Proposed New Constitution

The International Relations Students Association Constitution

I. PRELIMINARY 1. The name of the club 1.1. The name of the club is the International Relations Students Association (also known as IRSA and hereinafter referred to as IRSA) 2. The purposes of this organization are: 2.1. To promote a better understanding of international issues among its members, and the university student body as a whole 2.2. To provide a non-partisan organization aimed at enhancing understanding of global issues, through promotion of international activities on and off campus 2.3. To serve as the association for students in the International Relations Programme, and accordingly, act as the conduit between these students and the faculty and administration concerned with the programme, or international issues II. MEMBERSHIP RIGHTS, RESPONSIBILITIES, AND REQUIREMENTS 3. The Membership of this organization shall comprise of: 3.1. Active Members 3.2. Active Members shall be those members who are registered in a credit course at the University or its affiliated institutions, and are not in default of payment of the AMS fee, and who pay a club membership fee. Any student at the University of British Columbia who wants to join this club and whom meets the membership requirements of IRSA 3.3. Associate Members 3.3.1. Associate members shall be those club members who are not Active Members but who pay a club membership fee. They can be UBC alumni, research fellows, faculty members, staff, non-UBC students, or others willing to be involved in Club activities. They shall not be permitted to vote, or sign Club Petitions (See SAC Policy Handbook). 3.4. IRSA Executives as defined in Article 4 3.5. Executive Portfolio Members as defined in Article 5 4. The Executives of this organization shall comprise of: 4.1. Elected positions 4.1.1. Members of the executive are elected in accordance with Chapter VI

Proposed New Constitution 4.1.2. Each portfolio has additional responsibilities as required by their portfolio as outlined in Chapter VII 4.1.3. Each portfolio will be filled by only one (1) individual elected in an annual election 4.1.4. Will sit on in the Executive Council and retain voting rights 4.1.5. Elected positions includes: (a) President (b) Vice-President Internal (c) Vice-President External (d) Treasurer (e) Vice-President Administration (f) Arts Undergraduate Society (AUS) Representative (g) Global Lounge Representative (h) Graduation Representative (i) Head of Alumni Affairs (j) Sports and Social Events Coordinator 4.2. Appointed Executive positions 4.2.1. Individuals are appointed by an open call and interview process unless otherwise stated. 4.2.2. Individuals can be appointed for the following positions through a vote by the Executive Council. The Executive currently filling the respective position may choose to recommend an individual to succeed their position. This will be followed by ratification of the newly elected executive members at the transition meeting following Executive Elections (a) Journal of International Affairs Editor-in-Chief (b) UBC Model United Nations Secretary-General (c) External Model United Nations Head Delegate(s) 4.2.3. Will be filled by only one (1) individual appointed and ratified by the current Executives 4.2.4. Does not include assistant positions, which are appointed by the respective Executive responsible for a specific portfolio, by which the rest of the Executives has no power over said appointment 4.2.5. Will sit on in the Executive Council and retain voting rights 4.2.6. Appointed positions may include, but not limited to: (a) Public Relations Officer (b) Journal of International Affairs Editor-in-Chief 2

Proposed New Constitution (c) UBC Model United Nations Secretary-General (d) External Model United Nations Head Delegate(s) (e) Winter Benefit Gala Coordinator (f) Career Fair Coordinator 5. Executive Portfolio Members shall comprise of: 5.1. Assistant positions 5.1.1. Holds no voting rights within the Executive Council 5.1.2. Are appointed by the executive responsible for the specific portfolio 5.1.3. Are responsible to the executive who appointed them 5.2. Portfolio Sub-Committees 5.2.1. Executives may recruit a team at the discretion of the Executive Council 5.2.2. Such Sub-Committees may include, but are not limited to: (a) UBC MUN Secretariat (b) Journal of International Affairs Editing Team (c) Gala Committee (d) XMUN Delegation (e) Career Fair Committee 5.2.3. Members of Sub-Committees are required to become IRSA members at the earliest opportunity possible following recruitment into their respective Sub-Committee(s) 5.2.4. All members of said Sub-Committees will act as guests at Executive Meetings 6. Committees 6.1. Committees may be appointed by the Executives or at a General Meeting, but an Executive will take responsibility to supervise and control the committee 7. Membership fees 7.1. Fees are non-refundable under any circumstances 7.2. The executive can amend the fees at the first executive meeting of the winter session, but the amendment is not valid until passed by SAC 7.3. Active membership fees must be a minimum of $1 7.4. Associate membership fees must be a minimum of 50% more than active membership fee III. MEMBERSHIP PRIVILEGES

