UPEI SU EXECUTIVE COMMITTEE BY-LAW

Enacted March 8th, 1990

Amended January 14th, 2001

Amended March 17th, 2002

Amended April 1st, 2007

Amended April 6th, 2008

Amended December 2nd, 2010

Amended January 15th, 2012

Amended September 9th, 2012

Amended April 7th, 2013

Amended October 22th, 2013

Amended March 9th, 2014

Amended June 19th, 2014

Amended April 26th, 2015

I GENERAL DUTIES AND RESPONSIBILITIES

  1. All Executive Committee members must be enrolled in full-time classes and pay full- time student fees and be recognized by Council as an active member of the Student Union as per the UPEI SU Constitution, Article IV.
  2. The Executive Committee Members shall be:
    1. President
    2. Vice President Academic & External
    3. Vice President Student Life
    4. Vice President Finance
    5. Vice President Communications
  3. The Executive Committee (Executive) shall receive, budget, administer, and have audited, all monies, properties, and securities of whatever nature that may be placed in the custody of, or that may become, the property of the University of Prince Edward Island Student Union (UPEI SU).
    1. The Vice President Academic & External, Vice President Communications, Vice President Student Life, and the Vice President Finance shall maintain no less than fifteen (15) scheduled office hours per week during the Academic Year.
    2. The President shall maintain no less than twenty-five (25) scheduled office hours per week during the Academic Year.
    3. The President and Vice President Student Life and Vice President Academic & External shall maintain no less than thirty-five (35) daytime office hours, Monday-Friday during the summer months (May-August).
  4. The Executive shall meet weekly during the Academic Year and whenever possible during the summer months.
  5. Each Executive shall present, at the Fall and Winter General Meetings, a report detailing their activities undertaken to date as an Executive. These reports should also appear in all student media.
  6. Following the end of their term, there shall be a one-week overlap wherein the outgoing Executive maintain office hours so as to orient the incoming Executive to their duties and responsibilities. Each Executive shall present a written report to their successor to aid in the continuity of initiatives and in the maintenance of institutional memory. These reports must be submitted to the UPEI SU Administrative Assistant before receiving their final paycheque.
  7. Each Executive shall have co-signing authority on all UPEI SU cheques to an amount as specified in the UPEI SU Finance By-Law, or as otherwise determined by the UPEI SU Council (Council).
  8. Should the president be unable to fulfill the responsibilities of office due to absence or incapacitation, the executive committee shall appoint one of the vice presidents to the role of interim president, who will temporarily assume the duties and responsibilities of the position.
  9. No executive member shall receive additional compensation beyond their salary for Student Union contracted services.
  10. All executive members shall remain publically non-partisan in all UPEI SU advocacy and lobby efforts for the duration of their term with the UPEI SU.

