prlnL or
Lhrough elecLronlc means, Lhelr endorsemenL of anoLher candldaLe.
(ll) 8oard of ulrecLors, LxecuLlve Councll, Servlce Councll, and Servlce Councll CommlLLee members shall
noL be resLrlcLed from referenclng Lhelr prlor or currenL poslLlon or experlence wlLh Lhe SocleLy ln any
endorsemenL of Lhemselves as a candldaLe or of oLher candldaLes ln Lhe elecLlon, buL may ln no way
employ Lhe resources of LhaL poslLlon for Lhe sake of campalgnlng for or agalnsL any such person.
(a) 1hls lncludes, buL ls noL llmlLed Lo, conLacL lnformaLlon and emall llsLs, soclal neLworklng
pages, commlLLee or councll meeLlngs, and evenLs.
(b) 1hls llmlL on use of SocleLy-acqulred resources shall furLher apply Lo lndlvlduals who have held
such poslLlons ln Lhe pasL and who may reLaln access Lo Lhese resources beyond Lhelr Lenure.
(lll) 1he 8oard of ulrecLors may, by Lwo-Lhlrds (2/3
rds
) superma[orlLy voLe, adopL a yes" or no" poslLlon
on any referenda and publlcally communlcaLe Lhls poslLlon uslng Lhe SocleLy's communlcaLlons
resources.
(a) under no clrcumsLances shall Lhe SocleLy, beyond Lhe llmlLs of relmbursemenL lald ouL for
campalgners ln Code, expend flnanclal resources ln promoLlng Lhe 8oard of ulrecLors' poslLlon
on referenda.
(l) ConLrary Lo Lhe above, Lhe SocleLy may engage ln spendlng for Lhe purposes of ralslng
awareness as Lo Lhe occurrence of a referendum and any correspondlng quesLlons.
(lv) All candldaLes ln an elecLlon shall be permlLLed Lo publlcally sLaLe Lhelr poslLlons on referenda maLLers.
A||-Cand|dates Iorum(s) rocedures Sect|on 4.07:
A mulLlple forum sysLem shall be used wlLh Lhe lnLenL of affordlng voLers ample opporLunlLy Lo galn sufflclenL (A)
knowledge and educaLe Lhelr voLe.
Cne forum shall be held for all candldaLes runnlng for Lhe poslLlons of Lhe resldenL, SenaLor, AMS (8)
8epresenLaLlve, and Cmbudsperson.
AL leasL one more forum shall be held for all candldaLes runnlng for Lhe poslLlons of llrsL, Second, 1hlrd and (C)
lourLh ?ear 8epresenLaLlve.
lf Lhere are flve or more candldaLes runnlng for Lhe same poslLlon, Lhere may be one more separaLe forum (u)
held for Lhese candldaLes aL Lhe dlscreLlon of Lhe LlecLlons CommlLLee Chalrperson.
All candldaLes runnlng for Lhe same poslLlon shall be presenL for Lhe duraLlon of Lhelr respecLlve forum. (L)
All forums shall be held on dlfferenL days. (l)

Code of rocedure
Lh
2014

age 30 of 69

1he locaLlon and Llme of an All-CandldaLes lorum(s) shall be publlcly announced by Lhe LlecLlons CommlLLee (C)
Chalrperson aL leasL flve (3) days prlor Lo Lhe forum(s).
LengLh of speeches shall be deLermlned by Lhe LlecLlons CommlLLee Chalrperson conLlngenL on Lhe number of (P)
candldaLes.
lf a cerLaln candldaLe ls more Lhan LhlrLy (30) mlnuLes laLe from Lhe beglnnlng of Lhe All-CandldaLes lorum(s), (l)
Lhls candldaLe shall be dlsquallfled from Lhe elecLlons.
Vot|ng rocedures Sect|on 4.08:
1he voLlng perlod shall be beLween LwenLy-four (24) and forLy-elghL (48) hours ln duraLlon and shall begln (A)
lmmedlaLely upon compleLlon of Lhe campalgn perlod.
(l) no ln-person campalgnlng by Lhe elecLlons candldaLes Lhemselves shall be permlLLed durlng Lhls Llme.
(a) Cnllne soclal medla campalgnlng shall be permlLLed LhroughouL Lhls perlod.
(ll) voLlng may noL be held excluslvely over a lrlday, weekend, and/or hollday perlod.
All voLlng ln Lhe SocleLy shall be conducLed as follows: (8)
(l) voLlng shall be conducLed onllne Lhrough a secure webslLe or a secure paper balloL.
(ll) Lach balloL form, onllne or oLherwlse, shall have only a slngle page per poslLlon wlLh all candldaLes for
whom Lhe sLudenL ls ellglble Lo voLe.
(lll) 1he names of Lhe candldaLes shall appear on Lhe page surname flrsL, alphabeLlzed by surname or
Lhrough such elecLronlc means as would resulL ln a random order of candldaLes for each unlque balloL.
(lv) 1he voLlng sysLem shall have Lhe names of all candldaLes shown only once and of equlvalenL
Lypography.
(v) An absLenLlon opLlon shall be dlsplayed aL Lhe boLLom of each balloL page and shall noL be counLed
Lowards or agalnsL Lhe LoLal number of voLes casL.
(vl) A 8e-Cpen nomlnaLlons" opLlon shall also be dlsplayed aL Lhe boLLom of each balloL page.
(a) no candldaLe recelvlng fewer voLes Lhan Lhe 8e-Cpen nomlnaLlons" opLlon shall be elecLed
Lo a poslLlon, and nomlnaLlons shall be reopened as requlred Lo flll such poslLlons.
(l) ln an elecLlon ln whlch mulLlple seaLs are avallable Lo be fllled and ln whlch only some
candldaLes recelve fewer voLes Lhan Lhe 8e-Cpen nomlnaLlons" opLlon, Lhose
candldaLes recelvlng voLes ln excess of LhaL amounL shall be declared elecLed whlle
Lhose recelvlng fewer such voLes shall noL.
(b) Any elecLlons held as a resulL of Lhe above shall be conducLed ln accordance wlLh Lyplcal
elecLoral procedure, wlLh Lhe excepLlon LhaL any lndlvlduals nomlnaLed ln Lhe lnlLlal elecLlon
shall be permlLLed Lo run agaln wlLhouL compeLlLlon or submlsslon of a nomlnaLlon form.
(c) no slmllar absLenLlon or no voLe" selecLlons shall be dlsplayed on a referendum balloL, whlch
shall feaLure only yes," no," and absLaln" selecLlons.

Code of rocedure
Lh
2014

age 31 of 69

(vll) voLers may selecL, on Lhelr balloLs, a number of candldaLes for each LlLle-poslLlon equal Lo Lhe number
of poslLlons avallable buL may only voLe for a slngle candldaLe once.
(vlll) 1he voLlng sysLem shall be Lhoroughly LesLed before each elecLlon Lo ensure quallLy conLrol, accuracy,
and securlLy.
(lx) 1he LlecLlons CommlLLee Chalrperson shall deLermlne Lhe number, locaLlon, and hours of operaLlon of
any polllng sLaLlons for Lhe duraLlon of Lhe voLlng perlod.
(x) 1he use of elecLronlc devlces (e.g. lapLops, cell phones, eLc.) wlLh Lhe lnLenLlon of uslng Lhem as voLlng
devlces Lo sollclL oLher sLudenLs ls sLrlcLly prohlblLed.
(xl) All members of Lhe LlecLlons CommlLLee, lncludlng Lhe LlecLlons CommlLLee Chalrperson, shall be
permlLLed Lo voLe buL may aL no polnL dlsclose Lhelr selecLed candldaLe(s).
Vot|ng kesu|ts Sect|on 4.09:
1he accuracy of Lhe voLlng resulLs shall be verlfled by Lhe LlecLlons CommlLLee Chalrperson prlor Lo publlc (A)
release.
A breakdown of Lhe resulLs shall be dlsLrlbuLed Lo Lhe ouLgolng 8oard of ulrecLors wlLhln Lwelve (12) hours of (8)
Lhelr belng avallable Lo Lhe LlecLlons CommlLLee Chalrperson.
1he LlecLlons CommlLLee Chalrperson shall lndlvldually conLacL each candldaLe lmmedlaLely afLer voLlng (C)
resulLs have been complled Lo lnform Lhem of Lhe elecLlon resulLs.
1he voLlng resulLs shall be publlcly released only afLer Lhe LlecLlons CommlLLee Chalrperson has conLacLed all (u)
candldaLes or LwenLy-four (24) afLer Lhey have become avallable Lo Lhe LlecLlons CommlLLee Chalrperson
provlded a reasonable efforL has been made Lo conLacL all candldaLes, whlchever comes flrsL.
8esulLs shall be publlcly released vla Lhe SocleLy's webslLe, sLudenL newspaper, newsleLLer, and any avallable (L)
publlc announcemenL Lools.
1|es Sect|on 4.10:
ln Lhe case of a Lle, Lhe followlng procedures musL be followed: (A)
(l) A Lle ls deflned as a slLuaLlon ln whlch Lwo or more candldaLes recelved exacLly Lhe same number of
voLes ln a glven elecLlon.
(ll) lf Lhere ls a Lle, Lhe Lled candldaLes have Lhe hlghesL number of voLes, and Lhe number of Lled
candldaLes ls less Lhan Lhe number of avallable poslLlons, Lhen all Lled candldaLes shall be declared Lhe
wlnner, and any resldual poslLlon(s) shall be dlsLrlbuLed Lo Lhe candldaLe(s) wlLh Lhe nexL hlghesL
number of voLes.
(lll) lf Lhere ls a Lle, Lhe Lled candldaLes have Lhe hlghesL number of voLes, and Lhe number of Lled
candldaLes ls greaLer Lhan Lhe number of avallable poslLlons, where Lhe wlnner of Lhe elecLlon ls
lmposslble Lo deLermlne, Lhe LlecLlons CommlLLee Chalrperson shall hold an lmmedlaLe re-voLe wlLhln
Lwo (2) days, durlng whlch no formal campalgn perlod shall be allowed and ln whlch Lhe voLlng perlod
ls no longer Lhan LwenLy-four (24) hours.
(a) ln such a re-voLe only Lhe lndlvlduals Lled for Lhe poslLlon shall be lncluded ln Lhe followlng
balloL, lndlvlduals recelvlng less voLes shall be excluded from Lhe balloL.

Code of rocedure
Lh
2014

age 32 of 69

(b) ln such a case as where a Lle occurs for candldaLes who do noL have Lhe hlghesL number of
voLes buL ln whlch one or more poslLlons remaln for whlch Lhey have Lhe nexL hlghesL number
of voLes (and whlch Lhe number of Lled candldaLes exceeds Lhe number of poslLlons remalnlng
for dlsLrlbuLlon afLer all oLher poslLlons have been allocaLed Lo candldaLes wlLh a greaLer
number of voLes) Lhen only Lhe Lled lndlvlduals shall be requlred Lo Lake parL ln Lhe resulLlng
re-voLe and Lhe lndlvlduals who have recelved a greaLer number of voLes shall auLomaLlcally
be appolnLed Lo Lhelr poslLlons.
(c) CandldaLes may decllne Lo be lncluded ln any re-voLe (forfelL") and an lndlvldual may be
acclalmed Lo a poslLlon ln such a case of a Lle whereln all oLher Lled candldaLes forfelL wlLhln
LwenLy-four (24) hours of recelvlng Lhe elecLlon resulLs.
Appea| rocedures Sect|on 4.11:
Any candldaLe may challenge Lhe resulLs of Lhe elecLlons by submlLLlng a wrlLLen leLLer of appeal Lo Lhe (A)
LlecLlons CommlLLee Chalrperson.
(l) 1he appeal should lnclude clearly sLaLed reasons for lLs flllng as well as Lhe followlng lnformaLlon
regardlng Lhe appellanL:
(a) lull name.
(b) SLudenL number.
(c) hone number.
(d) Lmall address.
(e) Malllng address.
(ll) Appeals shall be submlLLed wlLhln LwenLy-four (24) hours of Lhe resulLs of Lhe elecLlon belng publlcly
released.
(lll) no appeal shall be processed by Lhe LlecLlons CommlLLee prlor Lo Lhe release of Lhe elecLlon resulLs.
(lv) 1he LlecLlons CommlLLee shall rule on Lhe appeal wlLhln LwenLy-four (24) hours of lLs recelpL.
(a) 1he LlecLlons CommlLLee may lnvesLlgaLe Lhe complalnL Lhrough any means of communlcaLlon
avallable Lo lL.
(b) 1he LlecLlons CommlLLee may overLurn Lhe resulLs only by Lwo-Lhlrds (2/3rds) superma[orlLy
voLe.
(c) 1he LlecLlons CommlLLee may, upon appeal, declare elecLlons resulLs conLrary Lo Lhose lnlLlally
announced provlded, however, LhaL Lhey may only declare an alLernaLlve candldaLe Lo have
been elecLed should Lhere have prevlously been a mlscalculaLlon ln Lhe LabulaLlng of voLes or
should all oLher candldaLes recelvlng greaLer numbers of voLes ln Lhe relevanL elecLlon be
declared Lo have been dlsquallfled. 1he LlecLlons CommlLLee may alLernaLlvely deLermlne LhaL
a new elecLlon musL be held Lo deLermlne Lhe wlnners.
CandldaLes may ob[ecL Lo Lhe declslon of Lhe LlecLlons CommlLLee by appeallng Lo Lhe AMS LlecLlons (8)
CommlLLee and, furLher, Lhe AMS LlecLlon Appeals CommlLLee, pursuanL Lo Lhe AMS Code of rocedure.