Proposed New Constitution

8. To partake in an active role in IRSA and its related activities 9. Eligible to receive newsletters on a regular basis 10. To receive a free copy of JIA 11. Will have priority at event registrations 12. Will have access to tiered pricing for all IRSA events IV. OFFICIAL MEETINGS 13. Official Meetings are conducted for the Executive Council and for all IRSA members, at where the following criteria is met: 13.1. Held regularly 13.2. Accurate minutes are taken and distributed 14. Executive Meetings 14.1. Executive Meetings will be chaired by the President or Vice-President Internal unless otherwise voted upon by the Executive Council, wherein after known as the Chair 14.2. Will be held on a weekly basis 14.3. Are open to all IRSA members who will subsequently be known as guests 15. General Meetings 15.1. A General Meeting may be called by the President at the request of the executive 15.2. A General Meeting may be called by the President on receipt of a petition representing at least forty percent (40%) of active membership 15.3. Notice of the General Meeting must be posted at least seven (7) days before the meeting is to take place V. EXECUTIVE COUNCIL VOTING AND DISMISSAL PROCEDURES 16. Executive Meeting Rules and Conventions 16.1. Meetings will be conducted with a variation of Roberts Rules of Order at the discretion of the Chair 16.2. Guests may speak upon the invitation and discretion of the Chair or otherwise hold the role of an observer 16.3. Guests shall not be present during discussion in camera

Proposed New Constitution 17. Attendance 17.1. All Executives will be expected to attend meetings as organized by the Chair 17.2. If an Executive is unavailable to attend an Executive Meeting, they shall give advance notice to the Chair with a written reason and appointed proxy 24 hours in advance. 17.2.1. Proxy status will automatically be granted to Assistants of each respective portfolio if applicable 18. Quorum 18.1. Unless otherwise stated, the quorum for Executive Meetings shall be 50% of all IRSA Executive Members. 19. Procedure 19.1. All procedural matters shall be governed by Roberts Rules of Order 19.2. Any further discrepancies shall be decided by the Students Court, which is the final authority 20. Voting procedures 20.1. All propositions need, unless otherwise stated, a simple majority (fifty (50) percent plus one (1)) (50%+1) of all Executives in attendance 20.2. Quorum for voting on substantial matters shall be set at twenty-five percent (25%) of the entire Executive Council 20.3. Only the individual holding the Executive seat will be allowed to vote 21. Dismissal 21.1. The possible dismissal of an Executive member from their position will be considered only in extreme circumstances, and only after adequate amounts of advice and warnings from the President, of which at least one (1) warning be in writing and of which may have the signature of the executive to indicate their understanding and receipt of the warning 21.2. Removal of an executive member requires at least seventy-five percent (75%) majority vote by the Executive Council, in which all Executives must be present VI. ELECTIONS 22. Elected Executive Council Positions, as listed in Article 4.1.5, are elected at the end of each academic year at a General Meeting, which any remaining positions elected the following September in a General Meeting 23. The exact date on which these elections will be held shall be announced at least two (2) weeks prior to election day

