Policy Manual 2014

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POLICY
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Poster Policy

1.0 Purpose

1.0.1.

Promotions are an important part of all activities and services on campus and serve to inform students of
upcoming events in the university community and the community at large. There is, however, a limited amount of
bulletin board space available for posting campus activities. Therefore, it is important for the Students Union to
make a distinction between campus groups, on-campus organizations, non-profit off campus organizations and
commercial entities. This will allow for a system of preferential postings.

1.1 Terms of Reference

1.1.1.

On campus organizations shall include all campus student groups recognized as being UBCSUO Ratified as
well as UBCSUO (UBCSUO); the Phoenix; the Womens Resource Centre; the Pride Resource Centre; the
Aboriginal Students Resource Centre; and all University of British Columbia Students Union - Okanagan
departments, faculties, and other arms of the University College.

1.1.2.

Off-campus and commercial organizations shall include any and all organizations not covered in article 1.1.1.

1.1.3.

Individuals shall include any student from campus or person from the community-at-large.

1.1.4.

Posters shall include any notice or document for display or advertising that any organization wishes to post on
bulletin boards under the jurisdiction of the Students Union

1.2 Statement of Principles

1.2.1.

To be eligible for approval any and all posters must not be in violation of the Canadian Bill of Rights, the Canadian
Charter of Rights and Freedoms, all University By-Laws, the Constitution and By-Laws of the Students Union,
and any other applicable municipal, provincial, and federal laws.

1.2.2.

Posters that contain explicit imagery and text shall face an evaluation process by the Executive.

1.2.3.

Specifically, images, words, or allusions derived thereof that advocate or tend to advocate for discrimination on
the basis of sex, sexual orientation, age, race, colour, religion, creed, ancestry, citizenship, nation or origin, ethnic
origin, marital status, criminal record, mental or physical disability, economic or social status, or employment shall
be grounds for denial or approval.
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1.3 Bulletin Board Regulations

1.3.1.

All posters must be stamped with the official and current stamp of UBCSUO
- Okanagan. Stamps will be authorized only at the Students Union Used Bookstore and only by the office
managers.

1.3.2.

All posters must clearly indicate the name of the sponsoring organization or group before a stamp will be authorized.
All political and social interests groups must be acting in conjunction with an UBCSUO Ratified campus student
group.

1.3.2.

All individuals or groups must supply the following information when requesting approval.

Date Applying
Organization
Contact Name
Mailing Address
Phone Number (Daytime / Evening)
E-mail Address
Signature

1.3.3. Photocopying of the original approval stamp(s) will not be allowed and will constitute grounds for removal of all
posters.

1.3.4.

No poster shall be larger than eleven (11) inches by seventeen (17) inches unless permission is granted by the Board
of Directors of the Students Union.

1.3.5.

Postings shall be limited to a maximum posting of up to one (1) calendar month from which the posters are initially
authorized. All posters authorized during a particular calendar month will be removed during the last business day of
the respective month.

1.3.6.

Posters are only allowed to be placed on boards marked with their designated category

1.3.7.

No more than one (1) copy of any poster may be posted on each of the locations on campus. A total of ten (10)
posters are permitted at either campus. Organizations exempt from this rule are; the Phoenix; the Womens Resource
Centre; the Pride Resource Centre; the Aboriginal Students Resource Centre. These organizations are permitted to
post a maximum of fifteen (15) posters at either campus.
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1.3.8.

Organizations or individuals putting up posters will not be allowed to cover posters already present. If a poster is
outdated or unstamped, the poster must be removed to make room for the current poster. Rearranging of posters
is permitted in order to maximize use of space.

1.3.9.

No poster shall be fixed to a bulletin board by use of staples or tape. Any poster fixed to a bulletin board by
staples or tape shall be removed. Posters shall be fixed to bulletin boards by use of thumb tacks or push pins.

1.3.10.

Any person or group wishing to post on campus must have no record of non-compliance with this policy.

1.3.11.

Any poster that is deemed to be harassing in nature by at least three members of the Executive Committee
shall be removed from any board that it has been posted on and at which time it will go before the entire
Executive Committee for examination of content. If the poster is deemed to be harassing in nature by the
Executive Committee the poster shall be banned from all boards. If the Executive cannot decide on the matter
the poster will then go before the Board of Directors.

1.3.11.

Any poster that is deemed to be harassing in nature by at least three members of the Executive Committee shall
be removed from any board that it has been posted on and at which time it will go before the entire Executive
Committee for examination of content. If the poster is deemed to be harassing in nature by the Executive
Committee the poster shall be banned from all boards. If the Executive cannot decide on the matter the poster
will then go before the Board of Directors.

1.4 Enforcement

1.4.1.

Enforcement of this policy lies with:

i. Student Union Staff
ii. The Board of Directors
iii. The Executive Committee

1.4.2.

The ultimate responsibility is with the Board of Directors of the UBCSUO.
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1.4.3.

Violation or contravention of the guidelines outlined in the poster policy will result in disciplinary action toward the
offender including:

i. Removal of posters and formal indication of same
ii. Permanent denial of authorization
iii. Loss of ratified status in the case of Campus Student Groups, and
iv. Legal action as required.

1.5 Appeals

1.5.1.

Disputes involving denial or approval shall first be referred to the Executive Committee. The Executive Committee
shall be charged with investigating the dispute and rendering a decision.

1.5.2.

The final step in the appeal process is the Board of Directors of the Students Union. Appeals to the Board of
Directors must be submitted in writing to the President, who shall report said appeal to the Board of Directors at the
first meeting after the receipt of the appeal. The appeal must state the names(s) of the individuals filing the appeal
and the Students Union(s) or organization(s) where applicable. The appeal must also state the reason for the appeal
as well as a copy of the poster in question. The Board of Directors must render a decision within a reasonable time
and the decision of the Board of Directors is final.
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Travel Policy

2.0 Purpose

2.0.1.

The UBCSUO recognizes that the nature of the Union sometimes requires that Executive and/or Council
members to travel off-campus to attend to Union business. This policy is intended to define what constitutes
legitimate expenses while on Union business, and the procedures for recovering those expenses. The
UBCSUO employees travel expenses will be set out by the Employees Collective Agreement or Employee
Contracts.

2.1 Meals

2.1.1.

Employees or members claim a thirty-five dollar ($35) per diem meal allowance for each day spent off-campus on
approved Union business.

2.1.2.

No meal allowance will be made for travel within Kelowna without the prior approval of the Financial Coordinator.

2.2 Accommodations

2.2.1.

Should Union business require members to spend one or more nights stay away from home, accommodation
expenses may be claimed. Receipts must accompany such claims.

2.3 Transportation

2.3.1.

All travel arrangements between Kelowna and other centres, other than by private vehicle, must be made through
the Union offices.
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2.3.2.

Per kilometer claims are deemed to cover all automotive expenses, including fuel, oil, wear and tear, and parking. No
receipts are needed, but odometer readings may be required to verify actual distance travelled. Per kilometer rates
are set by the Executive. Claims based on actual expenses incurred must be accompanied by receipts for such items
as fuel, parking, and tolls. No claims will be honoured without proper receipts.

2.3.3.

All claimants are required to complete a travel expense claim form as soon as possible following their return, with
complete documentation attached.
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Honoraria Policy

3.0 Purpose

3.0.1

The purpose of honoraria is to acknowledge the contributions that members of the Students Union have
contributed to further the aims and purposes of UBCSUO. Honoraria shall not be considered a salary for Board of
Directors and Executive members. Honoraria is not meant to be a wage, it is meant to compensate for expenses
incurred as a board member.

3.1 Categories

3.1.1.

There shall be three (3) categories of honoraria:

i. Executive
ii. Board of Directors
iii. Member

3.2 Eligibility

3.2.1.

In order for an Executive or Board of Directors member to be eligible for honoraria, he/she must show a sincere
commitment towards furthering the aims and purposes of the Union.

3.2.2.

Each Executive and Board of Directors member must submit a month end report no later than (3) business days
prior to the end of the month to the Executive. Failure to comply with this will result in a partial or complete loss of
honoraria.

3.2.3.

Attending regularly scheduled Union meetings will not count towards honoraria requirements.

3.2.5.

Each Executive member must:

i. Maintain a minimum of 25 hours a week working on Union business
ii. Spend all of his/her office hours solely on activities related to her/his position
iii. Post his/her office hours in the UBCSUO offices
iv. Maintain posted office hours
v. Complete each task set forward by the Board of Directors and the Executive
vi. Follow the job requirements as outlined in the By-Laws
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3.2.6.

Each Director at Large must:
i. Maintain a minimum of 5 hours a week working on Union business
ii. Attend and volunteer for at least two UBCSUO special events per month
iii. Complete each task set forward by the Board of Directors and the Executive
iv. Follow the job requirements as outlined in the By-Laws

3.2.7.