II INDIVIDUAL DUTIES AND RESPONSIBILITIES OF AN EXECUTIVE

  1. The President shall:
    1. Act as the Chief Executive Officer and official spokesperson of the UPEISU;
    2. Call meetings of the Executive;
    3. Chair and draft agendas for the Executive Committee, New Initiatives and Future Directions Committee, and the UPEI SU Budget Committee
    4. Draft and propose a schedule of Council Meeting dates and General Meeting dates at the last Council meeting of the academic year;
    5. Serve as a member of the UPEI Senate;
    6. Serve as a member of the UPEI Board of Governors;
    7. Act as liaison between the UPEI SU and groups outside the University,
    8. Be enrolled in no more than nine (9) semester hours per Academic Semester during their Presidential term;
    9. Act as liaison and ensure that adequate communication is maintained with the UPEI Administration, and Student Affairs Department;
    10. Be responsible for, and coordinate the selection of, the Faculty of the Year, the Staff of the Year and/or the UPEI SU Honorary Member Award;
    11. Pursue new initiatives to improve and expand the services of the UPEI SU;
    12. Set strategic direction and objectives for the organization;
    13. Provide leadership and guidance to Council and staff;
    14. Attend conferences as required, and;
    15. Perform other duties as required.
  2. The Vice President Academic & External shall:
    1. Perform and coordinate lobbying activities for the municipal, provincial, and federal levels of government as assigned or required by the UPEI SU on behalf of its members,
    2. Serve as a member of the UPEI Senate;
    3. Assist students with any academic related issues as required;
    4. Co-ordinate any events relating to post-secondary awareness, education or student issues;
    5. Be Chiefly responsible for all advocacy on campus relating to academics
    6. Be responsible for community relations within Charlottetown;
    7. Act as primary delegate for the Canadian Alliance of Student Associations, and;
    8. Perform other duties as required.
  3. The Vice President Student Life  shall:
    1. Act as liaison to all Sub-Organization on campus and;
    2. Ensure regular communication between the UPEI SU and all Sub-Organizations;
    3. Aid students in the creation of new Sub-Organizations;
    4. Help recruit new members to Sub-Organizations, and;
    5. Assist in the planning of events of Sub-Organizations in conjunction with the events of the UPEI SU;
    6. Assist in the leadership development of all society members;
    7. Coordinate and facilitate all UPEI SU concerts, events, and activities;
    8. Liaise with Bar Manager on all Wave activities;
    9. Supervise the Campaign coordinator for the purpose of raising funds or awareness for various organizations or issues as may be assigned or required by the UPEI SU
    10. Act as the primary delegate to the Canadian Organization of Campus Activities;
    11. Be responsible for advocacy efforts on campus pertaining to non-academic issues;
    12. Perform other duties as required.
  4. The Vice President Finance shall:
    1. Ensure that the financial records of the UPEI SU are properly kept;
    2. Be responsible for keeping the Executive Committee informed of all issues which pertain to the finances of the UPEI SU;
    3. Present financial reports as required by Council and to the members of the UPEISU, including presenting the Budget, 2000+ expenditures, monthly business reports, funding requests, and event budget reports.
    4. Receive and present to Council any requests for funding or donations as decided by the Executive;
    5. Chair and draft agendas for the UPEI SU Funding Committee
    6. Oversee the operations of the UPEI SU Student News Organization and;
    7. Perform other duties as required.
  5. The Vice President Communications shall:
    1. Be responsible for the UPEI SU website and all social media outlets;
    2. Be responsible for producing media releases with the advice of the Executive committee. Media releases will be distributed to the appropriate media outlets;
    3. Be responsible for on-campus communications, and an Annual Report about the student union’s activities;
    4. Liase with UPEI Integrated Communications;
    5. Have proficiency in video editing software, website maintenance, and other programs as required; 
    6. Be responsible for maintaining a comprehensive calendar of events offered by the UPEI SU. Provide a channel for and solicit student input into all of the UPEI SU’s services and businesses;
    7. Assume responsibility for the UPEI SU’s brands, and their visibility on and off campus; 
    8. Oversee the operations of the UPEI Nexus Yearbook;
    9. Responsible for creation and distribution of the bi-weekly UPEI SU email newsletter;
    10. Coordinate an internal media form of social media requests; 
    11. Working knowledge of PEILCC regulations pertaining to advertising, and;
    12. Perform other duties as required.

III  Executive Remuneration

  1. Members of the Executive Committee will be paid as outlined in the current fiscal year operating budget.
  2. On an annual basis, the UPEI SU Budget Committee will review Executive remuneration and index salaries to the Consumer Price Index of that given year.

IV  EVALUATION OF THE EXECUTIVE MEMBERS

  1. Council’s Evaluation
    1. Once per semester, the job performance of each of the Executive members will be evaluated by council.
    2. The evaluation shall consist of a survey to all members of Council, drafted by the NIFD committee, and distributed electronically by the Chair of Council.
    3. The Chair of Council will distribute the surveys one month prior to each report presentation to council, and councilors will be given two weeks to complete the survey.
    4. Once the results of the survey have been gathered by the Chair, they will be sent to the executive committee for review.
    5. The reviewed results of these two evaluations will be presented during the first and last meetings of council in the second semester. The entire report will be distributed via hard copy to all members of Council in camera and collected after the presentation.
  2. Executive Committee Self-Evaluation
    1. Once per semester, the job performance of each Executive member will be evaluated by the other members of the Executive.
    2. The evaluation shall consist of a survey to all Executive members, which will be drafted by the NIFD committee, and distributed electronically to the Executive members via the Chair of Council
    3. The Chair of Council will distribute the surveys one month prior to each evaluation report presentation to council, and Executive members will be given two weeks to complete the survey.
    4. Once the results of the survey have been gathered by the Chair, they will be sent to the General Manager for review, and the reviewed results will be sent to the Executive committee.
    5. The reviewed results of these two evaluations will be presented during the first and last meetings of council in the second semester. The entire report will be distributed via hard copy to all members of Council in camera and collected after the presentation.