Code of rocedure
Lh
2014

age 33 of 69

A referendum resulL may be appealed under Lhe same process as an elecLlon resulL by any member of Lhe (C)
SocleLy. 1he lnlLlal flllng of such an appeal shall furLher requlre Lhe slgnaLures of aL leasL Len (10) addlLlonal
consLlLuenLs ln supporL of Lhe appeal.
(l) 1he LlecLlons CommlLLee may only declare a referendum prevlously announced as havlng falled Lo
now have passed should Lhere have been a mlscalculaLlon ln Lhe LabulaLlon of voLes, and may
oLherwlse only lnvalldaLe Lhe resulLs of a referendum prevlously announced as havlng passed by now
declarlng lL Lo have falled. 1he LlecLlons CommlLLee may alLernaLlvely, ln elLher case, deLermlne LhaL a
new referendum musL be held Lo deLermlne Lhe ouLcome.
1he LlecLlons CommlLLee shall only overLurn Lhe resulLs of an elecLlon or referendum ln such cases as where (u)
Lhey flnd Lhere Lo have been slgnlflcanL breaches of elecLoral procedure or lnLegrlLy LhaL maLerlally affecLed
Lhe elecLlon resulLs beyond reasonable doubL, and shall noL overLurn such resulLs where Lhey belleve Lhe
elecLed candldaLe(s) or successful referendum campalgners Lo have acLed ln good falLh and noL have been
sub[ecL Lo meanlngfully advanLaged sLaLus as a resulL of any acLlons on whlch Lhe elecLlon or referendum
resulLs are belng appealed.
ena|t|es for o||cy and L|ect|ons Infract|ons Sect|on 4.12:
WlLh excepLlon, penalLles for Lhe vlolaLlons of Lhe LlecLlons and 8eferenda AdmlnlsLraLlon ollcy, or any oLher (A)
regulaLlon durlng elecLlons, shall be aL Lhe dlscreLlon of Lhe LlecLlons CommlLLee Chalrperson.
(l) All penalLles shall be ln proporLlon Lo Lhe serlousness of Lhe offence and conslsLenLly applled Lo all
slmllar offences.
(ll) Lvldence of any offences shall be aLLesLed Lo by Lhe LlecLlons CommlLLee and/or lLs Chalrperson prlor
Lo Lhe penalLy lmposlLlon.
uependlng on severlLy and llkellhood of repeaLed offences, a progresslve sancLlon sysLem shall be effecLuaLed (8)
by Lhe LlecLlons CommlLLee, as deflned by Lhe followlng:
(l) A formal warnlng.
(ll) 8emoval of one campalgn rlghLs lncludlng, buL noL llmlLed Lo, Lhe rlghL Lo posLer, make classroom
speeches, or have onllne conLenL.
(lll) A prohlblLlon on campalgnlng.
(lv) A dlsquallflcaLlon from Lhe elecLlon or lnvalldaLlon of any elecLlon resulLs by re-calllng of Lhe elecLlon.
(a) 1he lmposlLlon of sancLlons (l), (ll), and (lll) shall be aL Lhe dlscreLlon of Lhe LlecLlons
CommlLLee Chalrperson upon noLlflcaLlon of Lhe LlecLlons CommlLLee.
(b) 1he lmposlLlon of sancLlon (lv), shall be aL Lhe dlscreLlon of Lhe LlecLlons CommlLLee.
(c) SancLlons and a hlgher-level sancLlon lmplemenLed lmmedlaLely should Lhe offense be
deemed egreglous enough Lo warranL such acLlon.
(l) Any such by-pass musL be aL Lhe suggesLlon of Lhe LlecLlons CommlLLee Chalrperson
and Lhe lmposlLlon of sancLlon (lv) ln such a slLuaLlon may only occur upon a Lwo-
Lhlrds (2/3rds) superma[orlLy voLe of Lhe LlecLlons CommlLLee.
no deducLlon and/or reallocaLlon of voLes shall be permlLLed under any clrcumsLances. (C)

Code of rocedure
Lh
2014

age 34 of 69

Lnforcement Sect|on 4.13:
LlecLlons wlLhln Lhe SocleLy shall be kepL a hlgh sLandard and ln accordance wlLh lLs LlecLlons and 8eferenda (A)
AdmlnlsLraLlon ollcy and ConsLlLuLlon as well as Lhe AMS Code of rocedure and 8ylaws.
(l) uevlaLlons from Lhe above shall aL no Llme be LoleraLed.
(ll) 1he LlecLlons CommlLLee Chalrperson and Lhe LlecLlons CommlLLee are consulLanLs and enforcers of
Lhe above.
(lll) Any concerns regardlng Lhe above should be dlrecLed Lowards Lhe LlecLlons CommlLLee Chalrperson.
keferenda Sect|on 4.14:
All referenda shall be conducLed ln accordance wlLh Lhe ConsLlLuLlon. (A)
(l) 1he LlecLlons CommlLLee Chalrperson shall announce Lhe Llme and daLe aL whlch campalgnlng for Lhe
referendum shall commence no less Lhan flve (3) days prlor and musL publlclze Lhe referendum
quesLlon Lhrough all avallable medla channels.
uurlng Lhe campalgn perlod, a yes" campalgn and a no" campalgn may be conducLed. (8)
WlLh excepLlon Lo Lhe LlecLlons CommlLLee, any sLudenL wlLhln Lhe general membershlp of Lhe SocleLy shall (C)
be allowed Lo campalgn ln favour of or ln opposlLlon Lo Lhe referendum quesLlon.
(l) Any sLudenL wlshlng Lo campalgn on behalf of elLher slde of Lhe referendum musL reglsLer wlLh Lhe
LlecLlons CommlLLee Chalrperson Lo recelve relmbursemenL for campalgn expenses.
(a) A maxlmum of $23 per sLudenL, Lo a maxlmum of $300 ln LoLal, shall be relmbursed for each
slde of Lhe campalgn.
(b) SLudenLs musL reglsLer no more Lhan LwenLy-four hours followlng Lhe beglnnlng of Lhe
campalgn perlod Lo recelve relmbursemenL.
(c) 8elmbursemenLs shall be dlsLrlbuLed on a flrsL-come, flrsL-served basls.
Where noL oLherwlse speclfled, all procedures ln Lhls pollcy shall apply ln a slmllar fashlon and, where (u)
necessary, any adapLaLlons of Lhese secLlons shall be applled aL Lhe dlscreLlon of Lhe LlecLlons CommlLLee.
Invo|vement of the Cmbudsperson |n L|ect|ons and keferenda rocedures Sect|on 4.1S:
1he LlecLlons CommlLLee may aL Lhelr dlscreLlon engage Lhe Cmbudsperson ln any dlscusslons Lhey feel are (A)
relevanL Lo Lhelr role, provlded however LhaL Lhey musL noL Lhemselves be lnvolved aL Lhe Llme ln seeklng re-
elecLlon or elecLlon Lo anoLher offlce.
Invo|vement o||cy Art|c|e S:
L||g|b|||ty Sect|on S.01:
1o be ellglble for lnvolvemenL wlLhln Lhe SocleLy, an lndlvldual musL be consldered a member of Lhe SocleLy as (A)
deflned ln Lhe ConsLlLuLlon.

Code of rocedure
Lh
2014

age 33 of 69

(l) ConLrary Lo Lhe above, ln such cases as where excepLlonal clrcumsLances warranL Lhe lnvolvemenL of
lndlvlduals who are noL members of Lhe SocleLy, an excepLlon may be made.
(a) Such an excepLlon may only be made by Lhe LxecuLlve Councll on recommendaLlon of Lhe
LxecuLlve ln whose porLfollo Lhe lndlvldual ln quesLlon ls belng consldered for lnvolvemenL.
(b) 8easonable grounds for excepLlon shall be LhaL Lhe lncluslon of lndlvlduals who are noL
members of Lhe SocleLy ln a parLlcular porLfollo ls lnLegral Lo Lhe purposes of fosLerlng lnLer-
faculLy and exLernal relaLlons or carrylng ouL Lhe acLlvlLles of LhaL porLfollo.
(c) under no clrcumsLances shall such an excepLlon be made for an LxecuLlve Councll or Servlce
Councll poslLlon.
(d) under no clrcumsLances shall more Lhan flfLeen percenL (13) or one member, whlchever ls
greaLer, of a Servlce Councll CommlLLee be lndlvlduals who are noL members of Lhe SocleLy.
(e) Where posslble, such an excepLlonal shall be made wlLh preference for Lhe hlrlng of sLudenLs
aL Lhe unlverslLy of 8rlLlsh Columbla.
(f) Approval for such an excepLlon may be glven only by Lhe LxecuLlve Councll by Lwo-Lhlrds
(2/3
rds
) ma[orlLy voLe.
Conduct Sect|on S.02:
Any sLudenL who holds a poslLlon shall acL ln a manner LhaL ls represenLaLlve of Lhe values of Lhe SocleLy when (A)
lnvolved ln acLlvlLles relaLed Lo LhaL poslLlon.
(l) All lndlvlduals holdlng a poslLlon wlLhln Lhe SocleLy are Lo carry ouL Lhelr responslblllLles wlLhln Lhelr
role Lo Lhe besL of Lhelr ablllLles and Lo a reasonable sLandard.
(ll) All lndlvlduals holdlng a poslLlon wlLhln Lhe SocleLy shall sLrlve Lowards an open and equlLable
envlronmenL wlLhln Lhelr respecLlve porLfollos or commlLLees.
(lll) no sLudenL shall use Lhelr role wlLhln Lhe SocleLy Lo promoLe or help achleve Lhe ob[ecLlves of Lhe
lndlvldual for personal proflL, an exLernal organlzaLlon, or anoLher of Lhe SocleLy's servlces, wlLhouL
prlor consulLaLlon of elLher Lhe LxecuLlve Councll or Lhe 8oard of ulrecLors.
1rans|t|on Sect|on S.03:
upon compleLlon of all acLlvlLles relaLed Lo an LxecuLlve or Servlce role wlLhln Lhe SocleLy, a conLlnulLy reporL (A)
shall be submlLLed ln a Llmely manner Lo Lhe poslLlon's superlor.
(l) A Llmely manner" shall be deflned as 30 days followlng annual Lurnover.
(ll) A conLlnulLy reporL shall conLaln, aL mlnlmum, Lhe followlng:
(a) A reasonable descrlpLlon of Lhe pasL year's evenLs.
(b) All key conLacLs relaLed Lo Lhe role.
(c) Any flles relaLed Lo Lhe evenL, acLlvlLy, or role.
(d) Any oLher lLems requlred Lo fulflll Lhe responslblllLles of Lhe role ln fuLure years.

Code of rocedure
Lh
2014

age 36 of 69

Copyr|ght and roperty Sect|on S.04:
lL ls undersLood LhaL when an lndlvldual accepLs a poslLlon wlLhln Lhe SocleLy, all work and maLerlal compleLed (A)
for LhaL role shall be deemed properLy of Lhe SocleLy and lLs parenL organlzaLlon.
(l) upon compleLlon of a role wlLhln Lhe SocleLy, an lndlvldual ls allowed Lo reLaln a copy of all work and
maLerlals compleLed, unless deemed lnapproprlaLe for reasons of confldenLlallLy.
(ll) no pasL work or maLerlal ls Lo be used for commerclal purposes ouLslde of Lhe SocleLy wlLhouL prlor
auLhorlzaLlon.
(lll) lLems LhaL are consldered Lo be lnLellecLual properLy lnclude, buL are noL llmlLed Lo, Lhe followlng:
(a) Logos.
(b) LvenL, acLlvlLy and commlLLee LlLles.
(c) osLers.
(d) 1agllnes or symbollc phrases.
(e) 8udgeLs.
(f) ArLwork and graphlcs (dlglLal or oLherwlse).
(g) hoLography and vldeography.
(h) MascoLs.
kestr|ct|ons on os|t|ons ne|d Sect|on S.0S:
no llmlL shall be lmposed on Lhe number of poslLlons a sLudenL can hold wlLhln Lhe SocleLy aL any glven Llme. (A)
(l) LxcepLed from Lhe above shall be Lhe members of Lhe 8oard of ulrecLors, LxecuLlve Councll, and
Servlce Councll.
(a) no 8oard of ulrecLors member may slmulLaneously serve as an LxecuLlve Councll or Servlce
Councll member or as resldenL or Co-resldenL of a Commerce Club.
(b) All 8oard of ulrecLors members musL ensure Lhelr full adherence Lo Lhe commlLmenLs
speclfled ln Lhe ConsLlLuLlon and 8oard of ulrecLors CommlLLee ollcy and prlorlLlze Lhelr
commlLmenLs Lo Lhe 8oard of ulrecLors above any addlLlonal lnvolvemenL wlLhln Lhe SocleLy
as well as acL ln an unblased manner when dellberaLlng lssues perLalnlng Lo acLlvlLles or
organlzaLlons Lhey are lnvolved wlLh lnLernal or exLernal Lo Lhe SocleLy.
(l) As per Lhe SocleLy's ConsLlLuLlon, no member of Lhe 8oard of ulrecLors may
concurrenLly hold a poslLlon as an LxecuLlve Councll or Servlce Councll member, nor be
Lhe resldenL of a Commerce Club.
(c) 1he members of Lhe LxecuLlve Councll shall hold no oLher poslLlon(s) wlLhln Lhe SocleLy wlLh
Lhe excepLlon of Lhe followlng:
(l) Campus AmbaSauder.

Code of rocedure
Lh
2014

age 37 of 69

(ll) 1he Cavaller WrlLer.
(lll) Commerce MenLorshlp rogram MenLor or MenLee.
(lv) LxecuLlve MenLorshlp rogram MenLee.
(v) !uC WesL Leam parLlclpanL.
(vl) .C.l.1.S. Leam member.
(vll) vlsual Medla Leam member.
(vlll) Any poslLlon LhaL becomes avallable wlLhln Lhe SocleLy and LhaL conslsLs
predomlnanLly of parLlclpanL"-llke acLlvlLles and LhaL ls noL a senlor managemenL role.
A senlor managemenL role shall be deflned as belng a Servlce Councll member or vlce-
resldenL, vlce-Chalrperson, ulrecLor, or slmllar poslLlon of slgnlflcanL auLhorlLy wlLhln
a porLfollo.
(d) no member of Lhe LxecuLlve Councll shall be Lhe resldenL of a Commerce Club.
(e) Servlce Councll members shall hold no more Lhan Lwo poslLlons aL Lhe Servlce Councll level.
(l) lL ls Lhe responslblllLy of Lhe LxecuLlve Councll Lo deLermlne Lhe approprlaLeness of
holdlng Lwo Servlce Councll poslLlons should Lhe slLuaLlon ever arlse.
(f) no resLrlcLlons shall be placed upon Servlce Councll members for holdlng poslLlons on Servlce
Councll commlLLees.
(ll) 1he SocleLy shall Lake no oplnlon on Lhe level of lnvolvemenL an lndlvldual can susLaln unless Lhere ls
clear evldence LhaL supporLs oLherwlse.
(a) Any sLudenL wlLh more Lhan one poslLlon wlLhln Lhe SocleLy shall be equally responslble for
carrylng ouL each of Lhelr roles Lo Lhe besL of Lhe ablllLy Lo a reasonable sLandard.
(lll) 1he SocleLy shall Lake no oplnlon on Lhe roles an lnvolved lndlvldual may hold exLernal Lo Lhe SocleLy
unless Lhe exLernal role poses a poLenLlal and probable confllcL of lnLeresL.
Compensat|on Sect|on S.06:
WlLh excepLlon, all poslLlons wlLhln Lhe SocleLy shall be enLlrely volunLeer-based. (A)
(l) ConLrary Lo Lhe above, Lhe followlng poslLlon(s) wlLhln Lhe SocleLy shall be granLed flnanclal
compensaLlon:
(a) Commerce MenLorshlp rogram 1uLors.
(ll) lurLhermore, lf a planned acLlvlLy relaLed Lo a poslLlon wlLhln Lhe SocleLy ls deemed Lo be above and
beyond" Lhe Lyplcal responslblllLles of a volunLeer, flnanclal compensaLlon may be deLermlned Lo be
accepLable ln advance of an agreemenL Lo perform any such work.
(a) ermlsslon musL flrsL be granLed by Lhe LxecuLlve Councll by ma[orlLy voLe before any
compensaLlon can be awarded.
(b) Labour or servlces of exLernal parLles deemed Lo be of a professlonal naLure shall be

Code of rocedure
Lh
2014

age 38 of 69

consldered an accepLable pald expense.
kemova| from a os|t|on w|th|n the Soc|ety Sect|on S.07:
1he followlng procedure regardlng Lhe removal of an lndlvldual from Lhelr poslLlon wlLhln Lhe SocleLy shall (A)
apply:
(l) lor LxecuLlve Councll members:
(a) As per Lhe SocleLy's ConsLlLuLlon, an LxecuLlve Councll member may be removed by Lhelr
poslLlon by Lwo-Lhlrds (2/3
rds
) superma[orlLy voLe of Lhe 8oard of ulrecLors.
(ll) lor Servlce Councll members:
(a) A Servlce Councll member may be removed from Lhelr poslLlon by Lwo-Lhlrds (2/3
rds
)
superma[orlLy voLe of Lhe LxecuLlve Councll whereln Lhe LxecuLlve Councll member ln whose
porLfollo Lhe Servlce Councll member lles musL voLe ln favour of Lhelr removal.
(l) A Servlce Councll member may appeal Lhls declslon Lo Lhe 8oard of ulrecLors, whlch
may overrule Lhelr LermlnaLlon and relnsLaLe Lhem Lo Lhelr poslLlon by Lwo-Lhlrds
(2/3
rds
(b) As per Lhe SocleLy's ConsLlLuLlon, a Servlce Councll member may be removed by Lhelr poslLlon
by Lwo-Lhlrds (2/3
rds
) superma[orlLy voLe of Lhe 8oard of ulrecLors.
(lll) lor Servlce Councll CommlLLee members:
(a) A Servlce Councll CommlLLee member may be removed from Lhelr poslLlon aL Lhe dlscreLlon of
Lhe Servlce Councll member ln whose commlLLee Lhelr poslLlon lles, provlded LhaL Servlce
Councll member has consulLed wlLh Lhelr respecLlve LxecuLlve.
(l) A Servlce Councll CommlLLee member may appeal Lhls declslon Lo Lhe LxecuLlve
Councll, whlch may overrule Lhelr LermlnaLlon and relnsLaLe Lhem Lo Lhelr poslLlon by
Lwo-Lhlrds (2/3
rds
) superma[orlLy voLe, or furLher, Lo Lhe 8oard of ulrecLors, whlch may
slmllarly overrule Lhelr LermlnaLlon by Lwo-Lhlrds (2/3
rds
(b) A Servlce Councll CommlLLee member may be removed from Lhelr poslLlon by Lwo-Lhlrds
(2/3rds) superma[orlLy voLe of Lhe LxecuLlve Councll.
(l) A Servlce Councll CommlLLee member may appeal Lhls declslon Lo Lhe 8oard of
ulrecLors, whlch may overrule Lhelr LermlnaLlon and relnsLaLe Lhem Lo Lhelr poslLlon by
Lwo-Lhlrds (2/3
rds
A Servlce Councll CommlLLee member may be removed from Lhelr poslLlon ln accordance wlLh
Lhe SocleLy's ConsLlLuLlon.
Lxecut|ve o||cy Art|c|e 6:
Lxecut|ve Counc|| os|t|ons Sect|on 6.01:
ln accordance wlLh Lhe CommlLLee ollcy, Lhe followlng execuLlves shall be hlred by Lhe LxecuLlve Councll (A)
Plrlng CommlLLee of Lhe 8oard of ulrecLors:

Code of rocedure
Lh
2014

age 39 of 69

(l) vlce-resldenL, Academlc Affalrs (abbr. vlce-resldenL Academlc).
(ll) vlce-resldenL, SLudenL LngagemenL (abbr. vlce-resldenL SLudenL LngagemenL).
(lll) vlce-resldenL, LxLernal Affalrs (abbr. vlce-resldenL LxLernal).
(lv) vlce-resldenL, llnance (abbr. vlce-resldenL llnance).
(v) vlce-resldenL, lnLernal Affalrs (abbr. vlce-resldenL lnLernal).
(vl) vlce-resldenL, MarkeLlng and CommunlcaLlons (abbr. vlce-resldenL MarkeLlng).
no oLher person, wlLh Lhe excepLlons of Lhe resldenL and Cmbudsperson, shall be consldered Lo be a parL of (8)
LxecuLlve Councll beyond Lhose llsLed above.
Genera| kespons|b|||t|es of an Lxecut|ve Sect|on 6.02:
ln addlLlon Lo Lhose responslblllLles lald ouL ln Lhe ConsLlLuLlon, Lhe followlng shall deflne Lhe common (A)
responslblllLles of all of Lhe LxecuLlves.
(l) uphold Lhe SocleLy's Mlsslon SLaLemenL, ConsLlLuLlon, and Code of rocedure.
(ll) Cversee and supporL Lhose members of Lhe Servlce Councll lncluded ln each LxecuLlve's respecLlve
porLfollo as ouLllned ln Lhe Servlce Councll ollcy.
(lll) Lnsure sLrong conLlnulLy durlng Lurnover of Lhose members of Lhe Servlce Councll ln each LxecuLlve's
porLfollo and Lo Lhe LxecuLlve's successor.
(lv) Announce and hold offlce hours Lwlce per week, LoLallng no less Lhan Lhree (3) hours.
(v) MalnLaln a sLrong and poslLlve relaLlonshlp wlLh Lhe 8oard of ulrecLors.
(vl) uo oLher such Lhlngs so as Lo ensure Lhe successful operaLlon of Lhe SocleLy.
kespons|b|||t|es of the V|ce-res|dent Academ|c Sect|on 6.03:
ln addlLlon Lo Lhose responslblllLles lald ouL ln Lhe ConsLlLuLlon, Lo do Lhe followlng shall be Lhe responslblllLy (A)
of Lhe vlce-resldenL Academlc:
(l) Llalse wlLh Lhe Sauder undergraduaLe Cfflce and uean's Cfflce on all academlc affalrs.
(ll) 8epresenL Lhe SocleLy and Lhe sLudenL body on Lhe Sauder rograms and Currlculum CommlLLee and
laculLy Caucus.
(lll) 8ulld sLrong rapporL beLween Lhe SocleLy and Lhe 8uslness Career CenLre.
(lv) 8epresenL Lhe sLudenL volce on all academlc lssues and concerns.
(v) romoLe a sLrong, poslLlve academlc envlronmenL:
kespons|b|||t|es of the V|ce-res|dent Lngagement Sect|on 6.04:

Code of rocedure
Lh
2014

age 40 of 69

of Lhe vlce-resldenL LngagemenL:
(l) CollaboraLe wlLh varlous sLakeholders for annual orlenLaLlons aL Lhe unlverslLy.
(ll) romoLe lnvolvemenL and volunLeerlsm wlLhln and beyond Lhe SocleLy.
(lll) Lncourage soclal lnLeracLlon beLween sLudenLs and/or unlverslLy sLaff and faculLy.
(lv) Lngage lnLernaLlonal and exchange sLudenLs aL Lhe Sauder School of 8uslness.
kespons|b|||t|es of the V|ce-res|dent Lxterna| Sect|on 6.0S:
of Lhe vlce-resldenL LxLernal:
(l) AcL as an offlclal llalson for oLher Canadlan unlverslLles and commerce socleLles.
(ll) CollaboraLe wlLh Lhe commlLLees of any conslderably large evenLs beyond Lhe conLrol of Lhe SocleLy
LhaL are of lnLeresL or relevancy Lo Lhe SocleLy.
(lll) 8e responslble for Lhe annual feedback and evaluaLlon process of all sponsorshlp-generaLlng evenLs of
Lhe SocleLy.
(lv) 8epresenL Lhe SocleLy Lo Lhe buslness communlLy and alumnl of Lhe Sauder School of 8uslness and
engage Lhese groups ln Lhe affalrs of Lhe SocleLy.
kespons|b|||t|es of the V|ce-res|dent I|nance Sect|on 6.06:
of Lhe vlce-resldenL llnance:
(l) AcL as Lhe 1reasurer of Lhe SocleLy.
(ll) Lnforce compllance of all secLlons of Lhe 8elmbursemenL ollcy, and lnform relevanL parLles of Lhese
regulaLlons.
(lll) MalnLaln flscal responslblllLy and accounLablllLy of Lhe SocleLy on all maLLers lncludlng, buL noL llmlLed
Lo:
(a) llnanclal sLraLegy.
(b) llnanclal conLrols.
(c) SysLems of relmbursemenL.
(d) new venLures of Lhe SocleLy.
(e) Sponsorshlp.
(f) 8eporLlng.
(g) AudlLlng.

Code of rocedure
Lh
2014

age 41 of 69

(h) 1axaLlon, where appllcable.
(l) Any flnanclal allocaLlon as dlrecLed by Lhe 8oard of ulrecLors or LxecuLlve Councll.
(lv) Llalse wlLh Lhe Alma MaLer SocleLy on all flnanclal maLLers, lncludlng Lhe processlng of any flnanclal
lnsLrumenLs.
(v) AsslsL Lhe members of Servlce Councll and Lhelr commlLLee members on all budgeLlng maLLers
lncludlng, buL noL llmlLed Lo:
(a) rlclng.
(b) Lxpense forecasLlng and research.
(c) ConLracL negoLlaLlons.
(d) 8esource acqulremenL.
(vl) CreaLe and submlL Lhe annual budgeL Lo Lhe AMS upon approval of Lhe 8oard of ulrecLors no laLer
Lhan !uly 31
sL
of Lhe relevanL year of operaLlon.
(vll) ubllsh a sLaLemenL of flnanclal poslLlon" once per academlc Lerm, no laLer Lhan Lhe flrsL day of Lhe
exam perlod as deflned by Lhe ConsLlLuLlon.
kespons|b|||t|es of the V|ce-res|dent Interna| Sect|on 6.07:
of Lhe vlce-resldenL lnLernal:
(l) Llalse wlLh Lhe admlnlsLraLlve deparLmenLs of Lhe Sauder School of 8uslness.
(ll) rocess all room booklng requesLs and equlpmenL requesLs from Servlce Councll and clubs assoclaLed
wlLh Lhe SocleLy.
(lll) 8e responslble for all SocleLy-owned equlpmenL and properLy, lncludlng upkeep.
(lv) Llalse wlLh clubs assoclaLed wlLh Lhe SocleLy on lLs behalf.
kespons|b|||t|es of the V|ce-res|dent Market|ng Sect|on 6.08:
of Lhe vlce-resldenL MarkeLlng:
(l) Adhere, speclflcally, Lo Lhe 8randlng and CommunlcaLlons ollcy, and lnform relevanL parLles of Lhese
regulaLlons.
(ll) Cversee and manage all markeLlng and communlcaLlons of Lhe SocleLy, lncludlng buL noL llmlLed Lo:
(a) AdverLlslng (prlnL, emall, or oLherwlse).
(b) ubllc relaLlons.
(c) MarkeL research.

Code of rocedure
Lh
2014

age 42 of 69

(d) Sales.
(e) 8rand managemenL.
(f) MarkeLlng sLraLegy.
(lll) MalnLaln and updaLe all SocleLy's dlglLal medla, lncludlng buL noL llmlLed Lo:
(a) 1he SocleLy's webslLe.
(b) Lmall announcemenLs.
(c) 1he SocleLy's calendar of evenLs.
(lv) AcL as a markeLlng consulLanL for Lhe members of Servlce Councll and Lhelr commlLLee members.
n|r|ng o||cy Art|c|e 7:
ost|ng of a os|t|on Sect|on 7.01:
ln posLlng a poslLlon, Lhe posLlng musL be made wlLh Lhe lnLenLlon of lnformlng Lhe general membershlp of (A)
Lhe SocleLy and all reasonable efforLs shall be Laken Lo ensure LhaL Lhe posLlng ls wldely dlssemlnaLed wlLhln
Lhe SocleLy and easlly accesslble Lo Lhe general membershlp.
(l) 1he maklng avallable of a [ob descrlpLlon on Lhe SocleLy's webslLe along wlLh an explanaLlon of Lhe
relevanL hlrlng process shall consLlLuLe Lhe posLlng of a poslLlon.
oslLlon posLlngs musL occur no less Lhan seven days before Lhe appllcaLlon deadllne. (8)
(l) no speclal clrcumsLances shall granL a shorLer posLlng Llme.
1he Puman 8esources ulrecLor may refuse Lhe recrulLmenL of a newly creaLed Servlce Councll CommlLLee (C)
poslLlon should Lhey deem lL lnapproprlaLe or unnecessary.
Schedu||ng of Interv|ews Sect|on 7.02:
A pre-screenlng process may be conducLed by lnLervlewers prlor Lo lnLervlews ensure efflclency ln Lhe hlrlng (A)
process.
(l) A sLandardlzed scorlng rubrlc wlll be used Lo deLermlne Lhe candldaLe's quallflcaLlon for an lnLervlew
based upon Lhe candldaLe's submlLLed appllcaLlon.
(ll) CuallflcaLlon for an lnLervlew shall be deLermlned by one of Lhe followlng:
(a) An accepLable Lhreshold of polnLs scored on Lhe rubrlc as seL by Lhe voLlng members of Lhe
lnLervlew panel.
(b) A rank, based on Lhe number of polnLs scored on Lhe rubrlc, ln a cerLaln Lop percenLage of
appllcaLlons, as seL by Lhe lnLervlewers.
(l) lf mulLlple lnLervlewers score a candldaLe, Lhe average of Lhe lndlvldual aggregaLe
scores wlll deLermlne Lhe flnal score for Lhe above purposes.

Code of rocedure
Lh
2014

age 43 of 69

(lll) lf Lhe lnLervlewers aL any polnL prlor Lo Lhe offerlng of lnLervlews Lo a candldaLe deLermlne LhaL Lhe
rubrlc used ln any way ls grossly blased ln favour of any speclflc candldaLes or quallflcaLlons, Lhe rubrlc
may be ad[usLed or Lhe lnLervlewers may cease Lo employ Lhe use of Lhe rubrlc and lnsLead offer all
appllcanLs an lnLervlew for Lhe poslLlon.
All appllcanLs musL be conLacLed by phone or e-mall Lo be lnformed of Lhe nexL sLep ln Lhe hlrlng process (8)
(l) 1he Puman 8esources ulrecLor or resldenL wlll conLacL all quallfled candldaLes for LxecuLlve Councll
poslLlons.
(ll) 1he Puman 8esources ulrecLor or a member of Lhe LxecuLlve Councll shall conLacL all candldaLes for
Servlce Councll poslLlons.
(lll) 1he respecLlve servlce Councll member shall conLacL all quallfled candldaLes for Servlce Councll
CommlLLee poslLlons.
noLwlLhsLandlng Lhe use of rubrlcs, appllcanLs shall be granLed lnLervlews only lf Lhey have submlLLed all of (C)
Lhe requlred appllcaLlon maLerlals prlor Lo explraLlon of Lhe sLaLed deadllne.
(l) ConLrary Lo Lhe above, ln such a slLuaLlon as where exLraordlnary clrcumsLances llmlL Lhe ablllLy for an
appllcanL Lo submlL Lhelr appllcaLlon prlor Lo Lhe explraLlon of Lhe sLaLed deadllne, an lnLervlew may
be granLed provlded Lhe followlng:
(a) Such a submlsslon shall be recelved no laLer Lhan LwenLy-four (24) hours followlng Lhe sLaLed
deadllne.
(b) Such an lnLervlew shall be granLed only by Lhe followlng resoluLlons:
(l) ln Lhe case of LxecuLlve Councll hlrlng, by Lwo-Lhlrds (2/3
rds
) superma[orlLy supporL of
Lhe voLlng membershlp of Lhe LxecuLlve Councll Plrlng CommlLLee.
(ll) ln Lhe case of Servlce Councll hlrlng, by Lwo-Lhlrds (2/3
rds
) superma[orlLy supporL of Lhe
LxecuLlve Councll.
(lll) ln Lhe case of Servlce Councll commlLLee hlrlng, by Lhe consenL of Lhe LxecuLlve ln
whose porLfollo Lhe poslLlon lles, aL Lhe requesL of Lhe Servlce Councll member ln
whose commlLLee Lhe poslLlon lles.
(c) An offerlng of an lnLervlew under such clrcumsLances for an LxecuLlve Councll or Servlce
Councll poslLlon may be veLoed by Lhe [olnL declslon of Lhe Puman 8esources ulrecLor and
Cmbudsperson, who musL be lnformed of such an lnLended offerlng.
1he followlng llmlLs on conslderaLlon for mulLlple poslLlons wlLh regard Lo submlLLed appllcaLlons shall apply: (u)
(l) no appllcanL shall be permlLLed Lo apply for more Lhan Lwo (2) dlfferenL LxecuLlve Councll or Servlce
Councll poslLlons aL any glven Llme.
(ll) no appllcanL shall be permlLLed Lo apply for more Lhan Lhree (3) dlfferenL poslLlons wlLhln Lhe same
Servlce Councll CommlLLee aL any glven Llme.
(a) no llmlL shall be lmposed on Lhe LoLal number of poslLlons wlLhln dlfferenL Servlce Councll
CommlLLees LhaL an lndlvldual may apply for aL any glven Llme.