Advocacy Representatives must:

i. Maintain a minimum of 5 office hours a week
iii. Submit a report on each resource Centre on a monthly basis to the Board of Directors. The three advocacy
representatives may collaborate on the reporting.
iv. Complete each task set forward by the Board of Directors and the Executive
v. Follow the job requirements as outlined in the By-Laws

3.2.8.

The Meeting Chair must:

i. Attend all UBCSUO Board of Directors meetings as Chairperson
iii. Complete each task set forward by the Board of Directors and the Executive
iv. Follow the job requirements as outlined in the By-Laws

3.2.9.

The Executive Chair shall
i. Be elected out of the Executive
ii. Chair all UBCSUO Executive meetings
iii. Prepare all Executive agendas, minutes, and all other clerical and technical work not addressed by the
Constitution or By-laws
iv. Be removed from the position from a simple majority vote of the Executive

3.2.10.

Any remuneration received from any other source related to the duties of the Board of Directors shall deem the
Executive or Board of Directors member ineligible for honoraria.

3.2.11.

All work done for the Resource Centres, Clubs, and Course Unions, as a member of will only count for Honoraria if
done on behalf of the Board of Directors or the Executive.
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3.2.12.

Attending campus events will only count towards honoraria if the director in question was a volunteer, facilitator,
or coordinator of the event on behalf of the Board of Directors or Executive.

3.2.13.

In order to be eligible for Honoraria, a Students Union Member must have proven to be sincere in assisting or
promoting any aim or purpose of UBCSUO through the direction of UBCSUO or through other acceptable
avenues such as Clubs, participation on UBC and/or UBCSUO committees, or in any other manner that enhances
student life.

3.2.14.

A member does not have to be directly involved in UBCSUO activities or operations to be eligible for honoraria.

3.2.15.

Volunteering for events or activities does not automatically make that individual eligible for honoraria.

3.2.16.

Having a willingness to help will not necessarily deem that person eligible for honoraria.

3.2.17.

The promise of Honoraria must not have been an incentive to participate or contribute to the enhancement of
student life.

3.3 Executive Honoraria

3.3.1.

The Executive will consider submissions for honoraria and determine whether Executive and Board of Directors
members have maintained their eligibility for honoraria.

3.3.2.

The Executive shall have the power to deny honoraria, either entirely or partially, to any member that has not met
the criteria in this policy.

3.3.3.

Honoraria will be received no later than the fifth business day of every calendar month the member is in office
(subject to the timely submission of a completed month end report).
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3.3.4.

The amount eligible by Executive and Board of Directors members during the Fall and Winter semesters will be
as follows:

i. $1350 per calendar month for the Executive
ii. $155 per calendar month for the Advocacy Representatives and Directors at Large
iii. $140 per calendar month for the Meeting Chair
iv. $75 dollars per month for the Executive Chair

3.3.5

During the summer semesters only the Executive shall receive honoraria

3.3.6.

All Executive members shall receive full honoraria during the summer semesters except for the Services
Coordinator who will only receive half of his/her remuneration in May and all of it in August.

3.3.7.

Honoraria will not be distributed earlier than six (6) business days before the end of any month except December
and
April.

3.4 Member Honoraria

3.4.1.

Any member of the Board of Directors who feels that any member is deserving of honoraria, will submit in writing
a nomination stating:

i. The name of the person submitting the request
ii. The person who is being named as deserving of honoraria
iii. Justification
iv. The amount of honoraria suggested

3.4.2.

Written nominations for honoraria will be reviewed by the Executive and brought forward to the next regularly
scheduled Board of Directors meeting with recommendations and amounts.

3.4.3.

Honoraria amounts for Members of the Students Union shall not exceed $200 for any calendar month for any
one individual.
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3.4.4

Any awarded honoraria shall not be made available until the next regular pay period of the Students Union.

3.5 Additional Honoraria

3.5.1.

Notwithstanding any other provisions of this policy, an Executive or Board of Directors member who fulfills, in
addition to her/his own duties, all the duties of another member of Board of Directors, maybe eligible for an
extraordinary honorarium, provided that:

i. It proves impossible to fill the vacant position by election or appointment
ii. Honorarium shall not be awarded more than once per semester
iii. Such honorarium shall not exceed the monthly value of that position
iv. The resolution is approved by a ! vote by the Board of Directors
v. No remuneration is received from any other source related to the activities, which may be considered for
honoraria.

3.5.2

Board of Directors members are eligible for honoraria in addition to their regular honoraria provided that:

i. Written nominations are received as outlined in section 30 of this policy
ii. The member has not neglected his/her Board of Directors duties to participate in the activities for which the
honoraria is being considered
iii. The commitment of time has been over and above any duties mandated or assigned by the UBCSUO
Constitution or Board of Directors
iv. Any additional honoraria shall not exceed $200 per calendar month.

3.6 Appeals

3.6.1.

Any member of the Students Union has the right to challenge any disbursement of honoraria to any receiving
individual(s) using the following appeal process:

3.6.2.

Written appeals shall be received by the Executive no later than thirty (10) days following the date the Honoraria was
issued.

3.6.3.

The Executive shall date and sign the appeal and a signed and dated copy will be returned to the member filing the
appeal.

3.6.4
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The Executive shall bring forward the appeal at the next regular Board of Directors meeting, provided that if any non-
Board of Directors members filed the appeal; those said members are present at the meeting.

3.6.5.

The Board of Directors will then decide the appropriate measures to take based upon the appeal
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Harassment Policy

4.0 Purpose

4.0.1.

UBCSUO Okanagan is committed to providing a positive environment which affirms and promotes the dignity
and respect of all individuals. The Students Union and its counterparts do not condone discrimination or
harassment on the basis of sex, race, religion, national origin, class, ability, gender, or sexual orientation.

4.1 Definitions

4.1.1.

Discrimination is the intentional or unintentional treatment, which because of the race, religion, national origin,
class, ability, age, gender, or sexual orientation of a person or group of persons, results in the unfavorable,
adverse, or preferential treatment of a person or group of persons, or which imposes burdens, obligations, or
disadvantages on specific individuals or groups.

4.1.2.

Harassment is physical, visual, or verbal behavior which is related to one or more of the prohibited grounds
identified in article two subsection a, that adversely effects specific individuals or groups, and which ought
reasonably to be known to be unwelcome or unwanted, offensive, intimidating, hostile, abusive, unfair, or
demeaning.

4.1.3.

Harassment has the effect or purpose of unreasonably interfering with a persons or groups status or
performance, or creating a hostile or intimidating learning, living, social or working environment when the
behavior satisfies one or more of the following definitions of harassment:

i. Such treatment abuses the power or authority that one person or a group of persons hold over another
person or group
ii. Such treatment has the effect or purpose of offending or demeaning a person or group of persons on
the basis of sex, race, religion, national origin, class, ability, age, gender or sexual orientation
iii. Such treatment has the effect or purpose of seriously threatening or intimidating a person or group.
iv. Examples of harassment include but are not limited to gestures, remarks, posted or distributed printed
literature including violent imagery, jokes, taunting, voice and electronic messages, innuendo, display of
offensive material, threats, verbal or physical assault, hazing, stalking, and shunning or exclusion related
to prohibited grounds identified in paragraph three (3).

4.1.4

Sexual harassment is comment, conduct or incidents of a gender-related or sexual nature by a person or group
who knows or ought reasonably to know that the comments, conduct or incidents are unwanted, unwelcome,
offensive, intimidating, hostile or inappropriate, and which detrimentally affects the learning, living, social or
working environment.
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4.1.5

Sexual harassment includes but is not limited to sexual assault, verbal abuse or threats, unwelcome or unwanted
sexual invitations or requests, demands for sexual favours, or unwelcome or unwanted and repeated innuendo
or taunting about a persons body, appearance, or sexual orientation when the behaviour satisfies one or more of
the following definitions of sexual harassment:

i. Submission to or rejection of such conduct is made explicitly or implicitly a term or condition of an
individuals or groups status within the Students Union and its counterparts, living conditions,
employment, or activities offered by the Students Union
ii. Such conduct interferes with an individuals or groups learning, living, social or working environment
iii. Such conduct creates an intimidating, hostile or offensive learning, living, social or working environment.

4.1.6

Examples of behaviour which may constitute sexual harassment include but are not limited to sexual jokes or
comments causing embarrassment or offence, leering, display of offensive materials of a sexual nature including, but
not limited to, electronic mail and Internet materials, sexually degrading language used to describe a person or group,
derogatory or degrading remarks directed towards those of a particular sex or sexual orientation, sexually suggestive
or obscene comments or gestures, distribution or publication of material which could reasonably be interpreted to be
sexually threatening or intimidating, unwelcome or unwanted sexual flirtations, unwanted advances or propositions,
unwelcome or unwanted inquiries or comments about a persons sexual behaviour or spreading rumours about the
same, persistent unwanted or unwelcome contact or attention after the end of a consensual relationship, unwanted or
unwelcome touching, verbal abuse or threats, stalking and sexual assault.