Proposed New Constitution 24. Call for nominations should be distributed to the membership, executive, and general student population at least three (3) weeks prior to the election date 25. Nominations will be accepted two (2) days prior to the election date 26. Candidates running for President must have held office as an Executive 26.1. In the event that no candidate is running for the position for President or a candidate is running unopposed, proceed as per Articles 30, 31, and 32 while disregarding Article 26 27. The voting procedure will be conducted by secret ballot unless there is no opposition 28. The presiding Vice-President Administration will post the nominees application in their entirety on the IRSA website until and including the day of the election 29. Candidates for all executive positions must be in attendance on the election date to be considered. 29.1. In the case of a conflict, a letter explaining the situation must be made five days in advance and approved by the President, Vice-President Internal, and ViceExternal. 30. The President may accept nominations from the floor if a positions(s) is empty or unchallenged two (2) days prior to the election 31. Any executive position(s) for which there is only one (1) candidate shall be decided after all contested positions have been determined 32. Undisputed executive positions shall be automatically awarded to the candidate after the satisfaction of Articles 28 and 29 33. Each candidate will be asked to briefly speak on his or her ideas and qualifications pertaining to the sought position. 34. A candidate must win at least fifty percent plus one (50% + 1) of the popular vote to win. 34.1. Should there be a tied vote, a second ballot will occur 35. Only IRSA members are allowed to be in attendance at Election Meetings unless otherwise decided upon by the Executive Council 36. Only IRSA members are allowed to vote 37. All member votes are equal and no one shall receive more than one vote per position nomination 38. Positions for which there are no announced candidate(s) will be subject to a Call for Applications in August, these positions will be elected at the General Meeting 39. Any Executive or Member not in attendance at the meeting during election day will automatically forfeit their right to vote in that election 40. Three (3) people not running for positions, including at least one member from the floor, shall count the paper ballots

Proposed New Constitution 41. Any perceived irregularities or challenges to the validity of the electoral process will be reviewed at the following meeting (one week later) where the Executive Council will either adopt or contest the previous weeks election through voting procedure 42. Results of the election shall be submitted to the Vice-President Administration no later than ten (10) days after the election 43. The new executive shall take office at the end of April. 44. In the event an Electoral Officer is appointed as per Article 45.2.8.1.: 44.1. The Electoral Officer may not be run for candidacy for any position in IRSA 44.2. Is responsible for planning and overseeing the conduct of the Executive Elections VII. 45. All positions 45.1. Will uphold and maintain the purpose of IRSA and mandates of the AMS and UBC 45.2. Respect cultural, religious, national, political, sexual, integrity etc. orientations within each respective portfolio 45.3. Provide an overall financial budget each term for each portfolio, to be approved by 2/3 majority of the Executive Council 45.4. Working knowledge and use of Roberts Rules of Order 45.5. Commitment to ensuring their portfolio is executed to the best of their ability 45.6. Will sit on the Executive Council 46. Elected positions 46.1. President 46.1.1. Oversees the operations of the Executive Council 46.1.2. Acts as IRSAs ultimate representative to UBC and the community 46.1.2.1. Acts as the chief liaison between the International Relations Program at UBC and IRSA 46.1.2.2. Acts as the chief liaison between Canadian International Council (CIC) Vancouver and UBC 46.1.3. Should be well informed on the proceedings of the AMS and relevant constitutions and by-laws 46.1.4. Working knowledge and ability to train all Executives in Roberts Rules of Order 46.1.5. Should be familiar with international issues and concepts EXECUTIVE DUTIES AND RESPONSIBILITIES

Proposed New Constitution 46.1.6. Deliverance of public speeches 46.1.7. Responsible for conducting regular Executive Council Meetings 46.2. Vice-President Internal 46.2.1. Assumes responsibilities of President in his or her absence or if the President is unable to fulfill his/her duties 46.2.2. Is expected to be well informed on SAC Policy and IRSAs Constitution and By-Laws 46.2.3. Shall submit a full membership list to the AMS Administrative office by the deadline set by SAC of each school year 46.2.3.1. Will maintain an updated database of IRSA members with SAC and with IRSA 46.2.4. Is expected to assist other portfolios when they are organizing events, be it planning or publicity 46.2.5. Is expected to coordinate IRSAs presence in Imagine Day, Clubs Days, and Arts Week 46.2.6. Oversees the responsibilities of: 46.2.6.1. 46.2.6.2. 46.2.6.3. 46.2.6.4. Graduation Representative Head of Alumni Affairs Sports and Social Coordinator Vice-President Administration