Code of rocedure
Lh
2014

age 44 of 69

All reasonable efforLs shall be Laken Lo ensure lnLervlews for Lhe same poslLlon are scheduled Lo be held ln (L)
slmllar locaLlon wlLh respecL Lo a publlc or prlvaLe envlronmenL.
lf an appllcanL cannoL aLLend any of Lhe lnLervlew Llmes lnlLlally made avallable by Lhe lnLervlewers, (l)
reasonable efforL musL be made Lo accommodaLe Lhe appllcanL.
(l) 1he lnLervlewer musL aLLempL Lo reschedule an lnLervlew wlLhln fourLy-elghL (48) hours of Lhelr lasL
lnLervlew wlLh anoLher appllcanL for Lhe same poslLlon.
lf an appllcanL's avallablllLy ls changed Lo requlre Lhe reschedullng of Lhe lnLervlew wlLhouL [usL cause, Lhe (C)
lnLervlewers are granLed Lhe auLhorlLy Lo walve Lhe appllcanL's rlghL Lo an lnLervlew.
(l) !usL cause shall lnclude:
(a) A personal or famlly emergency.
(b) lormal unlverslLy examlnaLlons of whlch Lhe appllcanL was unaware aL Lhe Llme of Lhe lnlLlal
schedullng of Lhelr lnLervlew.
(c) CLher clrcumsLances beyond Lhe appllcanL's conLrol LhaL would lmpalr Lhe ablllLy of a
reasonable person Lo aLLend an lnLervlew durlng Lhelr lnlLlally sLaLed Llmes of avallablllLy.
(ll) lf an appllcanL falls Lo aLLend a scheduled lnLervlew wlLhouL [usL cause, Lhe lnLervlewers shall noL be
obllgaLed Lo accommodaLe an alLernaLlve second lnLervlew.
AppllcanLs who cannoL physlcally aLLend an ln-person lnLervlew afLer exhausLlng all reasonable means of (P)
conducLlng one shall be granLed a phone or onllne lnLervlew.
Interv|ew uest|ons Sect|on 7.03:
lnLervlewers musL follow a seml-sLrucLured formaL conslsLlng of common quesLlons asked Lo all appllcanLs of (A)
Lhe same poslLlon ln Lhe same order ln con[uncLlon wlLh several problng quesLlons lf deemed necessary by Lhe
lnLervlewers.
(l) A problng quesLlon ls any quesLlon LhaL ls asked by Lhe lnLervlewers asklng for clarlflcaLlon or
addlLlonal deLalls on Lhe prevlously asked quesLlon, or a quesLlon LhaL perLalns speclflcally Lo conLenL
conLalned ln Lhe appllcanL's resume, cover leLLer, or oLher componenL of Lhe appllcaLlon process.
(ll) lnLervlewers are free Lo problng quesLlons, up Lo a maxlmum of seven (7) problng quesLlons per
lnLervlew.
(a) under no clrcumsLances shall a slngle lnLervlewer monopollze Lhe use of problng quesLlons ln
an lnLervlew conslsLlng of mulLlple lnLervlewers.
All quesLlons, wlLh Lhe excepLlon of problng quesLlons, musL be prepared prlor Lo Lhe lnLervlew by Lhe (8)
lnLervlewer(s).
(l) 1he Cmbudsperson and Puman 8esources ulrecLor are granLed Lhe rlghL Lo revlew any lnLervlew
quesLlons before or afLer Lhe lnLervlew process.
Genera| Interv|ew rocedures Sect|on 7.04:
lnLervlew 8ules for All Plrlng (A)

Code of rocedure
Lh
2014

age 43 of 69

(l) 1he Puman 8esources ulrecLor and Cmbudsperson have Lhe rlghL Lo slL ln on any lnLervlew, lf noL
oLherwlse requlred Lo do so.
(a) ConLrary Lo Lhe above, Lhe 8oard of ulrecLors CommlLLee ollcy shall deLermlne Lhe ellglblllLy
of Lhe Puman 8esources ulrecLor Lo aLLend lnLervlews for LxecuLlve Councll poslLlons.
(ll) 1he Puman 8esources ulrecLor or Cmbudsperson can e[ecL any lnLervlewer wlLh Lhe excepLlon of
Lhemselves from an lnLervlew should Lhey deem Lhe lndlvldual Lo be lnLerferlng wlLh Lhe falrness of
Lhe process.
(lll) An lnLervlewee can requesL LhaL Lhe elLher Lhe Puman 8esources ulrecLor or Cmbudsperson slL ln on
an lnLervlew Lo ensure falrness and equlLy, regardless of wheLher elLher ls oLherwlse noL requlred ln
pollcy Lo aLLend LhaL lnLervlew.
(a) Such a requesL musL be accommodaLed.
(lv) under no clrcumsLances shall audlo or vldeo recordlng devlces be used aL any polnL durlng Lhe
lnLervlew process wlLhouL wrlLLen consenL from Lhe appllcanL.
(a) An appllcanL may aL any polnL followlng Lhe lnLervlew requesL LhaL such records be desLroyed.
Compos|t|on of n|r|ng Comm|ttees Sect|on 7.0S:
SLrucLure of Lhe LxecuLlve Councll Plrlng CommlLLee (A)
(l) All LxecuLlve Councll hlrlng ls Lo be conducLed by Lhe LxecuLlve Plrlng CommlLLee, as lald ouL ln Lhe
8oard of ulrecLors CommlLLee ollcy.
(ll) no oLher lndlvlduals shall be enLlLled Lo Lake parL ln Lhe lnLervlew and selecLlon process for Lhese
poslLlons.
SLrucLure of a Servlce Councll Plrlng anel (8)
(l) 1he LxecuLlve Councll shall form Servlce Councll Plrlng anels as needed Lo conducL hlrlng for all
Servlce Councll poslLlons.
(ll) 1he followlng persons musL be presenL for all lnLervlews conducLed for a Servlce Councll poslLlon:
(a) AL leasL one of Lhe: Lhe Puman 8esources ulrecLor or Cmbudsperson.
(b) 1he respecLlve LxecuLlve Councll member ln whose porLfollo Lhe poslLlon Lhe poslLlon lles, as
ouLllned ln Lhe Servlce Councll ollcy.
(c) AL leasL Lwo oLher members of Lhe LxecuLlve Councll.
(lll) All members of Lhe LxecuLlve Councll shall be enLlLled Lo Lake parL ln Lhe hlrlng for a Servlce Councll
poslLlon, provlded Lhey consenL Lo aLLend all lnLervlews for LhaL poslLlon.
(a) ln such a slLuaLlon as where mulLlple persons lnLend Lo Lake parL ln Lhe hlrlng of a Servlce
Councll poslLlon, buL ln whlch confllcLlng avallablllLy llmlLs Lhe posslblllLy for all such persons Lo
aLLend Lhe relevanL lnLervlew(s), Lhe LxecuLlve Councll shall elecL Lhe Llme aL whlch Lhe
lnLervlew ls Lo Lake place and shall Lhereby selecL Lhe composlLlon of Lhe Servlce Councll Plrlng
anel for LhaL poslLlon.

Code of rocedure
Lh
2014

age 46 of 69

(b) Such a Llme as speclfled above shall noL lnfrlnge upon Lhe requlremenL for Lhe presence for
elLher Lhe Puman 8esources ulrecLor or Cmbudsperson as well as Lhe respecLlve LxecuLlve Lo
aLLend.
(lv) no oLher lndlvlduals shall be enLlLled Lo Lake parL ln Lhe lnLervlew and selecLlon process for Lhese
poslLlons.
(a) ConLrary Lo Lhe above, ln such slLuaLlons as where Lhe relevanL LxecuLlve or LxecuLlve Councll
deem lL necessary for Lhe purposes of deLermlnlng Lhe sLraLeglc dlrecLlon of Lhe SocleLy or due
Lo such slgnlflcanL cross-over ln a Servlce Councll member's responslblllLles, a relevanL
member of Lhe 8oard of ulrecLors or unlverslLy admlnlsLraLlon may be lncluded.
SLrucLure of a Servlce Councll CommlLLee Plrlng anel (C)
(l) 1he followlng persons musL be presenL for all lnLervlews conducLed for a Servlce Councll CommlLLee
poslLlon:
(a) 1he respecLlve Servlce Councll member.
(l) ln such a case as where a Servlce Councll CommlLLee ls co-chalred by Lo Servlce Councll
members, boLh shall be requlred Lo aLLend.
(b) AL leasL one of Lhe followlng:
(l) A member of Lhe LxecuLlve Councll or 8oard of ulrecLors.
(ll) 1he Cmbudsperson.
(lll) 1he Puman 8esources ulrecLor.
(lv) A member of a Puman 8esources Commlsslon or slmllar enLlLy as appolnLed by Lhe
Puman 8esources ulrecLor.
(ll) CLher lndlvlduals, lncludlng currenL members of Lhe Servlce Councll CommlLLee ln quesLlon, may acL as
lnLervlewers for poslLlons wlLhln LhaL Servlce Councll CommlLLee.
(a) Such lndlvlduals may, aL Lhe dlscreLlon of Lhe relevanL Servlce Councll member, have Lhelr
voLes ln Lhe selecLlon process overruled or decllne Lo allow Lhose persons Lo voLe.
(lll) 1he lncluslon of oLher members of Lhe Commerce undergraduaLe SocleLy, alumnl, or buslness
professlonals, as requlred faclllLaLlng effecLlve selecLlon processes, may be permlLLed Lo Lake parL ln
Lhe hlrlng aL Lhe dlscreLlon of Lhe LxecuLlve Councll.
Use of Group Interv|ews Sect|on 7.06:
A group lnLervlew ls deflned as an lnLervlew wlLh more Lhan one appllcanL. (A)
Croup lnLervlews may noL be used for LxecuLlve Councll or Servlce Councll hlrlng. (8)
Approval for all group lnLervlews musL be glven by elLher Lhe Puman 8esources ulrecLor or LxecuLlve Councll. (C)
1he lnLended use of a group lnLervlew musL be dlsclosed Lo Lhe appllcanL ln Lhe posLlng of Lhe [ob descrlpLlon. (u)
Se|ect|on rocedures Sect|on 7.07:

Code of rocedure
Lh
2014

age 47 of 69

AppllcanLs musL be lnformed of when Lhey wlll be conLacLed regardlng lnLervlew resulLs no laLer Lhan aL Lhe (A)
concluslon of an lnLervlew.
Cnly lnLervlewers, excludlng Lhe Puman 8esources ulrecLor or Cmbudsperson, who are presenL aL all (8)
lnLervlews for Lhe same poslLlon may Lake parL ln dellberaLlons or voLe ln Lhe selecLlon process.
(l) 1he Cmbudsperson or Puman 8esources ulrecLor may, lf presenL, ralse maLLers of procedure or pollcy
for lnformaLlve purposes only.
A slmple ma[orlLy voLe shall be requlred for all successful appolnLmenLs. (C)
(l) An lndlvldual musL Lherefore recelve more Lhan flfLy percenL (30) of all voLes from ellglble
lnLervlewers Lo be appolnLed.
(ll) An lndlvldual who recelves Lhe mosL voLes from lnLervlewers buL falls Lo recelve a ma[orlLy of voLes
may noL be appolnLed.
(a) ln such a slLuaLlon, hlrlng for Lhe poslLlon shall be re-opened.
(lll) Plrlng may be re-opened for any poslLlon by slmple ma[orlLy voLe of lnLervlewers.
All appllcanLs who quallfy for an lnLervlew musL be consldered by Lhe lnLervlew panel ln dellberaLlons. (u)
upon selecLlon of a successful appllcanL, Lhe lnLervlewers musL be able Lo communlcaLe clear reasons for Lhelr (L)
selecLlon and commlL Lo meeLlng wlLh any unsuccessful appllcanLs Lo provlde feedback on Lhe hlrlng process
aL Lhelr requesL.
D|sc|osure of App||cants' kesu|ts |n the n|r|ng rocess Sect|on 7.08:
1he lnLervlewers shall make all reasonable efforLs Lo ensure appllcanLs are lnformed of Lhe resulLs of Lhelr (A)
lnLervlew no laLer Lhan sevenLy-Lwo (72) hours followlng compleLlon of Lhe flnal lnLervlew any Lhe relevanL
poslLlon(s).
ConLacL wlLh a successful or unsuccessful appllcanL musL be made by phone or ln person for LxecuLlve Councll (8)
and Servlce Councll poslLlons, and by phone, ln person, or Lhrough elecLronlc means for Servlce Councll
CommlLLee poslLlons.
1he ldenLlLy of any successful appllcanLs musL be made secreLlve unLll all unsuccessful appllcanLs have been (C)
lnformed Lhelr sLaLus ln Lhe process, and all successful appllcanLs shall be lnformed of Lhls requlremenL upon
conflrmaLlon of Lhelr hlrlng.
ConLacLlng of appllcanLs musL begln wlLh Lhe successful appllcanL. (u)
lndlvldual 8esponslble for ConLacLlng AppllcanLs (L)
(l) 1he same person musL noLlfy all appllcanLs, successful or unsuccessful, for a poslLlon.
(ll) lor LxecuLlve Councll appolnLmenLs, any member of Lhe LxecuLlve Councll Plrlng CommlLLee, wlLh Lhe
excepLlon of Lhe Cmbudsperson and Puman 8esources ulrecLor, may bare responslblllLy for lnformlng
appllcanLs of a speclflc poslLlon of Lhelr resulLs.
(lll) lor Servlce Councll appolnLmenLs, relevanL LxecuLlve shall bare responslblllLy for lnformlng appllcanLs
of Lhelr resulLs.

Code of rocedure
Lh
2014

age 48 of 69

(lv) lor Servlce Councll CommlLLee appolnLmenLs, Lhe relevanL Servlce Councll musL lnform all appllcanLs
of Lhelr resulLs.
Should Lhe successful appllcanL noL accepL Lhe poslLlon, Lhe lnLervlewers musL elLher meeL Lo selecL Lhe nexL (l)
mosL quallfled appllcanL, or have pre-deLermlne Lhe nexL mosL quallfled appllcanL durlng Lhe dellberaLlon
process.
Co-App||cants Sect|on 7.09:
As requlred Lo faclllLaLe lLs efflclenL operaLlon, Lhe SocleLy may, from Llme Lo Llme, appolnL mulLlple persons (A)
Lo share a slngle poslLlon wlLhln Lhe SocleLy.
1he followlng llmlLs shall apply regardlng Lhe appllcaLlon and appolnL of mulLlple lndlvlduals Lo a slngle (8)
poslLlon.
(l) lndlvlduals shall noL be enLlLled Lo apply wlLh oLhers for any LxecuLlve Councll poslLlons and under no
slLuaLlon shall mulLlple persons be allowed Lo share Lhe role of a slngle LxecuLlve Councll poslLlon.
(ll) lndlvlduals shall be enLlLled Lo apply ln no more Lhan palrs for any Servlce Councll poslLlons unless
oLherwlse sLaLed, and lndlvlduals may be appolnLed by lnLervlewers Lo share a slngle Servlce Councll
poslLlon regardless of wheLher Lhey prevlously applled [olnLly.
(lll) lndlvlduals may be enLlLled Lo apply wlLh oLhers for Lhe same Servlce Councll CommlLLee poslLlon aL
Lhe dlscreLlon of Lhe respecLlve Servlce Councll member, provlded Lhey recelve consenL from Lhelr
respecLlve vlce-resldenL.
A|ternat|ve Appo|ntments Sect|on 7.10:
Should an appllcanL fall Lo be appolnLed Lo a poslLlon buL be belleved by Lhe lnLervlewers Lo be superlor Lo any (A)
appllcanLs for an alLernaLlve poslLlon for whlch Lhey are also hlrlng, LhaL appllcanL may be consldered for LhaL
poslLlon provlded Lhe followlng condlLlons be meL:
(l) 1he alLernaLlve poslLlon has no lnLervlewers who are ellglble Lo voLe ln Lhe correspondlng selecLlon
process buL were noL presenL for Lhe lnLervlew of Lhe lndlvldual belng consldered for alLernaLlve
appolnLmenL, or LhaL Lhose lndlvlduals unanlmously consenL Lo Lhe re[ecLlon of all oLher candldaLes
for Lhe poslLlon and yleld Lhelr auLhorlLy Lo oLherwlse engage ln Lhe selecLlon process for LhaL
poslLlon.
(ll) 1he poslLlon for whlch Lhe lndlvldual lnlLlally applled for and for whlch Lhey are now belng consldered
are sufflclenLly comparable ln naLure LhaL Lhe skllls, aLLrlbuLes, experlence, and ablllLles demonsLraLed
ln any appllcaLlon or lnLervlew lndlcaLe, beyond a reasonable doubL, quallflcaLlon for Lhe alLernaLlve
poslLlon.
(a) Should Lhe above requlremenL ln any way noL be meL wlLh absoluLe clarlLy, Lhe lndlvldual may,
aL Lhe unanlmous dlscreLlon of Lhe lnLervlewers responslble for hlrlng for boLh poslLlons, be
offered an lnLervlew for Lhe alLernaLlve poslLlon wlLhouL Lhe submlsslon of an addlLlonal
appllcaLlon or re-openlng of Lhe poslLlon.
lor appllcanLs for a Servlce Councll CommlLLee poslLlon, an offer may only be made for an alLernaLlve poslLlon (8)
wlLhln LhaL CommlLLee.
kecru|tment Sect|on 7.11:

Code of rocedure
Lh
2014

age 49 of 69

ln Lhe evenL LhaL a Servlce Councll or Servlce Councll CommlLLee poslLlon has been posLed Lhree Llmes, ln Lhe (A)
case of Lhe former, or Lwlce, ln Lhe case of Lhe laLLer, wlLhouL a successful appllcanL belng appolnLed, Lhe
relevanL LxecuLlve or Servlce Councll member ls auLhorlzed Lo recrulL for Lhe vacanL poslLlon wlLhouL
lnformlng Lhe general membershlp of Lhe SocleLy, sub[ecL Lo Lhe followlng provlslons:
(l) 1here are no grounds on whlch Lo belleve LhaL subsLanLlve vlolaLlons of pollcy have occurred wlLh
regard Lo any prevlous hlrlng acLlvlLy relaLed Lo Lhe poslLlon.
(ll) 1he Puman 8esources ulrecLor, ln Lhe case of Servlce Councll poslLlons, or relevanL LxecuLlve, ln Lhe
case of Servlce Councll CommlLLee poslLlons, has been lnformed of Lhe fllllng of Lhe poslLlon Lhrough
recrulLmenL.
(lll) All prevlous appllcanLs Lo Lhe poslLlon have been glven reasonable conslderaLlon.
(lv) 1he recrulLed lndlvldual need noL be requlred Lo submlL a wrlLLen appllcaLlon, buL sLlll be requlred, ln
Lhe case of Servlce Councll poslLlons, Lo be lnLervlewed as per sLandard procedure, or, ln Lhe case of
Servlce Councll CommlLLee poslLlons, LhaL Lhe relevanL LxecuLlve consenL Lo such recrulLmenL.
An exLenslon of aL leasL one week wlll counL as a posLlng. (8)
Lxcept|ons to n|r|ng o||cy for Vo|unteer Ass|stance Sect|on 7.12:
ln such a slLuaLlon as where Lhe naLure of an evenL or servlce requlres Lhe engagemenL of a subsLanLlal (A)
number of volunLeers Lo asslsL wlLh baslc operaLlons, and where such lndlvlduals hold no execuLlve auLhorlLy
wlLhln Lhe relevanL Servlce Councll CommlLLee, Lhe followlng excepLlons shall be made.
(l) lnLervlews need noL be conducLed as a componenL of Lhe hlrlng process, and, should Lhe number of
appllcanLs exceed Lhe number of poslLlons avallable, selecLlon shall be made on Lhe basls of submlLLed
appllcaLlons.
Cverr|d|ng of n|r|ng rocedures Sect|on 7.13:
An LxecuLlve may overrlde any hlrlng declslon wlLhln Lhelr respecLlve porLfollo provlded Lhe followlng: (A)
(l) 1he declslon ln quesLlon musL Lhen be raLlfled aL elLher an LxecuLlve Councll or 8oard of ulrecLors
meeLlng by slmple ma[orlLy voLe.
(ll) AppllcanLs may noL be lnformed of Lhe ouLcome of Lhe hlrlng process unLll afLer Lhe declslon ln
quesLlon has been Laken Lo Lhe LxecuLlve Councll or 8oard of ulrecLors for a raLlflcaLlon voLe.
D|sc|osure of Lxterna| Informat|on w|th|n the n|r|ng rocess Sect|on 7.14:
As Lhe SocleLy ls a sLudenL run organlzaLlon where Lhe lndlvlduals worklng wlLhln Lhe socleLy lnLeracL wlLh one (A)
anoLher frequenLly and lf ofLen close capaclLy for purposes boLh relaLed Lo and noL relaLed Lo Lhe SocleLy,
lnLervlewers musL malnLaln a relaLlonshlp-neuLral sLaLus wlLh all posslble candldaLes durlng Lhe hlrlng process.
(l) A neuLral sLaLus ls deflned as a poslLlon where no prlor relaLlonshlps, wheLher personal or professlonal
lncludlng Lhose wlLh a Lhlrd parLy, has any effecL on Lhe LhoughL process, dellberaLlon, or ouLcome of a
hlrlng process.

Code of rocedure
Lh
2014

age 30 of 69

ConLrary Lo Lhe above, lf a plece of lnformaLlon ls known by an lnLervlewer abouL a poLenLlal candldaLe where (8)
lLs conslderaLlon would drasLlcally effecL Lhe ouLcome of Lhe hlrlng declslon agalnsL or ln favour of Lhe
candldaLe and Lhe fallure Lo conslder Lhls plece of lnformaLlon may cause harm Lo a member of Lhe SocleLy or
Lhe SocleLy as a whole, Lhls lnformaLlon may be consldered by Lhe hlrlng commlLLee.
(l) 1he Lype of harm caused Lo a member of Lhe SocleLy or Lhe SocleLy as a whole musL be slgnlflcanL ln
naLure and Lhe llkellhood of harm musL be beyond a reasonable doubL.
Appea|s Sect|on 7.1S:
Crounds for Lhe appeal of a hlrlng resulL shall lnclude any of Lhe followlng: (A)
(l) A lack of equlLy ln Lhe hlrlng process responslble for unfalrly blaslng Lhe resulLs of Lhe hlrlng process
agalnsL Lhe appellanL.
(ll) SubsLanLlve vlolaLlons of Lhe Code of rocedure or ConsLlLuLlon.
Appeal rocedures (8)
(l) An appeal shall be flled wlLh Lhe Cmbudsperson unless such an appeal concerns Lhe conducL of Lhe
Cmbudsperson, ln whlch case an appeal may be flled elLher wlLh Lhe Puman 8esources ulrecLor or
resldenL.
(ll) An appeal may be flled only by an unsuccessful appllcanL wlLh regard Lo Lhe poslLlon(s) for whlch Lhey
applled.
(lll) Appeals musL be flled wlLhln sevenLy-Lwo (72) hours of Lhe dlsclosure of Lhe resulLs of Lhe hlrlng
process.
(a) ConLrary Lo Lhe above, an appeal may be consldered aL a laLer polnL ln Llme under excepLlonal
clrcumsLances.
(l) Such clrcumsLances musL be Lhose LhaL would llmlL Lhe ablllLy of Lhe appllcanL Lo be
aware of Lhe grounds on whlch Lhey would oLherwlse appeal Lhe resulLs of Lhe hlrlng
process.
(ll) Such an appeal musL be flled wlLhln LwenLy-one (21) days of Lhe dlsclosure of Lhe
resulLs of Lhe hlrlng process.
1he resulLs of Lhe hlrlng for an LxecuLlve Councll poslLlon may be overLurned by Lhe 8oard of ulrecLors by (C)
Lwo-Lhlrds (2/3
rds
1he resulLs of Lhe hlrlng for a Servlce Councll poslLlon may be overLurned by Lhe LxecuLlve Councll by (2/3
rds
) (u)
superma[orlLy voLe.
(l) An appllcanL may furLher appeal Lhe resulLs of such hlrlng Lo Lhe 8oard of ulrecLors, whlch may
overLurn a declslon by (2/3
rds
1he resulLs of Lhe hlrlng for a Servlce Councll CommlLLee poslLlon may be overLurned by Lhe LxecuLlve Councll (L)
by slmple ma[orlLy voLe.
(l) An appllcanL may furLher appeal Lhe resulLs of such hlrlng Lo Lhe 8oard of ulrecLors, whlch may
overLurn a declslon by (2/3
rds

Code of rocedure
Lh
2014

age 31 of 69

Consequences for o||cy Infract|ons Sect|on 7.16:
lf any of Lhe above regulaLlons are found Lo have been vlolaLed, knowlngly or unknowlngly, by any lndlvldual (A)
Laklng parL ln a hlrlng process, dlsclpllnary acLlon shall be Laken by elLher Lhe 8oard of ulrecLors or LxecuLlve
Councll, dependlng on Lhe level of hlrlng lnvolved.
(l) Where posslble, such acLlon shall occur on recommendaLlon of Lhe Puman 8esources ulrecLor or
Cmbudsperson.
(ll) Consequences for lnfracLlons shall lnclude, buL noL be llmlLed Lo, Lhe followlng:
(a) A formal leLLer of reprlmand.
(b) 8evlew of acLlon and posslble overLurnlng of any affecLed hlrlng declslons.
(c) 1ermlnaLlon of servlce.
(lll) ln such a slLuaLlon as where a 8oard of ulrecLors member of Lhe LxecuLlve Plrlng CommlLLee bares
responslblllLy for an egreglous vlolaLlon of equlLy ln Lhe hlrlng procedure, Lhe Chalrperson of Lhe 8oard
of ulrecLors shall requesL LhaL Lhe lndlvldual ln quesLlon reslgn Lhelr poslLlon on Lhe 8oard of ulrecLors
and ask, should Lhe lndlvldual decllne Lo reslgn, LhaL Lhe 8oard of ulrecLors formally condemn Lhelr
behavlour aL lLs soonesL meeLlng and acLlvely pursue Lhe removal of Lhls member from Lhrough all
avallable means.
(a) Should such a vlolaLlon have been on Lhe parL of Lhe Chalrperson, Lhe resldenL shall
underLake Lhe above responslblllLles.
8rand|ng and Commun|cat|ons o||cy Art|c|e 8:
Scope Sect|on 8.01:
1he 8randlng and CommunlcaLlons ollcy shall apply Lo all servlces under Lhe [urlsdlcLlon of Lhe SocleLy, and (A)
any person or organlzaLlon uslng brandlng under Lhe conLrol of Lhe SocleLy.
(l) Servlces under Lhe [urlsdlcLlon of Lhe SocleLy lnclude:
(a) All servlces as lncluded ln Lhe SLudenL Councll ollcy.
(b) All Commerce Clubs as lncluded ln Lhe Clubs ollcy.
(c) LxecuLlve Councll.
(d) CuS 8oard of ulrecLors.
(ll) 8randlng under Lhe conLrol of Lhe Commerce undergraduaLe SocleLy lnclude:
(a) 1he Commerce undergraduaLe SocleLy's Speechbubble 8rlefcase" logo and any relaLed
lmagery.
(b) All logos or lmagery of servlces dlrecLly afflllaLed wlLh Lhe Commerce undergraduaLe SocleLy
V|sua| Ident|ty of the Commerce Undergraduate Soc|ety Sect|on 8.02:

Code of rocedure
Lh
2014

age 32 of 69

1he Commerce undergraduaLe SocleLy's Speechbubble 8rlefcase" logo, hereafLer referred Lo as Lhe CuS (A)
Logo", and any relaLed lmagery are Lhe lnLellecLual properLy of Lhe u8C Alma MaLer SocleLy of vancouver and
shall be governed by Lhe CuS vlsual ldenLlLy Culdellne.
Any person who uses Lhe CuS Logo musL ablde by Lhe pollcles and procedures as ouLllned ln Lhe CuS vlsual (8)
ldenLlLy Culdellne.
All servlces of Lhe CuS musL use Lhe CuS Logo on all markeLlng maLerlals. (C)
(l) MarkeLlng maLerlals lnclude, buL are noL llmlLed Lo:
(a) 8rochures.
(b) osLers.
(c) Cnllne conLenL.
(d) LeafleLs.
(e) Merchandlse.
(f) CloLhlng.
(g) hoLos.
(h) vldeos.
(l) Any maLerlal used Lo promoLe a servlce of Lhe CuS.
V|sua| Ident|ty of Serv|ces Under the Commerce Undergraduate Soc|ety Sect|on 8.03:
All logos of servlces and any relaLed lmagery are Lhe properLy of Lhe Alma MaLer SocleLy of u8C vancouver (A)
and shall be governed by Lhe CuS Servlce ldenLlLy SLandards Culdellne.
Any person who uses a logo or relaLed lmagery under Lhe conLrol of Lhe Commerce undergraduaLe SocleLy (8)
musL ablde by Lhe pollcles and procedures as ouLllned ln Lhe CuS Servlce ldenLlLy SLandards Culdellne.
Any logo, lmagery, or graphlcs LhaL are developed wlLhln Lhe Commerce undergraduaLe SocleLy shall be Lhe (C)
lnLellecLual properLy of Lhe u8C Alma MaLer SocleLy.
kebrand|ng rocedures Sect|on 8.04:
8ebrandlng shall be deflned as a change ln any porLlon, slze, shape, color, LexL, poslLlon, or look of a logo or (A)
relaLed lmagery.
8ebrandlng of Lhe CuS Logo and all relaLed lmagery musL be approved by Lhe CuS LxecuLlve Councll wlLh a (8)
ma[orlLy voLe, followed by approved by Lhe CuS 8oard of ulrecLors wlLh quorum and a 2/3 ma[orlLy voLe.
8ebrandlng of any logo as ouLllned ln musL be approved by Lhe vlce-resldenL MarkeLlng. (C)
8ebrandlng shall be permlLLed for Lhe followlng reasons: (u)
(l) Loss of brand equlLy.

Code of rocedure
Lh
2014

age 33 of 69

(ll) Logo and relaLed lmagery ls ouL-of-daLe.
(lll) Logo ls no longer reflecLlve of Lhe servlce.
(lv) vlolaLlon of Lhe CuS ConsLlLuLlon, any CuS ollcy or Culdellne, any AMS Code, or any u8C ollcy.
CreaLlon of a new brand for a servlce LhaL oLherwlse does noL have a brand musL be approved by Lhe vlce- (L)
resldenL MarkeLlng.
8ebrandlng shall noL be permlLLed for Lhe followlng reasons: (l)
(l) 1o allow a member of Lhe CuS Lo galn brandlng experlence.
(ll) ulsconLenL wlLh Lhe logo and relaLed lmagery.
Use of CUS Market|ng Channe|s Sect|on 8.0S:
All CuS Members, as deflned ln Lhe CuS ConsLlLuLlon, are enLlLled Lo use any markeLlng channel provlded by (A)
Lhe CuS for any CuS servlce.
Avallable CuS markeLlng channels lnclude, buL are noL llmlLed Lo: (8)
(l) CuSunday or emall announcemenL.
(ll) CuS webslLe.
(lll) Sauder Squad.
(lv) Cavaller newspaper.
(v) Sauder CC1vs.
(vl) osLerboards or corkboards.
1he v MarkeLlng reserves Lhe rlghL Lo alLer, fllLer, Lable, or remove any promoLlon or use of a markeLlng (C)
channel for a CuS servlce aL any Llme, lncludlng any declslons made by Lhose responslble for Lhe servlce.
no exLernal servlce shall be allowed Lo use any CuS markeLlng channel wlLhouL prlor approval from Lhe (u)
LxecuLlve Councll or Lhe CuS 8oard of ulrecLors or Lhelr deslgnaLes.
(l) lf permlsslon ls granLed, all procedures ln Lhe CuS 8randlng and CommunlcaLlons ollcy musL be
followed.
(ll) lf permlsslon ls granLed Lo any exLernal servlce, servlces of Lhe SocleLy shall have prlorlLy over exLernal
servlces.
romot|ons Sect|on 8.06:
All promoLlons for any servlce, wheLher CuS conLrolled or an exLernal servlce, musL ablde by ollcy 120 of Lhe (A)
unlverslLy of 8rlLlsh Columbla 8oard of Covernors: osLlng of noLlces, osLers, and Slgns.
(l) lf a flne ls levled upon Lhe Commerce undergraduaLe SocleLy as a resulL of Lhe acLlons of an lndlvldual
conducLlng promoLlons, Lhe flne may be passed along Lo Lhe lndlvldual.