4.2 Procedures

4.2.1.

No literature shall be approved to be posted on poster boards or space owned or leased by the Students Union,
including the Students Union website and the Students Unions Newspaper, if deemed in violation of this policy.

4.2.2.

Any event held within Students Union space or by Students Union members will be cancelled if deemed in violation
of this policy.

4.2.3.

The status of a Club or course union may be revoked if their aims, purposes and/or actions are deemed to be
in violation of this policy.

4.2.4.

If deemed appropriate and/or necessary by the Students Union, the Institutions Human Rights and Conflict
Resolution Advisor will be made aware of instances of discrimination and harassment.
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Club Policies

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5.0.1

UBCSUO Clubs exist for the purpose of allowing Members of the UBCSUO to develop, pursue, and share their passions
for activities that are beyond the scope of academics

5.0.2

All Students are eligible to be members of any/and all Clubs

5.0.3

Each Club shall operate democratically and in line with the policies of the UBCSUO

5.0.4

The Club Executive will meet with the Services Coordinator upon request.

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5.1.1

Club membership must be open to all members of the University of British Columbia, including students, staff, and
faculty. 2/3rds of membership must be members of the UBCSUO.

5.1.2

Membership, officer requirements and/or aims and purposes may not discriminate on the basis of race, religion, national
origin, class, ability, age, gender or sexual orientation.

5.1.3

Membership in a Club requires submission of a members name, student number, and email address and payment of the
Club membership fee outlined in their respective Club constitution.

5.1.4

Membership fees shall be no less that $1 per member per year, and no more than $50 per member per year unless
approved in an annual general meeting of the Club and ratified by the UBCSUO Board of Directors.

5.1.5

Documentation of membership must be submitted to the UBCSUO in a digital format and the corresponding membership
fees must be deposited in the UBCSUO Club account.

5.1.6

A Club must have a minimum of 15 registered members.

5.1.7

All members are eligible to participate in Club activities, run for Executive positions, and vote in the Clubs annual general
meeting and elections of their Club.
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5.2.1

Clubs must have a minimum of 3 Executives

5.2.2

All Club Executives must be members of the UBCSUO.

5.2.3

The Club Executive must include 3 signing authorities

5.2.4

A person selected as a signing authority cannot be signing authority for any other purpose under the UBCSUO

5.2.5

The President and Treasurer of the Club shall be two of the signing authorities

5.2.6

The third signing authority must be an Executive member.

5.2.7

The Executive of a Club must include a President, Treasurer and Secretary; Treasurer and Secretary may be the same
position and may have a different name, but the duties as they appear in this policy must be clearly outlined in the Clubs
constitution

5.2.8

The role of the president is to oversee the operations of the Club and act so that those operations ultimately achieve the
aims and purposes of the Club. Their duties include:

a. Must be familiar with Roberts Rules of Order
b. Scheduling and chairing Club Executive meetings
c. Scheduling and chairing Club annual general meetings
d. Approving all Club expenditures (except when the president is the recipient of Club expenditures)
e. Assisting the Treasurer in preparing the annual budget
f. Communicating with the UBCSUO Services Coordinator and the UBCSUO Board of Directors

5.2.9

The role of the Treasurer is to oversee the finances of the Club. Their duties must include:

a. Preparing the Annual Budget for the Club and submitting it to the UBCSUO Services Coordinator
b. Preparing a financial Summary at the end of each year and submitting it to the UBCSUO Services Coordinator
c. Keeping the Club Executive informed about Club finances and adherence to the budget

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5.2.10

The role of the Secretary is to oversee the governance of the Club. Their duties must include:

a. Recording accurate minutes of all Club Executive and Club Annual General meetings and submitting them to the
UBCSUO when required
b. Assist the President in preparing agendas for Executive and Annual General Meetings
c. Insuring adherence to all policies relevant to the Club, including but not limited to the Clubs constitution, the
UBCSUO Policies, UBCSUO Constitution and Bylaws, The Society Act, the University Act, and provincial and
federal law, as well as a motion at a regularly scheduled UBCSUO Board of Directors meeting or the UBCSUO
Annual General Meeting.

5.2.11

All Club Executives must be elected by the membership of the Club in an annual election.

5.2.12

The length of the term for all Executive positions must not be greater than 12 months

5.2.13

The Executive of a Club is responsible for upholding all Club policies

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5.3.1

Each Club shall have a Constitution and Bylaws specific to the needs of that Club and a copy shall be held in the
UBCSUO office

5.3.2

The Constitution and Bylaws of a Club shall include:

a. The Name of the Club
b. The date of the ratification of the Club
c. The last date the constitution and Bylaws were modified
d. The aim(s) and/or Purpose(s) of the Club
e. Requirements for membership which including fees, required information, submission of waivers or other
documentation, and may include different types of membership
f. Statement that all Club monies will be deposited in trust into the UBCSUO Club and Course Union account. (policy
5.9.1)
g. The title of the Executive positions and all corresponding duties
h. The policy on Club General meetings (policy 5.4)
i. The Policy on Club General Elections (policy 5.5)
j. The policy on Club Reporting (policy 5.6)

5.3.3

A Clubs Constitution and Bylaws may only be amended by a motion at an annual general meeting of the Club with a
2/3rds majority.

5.3.4

The contents of a Clubs Constitution and Bylaws may be superseded by the policies of the UBCSUO including but not
limited to the UBCSUO Policies, UBCSUO Constitution and Bylaws, The Society Act, the University Act, and provincial
and federal law, as well as a motion at a regularly scheduled UBCSUO Board of Directors meeting or the UBCSUO
Annual General Meeting.
18

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5.4.1

Each Club shall have an Annual General Meeting during the Winter Session of the academic year

5.4.2

Special General Meetings may be called by a successful motion of the Executive of the Club or a petition representing at
least 25% of the Club membership

5.4.3

The Club President or a designate shall chair any General Meeting of the Club

5.4.4

Notice of a General Meeting must be emailed to all Club members and the UBCSUO Services Coordinator, and posted
outside of the Student Union office no less that 14 days prior to the meeting.

5.4.5

The meeting agenda must be emailed to all members of the Club, as well as the UBCSUO Services Coordinator and
posted outside of the Student Union office no less than 24 hours prior to the meeting.

5.4.6

The Annual General Meeting agenda shall include:

a. Recognition that proceedings are on the Okanagan peoples territory
b. Speakers business
c. Approval of minutes from the previous General Meeting
d. Approval of Agenda
e. Presentation of a financial report for the previous year allowing for questions from the Club membership
f. Presentation and ratification of a budget for the current year
g. Presentation and ratification of the Clubs Summary Report for the previous year
h. Presentation and ratification of the Clubs Development Plan Report
i. Old business from the previous General Meeting
j. New business including any motions served to the Meeting Chair by any Club Member with due notice
k. Any and all additional documentation attached in an information package

5.4.7

A General Meeting agenda shall include:

e. Old business from the previous General Meeting
f. New business including any motions served to the Meeting Chair by any Club Member with due notice
g. Any and all additional documentation attached in an information package
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5.4.8

For Clubs with fewer than 100 members quorum for a General Meeting of a Club must be at least 10 Club members or
25% of the Club membership, whichever is greater

5.4.9

For Clubs with greater than 100 members quorum for a General Meeting of a Club must be at least 25 Club members or
25% of the Club membership, whichever is less

5.4.10

Minutes of a General Meeting must be recorded and submitted to the UBCSUO for approval by the Board of Directors.

5.4.11

Minutes must include:

a. The meeting agenda including all additional documents
b. Time meeting was called to order
c. Time meeting was adjourned
d. Names, position, and student number of Executives in attendance
e. Name and student number of the chair if they are not an Executive
f. Student numbers of all members in attendance
g. All motions, and the corresponding result of the vote including any objections or abstentions which wish to be noted
h. Any amendments to motions and the corresponding result of the vote including any objections or abstentions which
wish to be noted
i. Anything said in the meeting that members specifically ask to have noted

5.4.12

At a Club General Meeting, the Club members may vote on a motion of non-confidence in either individual or multiple
Club Executives. If a 34 majority of members support a motion of non-confidence, the Executives in question will be
removed from their positions.

5.4.13

Following a successful motion of non-confidence in a Club General Meeting a call for nominations will be made for the
vacant positions. A nominee becomes a candidate when their nomination is seconded and they accept the nomination.
The Assembly at the Club General meeting will vote by secret ballot to fill the vacant positions.

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5.5.1

Each Club shall hold an annual election to fill Executive positions of that Club.

5.5.2

Elections must be completed, and results submitted to the UBCSUO by the 3rd week in March.

