Rules governing the selection of delegates to the

2015 Ontario PC Campus Association AGM

A. Delegates
1. Pursuant to Article XIV of the Constitution, delegate members of the Ontario PC Campus Association
shall consist of the following:
a. The Members of the Executive of the Association;
b. A maximum of ten (10) delegates democratically elected by the membership of each certified club.
2. A delegate must be a student, faculty member or employee at the educational institution that he or she
represents.
B. Alternates
Article XV of the Constitution provides as follows:
1. A maximum of ten (10) alternate delegates shall be democratically elected by the membership of each
certified club.
2. The vote of a delegate member from a certified member club who is not registered at the Ontario PC
Policy Conference shall be granted to an alternate delegate from the same certified member club.
3. Each alternate delegate shall have and exercise all the powers of the delegate member that he or she
may replace.
4. An alternate delegate must be a student, faculty member or employee at the educational institution that
he or she represents.
C. Certification of Clubs
1. For the purposes of these rules, a campus association will be deemed a certified club provided that it
has met all of the requirements for recognition as specified in Article X of the Constitution at least sixty
(60) days prior to the Annual Meeting.
D. Timing of Delegate/Alternate Selection Meetings
1. The selection of all delegates and alternates representing certified member clubs shall take place at a
general meeting of each certified member club. This meeting shall take place on or after January 16th,
2015 and no later than February 6th, 2015. No meeting shall commence before 10:30am or after
9:30pm from Sunday to Thursday or after 7:00 pm on Friday or Saturday.
2. i.

Meetings may only take place at the certified member clubs campus.

ii.

If a meeting cannot be held at a certified member clubs campus, the president of the certified
member club must inform the credentials chair in writing or through electronic mail and provide
reasons for being unable to fulfill rule D.2.i as well as provide the proposed location of the
meeting. The credentials chair will then decide whether or not the meeting can take place at
the location proposed.

iii.

The credentials chair will respond to a request made under section 2.ii within forty-eight (48)
hours. Failure to do so will permit the meeting to proceed at the proposed location.

iii.

Meetings which cannot be held on a certified member clubs campus must be held in the
municipality in which the campus is located.

E. Delegate Selection Process

1. All delegates and alternates representing certified member clubs shall be chosen pursuant to and in
accordance with these rules.
2. All members in good standing of each certified member club are entitled to vote at the delegate
selection meeting. Members in good standing are defined for the purposes of these Rules as all those
who are members of an individual campus association seven (7) days before the meeting.
3. If a club has membership fees, any people who signed up seven (7) days before the DSM or earlier
shall be entitled to pay their fee at DSM and be able to vote in the DSM and stand for a delegate
position.
4. To assist the Credentials Chair in determining eligibility and quorum at each delegate selection meeting,
the President or Secretary of a certified member club must send a membership list containing all
members in good standing and the clubs constitution seven (7) days before the delegate
selection meeting to the Credentials Chair.
5. Where there is a contest for the alternate positions, a vote will occur to rank the alternates.
Notice of Meetings
6. Notice of meetings to select delegates and alternates must be given to all members in good standing
of each certified member club at least ten (10) days in advance, either in writing or through
electronic mail. Such notice must clearly specify that the meeting is called for the purpose of selecting
delegates and alternates to the 2015 OPCCA AGM and specify the date, time, location, and applicable
room name or number of the DSM.
7. Notice may also be posted on the Ontario Campus PC website through an online submission process.
8. The President or Secretary of each certified member club must provide notice in writing or through
electronic mail of their delegate selection meeting to the Credentials Chair. This notice must include
the date, time, location and applicable room name or number of the meeting. This notice must be
received at least seven (7) days in advance of the meeting.
9. If a club has not called a meeting by February 6th, 2015 the Credentials Chair shall have the power to
call a meeting.
Quorum Requirements
10. For the purposes of these Rules, there will be a quorum requirement of five (5) of the members in good
standing in attendance at each certified member clubs delegate selection meetings. If this quorum is
not reached at a delegate selection meeting, the meeting will be deemed not to have taken place by
the Credentials Chair.
Official Observers
11. An authorized observer may be present at each meeting to select delegates. The authorized observer
shall be appointed by the Credentials Chair.
12. Provided that the Credentials Chair has received notice in accordance with these rules the absence of
an official observer shall not invalidate a delegate selection meeting.