Code of rocedure
Lh
2014

age 34 of 69

All markeLlng maLerlal, as deemed by Lhe v MarkeLlng, dlsLrlbuLed ln promoLlon of a servlce conLrolled by (8)
Lhe Commerce undergraduaLe SocleLy or an exLernal servlce sponsored, recognlzed, or supporLed by Lhe
Commerce undergraduaLe SocleLy musL be of a poslLlve and equlLable naLure.
(l) A poslLlve, equlLable naLure shall mean Lhe followlng:
(a) no sexual conLenL, suggesLed or oLherwlse.
(b) no conLenL LhaL ls of a raclsL, homophoblc, sexlsL, or oLherwlse dlscrlmlnaLory or of an
unlawful naLure.
(c) no conLenL LhaL ls of a mallclous or haLeful naLure.
LeafleL dlsLrlbuLlon shall be allowed ln Lhe case where Lhere ls a personal lnLeracLlon beLween Lwo or more (C)
people durlng dlsLrlbuLlon.
(l) LeafleLs are deflned as prlnLed or handwrlLLen pleces of paper of varlous slzes, someLlmes folded,
conLalnlng any lnformaLlon or adverLlsemenL.
(ll) ln con[uncLlon wlLh Lhe LlecLlons ollcy, leafleLs shall noL be allowed for CuS LlecLlons.
(lll) ulsLrlbuLlon of leafleLs shall be forbldden ln classrooms.
Lxterna| Commun|cat|ons and Med|a ke|at|ons Sect|on 8.07:
1he resldenL shall be Lhe offlclal spokesperson for Lhe Commerce undergraduaLe SocleLy unless he/she (A)
deslgnaLes a v Lo be Lhe spokesperson on behalf of Lhe SocleLy.
ln accordance wlLh Lhe CorporaLe 8elaLlons ollcy, any person acLlng on behalf of Lhe Commerce (8)
undergraduaLe SocleLy musL use Lhe CuS logo and Lhe Sauder School of 8uslness logo on any maLerlal Lo be
dlsLrlbuLed.
Any person oLher Lhan Lhe resldenL or an asslgned v may only speak on behalf of Lhe Commerce (C)
undergraduaLe SocleLy under Lhe dlrecLlon of Lhe v MarkeLlng or be consLralned Lo lnformaLlon publlcly
avallable on Lhe CuS webslLe.
Any person wlshlng Lo commenL on any lssue of lnLeresL may do so aL Lhelr dlscreLlon, buL musL clearly sLaLe (u)
Lhe followlng:
(l) [1he followlng] ls nelLher Lhe poslLlon of Lhe Commerce undergraduaLe SocleLy nor LhaL of Lhe u8C
Alma MaLer SocleLy of vancouver."
Any form of mass medla communlcaLlon shall be under Lhe dlrecLlon of Lhe resldenL of Lhe Commerce (L)
undergraduaLe SocleLy or an appolnLed v.
(l) Mass medla communlcaLlon shall be deflned as medla LhaL ls of a publlc naLure, reachlng beyond Lhe
u8C communlLy, and consldered a rellable source of lnformaLlon for Lhe general populaLlon.
Any form of communlcaLlon, lncludlng any form of onllne conLenL, dlrecLed Lowards Lhe u8C communlLy musL (l)
be approved by Lhe v MarkeLlng.
Any form of communlcaLlon creaLlng an oplnlon or clalm Lo be speaklng on behalf of Lhe CuS" musL come (C)
from a CuS emall address.

Code of rocedure
Lh
2014

age 33 of 69

Lnforcement of the 8rand|ng and Commun|cat|ons o||cy Sect|on 8.08:
8randlng and communlcaLlons wlLhln Lhe CuS shall be kepL a hlgh sLandard and ln accordance wlLh ln pollcy or (A)
procedure wlLhln Lhe unlverslLy of 8rlLlsh Columbla.
uevlaLlons from Lhe 8randlng and CommunlcaLlons ollcy shall noL be LoleraLed aL any Llme. (8)
1he vlce-resldenL MarkeLlng ls a consulLanL and enforcer of Lhe 8randlng and CommunlcaLlons ollcy. (C)
Any concerns wlLh Lhe 8randlng and CommunlcaLlons ollcy should be dlrecLed Lowards Lhe v MarkeLlng. (u)
Consequences for o||cy Infract|ons Sect|on 8.09:
lf lL ls found LhaL Lhe CuS Logo has been use ln a mallclous or lnapproprlaLe manner meanL Lo derogaLe Lhe (A)
lmage or name of Lhe Commerce undergraduaLe SocleLy, Lhe SocleLy, aL Lhelr dlscreLlon, may Lake legal acLlon
agalnsL Lhe offendlng parLy.
(l) Any mlsuse of Lhe CuS Logo by an lndlvldual unlnLenLlonally shall be removed and/or correcLed by Lhe
v MarkeLlng.
Any person found Lo be uslng any markeLlng channel under Lhe conLrol of Lhe CuS wlLhouL Lhe permlsslon of (8)
Lhe SocleLy shall have Lhelr conLenL removed lmmedlaLely.
(l) 8epeaL offenders shall be conLacLed by Lhe SocleLy.
Any person found Lo be maklng a sLaLemenL on behalf of Lhe Commerce undergraduaLe SocleLy shall be (C)
reprlmanded under Lhe followlng procedures:
(l) lf Lhe person ls an appolnLed lndlvldual.
(a) A verbal warnlng shall be lssued for Lhe flrsL offense by Lhe v MarkeLlng and any relaLed v.
(b) A wrlLLen warnlng shall be lssued for Lhe second offense (emall or oLherwlse) by Lhe resldenL.
(c) AfLer a second warnlng, Lhe offendlng person shall be LermlnaLed.
(ll) lf Lhe person ls an elecLed lndlvldual
(a) A verbal warnlng shall be lssued for Lhe flrsL offense by Lhe v MarkeLlng and any relaLed v.
(b) A wrlLLen warnlng shall be lssued for Lhe second offense (emall or oLherwlse) by Lhe resldenL.
(c) 1he CuS 8oard of ulrecLors shall be noLlfled lf a Lhlrd offense occurs and, aL Lhe dlscreLlon of
Lhe CuS 8oard of ulrecLors, Lhe offendlng person may be censured.
(l) A censure" shall be deflned as a formal reprlmand Lo Lhe lndlvldual ln quesLlon.
(d) upon a fourLh offense, Lhe offendlng person shall be censured by Lhe CuS 8oard of ulrecLors
and llmlL Lhe lndlvldual's responslblllLles Lo whlch ls speclfled ln Lhe CuS ConsLlLuLlon.
(l) lf a censure has noL been lmposed by Lhe fourLh offense, one shall be levled by Lhe
CuS 8oard of ulrecLors.
(e) upon a flfLh offense, a referendum shall be called Lo recall Lhe lndlvldual ln accordance wlLh

Code of rocedure
Lh
2014

age 36 of 69

Lhe CuS ConsLlLuLlon.
(lll) lf deemed by Lhe resldenL and Lhe v MarkeLlng, ln consulLaLlon wlLh Lhe Cmbudsperson, an offense
ls serlous ln naLure, a hlgher reprlmand shall be lssued Lhan oLherwlse speclfled ln Lhe 8randlng and
CommunlcaLlons ollcy.
Lxterna| Conference Subs|dy o||cy Art|c|e 9:
urpose and Scope Sect|on 9.01:
ln an efforL Lo expand Lhe scope of Lhe 8achelor of Commerce program aL Lhe Sauder School of 8uslness, Lhe (A)
SocleLy shall provlde fundlng for sLudenLs Lo Lravel Lo conferences and compeLlLlons beyond Lhe local
communlLy.
An exLernal conference" shall be a conference, evenL, or meeLlng a sLudenL may aLLend LhaL ls noL operaLed (8)
by Lhe SocleLy or by any subsldlary organlzaLlon of Lhe Alma MaLer SocleLy.
L||g|b|||ty for Lxterna| Conference Subs|d|es Sect|on 9.02:
Any member of Lhe Commerce undergraduaLe SocleLy shall be ellglble Lo apply Lo recelve an exLernal (A)
conference subsldy.
(l) A sLandard appllcaLlon and evaluaLlon process shall be used Lo evaluaLe appllcaLlons and shall be
admlnlsLered by Lhe LxLernal Conferences ulrecLor, who may also malnLaln such oLher pollcles and
procedures as are necessary Lo faclllLaLe Lhls pollcy.
(ll) Cnly Lhose sLudenLs conflrmed by Lhe SocleLy Lo have successfully been granLed a subsldy shall be
ellglble Lo recelve one.
Lxterna| Conference Categor|es Sect|on 9.03:
All exLernal conferences shall be grouped lnLo Lhe followlng caLegorles based on geographlcal locaLlon of Lhe (A)
evenL:
(l) Local conferences," belng conferenced held wlLhln Lhe Lower Malnland area of 8rlLlsh Columbla.
vancouver lsland and oLher areas ouLslde of Lhls reglon wlll be caLegorlzed as domesLlc."
(ll) uomesLlc conferences," belng conferences held wlLhln Canada.
(lll) unlLed SLaLes conferences," belng conferences held wlLhln Lhe unlLed SLaLes of Amerlca.
(lv) lnLernaLlonal conferences," belng conferences held ouLslde of any of Lhe above reglons.
Subs|dy L|m|tat|ons Sect|on 9.04:
SLudenLs shall be permlLLed Lo recelve a maxlmum number of subsldles as deflned below: (A)
(l) no more Lhan one (1) local conference per flscal year of Lhe SocleLy, and a comblned LoLal of no more
Lhan one (1) domesLlc, unlLed SLaLes, or lnLernaLlonal conference per flscal year.

Code of rocedure
Lh
2014

age 37 of 69

(ll) no more Lhan four (4) local conferences over Lhe course of Lhelr enLlre membershlp ln Lhe SocleLy,
and a comblned LoLal of no more Lhan Lwo (2) domesLlc, unlLed SLaLes, or lnLernaLlonal conferences
over Lhe course of Lhelr membershlp.
SLudenLs shall recelve subsldles for each conference LhaL Lhey aLLend and are approved Lo recelve a subsldy (8)
for as follows:
(l) uelegaLe and LransporLaLlon fees:
(a) llfLy percenL (30) of Lhelr comblned delegaLe and LransporLaLlon fees, excludlng any buslness
or flrsL-class LlckeLs, ln-fllghL purchases, or oLher fllghL expenses beyond base fare and all
assoclaLed Laxes and fees, for a local conference, Lo a maxlmum of $100.
(b) llfLy percenL (30) of Lhelr comblned delegaLe and LransporLaLlon fees, excludlng any buslness
assoclaLed Laxes and fees, for a domesLlc conference, Lo a maxlmum of $330.
(c) llfLy percenL (30) of Lhelr comblned delegaLe and LransporLaLlon fees, excludlng any buslness
assoclaLed Laxes and fees, for a unlLed SLaLes conference, Lo a maxlmum of $300.
(d) llfLy percenL (30) of Lhelr comblned delegaLe and LransporLaLlon fees, excludlng any buslness
assoclaLed Laxes and fees, for an lnLernaLlonal conference, Lo a maxlmum of $730.
(ll) AccommodaLlon expenses:
(a) llfLy percenL (30) of Lhelr accommodaLlon expenses aL a hoLel or oLher publlcally bookable
accommodaLlon Lo a maxlmum of $30 per day, wlLh Lhe LoLal number of nlghLs of
accommodaLlon belng subsldlzed belng no greaLer Lhan Lhe LoLal number of days over whlch
Lhe conference spans plus one (1), or a maxlmum of flve (3) nlghLs, whlchever ls less.
(lll) lood, enLerLalnmenL, and oLher expenses
(a) no subsldy shall be provlded for food, enLerLalnmenL, and oLher expenses.
Subs|dy Lst|mat|on and ke|mbursement rocess Sect|on 9.0S:
lncluded ln Lhls appllcaLlon submlLLed by sLudenLs musL be a llsL of esLlmaLes of Lhe full cosL of all expenses (A)
expecLed Lo be relmbursed by Lhe SocleLy.
Successful appllcanLs should consulL wlLh Lhe LxLernal Conferences ulrecLor or Lhelr delegaLe prlor Lo lncurrlng (8)
any expenses should Lhey have alLered from Lhe orlglnal esLlmaLes.
Should aggregaLe expenses lncurred by Lhe appllcanL followlng lnlLlal approval be ln excess of 23 hlgher Lhan (C)
Lhe esLlmaLe approved by Lhe SocleLy, Lhe SocleLy may llmlL LoLal relmbursemenLs Lo LhaL lndlvldual Lo 123
of Lhe lnlLlal esLlmaLe, even lf Lhe revlsed amounL requesLed Lo be relmbursed does noL exceed Lhose llmlLs
speclfled ln Lhls pollcy.
Corporate ke|at|ons o||cy Art|c|e 10:
urpose Sect|on 10.01:

Code of rocedure
Lh
2014

age 38 of 69

1he CorporaLe 8elaLlons ollcy of Lhe u8C Commerce undergraduaLe SocleLy ls Lo serve as a gulde for (A)
handllng all sponsorshlp maLLers for Lhe SocleLy. LxLernal relaLlons wlLh Lhe buslness communlLy are Lo be
conducLed ln a falr, eLhlcal, professlonal and unblased manner aL all Llmes. uevlaLlons from Lhls pollcy are
forbldden wlLhouL prlor consulLaLlon of Lhe CorporaLe 8elaLlons ulrecLor, Lhe vlce resldenL LxLernal, and Lhe
resldenL.
Sponsorsh|p and Corporate ke|at|ons Sect|on 10.02:
Sponsorshlp ls deflned as Lhe exchange of servlces and/or maLerlal beLween Lhe CuS and an exLernal (A)
company, flrm or organlzaLlon.
(l) Sponsorshlp ls composed of, buL noL llmlLed Lo, Lhe followlng recelvables:
(a) MoneLary supporL.
(b) ln-klnd donaLlons.
(c) 8epresenLaLlves of an exLernal company, flrm or organlzaLlon.
(ll) Sponsorshlp ls composed of, buL noL llmlLed Lo, Lhe followlng dellverables:
(a) Logo exposure.
(b) AdverLlslng ln prlnL or onllne.
(c) Lxcluslve evenLs.
(d) neLworklng opporLunlLles.
(e) Company proflllng and represenLaLlon.
(f) LvenL access.
(g) Speaklng opporLunlLles.
(h) rlorlLy opLlons.
CorporaLe 8elaLlons ls deflned as lnLeracLlon and communlcaLlon beLween a represenLaLlve of an exLernal (8)
company, flrm or organlzaLlon and Lhe CuS.
kepresentat|on of the Commerce Undergraduate Soc|ety Sect|on 10.03:
1he followlng poslLlons, counclls, or commlLLees shall be consldered represenLaLlves of Lhe CuS Lo Lhe an (A)
exLernal company, flrm or organlzaLlon:
(l) resldenL.
(ll) LxecuLlve Councll.
(lll) CorporaLe 8elaLlons ulrecLor.
(lv) 1he CorporaLe 8elaLlons 1eam (Lhe commlLLee of Lhe CorporaLe 8elaLlons ulrecLor) conslsLlng of:
(a) CorporaLe 8elaLlons Managers.