5.5.3

Voting shall be done by secret ballot
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5.5.4

For Clubs with fewer than 100 members at least 10 Club members or 25% of the Club membership, whichever is greater,
must vote for the election results to be ratified.

5.5.6

For Clubs with greater than 100 members at least 25 Club members or 25% of the Club membership, whichever is less,
must vote for the election results to be ratified.

5.5.7

Only UBCSUO members who are also members of the Club are eligible to be candidates for an Executive position of that
Club.

5.5.8

A designated member of the Executive of a Club who is not a candidate in the election, or a designated Executive from
another Club (in cases where all Executives are running in the election) shall act as Chief Returning Officer (CRO).

5.5.9

The CRO may appoint any member(s) of the UBCSUO who are not candidates in the election as Deputy Returning
Officer(s) (DRO)

5.5.10

CRO duties include:

a. Accepting nominations, and verify that all nominees are eligible before they are declared candidates
b. Email notice of the election to all members of the Club and the UBCSUO Services Coordinator no less than 14
days prior to the election
c. Ensure that notice of the election is posted outside of the UBCSUO no less than 14 days prior to the election
d. Email the list of candidates, the position they are running for, and their campaign paragraph (if there was no
campaign period) to all members and the UBCSUO Services Coordinator at the beginning of the campaign period,
or if there is no campaign period, 24 hours prior to the election
e. Oversee and assist in the administration of ballots by DRO(s) to ensure that only registered members of the Club
who are also members of the UBCSUO are voting
f. Counting the ballots
g. Record the vote counts and submit them to the Club Executive and the Services Coordinator of the UBCSUO
h. Submit the official results to the UBCSUO Services Coordinator

5.5.11

Notice of election must include:

a. The Name of the Club
b. Name, position, and contact information of the CRO
c. The date, time, and Location of the election
d. Policy number 5.5.1, 5.5.3, 5.5.7, 5.5.12, and 5.5.13

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5.5.12

Submission of nomination must be given to the CRO of the Club election and include:

a. Nominees name
b. Nominees student number
c. Position being nominated for
d. The option of submitting a short paragraph to serve as their campaign if there will be no campaign period

5.5.13

Registered members of a Club who are also members of the UBCSUO are entitled to one vote for each Executive
position in a Clubs elections.

5.5.14

If fewer than 3 Executive positions are filled by an election, the previous Executive may appoint members to Executive
positions until 3 positions are filled.

5.5.15

If at least 3 Executive positions are filled, those Executives may appoint members to Executive positions

!"? @&4<(-,'>

5.6.1

All Clubs are responsible for ensuring that their contact information is up to date, and that all communication from the
UBCSUO is responded to in a timely manner

5.6.2

Written Minutes from any Club Executive Meetings will be forwarded to the Services Coordinator Upon the request of the
Services Coordinator

5.6.3

Minutes from all general meetings will be sent to the Services Coordinator upon approval by the Executive of the Club.

5.6.4

Each Club must submit an annual budget to the UBCSUO in order to be eligible for UBCSUO Grant Funding.

5.6.5

A Clubs annual budget must include:

a. Budgeted Revenue from:
i. Membership fees
ii. UBCSUO Grants
iii. Sponsorship
iv. Fundraisers
v. Other
vi. Total

b. Budgeted Expenses from:
i. Equipment/Materials (specific to the aims and purposes of the Club)
ii. Insurance
iii. Events
22

iv. Promotion and marketing(of events or the Club itself)
v. Skill development (that enhance the Clubs ability to achieve its aims and purposes)
vi. Other
vii. Total

c. Budgeted Net Total

5.6.6

Each Club must submit a Financial Summary by April 30th

5.6.7

A Clubs Financial Summary must include:

a. Budgeted and actual revenue from:
i. Capital Assets
ii. Membership fees
iii. UBCSUO Grants
iv. Sponsorship
v. Fundraisers
vi. Other
vii. Total

b. Budgeted and actual expenses from:
i. Amortization
ii. Equipment/Materials (specific to the aims and purposes of the Club)
iii. Insurance
iv. Events
v. Promotion and marketing (of events or the Club itself)
vi. Skill development (that enhance the Clubs ability to achieve its aims and purposes)
vii. Other
viii. Total

c. Budgeted and actual Net Total

5.6.8

Each Club must have an Annual Development Plan approved by their Executive and submitted in order to be eligible for
UBCSUO Grant Funding

5.6.9

The purpose of the Annual Development Plan is to ensure that all Club Executives are considering the aims and
purposes of that Club, making goals to achieve those purposes, and recording these plans for future Executives to
reference.

5.6.10

A Clubs Annual Development plan should include:
a. The Clubs name and current Executive members names and positions
b. The Clubs aims and purposes as they appear in the Clubs Constitution
c. At least one but no more than 5 goals, and clear methods for assessment of the goals, decided by the Executive
that will allow the Club to achieve its aims and purposes in their term
d. A brief description of how a goal will contribute to achieving the Clubs aims and purposes, no more that 100 words
each, for a maximum of 500 words
e. A detailed outline of the Clubs plan to meet those goals, which may include adjustments to the Clubs structure,
hosting of events, fundraising efforts, improvement to communication with members, or other strategies.
23

5.6.11

An Annual Club Summary Report must be approved by the Club Executive and submitted to the UBCSUO by April 30
th
of
each year.

5.6.12

The purpose of the Summary report is to assess the Clubs development over the previous year in order to produce the
most effective and realistic development plan the following year, and prevent the repetition of the same mistakes, by
providing future Executive members of the Club with this documentation.

5.6.13

The Annual Club Summary report must include:

a. The name of the Club
b. The current Executive members names and positions
c. The aims and purposes of the Club as they appear in the Clubs constitution
d. An assessment of the goals in the Clubs most recent Annual Development Plan
e. A description of successes in achieving the aims and purposes the Club experienced that year, whether or not they
are related to the goals
f. A description of challenges in achieving the aims and purposes the Club experienced that year, whether or not they
are related to the goals
g. Recommended goals for the following year
h. Other recommendations for the incoming Executive members
i. Recommendations for the UBCSUO Services Coordinator in administrating Clubs

5.7 Registration

5.7.1

Members interested in organizing a new Club should meet with the Services Coordinator to discuss the feasibility of the
Club and receive the registration form, Signing authorities form, a Club Constitution and Bylaws outline, an Executive
members form, a membership list, a proposed budget for the first year of the Club, and a development plan.

5.7.2

A proposed Club must have the names, email addresses, student numbers, and signatures of at least fifteen members
including at least 3 Executive members in order to be ratified.

5.7.3

Club Executives must read and understand this policy statement before signing the registration form.

5.7.4

Proposed Clubs must submit all forms (policy 5.7.1) as well as an annual budget (see policy 5.6.4) and development plan
(see policy 5.6.9) to the UBCSUO Services Coordinator

5.7.5

The UBCSUO Services Coordinator will ensure their inclusion in the next possible Board of Directors meeting, and make
the Executives aware of the meetings date and time

5.7.6

At least one Club Executive must be present when their Club registration is brought before the Board of Director for
Ratification.
24

5.7.7

The Board of Directors will vote to ratify a Club or not.

5.7.7

A Club registration will NOT be approved if there is a Club existing that has the same aims and purposes as the proposed
Club. This shall be determined by the Students Union when a proposed Club seeks the approval of the Students Union.

5.7.8

The Board of Directors will consider the following in the decision to ratify a Club or not:

a. All forms and documents are submitted and complete
b. To what degree the Club furthers the mission of the UBCSUO
c. The feasibility of the Club achieving its aims and purposes
d. There is adequate justification for requiring Club status
e. Demonstration of future membership and financial sustainability
f. Other concerns of the Board of Directors

5.7.9

Appeals of decisions by the Board of Directors can be made through any Board of Directors member or by an Executive
member of the proposed Club at any meeting of the Board of Directors.

5.7.10

No fundraising or events using UBCSUO or Institution Facilities can be scheduled by a Club until its registration has been
approved by the UBCSUO Board.

5.8 Renewing

5.8.1

New Executives must update Executive member forms, signing authority forms, contact information, and submit an
Annual Club Summary Report (see policy 5.6.10) and A Club Financial Summary (see policy 5.6.6) each fiscal year prior
to May 1st in order to renew the Clubs status.

5.8.2

If a Club does not renew within the fiscal year, it will be considered dissolved (unless it is in debt), and all remaining funds
will be transferred to the UBCSUO Club and Course Union account.

5.8.3

A Club cannot be renewed if the Club was forcibly dissolved due to a serious breech against policy unless a new
Executive for that Club has been elected.

5.9 Finances

5.9.1
All Club monies will be deposited in trust into the UBCSUO Club and Course Union account.

5.9.2

To access the Club account, Club signing authorities shall be authorized to fill out UBCSUO cheque requisition forms,
which shall be submitted to the UBCSUO Financial Manager along with appropriate documentation identifying and
explaining the expenditure. The cheque shall be made ready, pending final approval by UBCSUO Executive signing
authorities.
25

5.9.3

Any Club maintaining a separate bank account will be dissolved by the UBCSUO Board of Directors (unless it is in debt),
and any monies remaining in the UBCSUO account or the external account will be forfeited to the UBCSUO.