13. Any member in good standing may attend any delegate selection meeting.
Reporting Names of Delegates/Alternates
14. Within 24 hours of each delegate selection meeting, the President or Secretary of each certified
member club must provide a list of duly selected delegates and alternates to the Credentials Chair.
The Credentials Chair will forward the delegate and alternate lists, with alternates in ranked order, to
the official agents of all declared (official) candidates in a timely fashion. This list must include a
telephone number and e-mail address where available the delegate or alternate may be commonly
reached.
Voting
15. A member may only vote or be nominated in a delegate selection meeting at the meeting held by the
association at whose campus the member is primarily registered or in the case of professional schools
with an existing campus club, the faculty where the student is registered.
16. i.a A member is primarily registered at a campus if :
a. The member is a student, he/she takes a majority of his/her courses at that campus;
b. The member is a faculty member, he/she teaches a majority of his/her course at that campus;
c. The member is an employee, the campus at which he/she is employed.
16. i.a.1 If a member who is a student takes an equal number of courses at more than one campus, the
member is primarily registered at the campus to which he/she pays fees.
16. i.a.1 If a member who is a faculty member teaches an equal number of courses at more than one
campus, the member is primarily registered at the campus by which he/she is paid.
16. An individual may vote or stand for election in a maximum of one delegate selection meeting.
17. Chairs of delegate selection meetings may request that a member wishing to vote at said meeting
furnish evidence of the members eligibility to vote.
F. Protests of Delegate Selection Meetings
Any challenges arising from the results of a delegate selection meeting must be filed pursuant to the
following procedure:
1. The Credentials Chair must receive all protests in writing no later than forty-eight (48) hours after the
delegate selection meeting that is being protested.
2. All protests must detail the alleged irregularities and include applicable supporting documents. The
protest must be signed by:
a. seven (7) members in good standing of the certified member club, or;
b. the official agent of any declared (official) candidate seeking election, or;
c.

the authorized observer appointed to attend the meeting.

3. The Credentials Chair will have the responsibility and authority to assess each challenge and determine
its viability. If, in the judgment of the Credentials Chair, a hearing is required to resolve the protest, a
hearing will be scheduled at the discretion of the Credentials Chair. This decision may not be appealed.
4. The parties involved in the protest may be represented by one (1) spokesperson who will be given a
full opportunity to present his/her position at the hearing.

5. The decision of the Credentials Chair must be provided to the President or Secretary of the certified
member club whose meeting is being protested, to the Ontario PC Campus Association President, and
to the official agents of all candidates. The decision shall be final and binding, and is not subject to
appeal.
6. The decision of the Credentials Chair, must be rendered, or a hearing scheduled, within seventy-two
(72) hours after the protest has been received.
a. If a hearing is scheduled, a decision must be rendered within twenty-four (24) hours of the culmination
of the hearing.
G. Credentials Challenges
Any issue arising from the decision or proposed decision to issue any or deny credentials except issues
relating to Delegate Selection Meetings (Section F) shall be resolved according to the following procedure:
1. The Credentials Chair must receive all protests in writing by 12:00 pm on February 7th,
2015. Each protest must also include all supporting documentation relevant to the matter.
2. Both the Official Agent filing the protest and the challenged delegate/alternate shall be given
an opportunity to present their respective positions to the Credentials Chair. This hearing will
be scheduled before the voting starts and will take place at the convention site.
3. Where the status of a delegate or alternate is questioned, the onus will be on the challenged
individual to produce the appropriate documentation to prove his identity or status. Only a valid
piece of photo identification and/or proof of enrolment will be accepted as proof of identity or
status.
4. The Credentials Chair shall determine the procedure for these hearings. The Chair reserves
the right to affirm or revoke credentials, and issue them to the ranking alternate representing
the challenged delegates campus. This decision will be final and not subject to further appeal.
H. Upgrading of Alternate Delegates
1. If any delegate does not attend the 2015 Annual Meeting or does not register before 9 am on February
20, the ranking alternate from the appropriate campus shall be upgraded to delegate status before 10
am on February 21st, 2015.
2. Any disputes arising in the upgrading process will be handled in accordance with the procedure outlined
in Section G above.
3. In the event a delegate cannot arrive at the convention by 9 am on February 20, they are required to
inform the credentials chair of the reason no less than one week prior to the start of convention. The
conventions chair will use their discretion to determine an appropriate limit.
I.

Additional

1. The Convention Chair, acting on the advice of the Credentials and Elections Chairs, has the power to
make and publicize additional rules governing the issuance of credentials and election of officers.
2. Where these rules come into conflict with the rules of a member clubs constitution, these rules shall
always take precedence.