UPEI SU SUB-ORGANIZATION BY-LAW

Amended March 18th, 2001

Amended March 17th, 2002

Amended April 1st, 2007

Amended April 6, 2008

Amended February, 2011

Amended September 9th, 2012

Amended March 9th, 2014

Amended June 19th, 2014

Amended November 23rd, 2014

Amended April 26th, 2015

  1. DEFINITIONS
    1. “UPEI” shall refer to the University of Prince Edward Island.
    2. “UPEI SU” shall refer to the University of Prince Edward Island Student union.
    3. “Ratification” shall refer to the process of a sub-organization being officially recognized and affiliated with the UPEI SU.
    4. “Council” shall refer to the UPEI SU Council.
    5. “Chair” shall refer to the Chair of the UPEI SU Council.
  2. PURPOSE
    1. A Sub-Organization is a chartered subsidiary organization, officially recognized and affiliated with the University of Prince Edward Island Student Union (UPEI SU).
    2. A Sub-Organization shall be formed of and by individuals who have organized to pursue a common interest or goal in the benefit of the UPEI community.
  3. SUB-ORGANIZATION RECOGNITION
    1. Recognition of a Sub-Organization by the University of Prince Edward Island Student Union (UPEI SU) shall not imply an endorsement of a Sub-Organization’s beliefs, philosophy, interests, or opinions.
    2. Under the terms of this by-law, the UPEI SU shall not attempt to censor, control or interfere with any existing UPEI SU Sub-Organization on the basis of its beliefs, philosophy, interests, or opinions expressed unless and until these lead to activities that are outlined in section VII, subsection 1 of this by-law.
  4. MEMBERSHIP
    1. All students at UPEI shall be eligible for Sub-Organization membership. 
    2. Part-time UPEI Students and other members of the UPEI community may participate in a Sub-Organization in a non-executive capacity.
    3. A club shall be permitted to restrict its membership only in cases where such limitation is necessary to avoid a complete undermining of the club’s mandate. Any membership restrictions must be approved by the VP Student Life.
    4. A Sub-Organization must have at least three (3) executive members, one of which being a finance executive.
    5. All executive members of a Sub-Organization shall be full-time UPEI students.
    6. No student shall hold more than one executive position in a single sub-organization at a given time.
    7. The VP Student Life shall not hold an executive position in a Sub-Organization unless approval has been received from Council.
    8. A list of executive members including names, student ID numbers, titles, and contact information must be provided to the VP Student Life. Any changes of executive members must be submitted to the VP Student Life within one (1) week of the change.
  5. PROCEDURES FOR RATIFICATION
    1. To receive Sub-Organization status for the first time, a group must apply to Council through the VP Student Life by presenting:
      1. A request signed by fifteen (15) UPEI SU members, requesting UPEI SU affiliation;
      2. A fully completed sub-organization registration form, including a draft constitution.
      3. No Sub-Organization whose name and/or mandate is already held by an already existing Sub-Organization  shall be ratified.
      4. New Sub-Organizations may submit their finalized constitution at any point during their first year of operation.
      5. These requirements may be altered by a request made either through VP Student Life or directly in-person to Council.  
      6. Any Sub-Organization claiming to have direct affiliation with a UPEI faculty, school, or department must have approval from a faculty or staff advisor.
      7. A Sub-Organization may apply for early ratification in the following year if they complete and submit the required forms to the VP Student Life before the final UPEI SU Council meeting.
      8. The VP Student Life shall contact sub-organizations to ensure that all pre-existing ratifications are renewed by September 30. 
      9. Upon the failure of a sub-organization to renew their ratification, the Sub-Organization’s affiliation with the UPEI SU shall be considered to have lapsed.
      10. The UPEI SU Council reserves the right to refuse the ratification of a Sub-Organization if:
      11. The Sub-Organization has a mandate that is not in accordance with UPEI’s and/or the UPEI SU’s policies, by-laws, and regulations;
      12. Their mandate discriminates on the basis of sex, gender, religion, race, color, national or ethnic origin, age, ability, disability or sexual orientation.
      13. Should a Sub-Organization wish to appeal the rejection of its ratification, it may do so in writing to the Chair of Council. A representative from the Sub-Organization in question may also make a presentation to council if the intention to do so is expressed in writing to the Chair at least one (1) week in advance of the next Council meeting.
  6. PROCEDURES FOR SUB-ORGANIZATIONS
    1. A Sub-Organization is a chartered subsidiary organization, officially recognized and affiliated with the University of Prince Edward Island Student Union (UPEI SU).
    2. Sub-Organizations are to be made up of groups of UPEI students shall consist of members of the University of Prince Edward Island (UPEI) community who have organized to pursue a common interest or goal.
    3. Membership in UPEI SU Sub-Organizations shall be as follows: ***
      1. All Executive members of a Sub-Organization shall be full-time UPEI students, and;