5.9.4

Any Club in debt will forfeit 25% of all revenue until a balance of zero is achieved.

5.9.5

Any monies remaining in the Club account at the end of the academic year will not be carried over until the Club renews
their Club status (see policy 5.8)

5.10 Funding

Statement of Purpose

The UBCSUO Recognizes that in order for Clubs to achieve their purpose (policy 5.0.1) they Require some financial
capital. The UBCSUO also recognizes that the funding needs of Clubs surpasses the funding available from the
UBCSUO, and the amount of financial capital each Club requires in order to achieve the same level of excellence is not
equal. Therefore the UBCSUO will provide funding to Clubs in order to promote the equal excellence of all Clubs, while
encouraging Clubs to seek out other opportunities for sustainable revenue.

5.10.1

Clubs are encouraged to seek out other revenue sources including, but not limited to:

a. Membership Fees
b. Sponsorship
c. Fundraising

5.10.2

Only UBCSUO Clubs are eligible for UBCSUO Club funding grants.

5.10.3

A Club must have renewed and submitted an Annual Budget and Development Plan to be eligible for UBCSUO Club
funding grants

5.10.4

The Services Coordinator will inform all Clubs of any new UBCSUO Club Funding Grant application deadlines at least 6
weeks before the deadline via email

5.10.5

The maximum Grant funding a Club may receive in a year (excluding funding from the Skill and Development Grant) shall
be equal to double the membership fees that Club has collected that year, at the time of the funding application.

5.10.6

Priority for all Grants that require applications will be given to those Clubs which submit clear and thorough Budgets and
Development plans, demonstrate sustainable long term planning, and have demonstrate reliable spending in the past.
26

5.10.7
All Club Grants will be approved by the Board of Directors.

5.10.8

The UBCSUO shall have 5 types of Club Funding Grants that include:

a. Equipment Funding Grant
b. Skill and Development Funding grant
c. General Projects funding Grant
d. Renewing Grant
e. Start Up Grant

5.10.9 Equipment Funding Grant

5.10.9.1

The purpose of the equipment funding grant is to aid Clubs in compensating for disproportionate cost of equipment to
achieve the aims and purposes of a Club.

5.10.9.2

The equipment Grant shall be awarded annually in November

5.10.9.3

To be eligible for the Equipment Grant a Club must submit an application by the deadline chosen by the services
coordinator. If the Services coordinator fails to set a deadline, all applications received prior to November 1
st
will be
considered.

5.10.9.4

The Equipment grant application must include:

a. The completed UBCSUO Equipment Grant Application Form
b. Documentation of the full cost of all items for which the request is being made.

5.10.9.5

Priority for the Equipment Grant will be given to Clubs which:

a. Demonstrate the need for the equipment in order to achieve the aims and purposes of the Club
b. Provide strong justification for purchasing a specific item over similar items on the market

5.10.9.6

Equipment Funding Grants will be awarded upon submission of a receipt of sale for the piece of equipment matching that
documented in the application.

5.10.9.7

In cases where unforeseen circumstances require a different piece of equipment to be purchased, Clubs may present
their case to the UBCSUO Executive Committee, including updated documentation. The Executive Committee may
chose to change the allocation of their grant or not at the Executive Committees sole discretion.
27

5.10.10 Skill and Development Grant

5.10.10.1

The purpose of the skill and development grant is to give Clubs incentive for accessing opportunities to acquire
knowledge that will promote the development of the Club and/or its members in a way that furthers its aims and puposes.
Funding from this grant will not contribute to the maximum grant funding cap of a Club in order to potentially give Clubs
that have low membership, the opportunity to seek out education to improve the Club, and increasing membership.
The Skill and development grant shall be awarded once per semester of the winter academic session

5.10.10.2

To be eligible for the Skill and Development Grant a Club must submit an application by the deadline chosen by the
services coordinator. If the Services coordinator fails to set a deadline, all applications received prior to October 1
st
will be
considered in the first semester, and all application received prior to January 1
st
will be considered in the second
semester.

5.10.10.3

The Skill and Development grant application must include:

a. The completed UBCSUO Skill and Development Grant Application Form
b. A budget, including all revenue and expenses, for the skill and/or development opportunity
c. As much documentation supporting the proposed budget as possible

5.10.10.4

Priority for the Skill and Development Grant will be given to Clubs which:

a. Demonstrate the contribution the skill and/or Development opportunity will make towards the Club achieving its
aims and purposes
b. Provide strong justification for pursuing the proposed opportunity over other methods of acquiring the same
knowledge
c. Proposal is for opportunities that are likely to benefit the Club as a whole over those that exclusively benefit current
members that participate

5.10.10.5

Skill and Development Grants will be awarded upon submission of receipts for approved expenses

5.10.10.6

In cases where unforeseen circumstances require alterations to necessary expenses, Clubs may present their case to
the UBCSUO Executive Committee, including updated documentation. The Executive Committee may allow a change to
the allocation of their grant or not, at their sole discretion.

5.10.11 General Projects Grant

5.10.11.1

The purpose of the General Projects Grant is to provide Clubs with funding for the diversity of their needs and on a
timeline that allows for increased flexibility.

5.10.11.2

To be eligible for the General Projects Grant a Club must submit an application to the Services Coordinator at least 21
days prior to a Board of Directors meeting.
28

5.10.11.3
The application may be reviewed by a UBCSUO committee, prior to going to the Board of Directors

5.10.11.4

The General Projects grant application must include:

a. The completed UBCSUO General Projects Grant Application Form
b. A budget, including all revenues and expenses for the project

5.10.11.5

Priority for the General Projects Grant will be given to Clubs which:

a. Provide strong justification for pursuing the proposed project over other projects to pursue the same purpose
b. The budget shows a positive Net total
c. The number of students who will likely receive benefits from the project
d. Demonstrate the contribution the project will make towards the Club achieving its aims and purposes if the Net total
of the project is not positive

5.10.11.6

General Project Grants will be awarded upon submission receipts of approved expenses

5.10.11.7

In cases where unforeseen circumstances require alterations to necessary expenses, Clubs may present their case to
the UBCSUO Executive Committee, including updated documentation. The Executive Committee may then chose to
change the allocation of their grant or not at the Executive Committees sole discretion.

5.10.13 Club Renewal Grant

Any renewing Club shall receive a yearly start-up grant of $35.00 upon completion of a Club renewal

5.10.14 Club Start Up Grant

Any new Club shall receive a one-time start-up grant of $50.00 upon ratification of the Club.

5.11 Literature and Materials

5.11.1

Any literature posted or distributed by a Club must be approved and stamped by the UBCSUO Used Bookstore or
designate prior to it being posted and/or distributed. Any literature posted or distributed by a Club is subject to the Unions
Policy and Procedures.

5.11.2

Any material posted or distributed by a Club must be cleaned up / removed within three days following the event.

5.11.3

Any materials produced by a Club must bear the Name and/or Logo of a Club and the name and/or Logo of the UBCSUO
visibly.
29

5.11.4

Clubs may not post materials for durations greater than 1 month.

5.11.5

Clubs may not post on glass or wood surfaces

5.11.6

Breach of this policy may result in printing privileges being suspended

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5.12.1

Clubs may be afforded the following privileges:

a. Access to Club Funding Grants (see policy 5.10)
b. Room and Space booking
c. Booking the Well Student Pub
d. Printing of Club materials
e. Insurance Coverage under the UBCSUO
f. Booking of the UBCSUO Barbeque

5.12.2 Room and Space Booking

5.12.2.1

To book rooms or spaces a signing authority for a Club must fill out a room booking form at the Front Desk of the
UBCSUO office.

5.12.2.2

Any expenses for the room or space bookings will be paid by the Club, including cost for damages.

5.12.3 Booking The Well Student Pub

5.12.3.1

To Book the Well for an event a Club must complete and submit a Well booking application form to the Services
Coordinator.

5.12.3.2

Priority will be give to application which:

a. Are for Clubs who have demonstrated adherence to The Well booking policy in the past
b. Have a clear and detailed plan for the event
c. Are for the purposes of fundraising for the Club over other purposes
d. Allow for the public to access the pub over events exclusive to a certain Club or group
e. Are thought, at the discretion of the Services coordinator, to be well received and/or positive for the student
community

5.12.3.3

All Well events booked by Clubs must have posters and Facebook event pages no fewer than 14 days prior to the event.
30

5.12.3.4

Posters and Facebook events must include the title of the event; the name and/or logo of the Hosting Club and the
UBCSUO; The Name and Logo of The Well Pub; the date and start time of the event; ticket prices (if applicable); and any
prearranged drink specials

5.12.3.5

All drink specials and prices must be approved by The Well Pub Manager

5.12.3.6

Any ticketed events must make tickets available at the used bookstore no later than 7 days prior to the event.