Code of rocedure
Lh
2014

age 39 of 69

(b) CorporaLe Sponsorshlp Managers.
(v) Any poslLlon wlLhln Lhe CuS where a prlmary role ls exLernal or corporaLe relaLlons.
Whlle all represenLaLlves of Lhe CuS are free Lo lnLeracL wlLh an exLernal company, flrm or organlzaLlon, lL ls (8)
undersLood LhaL Lhe CorporaLe 8elaLlons ulrecLor and Lhe CorporaLe 8elaLlons 1eam shall acL as Lhe prlmary
represenLaLlves of Lhe CuS ln all maLLers of sponsorshlp and/corporaLe relaLlons unless deemed approprlaLe
oLherwlse.
All agreemenLs beLween a Sponsor and Lhe Commerce undergraduaLe SocleLy shall be conducLed by Lhe u8C (C)
Alma MaLer SocleLy on behalf of Lhe Commerce undergraduaLe SocleLy.
(l) no member of Lhe CuS shall acL as an agenL of Lhe Commerce undergraduaLe SocleLy and enLer lnLo a
formal agreemenL wlLh a Sponsor for Lhe purpose of sponsorshlp.
All represenLaLlves of Lhe CuS shall have a flduclary duLy Lo acL ln Lhe besL lnLeresL of Lhe CuS and shall noL (u)
allow any personal lnLeresLs wlLh a Sponsor Lo cause a confllcL of lnLeresL.
C|ass|f|cat|on of Sponsors Sect|on 10.04:
1radlLlonal Sponsor. (A)
(l) ueflned as a sponsor who conslsLenLly sponsors Lhe CuS on an annual basls.
non-LradlLlonal Sponsor. (8)
(l) ueflned as a sponsor who occaslonally sponsors Lhe CuS on an annual basls.
8esLrlcLed Sponsors. (C)
(l) ueflned as a 1radlLlonal or non-LradlLlonal Sponsor.
non-8esLrlcLed Sponsors. (u)
(l) ueflned as noL a 8esLrlcLed Sponsor and may or may noL have sponsored Lhe Commerce
undergraduaLe SocleLy ln Lhe pasL.
Commun|cat|ons Sect|on 10.0S:
lor Lhe purpose of ensurlng sLrong, poslLlve and respecLful communlcaLlon, Lhe CuS shall malnLaln a one- (A)
conLacL sysLem for all 8esLrlcLed Sponsors.
no member of Lhe Commerce undergraduaLe SocleLy shall conLacL a 8esLrlcLed Sponsor for Lhe purpose of (8)
corporaLe relaLlons and/or sponsorshlp wlLh Lhe Commerce undergraduaLe SocleLy unless deemed
approprlaLe oLherwlse by Lhe CorporaLe 8elaLlons ulrecLor.
lor Lhe purpose of malnLalnlng efflclency ln communlcaLlon wlLhln Lhe servlces of Lhe CuS, servlces or evenLs (C)
where sponsorshlp ls posslble shall malnLaln a one-conLacL sysLem wlLh Lhe CorporaLe 8elaLlons 1eam.
1he one-conLacL sysLem shall be governed and malnLalned by Lhe CorporaLe 8elaLlons 1eam and Lhe (u)
CorporaLe 8elaLlons ulrecLor.
Access to the kestr|cted Sponsors Sect|on 10.06:

Code of rocedure
Lh
2014

age 60 of 69

lf a member of Lhe Commerce undergraduaLe SocleLy wlshes Lo conLacL a 8esLrlcLed Sponsor for Lhe purpose (A)
of corporaLe relaLlons and/or sponsorshlp, Lhey musL conLacL Lhe approprlaLe member of Lhe CorporaLe
8elaLlons 1eam as follows:
(l) 1he CorporaLe 8elaLlons Manager asslgned Lo an evenL or servlce.
(ll) 1he CorporaLe 8elaLlons or Sponsorshlp Manager assoclaLed wlLh Lhe flrm ln quesLlon.
(lll) 1he CorporaLe 8elaLlons ulrecLor.
All conLacL wlLh Lhe 8esLrlcLed Sponsor shall be handled by Lhe CorporaLe 8elaLlons 1eam unless deemed (8)
approprlaLe oLherwlse.
1he CorporaLe 8elaLlons ulrecLor shall make avallable Lhe llsL of 8esLrlcLed Sponsors Lo all members of Lhe (C)
Commerce undergraduaLe SocleLy.
Non-kestr|cted Sponsor Contact and Sponsorsh|p Sect|on 10.07:
Any represenLaLlve of Lhe SocleLy ls free Lo conLacL any non-8esLrlcLed Sponsor for Lhe purpose of corporaLe (A)
relaLlons and sponsorshlp.
lf a non-8esLrlcLed Sponsor shows conLlnual lnLeresL wlLh Lhe CuS, LhaL Sponsor may be deemed Lo be (8)
8esLrlcLed by Lhe CorporaLe 8elaLlons ulrecLor.
lf a represenLaLlve wlshes Lo approach a non-8esLrlcLed Sponsor for sponsorshlp where Lhe sponsorshlp sold (C)
by Lhe represenLaLlve may come lnLo confllcL wlLh Lhe dellverables of Lhe CorporaLe 8elaLlons 1eam, all
sponsorshlp acLlvlLy and relevanL lnformaLlon musL be made aware Lo Lhe CorporaLe 8elaLlons 1eam and Lhe
CorporaLe 8elaLlons ulrecLor.
Lxc|us|ons Sect|on 10.08:
lf Lhe sponsorshlp and corporaLe relaLlons ob[ecLlves of any CuS servlce are vasLly dlfferenL from Lhose of Lhe (A)
CuS CorporaLe 8elaLlons 1eam, lL shall operaLe lndependenLly from LhaL of Lhe CuS CorporaLe 8elaLlons 1eam.
1he procedures ouLllned ln Lhls pollcy are sLlll ln effecL for all CuS servlces and Lhe CorporaLe 8elaLlon (8)
ulrecLor, Lhe v LxLernal, and Lhe resldenL shall collecLlvely deLermlned whlch pollcles and procedures shall
hold ln Lhls pollcy ln Lhe evenL an excluslon ls Lo be made.
ke|mbursement o||cy Art|c|e 11:
1hls pollcy ls deslgned Lo cover volunLeers engaged ln auLhorlzed work for Lhe Commerce undergraduaLe (A)
SocleLy lncludlng, buL noL llmlLed Lo: Lhe 8oard of ulrecLors, Lhe LxecuLlve Councll, and Servlce Councll and
general commlLLee members.
Cnly Lhe vlce-resldenL llnance ls auLhorlzed Lo make excepLlons Lo Lhe followlng pollcy/guldellnes and such (8)
excepLlons should, whenever feaslble, be made ln advance of lncurrlng any perLlnenL expense and should be
dlscloser Lo Lhe LxecuLlve Councll and 8oard of ulrecLors.
L|ab|||ty Sect|on 11.02:

Code of rocedure
Lh
2014

age 61 of 69

1he flnanclal llablllLy of Lhe Commerce undergraduaLe SocleLy ls llmlLed Lo Lhe funds budgeLed for lL ln Lhe (A)
currenL approved budgeL of Lhe CuS.
Lxpenses made on behalf of Lhe CuS are made under Lhe decree Lhey are falr, meanlngful LransacLlons LhaL (8)
have had prlor conslderaLlon.
lf any 8oard Member, LxecuLlve Councll, Servlce Councll and general commlLLee members lncur a llablllLy LhaL (C)
ls greaLer Lhan funds budgeLed, Lhen such llablllLy may become personal obllgaLlon of Lhe lndlvldual lncurrlng
or auLhorlzlng such cosL.
1he vlce-resldenL llnance holds Lhe rlghL Lo revlew such llablllLy and deLermlne lf Lhe cosL auLhorlzed by (u)
LxecuLlve Councll, Servlce Councll, and general commlLLees ls wlLhln reasonable means.
Monetary L|m|tat|ons of ke|mbursement Sect|on 11.03:
lor each relmbursemenL, a maxlmum amounL wlll be seL per submlsslon: (A)
(l) $300 for Lhe general membershlp of Lhe CuS.
(ll) $1000 for Servlce Councll, LxecuLlve Councll, and 8oard Members.
(a) Any relmbursemenL above Lhe prescrlbed amounL wlll be aL Lhe dlscreLlon of Lhe vlce-
resldenL llnance.
ke|mbursement rocedures Sect|on 11.04:
A relmbursemenL wlll only be processed when proper supporLlng documenLaLlon ls submlLLed. (A)
(l) roper documenLaLlon conslsLs of:
(a) Cne copy of Lhe orlglnal recelpL (purchase recelpL only).
(b) Cne phoLocopy of Lhe orlglnal recelpL.
(c) A relmbursemenL requesL form (or equlvalenL).
(d) SlgnaLures from all requlred parLles.
(ll) CredlL Card SLaLemenLs or equlvalenL records wlll noL be accepLed as proof of a LransacLlon, buL raLher
serve as evldence of a LransacLlon.
8ecelpLs can be submlLLed up Lo Lwo monLhs afLer daLe of purchase for relmbursemenL wlLhouL penalLy. (8)
AfLer a speclfled perlod, a processlng Llme penalLy shall be applled Lo Lhe relmbursemenL ln quesLlon, sub[ecL (C)
Lo Lhe followlng:
(l) AfLer 60 calendar days, a 14 day processlng Llme penalLy wlll apply.
(ll) AfLer 90 calendar days, a 30 day processlng Llme penalLy wlll apply.
(lll) AfLer 120 calendar days, a 60 day processlng Llme penalLy wlll apply.
CuLsLandlng relmbursemenLs over one year wlll noL be processed. (u)

Code of rocedure
Lh
2014

age 62 of 69

8elmbursemenLs LhaL are compleLed lnconslsLenLly wlLh Lhe above wlll noL processed. (L)
kep|acement for kece|pt rocedures Sect|on 11.0S:
8ecelpLs can be subsLlLuLed by Lhe =&9-*+&6&)$ "!1 =&+&49$ >&6!, slgned by Lwo Commerce undergraduaLe (A)
SocleLy LxecuLlves, oLher Lhan Lhe resldenL and vlce-resldenL llnance.
Memos can replace recelpLs when Lhe recelpLs are mlsslng, noL lssued, or LhaL Lhe naLure of Lhe (8)
relmbursemenL does noL provlde a recelpL (such as, buL noL llmlLed Lo, refunds for CuS evenLs).
(l) Some form of evldence ls requlred Lo prove LransacLlonal occurrence.
(ll) 1he memo shall be wrlLLen by someone wlLh slgnlng auLhorlLy.
(lll) Cnly a maxlmum of Len memos from each commlLLee shall be accepLed per flscal year.
(a) Memos wrlLLen Lo help explaln relmbursemenLs wlll all valld lnformaLlon shall noL be counLed.
S|gn|ng Author|ty for Serv|ce Counc|| Sect|on 11.06:
Slgnlng auLhorlLy for Servlce Councll commlLLees shall be resLrlcLed Lo Lhe commlLLee Chalrperson and one (A)
oLher deslgnaLed person on Lhe commlLLee.
(l) 8elmbursemenLs submlLLed by Lhose wlLhouL slgnlng auLhorlLy shall noL be processed.
Slgnlng auLhorlLy ls resLrlcLed Lo Lhe commlLLee for whlch Lhe slgnor ls a member. (8)
no commlLLee member wlLh slgnlng auLhorlLy may auLhorlze Lhelr own relmbursemenLs. (C)
8elmbursemenLs may be auLhorlzed by any oLher commlLLee member wlLh slgnlng auLhorlLy. (u)
1o recelve slgnlng auLhorlLy, Lhe followlng crlLerla musL be meL: (L)
(l) Pave one or Lhe equlvalenL of Lhe followlng commlLLee poslLlons:
(a) Chalrperson (or equlvalenL).
(b) vlce-Chalrperson (or equlvalenL).
(c) ulrecLor of llnance (or equlvalenL).
(d) Any oLher role prlmarlly responslble for overseelng Lhe budgeL for Lhe commlLLee.
(e) Pas been auLhorlzed ln wrlLlng by one of Lhe above, and musL have submlLLed Lhe followlng Lo
Lhe v vlce-resldenL llnance prlor Lo May of Lhe respecLlve year:
(l) lull name.
(ll) oslLlon on commlLLee.
(lll) SlgnaLure of person.
AddlLlons or changes Lo Lhose wlLh slgnlng auLhorlLy afLer May of Lhe respecLlve year shall Lake place under (l)
Lhe followlng condlLlons

Code of rocedure
Lh
2014

age 63 of 69

(l) Change ln personnel.
(ll) Leave of absence by an lndlvldual wlLh slgnlng auLhorlLy.
(lll) SlgnlflcanL evenL LhaL prevenLs one from compleLlng duLles.
(lv) lnlLlal commlLLee hlrlng.
Improper ke|mbursements Sect|on 11.07:
Any relmbursemenL noL done accordlng Lo Lhls pollcy shall be deemed as an lmproper relmbursemenL." (A)
(l) lmproper relmbursemenLs shall be reLurned Lo Lhe respecLlve commlLLees. lf Lhls ls noL posslble, Lhe
relmbursemenLs shall be puL on hold, and Lhe lnlLlaLor shall be noLlfled.
(ll) 1he Commerce undergraduaLe SocleLy ls noL llable for consequences resulLlng from lmproper
relmbursemenLs, such as exLended perlods of Llme before obLalnlng approprlaLe funds.
(lll) 1he CuS depends heavlly on Lhe Alma MaLer SocleLy (AMS) Lo provlde relmbursemenL for sLudenLs
and musL ablde by AMS procedures.
(a) ln such cases, Lhe CuS shall acL as medlaLor beLween Lhe person submlLLlng Lhe expenses and
Lhe AMS.
1he vlce-resldenL llnance reserves Lhe rlghL Lo quesLlon any expenses. (8)
1he vlce-resldenL llnance ls responslble for sysLemaLlcally Lracklng susplclous expenses and accuraLely (C)
analyzlng daLa Lo prevenL recurred offence.
kestr|cted Items Sect|on 11.08:
Any lLem LhaL has been approved and referenced ln Lhe budgeL ls noL consldered a resLrlcLed lLem. (A)
Any resLrlcLed lLem ln quesLlon for relmbursemenL musL be broughL Lo Lhe aLLenLlon of Lhe vlce-resldenL (8)
llnance prlor Lo submlsslon for relmbursemenL.
1he followlng lLems wlll only be relmbursed Lo lndlvlduals as deLermlned by Lhe vlce-resldenL llnance, on (C)
speclal condlLlons:
(l) Cell phone plan, Lo a maxlmum of $30 per monLh.
(ll) uelegaLe fees for requlred conference/evenL aLLendance.
(lll) AnyLhlng deemed Lo be beneflclal Lo Lhe operaLlons of Lhe CuS.
(a) Lxamples lnclude, buL are noL llmlLed Lo, pro[ecL managemenL sofLware and sLand-up banners
wlLh CuS logo and brandlng.
1he followlng lLems may only be relmbursed wlLh auLhorlzaLlon of Lhe vlce-resldenL llnance: (u)
(l) luel.
(ll) arklng lees