      2. Part-time UPEI students, and other members of the UPEI community may be part of Sub-Organizations in a non-executive capacity,;
      3. Every sub-organization shall be open to all UPEI SU members.;
      4. Membership composition requirements can be waived in special circumstances with the approval of the UPEI SU Council and the respective sub-organization. 
    4. All Sub-Organizations of the UPEI SU shall be responsible for:
    5. give a written report of the reasons for the Council’s decision to the officers of the group, and; 
    6. inform the group of the right to appeal any decision to Council if the group has new information regarding the previous decision.
    7. Any requests for financial assistance shall be directed to the VP Finance Executive Committee. Funds will be distributed through the Sub-Organization Fund. 
    8. In the case that a previously existing Sub-Organization fails to re-register, the VP Student Life shall notify the listed contact of said group. Upon failure to act on such notification, the Sub-Organization’s affiliation with the UPEI SU shall be considered to have lapsed.
    9. Should a Sub-Organization fail to comply with the UPEI SU By-Laws or abuse any privileges granted to it by the UPEI SU, Council shall be empowered to:
      1. suspend all such privileges of a Sub-Organization;
      2. remove Sub-Organizational status of the said group upon a majority decision, and;
      3. notify members and the appropriate administrative bodies.
    10. A request signed by fifteen (15) UPEI SU members, requesting UPEI SU affiliation,
    11. A fully completed sub-organization registration form, including a draft constitution
      1. No Sub-Organization shall be ratified whose name and/or mandate is already held by an already existing Sub-Organization.
      2. New Sub-Organizations may submit their finalized constitution at any point during their first year of existence.
      3. These requirements may be altered by a request made either through VP Student Life or directly in person to Council.
    12. Approval is required from a faculty or staff advisor for Sub-Organizations with direct affiliation to a UPEI department 
    13. following the objectives, purposes, and procedures shall be carried out as outlined in their constitution;
    14. the proper management of finances granted to them by the UPEI SU;
    15. reporting on their operations when requested by Council and/or the VP Student Life; and
    16. for submitting Event Application Forms to the VP Student Life prior to any event
    17. the annual submission of a renewal form for their sub-organization 
    18. To receive Sub-Organization status for the first time, a group must apply to Council through the VP Student Life by presenting them with:
    19. The VP Student Life shall ensure that all existing Sub-Organizations are renewed with the UPEI SU each year by September 30. Extensions to this deadline shall be approved by Council.
    20. Upon any action of Council toward a Sub-Organization, the VP Student Life shall:
    21. Further information and specifics regarding Sub-Organization within the UPEI SU may be obtained in the Policy Manual.
  7. REVOCATION OF RATIFICATION AND SUSPENSION OF PRIVILEGES
    1. The UPEI SU Council, upon a majority decision, may suspend a sub-organization’s privileges or revoke a sub-organization’s ratification if that sub-organization:
      1. Has not followed the mandate of its constitution;
      2. Has failed to comply with policies set forth by UPEI or the UPEI SU;
      3. Commits an offense that violates federal, provincial, or municipal law;
      4. Abuses any services or privileges of the Student Union;
      5. Operates in a manner that negatively affects the ability of another sub-organization, group, or individual to conduct their lawful affairs;
      6. Hosts any event substantially different than the event portrayed to the VP Student Life in a detrimental manner;
      7. Brings UPEI or the UPEI SU into disrepute;
      8. Files a request, with the signatures of fifteen students and the sub-organization executive, to deratify from the UPEI SU.
      9. Upon any action of Council toward a sub-organization, the VP Student Life shall:
      10. Give a written report of the reasons for the Council’s decision to the executives of the sub-organization; 
      11. Inform the group of the right to appeal any decision to Council should the sub-organization have new information regarding the previous decision.
      12. Should a sub-organization wish to appeal a revocation of its ratification, it may do so in writing to the Chair of Council. A representative from the sub-organization in question may also make a presentation to council if the intention to do so is expressed in writing to the Chair at least one (1) week in advance of the next Council meeting.
    2. A sub-organization that has had its ratification revoked may reapply for ratification in the following year.
  8. RESPONSIBILITIES OF RATIFIED SUB-ORGANIZATIONS
    1. All sub-organizations of the UPEI SU shall be responsible for:
      1. Providing and following the objectives, purposes, and procedures outlined in their constitutions;
      2. Properly managing finances granted to them by the UPEI SU;
      3. Reporting on their operations when requested by Council and/or the VP Student Life;
      4. Submitting event application forms to the VP Student Life prior to any event;