5.12.3.7

No Club shall receive any portion of the sales of alcohol.

5.12.3.8

Clubs retain all revenue from ticket sales and/or cover charges at the door

5.12.3.9

It is the Clubs responsibility to collect all monies for ticket sales and/or cover charges, and to verify tickets at the door

5.12.3.10

It is the Clubs responsibility to arrange any entertainment for the event

5.12.3.11

Pre-arranged set up by any member of the UBCSUO Board of Directors, their volunteers, or the Well Pub Staff will only
be conducted if representatives of the hosting Club are present to assist, and arrangements must have been finalized at
least 7 days in advance

5.12.3.12

It is the Clubs responsibility to remove any of their decorations immediately after the event

5.12.3.13

No Club event, at the discretion of the Services Coordinator, shall interfere with Well Wednesdays

5.12.3.14

The Well Pub Manager has final authority on all activity in the Well during events.

5.12.4 Printing of Club Materials

5.12.4.1

Each Club is entitled to have 20 copies of any necessary printed materials per event, project, or initiative printed for them
by the UBCSUO.

5.12.4.2

All printing for Clubs will be completed by noon of the last business day of each week
31

5.12.4.3

All printed materials must be sent to the services coordinator in a digital file at least 7 days prior to the printing date

5.12.4.4

The UBCSUO will not make any alterations, adjustments, or corrections to the format of any documents files to be printed
for Clubs

5.12.4.5

All printed materials must include the name and/or logo of the Club and the name and/or logo of the UBCSUO

5.12.5 Insurance Coverage under the UBCSUO

5.12.5.1

UBCSUO Insurance policy extends to UBCSUO Student Associations

5.12.5.2

Some Club activities may not be covered by the UBCSUO Insurance policy

5.12.5.3

If a Club activity presents a particularly high level of risk the Club should contact the UBCSUO General Manager to verify
whether the activity is covered

5.12.5.4

It is the Club Executives responsibility to ensure that the activities of the Club are properly insured

5.12.6 Booking of the UBCSUO Barbeque

5.12.6.1

Any Club may book the Club Barbeque having a Club signing authority fill out the Club Barbeque form at the front desk of
the UBCSUO.

5.12.6.2

Barbecues must be cleaned after each use. Failure to do so will result in the Club having its BBQ privileges revoked.

5.12.6.3

The Club will be charged for any damages to the barbeque

5.13 Breaches of Policy

5.13.1

If a Club does not comply with the above stipulations, shows a lack of responsibility or financial accountability, or behaves
in a manner that is detrimental to or jeopardizes the reputation of the UBCSUO, The UBCSUO Board of Directors has the
authority to take measure it deems necessary to rectify the situation.
32

5.13.2

The UBCSUO Board of Directors must deliver a written warning to the Club, and give the Club an opportunity to correct
the situation within a reasonable period of time, where reasonable is left to the discretion of the UBCSUO Board of
Directors.

5.13.3

If the Club fails to rectify the situation, then the UBCSUO Board of Directors may, at the earliest possible convenience
and with reasonable evidence, freeze all funds the Club has on account with UBCSUO, and withhold all Club privileges
until the situation is deemed resolved by the UBCSUO Board of Directors.

5.13.4

If the situation is unable to be resolved, the UBCSUO Board of Directors may dissolve the Club by attaining a 34 majority
vote at a UBCSUO Board of Directors meeting (unless the Club is in debt)

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AssoclaLlons:ollcles:u8CSuC Course ollcy llnAL - 28 !an 2014[1].docx
Course Union Policies

6.0 General Criteria

6.0.1
UBCSUO Course Unions exist for the purpose of fostering a great academic experience for
Students through member engagement, advocacy, and increased access to resources.

6.0.2
All Students within a program of study are eligible to be members of any/and all Course Unions
for that program of study.

6.0.2
Students are eligible to be members of a Course Union that is outside of their program of study
only if the policies of that Course Union allow for such members.

6.0.3
Each Course Union shall operate democratically and in line with the policies of the UBCSUO.

6.0.4
The Course Union Executive will meet with the Services Coordinator upon request.

6.1 Membership

6.1.1
Course Union membership must be open to all students in a Course Unions program of study.

6.1.1
Course Union membership may be open to all members of the University of British Columbias
Okanagan campus, including students, staff, and faculty; two-thirds of membership must be
members of the UBCSUO.

6.1.2
Membership, officer requirements and/or aims and purposes may not discriminate on the basis of
race, religion, national origin, class, ability, age, gender or sexual orientation.

6.1.3
Membership in a Course Union requires submission of a members name, student number,
program of study, and email address.

6.1.4
Membership fees shall be no more than $50 per member per year unless approved in an Annual
General Meeting of the Course Union and ratified by the UBCSUO Board of Directors.

6.1.5
Documentation of membership must be submitted to the UBCSUO in a digital format and the
corresponding membership fees must be deposited in the UBCSUO Course Union account.

6.1.6
A Course Union must have a minimum of 15 registered members, or 10% of their program,
whichever is less.

6.1.7
All members are eligible to participate in Course Union activities, run for executive positions, and
vote in the Course Unions Annual General Meeting and elections of their Course Union.

6.2 Executives

6.2.1
Course Unions must have a minimum of 3 Executive members.

6.2.2
All Course Union Executives must be members of the UBCSUO.

6.2.3
The Course Union Executive must include 3 signing authorities.

6.2.4
A person selected as a signing authority cannot be signing authority for any other purpose under
the UBCSUO.

6.2.5
The President and Treasurer of the Course Union shall be two of the signing authorities.

6.2.6
The third signing authority must be an Executive member.

6.2.7
The Executive of a Course Union must include a President, Treasurer and Secretary; Treasurer
and Secretary may be the same position and may have a different name, but the duties as they
appear in this policy must be clearly outlined in the Course Unions Constitution

6.2.8
The role of the President is to oversee the operations of the Course Union and act so that those
operations ultimately foster a great academic experience through member engagement,
advocacy, and increased access to resources. Their duties include:
a. Being familiar with Roberts Rules of Order
b. Scheduling and chairing Course Union Executive meetings
c. Scheduling and chairing Course Union Annual General Meetings
d. Approving all Course Union expenditures (except when the President is the
recipient of Course Union expenditures)
e. Assisting the Treasurer in preparing the annual budget
f. Communicating with the UBCSUO Services Coordinator and the UBCSUO Board
of Directors

6.2.9
The role of the Treasurer is to oversee the finances of the Course Union. Their duties must
include:
a. Preparing the Annual Budget for the Course Union and submitting it to the
UBCSUO Services Coordinator
b. Preparing a financial Summary at the end of each year and submitting it to the
UBCSUO Services Coordinator
c. Keeping the Course Union Executive informed about Course Union finances and
adherence to the budget


6.2.10
The role of the Secretary is to oversee the governance of the Course Union. Their duties must
include"
a. Recording accurate minutes of all Course Union Executive and Course Union
General Meetings and submitting them to the UBCSUO when required
b. Assisting the President in preparing agendas for executive and Annual General
Meetings
c. Insuring adherence to all policies relevant to the Course Union, including but not
limited to the Course Unions Constitution, the UBCSUO Policies, UBCSUO
Constitution and Bylaws, the Society Act, the University Act, and provincial and
federal law, as well as a motion at a regularly scheduled UBCSUO Board of
Directors meeting or the UBCSUO Annual General Meeting

6.2.11
All Course Union executives must be elected by the membership of their Course Union in an
annual election.

6.2.12
The length of the term for all executive positions must not be greater than 12 months.

6.2.13
The Executive of a Course Union is responsible for upholding all Course Union policies.

6.3 Governance

6.3.1
Each Course Union shall have a Constitution and Bylaws specific to the needs of that Course
Union and a copy shall be held in the UBCSUO office.

6.3.2
The Constitution and Bylaws of a Course Union shall include:
a. The Name of the Course Union;
b. The program of study the Course Union is for;
c. The date of the ratification of the Course Union;
d. The last date the Constitution and Bylaws were modified;
e. A mission statement that includes policy 6.0.1;
f. Requirements for membership which may include fees, required; information,
submission of waivers or other documentation, and may include different types of
membership;
g. Statement that all Course Union moneys will be deposited in trust into the
UBCSUO Course Union and Course Union account (policy 6.9.1);
h. The title of the Executive positions and all corresponding duties;
i. The policy on Course Union General Meetings (policy 6.4);
j. The Policy on Course Union General Elections (policy 6.5); and
k. The policy on Course Union Reporting (policy 6.6).

6.3.3
A Course Unions Constitution and Bylaws may only be amended by a motion at an Annual
General Meeting of the Course Union with a two-thirds majority.