46.2.7. Responsible for the coordination of IRSAs Annual General Meetings 46.2.8. Will coordinate and conduct IRSAs Executive Elections with consultation from the President 46.2.8.1. In the event that the Vice-President Internal and/or the President is running in the elections, they will subsequently appoint an Electoral Officer to oversee the planning and operations of the Executive Elections 46.2.9. Is expected to attend a number of functions and assist the President in any presentations or network maintenance that must be done 46.3. Vice-President External 46.3.1. Handles the relations of IRSA with external groups, including but not limited to: (a) various offices of UBC (b) the AMS (c) the Vancouver community

Proposed New Constitution 46.3.2. Is primarily responsible and accountable for securing funding for IRSAs projects 46.3.2.1. Is expected to provide a full list of potential funding sources at the beginning of each term, with specific funds earmarked for specific portfolios 46.3.2.2. Is expected to support in some way the individual funding of other Executives portfolios, be it brainstorming or helping to put together fundraising packages 46.3.3. Oversees the responsibilities of: 46.3.3.1. 46.3.3.2. 46.3.3.3. Public Relations Officer AUS Representative Global Lounge Representative

46.3.4. Is expected to attend a number of functions and assist the President in any presentations or network maintenance that must be done 46.4. Treasurer 46.4.1. Requires attendance at SAC and AMS orientation 46.4.1.1. Requires understanding SAC and AMS policies 46.4.2. Is responsible for maintaining and tracking IRSAs finances and accounting records 46.4.3. Will be expected to continuously update the President of the statuses of the budgets of all portfolios 46.4.4. Is in charge of picking up IRSAs mail 46.4.5. Handles all contracts for the clubs and ensures that all contacts are approved through the prescribed process as outlined by S.A.C. 46.4.6. Is expected to provide a financial update at the beginning and end of each term to ensure Executives understand the status of the IRSA financial account 46.4.7. Will work closely with the Vice-President External to ensure that all funding applications are in line with past years commitments 46.5. Vice-President Administration 46.5.1. No experience required but must be committed to attending each Executive Meeting 46.5.2. Takes minutes from every Executive Meeting 46.5.3. To help the Executive Council to organize room bookings 46.5.4. Maintains IRSAs email list and membership database

Proposed New Constitution 46.5.5. Works with other Executives to collect and circulate any and all information that would be useful to IRSAs membership, such as debates, presentations, opportunities, and emails 46.6. AUS Representative 46.6.1. No prior executive experience required 46.6.2. Will attend all AUS meetings as they occur 46.6.3. Acts as a liaison between the AUS and IRSA by facilitating effective communication and coordination regarding common initiatives and events 46.6.4. In charge of any lobbying that IRSA would like to pursue with the AUS or Arts Senator 46.7. Global Lounge Representative 46.7.1. Expected to attend all Global Lounge meetings and events as required 46.7.2. Acts as a liaison between the Global Lounge and IRSA 46.8. Graduation Representative 46.8.1. No prior executive experience required 46.8.2. Should be a graduating student 46.8.3. Will gather and disseminate information for all International Relations graduates 46.8.3.1. This will include but no limited to information regarding: (a) (b) (c) meeting graduation requirements photographs graduation ceremonies

46.8.4. Will sit on the Graduation Committee 46.9. Head of Alumni Affairs 46.9.1. Will work with the IR advisor to coordinate IR Alumni Affairs 46.9.2. Assist with other executives with alumni-related responsibilities 46.9.3. Responsible for the IR Alumni Newsletter including tasks such as writing, publishing and distributing to alumni 46.10. Sports and Social Events Coordinator No prior executive experience is required 46.10.1.

46.10.2. Will organize extracurricular activities such as Bzzr gardens, semiformal dinners, and intramurals 46.10.3. Coordinating social and sports activities can either be combined into one position, or they can be divided into two positions.