      5. Annually submitting a renewal form for their sub-organization;
      6. Providing updated sub-organization executive information in the event of an executive change;
      7. Providing to the UPEI SU an annual operating budget or income statement every year following their first year of ratification;
      8. Providing to the UPEI SU a finished constitution following their first year of ratification.
  9. PRIVILEGES OF REGISTERED SUB-ORGANIZATIONS
    1. Business services are available at a reduced cost in the SU office and include:
      1. Sub-Organizations will receive 200 black-and-white photocopies on white paper free of charge. Any photocopies beyond this the initial 200 will be made at a cost of 5¢ per sheet. Photocopying must be for sub-organization activities and events;
      2. Photocopying must be for Sub-Organization activities and events.
      3. Free outgoing faxes, free plus any applicable long distance charges;
      4. incoming faxes;
      5. Sub-Organization mailbox.
    2. Space provided at the Sub-Organization Fair held in the Fall semester to publicize the sub-organizations and help recruit members.
    3. Listing in the SU handbook.
    4. Contact information on the UPEI SU website.
    5.   A secure upeisu.ca email address upon request.
    1. Sub-Organizations may rent book tables in the W.A. Murphy Student Centre Concourse free of charge through the UPEI SU full-time Administrative Assistant.
    2. Sub-Organizations may rent book the Day Lounge and McMillan Hall facilities free of charge through the full-time administrative assistant pending availability and approval of the event by the UPEI SU Executive. Sub-Organizations will still be responsible for fees associated with hosting an event, such as security services. as per the UPEI SU Policy Manual, section 403.****
    3. Sub-Organizations may book the UPEI SU boardrooms free of charge through the UPEI SU Administrative Assistant.
    4. Rooms around campus may be booked free of charge by contacting through the UPEI SU Administrative Assistant.
    5. No space shall be booked on campus prior to the completion and submission of an the completion and submission of an Event Application form to the Vice President Student Life.
    1. Sub-Organizations can may advertise their events and activities free of charge through UPEI SU campus communication methods channels. These channels methods may include, but are not limited to: The Cadre, the UPEI SU website, SU Update Newsletters, and UPEISU social media outlets., and are subject to availability and content approval.
    2. Sub-Organization advertisements are subject to content approval and the availability of UPEI SU communication channels.
    1. Sub-Organization funding is available to a Sub-Organization if it meets any of the following criteria:
      1. the money is to be allocated for an activity of an educational nature or will positively impact student life;
      2. the expense falls outside of the annual budget of the group, and the Sub-Organization can demonstrate that attempts have been made to raise the funds elsewhere or have sufficient reason as to why this could not be done.
    2. Sub-Organization funding shall be administered and overseen by the Vice President Finance with the assistance of the Funding Committee during the fall and winter semesters, and by the UPEI SU Executive Committee during the summer semesters.
    3. Sub-Organizations that do not submit a budget shallr be ineligible to receive funding through the UPEI SU.
    4. Event Coat Check
      1. Sub-Organizations may apply to operate the coat check at UPEI SU events in accordance with the UPEI SU’s coat check policy.
    1. Administrative Privileges
    2. Building Privileges
    3. Advertising Privileges
    4. Financial Assistance ****
  10. Food Sales:
    1. Sub-Organizations may seek permission from the VP Student Life to sell pre-approved food items at UPEI SU events; this opportunity will be available on a first-come, first-serve basis.
  11. Entertainment Support
    1. Sub-Organizations will be provided with the opportunity to book entertainment to host a “Society Night” at The Wave. Sub-Organizations must have current Sub-Organization status with the UPEI SU in order to maintain their eligibility for this service.
    2. Any society wishing to hold an event on campus must complete an Event Application form with the Vice President Student Life at least 2 weeks prior to the date of the event. This deadline shall be at the discretion of the Vice President Student Life should extenuating circumstances warrant an exception.
    3. The type of entertainment provided will be negotiated between the Sub-Organization Executive and the Vice President Student Life, in consultation with the Bar Manager. The final decision for the type of entertainment to be booked and the date on which it is to be provided will rest with the Bar Manager. The UPEI SU reserves the right to alter entertainment dates at any time.
    4. A Sub-Organization holding an event shall be responsible for the cost of all entertainment except where a prior agreement exists between the UPEI SU and the Sub-Organization in question. 
    5. Advertising for “Society Nights” must comply with PEILCC Regulations.
  12. Other Services
    1. Pending the availability of by the Vice President Student Life, Sub-Organizations may receive help with event execution, advertising, logistics, and other services as required.