6.3.4
The contents of a Course Unions Constitution and Bylaws may be superseded by the policies of
the UBCSUO including but not limited to the UBCSUO Policies, UBCSUO Constitution and
Bylaws, the Society Act, the University Act, and provincial and federal law, as well as a motion at
a regularly scheduled UBCSUO Board of Directors meeting or the UBCSUO Annual General
Meeting.

6.4 General Meeting

6.4.1
Each Course Union shall have an Annual General Meeting during the Winter Session of the
academic year.

6.4.2
Special General Meetings may be called by a successful motion of the Executive of the Course
Union or a petition representing at least 25% of the Course Union membership, or 10 members,
whichever is greater.

6.4.3
The Course Union President or a designate shall chair any General Meeting of the Course Union.

6.4.4
Notice of a General Meeting must be emailed to all Course Union members and the UBCSUO
Services Coordinator and posted outside of the Student Union office no less than 14 days prior to
the meeting.

6.4.5
The meeting agenda must be emailed to all members of the Course Union, as well as the
UBCSUO Services Coordinator and posted outside of the Student Union office no less than 24
hours prior to the meeting.

6.4.6
The Annual General Meeting agenda shall include:
e. Presentation of a financial report for the previous year allowing for questions from the
Course Union membership
f. Presentation and ratification of a budget for the current year
g. Presentation and ratification of the Course Unions Summary Report for the previous year
h. Presentation and ratification of the Course Unions Development Plan
i. Old business from the previous General Meeting
j. New business including any motions served to the Meeting Chair by any Course Union
Member with due notice
k. Any and all additional documentation attached in an information package

6.4.7
A General Meeting agenda shall include:
e. Old business from the previous General Meeting
f. New business
g. Any and all additional documentation attached in an information package

6.4.8
Quorum for a General Meeting of a Course Union must be at least 25 Course Union members or
10% of the Course Union membership, whichever is less; if the total membership is less than fifty
(50) members, at least five (5) members must be present to meet quorum.


6.4.9
Minutes of a General Meeting must be recorded and submitted to the UBCSUO for approval by
the Board of Directors in an in camera session.

6.4.10
Minutes must include:
a. The meeting agenda including all additional documents
b. Time meeting was called to order
c. Time meeting was adjourned
d. Names, position, and student number of executives in attendance
e. Student numbers of all members in attendance
f. All motions, and the corresponding result of the vote, including any objections or
abstentions which members wish to have noted
g. Any amendments to motions and the corresponding result of the vote including any
objections or abstentions which members wish to have noted
h. Anything said in the meeting that members specifically ask to have noted

6.4.11
At a Course Union General Meeting, the Course Union members may vote on a motion of non-
confidence in either individual or multiple Course Union executives. If a 34 majority of members
support a motion of non-confidence, the executives in question will be removed from their
positions.

6.4.12
Following a successful motion of non-confidence in a Course Union General Meeting a call for
nominations will be made for the vacant positions. A nominee becomes a candidate when their
nomination is seconded and they accept the nomination. The Assembly at the Course Union
General Meeting will vote by secret ballot to fill the vacant positions.

6.5 Elections

6.5.1
Each Course Union shall hold an annual election to fill executive positions of that Course Union.

6.5.2
Elections must be completed, and results submitted to the UBCSUO by the third week in March.

6.5.3
Voting shall be done by secret ballot

6.5.4
At least 25 Course Union members or 10% of the Course Union membership, whichever is less,
must vote in order for the election results to be ratified; if the total membership is less than fifty
(50) members, at least five (5) members must vote.

6.5.6
Only UBCSUO members who are also members of the Course Union are eligible to be
candidates for an executive position of that Course Union.

6.5.7
A designated member of the executive of a Course Union who is not a candidate in the election,
or a designated executive from another Course Union (in cases where all executives are running
in the election) shall act as Chief Returning Officer (CRO).

6.5.8
The CRO may appoint any member(s) of the UBCSUO who are not candidates in the election as
Deputy Returning Officer(s) (DRO)

6.5.9
CRO duties include:
a. Accepting nominations, and verifying that all nominees are eligible before they are
declared candidates
b. Emailing notice of the election to all members of the Course Union and the UBCSUO
Services Coordinator no less than 14 days prior to the election
c. Ensuring that notice of the election is posted outside of the UBCSUO no less than 14
days prior to the election
d. Emailing the list of candidates, the position they are running for, and their campaign
paragraph (which is only necessary if there was no campaign period) to all members and
the UBCSUO Services Coordinator at the beginning of the campaign period, or if there is
no campaign period, 24 hours prior to the election
e. Overseeing and assisting in the administration of ballots by DRO(s) to ensure that only
registered members of the Course Union are voting
f. Counting the ballots
g. Recording the vote counts and submit them to the Course Union Executive and the
Services Coordinator of the UBCSUO
h. Submiting the official results to the UBCSUO Services Coordinator

6.5.10
Notice of election must include:
a. The Name of the Course Union
b. Name, position, and contact information of the CRO
c. The date, time, and Location of the election
d. Policy number 6.6.1, 6.6.3, 6.6.7, 6.6.12, and 6.6.13


6.5.11
Submission of nomination must be given to the CRO of the Course Union election and include:
a. Nominees name
b. Nominees student number
c. Position being nominated for
d. The option of submitting a short paragraph to serve as their campaign if there will be no
campaign period

6.5.12
Registered members of a Course Union who are also members of the UBCSUO are entitled to
one vote for each executive position in a Course Unions elections.

6.5.13
If fewer than 3 executive positions are filled by an election, the previous executive may appoint
members to executive positions until 3 positions are filled.

6.5.14
If at least 3 executive positions are filled, those executives may appoint members to executive
positions.

6.6 Reporting

6.6.1
All Course Unions are responsible for ensuring that their contact information is up to date, and
that all communication from the UBCSUO is responded to in a timely manner.

6.6.2
Written Minutes from any Course Union Executive Meetings will be forwarded to the Services
Coordinator upon the request of the Services Coordinator.

6.6.3
Approved minutes from all General Meetings will be sent to the Services Coordinator by the
Executive of the Course Union.

6.6.4
Each Course Union must submit an annual budget to the UBCSUO in order to be eligible for
UBCSUO Grant Funding.

6.6.5
A Course Unions annual budget must include:
a. Budgeted Revenue from:
i. Membership fees
ii. UBCSUO Grants
iii. Sponsorship
iv. Fundraisers
v. Surplus from the previous year
vi. Other
vii. Total
b. Budgeted Expenses from
i. Equipment/Materials (specific to the aims and purposes of the Course Union)
ii. Events
iii. Promotion and marketing (of events or the Course Union itself)
iv. Skill development (that enhances the Course Unions ability to achieve its aims
and purposes)
v. Other
vi. Total
c. Budgeted Net Total

6.6.6
Each Course Union must submit a Financial Summary by April 30
th
.

6.6.7
A Course Unions Financial Summary must include:
a. Budgeted and actual revenue from:
i. Membership fees
ii. UBCSUO Grants
iii. Sponsorship
iv. Fundraisers
v. Other
vi. Total


b. Budgeted and actual expenses from
i. Equipment/Materials (specific to the aims and purposes of the Course Union)
ii. Events
iii. Promotion and marketing (of events or the Course Union itself)
iv. Skill development (that enhances the Course Unions ability to achieve its
aims and purposes)
v. Other
vi. Total
c. Budgeted and actual Net Total

6.6.8
Each Course Union must have an Annual Development Plan approved by their Executive and
submitted in order to be eligible for UBCSUO Grant Funding.

6.6.9
The purpose of the Annual Development Plan is to ensure that all Course Union executives are
considering the mission of their Course Union, making goals to achieve those purposes, and
recording these plans for future executives to reference.

6.6.10
A Course Unions Annual Development plan should include:
a. The Course Unions name and current executive members names and positions
b. The Course Unions mission statement as it appears in the Course Unions Constitution
c. At least one but no more than five goals, and clear methods for assessment of the goals,
decided by the Executive, that will allow the Course Union to achieve its aims and
purposes in their term
d. Classification of the goal as pursuing either member engagement, access to resources,
or academic advocacy
e. A brief description of how a goal will contribute to that classification, no more that 100
words each, for a maximum of 500 words
f. A detailed outline of the Course Unions plan to meet those goals, which may include
adjustments to the Course Unions structure, hosting of events, fundraising efforts,
improvement to communication with members, or other strategies

6.6.11
An Annual Course Union Summary Report must be approved by the Course Union Executive and
submitted to the UBCSUO by April 30
th
of each year.

6.6.12
The purpose of the Summary report is to assess the Course Unions development over the
previous year in order to produce the most effective and realistic Development Plan for the
following year, and prevent the repetition of the same mistakes, by providing future executive
members of the Course Union with this documentation.