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Proposed New Constitution 46.10.3.1. In charge of organizing teams to represent IRSA at various intramural events during the year 47. Appointed positions 47.1. Public Relations Officer 47.1.1. Requires experience in graphic design and social media relations 47.1.2. Coordinates with senior Executives 47.1.2.1. To work with the Vice-President Internal with respects to membership recruitment and advertising of events and meetings 47.1.2.2. To work in conjunction with the President and the Vice-President External to promote IRSAs image in the community 47.1.3. Responsible for the coordination of promotional material including but not limited to posters, 47.1.4. Responsible for the promotion of all IRSA events through IRSA social media networks 47.2. Journal of International Affairs Editor-in-Chief 47.2.1. Past experience with the JIA and/or publishing experience is required, ideally, someone on the past years editorial board 47.2.2. Responsible for recruiting and leading an editorial board consisting of students and faculty members to referee the papers 47.2.2.1. Assemble a team to design the layout and graphics of the journal 47.2.3. To put out calls for submissions for the JIA 47.2.4. Responsible for a journal launch event 47.2.5. Market, advertise, and distribute the JIA around UBC, various Canadian universities and abroad 47.3. UBC Model United Nations Secretary-General 47.3.1. MUN experience is required, either as an External Head Delegate, University MUN Director, or Secretariat member, preferably from UBCMUN and in the previous year 47.3.2. Responsible for organizing IRSAs annual Model United Nations conference 47.3.3. Able to put together and work with a team to ensure that UBCMUN aims to become a high caliber conference, academically, logistically, and socially 47.3.4. Works with other executive members to ensure coordination in promotion using all mediums locally, regionally and internationally, and logistics in a timely manner 47.3.5. Responsible for ensuring any crises that arise prior to or during the conference are dealt with in a discreet, understanding, and professional

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Proposed New Constitution manner, while adhering to the mandate of both IRSA, the AMS, and UBC: this includes understanding and respecting cultural, religious, national, political, sexual orientations, etc. 47.4. External Model United Nations Head Delegate 47.4.1. External MUN experience is required 47.4.2. Chooses conferences that will provide the best experience for delegates 47.4.3. Responsible for recruiting a team skilled and competitive students to be represent UBC at conferences around the world 47.4.4. Responsible for developing a training program for the team that will ensure preparation before the conference 47.4.5. Have strong leadership and inter-personal skills and is responsible for team cohesion and preparedness 47.5. Winter Benefit Gala Coordinator 47.5.1. No previous IRSA experience is required, but previous event coordination or fundraising experience is preferred 47.5.2. Organize the evening in conjunction with the Vice-President External 47.5.3. To liaise with partner organizations and governments 47.6. Career Fair Coordinator 47.6.1. No prior executive experience required, however should be an upper-level student 47.6.2. Organizing the logistics of a career conference featuring representatives from graduate schools, local firms, IR related and non-IR related career fields VIII. FINANCES

47.7. In accordance with A.M.S. By-Law 13.6 (Subsidiary Organizations), all funds will be remitted to the Director of Finance 47.8. An annual report including a statement of club proposed expenditures and expected revenues shall be submitted to the Director of Finance on or before ten (10) days prior to September 15 of each school year IX. AMMENDMENTS 48. All amendments to IRSA By-Laws must be forwarded to the Secretary of S.A.C. and then to S.A.C. before they become effective

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Proposed New Constitution 49. Amendments must be presented and distributed to all IRSA member sat least two weeks before it can be passed at a General Meeting 50. All amendments to the IRSA By-Laws must be passed by a 2/3 majority at a General Meeting where a quorum of 25% of all IRSA members are present 50.1. An amendment may still be passed at a General Meeting even if quorum is not met if S.A.C. approves the changes and no member contest the results before S.A.C.s approval 51. An amendment may be proposed at a General Meeting if it is passed by the Executive Council and filled with a signed minute of the General Meeting 52. An amendment may be proposed at a General Meeting if it is presented by a signed petition representing 20% of current active membership 53. The constitution may be amended by S.A.C. 54. No amendments to IRSAs By-Laws shall supersede S.A.C. policy 55. All financial dealings shall be done through the A.M.S. Business Officer. The sole signing officer of this organization shall be the Treasurer. INTERPRETATION 56. Nothing in these By-Laws shall be interpreted in a manner repugnant to the A.M.S. Constitution, Code, rules, regulation, or policies enacted from time to time by the Alma Mater Society

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