Code of rocedure
Lh
2014

age 64 of 69

(lll) Meals.
(lv) 8efunds (Co-op and Larly Crad)
1he followlng lLems wlll noL be relmbursed under any clrcumsLances: (L)
(l) 1rafflc/parklng flnes.
(ll) Any Lype of flnes lncurred LhaL oLherwlse would have been avoldable.
(lll) MeeLlng food/meals.
(lv) 1lps ln excess of 20 or Llps above pre-applled graLulLy.
Subs|d|zed Items Sect|on 11.09:
1he CuS shall subsldlze Lhe followlng lLems: (A)
(l) A percenLage of exLernal conference expenses as per Lhe LxLernal Conferences Subsldy ollcy.
(ll) 30 of sporL acLlvlLy expenses or as deLermlned by Lhe vlce-resldenL llnance.
(a) SporLs acLlvlLy subsldlzed are deLermlned by Lhe Sauder SporLs ulrecLor.
LxLra fees lncurred ln subsldlzed acLlvlLles are deflned as any fee lncurred LhaL ls (are): (8)
(l) noL parL of Lhe approved acLlvlLy.
(ll) Add-on feaLures or opLlons LhaL are excesslve, opLlonal Lo Lhe acLlvlLy, or noL pre-approved by Lhe
CuS.
All revenue musL be submlLLed flrsL lnLo Lhe CuS accounLs prlor Lo use. (C)
(l) Members of Lhe CuS are noL permlLLed Lo dlrecLly use revenue Lo pay for expenses.
(ll) lor parLlal subsldlzaLlon or full subsldlzaLlon of evenLs, lnclude noLe of such case on recelpL.
(a) All cash sales shall be glven Lo Lhe vlce-resldenL llnance wlLhln Len buslness days.
CUS Membersh|p Iee ke|mbursement Sect|on 11.10:
CuS membershlp fee refunds shall be granLed lf Lhe member has meL one of Lhe followlng condlLlons: (A)
(l) Cn exchange aL parLner unlverslLy of u8C.
(ll) Cn a CooperaLlve LducaLlon work Lerm.
(lll) CraduaLlon prlor Lo compleLlon of Lhe academlc year.
AfLer verlfylng relevanL condlLlons, Lhe CuS shall refund $100 durlng Lhe Lerm for whlch Lhe sLudenL ls (8)
requesLlng refund.
All refunds shall follow all procedures ln Lhe CuS 8elmbursemenL ollcy. (C)

Code of rocedure
Lh
2014

age 63 of 69

SLudenLs ellglble for a CuS Membershlp lee relmbursemenL shall have unLll november 13
Lh
of Lhe currenL (u)
academlc year Lo clalm Lhelr relmbursemenL.
(l) SLudenLs shall be made aware of Lhls deadllne no laLer Lhan november 1
sL
of Lhe currenL academlc
year.
1he CuS shall malnLaln a llsL of Lhose sLudenLs who have had Lhelr CuS membershlp fee relmbursed and make (L)
Lhe llsL avallable Lo Lhe Servlce Councll for reference.
Cverr|d|ng owers Sect|on 11.11:
ln all prevlous secLlons, unless oLherwlse speclfled, Lhe resldenL shall have equal responslblllLles and powers (A)
of Lhe vlce-resldenL llnance.
ln Lhe case of any dlscrepancles, Lhe resldenL may rule ln place of Lhe v llnance or overLurn any declslon (8)
made by Lhe vlce-resldenL llnance.
rocedures for D|sputes and Appea| Sect|on 11.12:
8elmbursemenL dlspuLes musL flrsL be submlLLed ln wrlLlng Lo Lhe vlce-resldenL llnance. (A)
1he vlce-resldenL llnance musL respond wlLhln flve buslness days wlLh a rullng on Lhe complalnL. (8)
Appeals of Lhe lnlLlal rullng may be made Lo Lhe LxecuLlve Councll no more Lhan one week afLerwards. (C)
lf an appeal ls made Lo Lhe LxecuLlve Councll, a new rullng musL be made wlLhln flve buslness days. (u)
All appeals musL be communlcaLed Lo Lhe Cmbudsperson Lo ensure falrness ln Lhe rullng. (L)
Dates and I|sca| ear Sect|on 11.13:
1he llscal year of Lhe Commerce undergraduaLe SocleLy beglns May 1
sL
and closes Aprll 30
Lh
. (A)
Lxpenses fall onLo Lhe flscal year ln whlch Lhey are lncurred. (8)
(l) LxcepLlon only occurs for expenses where lL ls lncurred for a speclflc evenL ln Lhe comlng year.
All relmbursemenLs for a flscal year musL be glven Lo Lhe v vlce-resldenL llnance Len (10) buslness days (C)
before Lhe flnal day of Lhe flscal year.
(l) A relmbursemenL LhaL ls deemed Lo be lmproper durlng Lhe flnal Len days of Lhe flscal perlod shall be
dealL wlLh on a case-by-case basls, regardlng wheLher relmbursemenL shall be awarded.
Systems of ke|mbursement Sect|on 11.14:
Whlle lL ls Lhe responslblllLy of Lhe vlce-resldenL llnance Lo oversee all procedures referenced wlLhln Lhe (A)
8elmbursemenL ollcy, lL shall be Lhe auLhorlLy of Lhe vlce-resldenL llnance Lo creaLe and manage sysLems of
relmbursemenL (paper, elecLronlc, or oLherwlse) LhaL ls ln accordance wlLh Lhe code and by-laws of Lhe u8C
Alma MaLer SocleLy ln order Lo comply wlLh Lhe 8elmbursemenL ollcy.
C|ub ke|at|ons and kecogn|t|on o||cy Art|c|e 12:

Code of rocedure
Lh
2014

age 66 of 69

As per Lhe SocleLy's ConsLlLuLlon, responslblllLles of Commerce Clubs are deflned by Lhls Clubs ollcy. (A)
1he classlflcaLlon of CuS 8ecognlzed Club" shall be assumed Lo be equlvalenL Lo LhaL of Commerce Club." (8)
Commerce Clubs are responslble for caLerlng Lowards Lhe speclflc needs of sLudenLs wlLhln Lhe speclallzaLlons (C)
of Lhe 8achelor of Commerce degree and expose sLudenLs Lo unlque areas of buslness LhaL lle ouLslde of Lhe
academlc realm.
1he SocleLy ls responslble for fulfllllng Lhe servlces ouLllned ln Lhls pollcy Lo Lhe besL of lLs ablllLy and wlLhln (u)
Lhe mosL Llmely manner posslble.
C|ub koster Sect|on 12.02:
1he followlng clubs, ln con[uncLlon wlLh Lhelr club sLaLus, are consldered Lo be Commerce Clubs: (A)
(a) AccounLlng Club.
(b) 8uslness CommunlcaLlons (8lzzComm") Club.
(c) 8uslness 1echnology (8lz1ech") neLwork.
(d) ConsulLlng Club.
(e) L-8uslness Club.
(f) L-ro[ecLs Club.
(g) llnance Club.
(h) Puman 8esources ManagemenL Club (P8MC") .
(l) lnLernaLlonal 8uslness (l8") Club.
([) MarkeLlng AssoclaLlon (u8CMA") .
(k) 8eal LsLaLe Club.
(l) SLudenLs ln lree LnLerprlse (SllL").
(m) 1ransporLaLlon and LoglsLlcs (1Log") Club.
(ll) 1he above rosLer may be updaLed wlLhouL speclflc acLlon by Lhe 8oard of ulrecLors ln Lhe evenL LhaL:
(a) A Commerce Club ceases Lo recelve LhaL classlflcaLlon.
(b) A club ls granLed classlflcaLlon as a Commerce Club.
(c) A Commerce Club's name ls alLered ln accordance wlLh proper procedure.
kequ|rements of a Commerce C|ub Sect|on 12.03:
1o become a Commerce Club, all appllcanL assoclaLlons musL meeL Lhe followlng requlremenLs: (A)

Code of rocedure
Lh
2014

age 67 of 69

(l) 8e reglsLered as an AMS club, where Lhey are consldered Lo be a subsldlary organlzaLlon of Lhe u8C
Alma MaLer SocleLy.
(ll) Pave a purpose LhaL ls ln llne wlLh Lhe SocleLy's Mlsslon SLaLemenL.
(lll) noL be conLrolled flnanclally or operaLlonally by an exLernal organlzaLlon.
(lv) noL be a self-lnLeresLed organlzaLlon," deflned by any Lhe followlng:
(a) A for-proflL buslness.
(b) An agency Lasked wlLh recrulLmenL for or promoLlon of an exLernal organlzaLlon.
(v) AL leasL Lwo-Lhlrds (2/3
rds
) of Lhe execuLlves for Lhe club musL be 8achelor of Commerce sLudenLs aL
Lhe Sauder School of 8uslness, where Lhe number of execuLlves does noL exceed Lhe followlng:
(a) 1en percenL (10) for clubs wlLh one-hundred-LwenLy-flve (123) members or more.
(b) 1wenLy percenL (20) for clubs wlLh less Lhan one-hundred-LwenLy-flve (123) members buL
more Lhan flfLy (30) members.
(c) 1hlrLy percenL (30) for clubs wlLh flfLy (30) members or less.
(vl) A mlnlmum club membershlp of LwenLy-flve (23) members.
(a) A club member, for Lhe purpose of recognlLlon and noL fundlng, ls deflned as belng:
(l) An lndlvldual who has purchased a formal assoclaLlon (membershlp") wlLh Lhe club.
(ll) ln cases where no membershlp fee ls charged, an lndlvldual who has aLLended aL leasL
one evenL hosLed by Lhe club and has agreed Lo ldenLlfy as a club member for Lhe
purposes of recelvlng communlcaLlons maLerlals.
(b) lnLenL of membershlp shall noL quallfy as membershlp.
Mater|a|s Subm|ss|on and Approva| rocess Sect|on 12.04:
1o be granLed classlflcaLlon as a Commerce Club, Lhe followlng maLerlals musL be submlLLed Lo Lhe vlce- (A)
resldenL lnLernal seven (7) days prlor Lo Lhe LxecuLlve Councll meeLlng where approval may be granLed:
(l) A one-page sLaLemenL ouLllnlng Lhe naLure, purpose, lnLenL, and scope of Lhe club.
(ll) A llsL of Lhe currenL club execuLlves, lncludlng name, poslLlon, faculLy, and conLacL lnformaLlon.
(lll) A sLaLemenL of Lhe club's membershlp numbers and fees.
(lv) A pro[ecLed budgeL for Lhe club's nexL operaLlng year, as well as Lhose of any pasL years, where
appllcable.
(a) An appllcanL club may requesL LhaL Lhls lnformaLlon be presenLed only ln-camera and wlLhouL
publlc dlsLrlbuLlon.
(v) A copy of Lhe club's currenL consLlLuLlon.

Code of rocedure
Lh
2014

age 68 of 69

Approval Lo become a Commerce Club ls granLed by Lhe LxecuLlve Councll. (8)
(l) A presenLaLlon musL be made Lo Lhe LxecuLlve Councll ouLllnlng Lhe lnformaLlon descrlbed ln Lhls
pollcy and flnal classlflcaLlon sLaLus shall be deLermlned by Lhe LxecuLlve Councll, by slmple ma[orlLy
voLe.
(a) 1he LxecuLlve Councll shall deny any appllcaLlon noL meeLlng Lhe requlremenLs lald ouL ln Lhls
pollcy for recognlLlon.
(ll) Clubs may appeal an LxecuLlve Councll declslon wlLh [usLlflcaLlon Lo Lhe 8oard of ulrecLors.
(a) A re[ecLlon of recognlLlon as a Commerce Club for reason of noL havlng meL Lhe requlremenLs
lald ouL ln Lhls pollcy may be appealed provlded only LhaL subsLanLlve grounds exlsL on whlch
Lo belleve Lhe fallure Lo exempL Lhe club from Lhese requlremenLs would be deLrlmenLal Lo Lhe
SocleLy's goals.
(b) lollowlng an unsuccessful appeal, a club may noL reLurn for reconslderaLlon for classlflcaLlon
as a Commerce Club less Lhan elghL monLhs afLer any lnlLlal declslon or unLll compleLlon of Lhe
currenL Lerm of Lhe membershlp of Lhe 8oard of ulrecLors.
Approved 8enef|ts for Commerce C|ubs Sect|on 12.0S:
All Commerce Clubs shall be enLlLled Lo Lhe followlng: (A)
(l) A flnanclal subsldy as ouLllned ln Lhls pollcy.
(ll) Access Lo Lhe SocleLy's markeLlng channels as ouLllned ln Lhe 8randlng and CommunlcaLlon ollcy.
(lll) Access Lo SocleLy's CorporaLe 8elaLlons Leam upon requesL.
(lv) SLorage space wlLh Lhe Commerce undergraduaLe SocleLy.
(v) A mallbox ln Lhe SocleLy's offlces and Lhe ablllLy Lo use Lhese offlces as Lhe offlclal malllng address of
Lhe club.
(vl) rlorlLy conslderaLlon for Speclal ro[ecLs fundlng.
I|nanc|a| Subs|dy for C|ubs Sect|on 12.06:
Commerce Clubs shall be enLlLled Lo a slx-hundred dollar ($600) flxed conLrlbuLlon Lowards Lhe club and a Lwo (A)
dollar ($2) varlable conLrlbuLlon for every member of Lhe club enrolled ln Lhe 8achelor of Commerce program
aL Lhe Sauder School of 8uslness.
(l) Club membershlp shall be deflned for Lhe above purposes only by Lhe number of fee-paylng members
of Lhe club.
(ll) 1he vlce-resldenL llnance may elecL Lo base Lhe varlable porLlon of Lhls fundlng ln Lhe prevlous year's
membershlp numbers lf necessary Lo compleLe budgeLlng ln a Llmely fashlon.
1he Commerce undergraduaLe SocleLy shall assume no flnanclal llablllLy for Lhe operaLlons of Lhe club. (8)
Annua| keg|strat|on of C|ubs Sect|on 12.07:

Code of rocedure
Lh
2014

age 69 of 69

All Commerce Clubs musL be re-reglsLered on an annual basls afLer approval. (A)
(l) 1he process for re-reglsLraLlon of a club shall be deLermlned by Lhe Clubs 8evlew CommlLLee on
recommendaLlon of Lhe vlce-resldenL lnLernal.
(a) A club's requesL for re-reglsLraLlon may be decllned aL Lhe dlscreLlon of Lhe CommlLLee ln cases
where Lhe club has demonsLraLed any of Lhe followlng.
(l) A fallure Lo conLlnue Lo meeL Lhe ellglblllLy requlremenLs speclfled ln Lhls pollcy for
classlflcaLlon as a Commerce Club.
(ll) A fallure Lo communlcaLe or cooperaLe wlLh Lhe SocleLy ln Lhe schedullng of evenLs,
Lhe provlslon of daLa or lnformaLlon as requlred by Lhe SocleLy for Lhe malnLenance of
records provlded LhaL such lnformaLlon shall noL lnfrlnge lndlvldual sLudenLs' prlvacy,
or abuse of any servlces or prlvlleges offered by Lhe SocleLy.
(lll) lnapproprlaLe, dlscrlmlnaLory, or offenslve behavlour.
(lv) lallure Lo meeL goals prevlously deLermlned upon approval or lnlLlal classlflcaLlon or
re-reglsLraLlon, provlded Lhese expecLaLlons were communlcaLed Lo Lhe club ln
quesLlon.
(v) Any acLlvlLy or lnlLlaLlve deemed noL Lo be ln llne wlLh Lhe lnLeresLs of Lhe SocleLy and
lLs membershlp as deLermlned by lLs Mlsslon SLaLemenL.
(8)

CUS Code of Procedure (Rev. 09 - 09 - 14) PDF

Hochgeladen von

Dokumentinformationen

Originaltitel

Copyright

Verfügbare Formate

Dieses Dokument teilen

Dokument teilen oder einbetten

Freigabeoptionen

Stufen Sie dieses Dokument als nützlich ein?

Sind diese Inhalte unangemessen?

Copyright:

Verfügbare Formate

CUS Code of Procedure (Rev. 09 - 09 - 14) PDF

Hochgeladen von

Copyright:

Verfügbare Formate

Code of rocedure

Das könnte Ihnen auch gefallen