6.6.13
The Annual Course Union Summary report must include:
a. The name of the Course Union
b. The current Executive members names and positions
c. The mission of the Course Union as they appear in the Course Unions Constitution
d. An assessment of the goals in the Course Unions most recent Annual Development Plan
e. A description of successes in achieving the mission that the Course Union experienced
that year, whether or not they are related to the goals
f. A description of challenges in achieving the mission that the Course Union experienced
that year, whether or not they are related to the goals

g. Recommended goals for the following year
h. Other recommendations for the incoming executive members
#$ Recommendations for the UBCSUO Services Coordinator in administrating Course
Unions

6.7 Registration

6.7.1
Members interested in organizing a new Course Union should meet with the Services Coordinator
to discuss the feasibility of the Course Union and receive the registration form and membership
list, signing authorities form, a Course Union Constitution and Bylaws, a proposed budget for the
first year of the Course Union, and a development plan.

6.7.2
A proposed Course Union must have the names, email addresses, student numbers, and
signatures of at least fifteen members, or 10% of the students enrolled in the program if there are
fewer than 60 students, including at least 3 Executive members in order to be ratified

6.7.3
Course Union executives must read and understand this policy statement before signing the
registration form.

6.7.4
Proposed Course Unions must submit all forms (policy 6.7.1) as well as an annual budget (see
policy 6.6.4) and development plan (see policy 6.6.9) to the UBCSUO Services Coordinator

6.7.5
The UBCSUO Services Coordinator will ensure their inclusion in the next possible Board of
Directors meeting, and make the executives aware of the meetings date and time

6.7.6
At least one Course Union executive member must be present when their Course Union
registration is brought before the Board of Directors for Ratification.

6.7.7
The Board of Directors will vote to ratify a Course Union or not.

6.7.7
A Course Union registration will NOT be approved if there is a Course Union existing that has the
same aims and purposes as the proposed Course Union. This shall be determined by the
UBCSUO when a proposed Course Union seeks the approval of the UBCSUO.

6.7.8
The Board of Directors will consider the following in the decision to ratify a Course Union:
a. Completion and submission of all forms and documents
b. The degree to which the Course Union furthers the mission of the UBCSUO
c. The feasibility of the Course Union achieving its aims and purposes
d. The degree to which Course Union status is required
e. Demonstration of future membership and financial sustainability
f. Other concerns of the Board of Directors

6.7.9
Appeals of decisions by the Board of Directors can be made through any Board of Directors
member or by an executive member of the proposed Course Union at any meeting of the Board
of Directors.

6.7.10
No fundraising or events using UBCSUO or Institution Facilities can be scheduled by a Course
Union until its registration has been approved by the UBCSUO Board.

6.8 Renewing

6.8.1
Each Course Union must renew prior to May 1
st

6.8.2
To renew, a Course Union must complete a new registration form and membership list, submit an
Annual Course Union Summary Report (see policy 5.6.10), and a Course Union Financial
Summary (see policy 5.6.6).

6.8.3
If a Course Union does not renew by May 1
st
, it will not be able to access funding the following
year.

6.8.4
If a Course Union does not renew within the fiscal year, it will be considered dissolved (unless it is
in debt), and all remaining funds will be transferred to the UBCSUO Club and Course Union
account.

6.8.5
A Course Union cannot be renewed if the Course Union was forcibly dissolved due to a serious
breech against policy unless a new Executive for that Course Union has been elected.

6.9 Finances

6.9.1
All Course Union moneys will be deposited in trust into the UBCSUO Club and Course Union
account.

6.9.2
To access the Course Union account, Course Union signing authorities shall be authorized to fill
out UBCSUO cheque requisition forms, which shall be submitted to the UBCSUO Financial
Manager along with appropriate documentation identifying and explaining the expenditure. The
cheque shall be made ready, pending final approval by UBCSUO executive signing authorities.

6.9.3
Any Course Union maintaining a separate bank account will be dissolved by the UBCSUO Board
of Directors (unless it is in debt), and any moneys remaining in the UBCSUO account or the
external account will be forfeited to the UBCSUO.

6.9.4
Any Course Union in debt will forfeit 25% of all revenue until a balance of zero is achieved.

6.9.5
Any moneys remaining in the Course Union account at the end of the academic year will not be
carried over until the Course Union renews their Course Union status (see policy 6.8)

6.10 Funding

Statement of Purpose
The UBCSUO Recognizes that in order for Course Unions to achieve their purpose (policy 6.0.1)
they require some financial capital. The UBCSUO also recognizes that the funding needs of
Course Unions surpasses the funding available from the UBCSUO, and the amount of financial
capital each Course Union requires in order to achieve the same level of excellence is not equal.
Therefore the UBCSUO will provide funding to Course Unions in order to promote the equal
excellence of all Course Unions, while encouraging Course Unions to seek out other
opportunities for sustainable revenue.

6.10.1
Course Unions are encouraged to seek out other revenue sources including, but not limited to:
a. Membership Fees
b. Sponsorship
c. Fundraising

6.10.2
Only UBCSUO Course Unions are eligible for UBCSUO Course Union funding Grants.

6.10.3
A Course Union must have renewed and submitted an Annual Budget and Development Plan to
be eligible for UBCSUO Course Union funding Grants

6.10.4
The Services Coordinator will inform all Course Unions of any new UBCSUO Course Union
Funding Grant application deadlines at least 6 weeks before the deadline via email

6.10.5
The maximum Grant funding a Course Union may receive in a year (excluding funding from the
Skill and Development Grant) shall be equal to double the revenue that the Course Union has
collected that year, including any surplus carried over from the previous year, at the time of the
funding application.

6.10.6
Priority for all Grants that require applications will be given to those Course Unions which submit
clear and thorough Budgets and Development Plans, demonstrate sustainable long term
planning, and have demonstrated reliable spending in the past.

6.10.7
All Course Union Grants will be approved by the Board of Directors.

6.10.8
The UBCSUO shall have 4 types of Course Union Funding Grants that include:
a. Skill and Development Funding Grant
b. General Projects Funding Grant
c. Renewing Grant
d. Start Up Grant


6.10.9 Skill and Development Grant

6.10.9.1
The purpose of the skill and development Grant is to give Course Unions incentive for accessing
opportunities to acquire knowledge that will promote the development of the Course Union and/or
its members in a way that furthers its mission. Funding from this Grant will not contribute to the
maximum Grant funding cap of a Course Union in order to potentially give Course Unions that
have low revenues the opportunity to seek out education to improve the Course Union, and
increasing membership. The Skill and Development Grant shall be awarded once per semester
of the winter academic session

6.10.9.2
To be eligible for the Skill and Development Grant a Course Union must submit an application by
the deadline chosen by the services coordinator. If the Services Coordinator fails to set a
deadline, all applications received prior to October 1
st
will be considered in the first semester, and
all application received prior to January 1
st
will be considered in the second semester.

6.10.9.3
The Skill and Development Grant application must include:
a. The completed UBCSUO Skill and Development Grant Application Form
b. A budget, including all revenue and expenses, for the skill and/or development
opportunity

6.10.9.4
Priority for the Skill and Development Grant will be given to Course Unions which:
a. Demonstrate the contribution the skill and/or Development opportunity will make towards
the Course Union achieving its mission
b. Provide strong justification for pursuing the proposed opportunity over other methods of
acquiring the same knowledge
c. Proposal is for opportunities that are likely to benefit the Course Union as a whole over
those that exclusively benefit current members that participate

6.10.9.5
Skill and Development Grants will be awarded upon submission of receipts for approved
expenses

6.10.9.6
In cases where unforeseen circumstances require alterations to necessary expenses, Course
Unions may present their case to the UBCSUO Executive Committee, including updated
documentation. The Executive Committee may allow a change to the allocation of their Grant or
not, at their sole discretion.

6.10.10 General Projects Grant

6.10.10.1
The purpose of the General Projects Grant is to provide Course Unions with funding for the
diversity of their needs on a timeline that allows for flexibility.

6.10.10.2
To be eligible for the General Projects Grant a Course Union must submit an application to the
Services Coordinator at least 21 days prior to a Board of Directors meeting.


6.10.10.3
The application may be reviewed by a UBCSUO committee, prior to going to the Board of
Directors

6.10.10.4
The General Projects Grant application must include:
a. The completed UBCSUO General Projects Grant Application Form
b. A budget, including all revenues and expenses for the project

6.10.10.5
Priority for the General Projects Grant will be given to Course Unions which:
a. Provide strong justification for pursuing the proposed project over other projects to
pursue the same purpose
b. Shows a positive net total in their budget
c. Demonstrate the contribution the project will make towards the Course Union achieving
its mission if the net total of the project is not positive

6.10.10.6
General Project Grants will be awarded upon submission receipts of approved expenses

6.10.10.7
In cases where unforeseen circumstances require alterations to necessary expenses, Course
Unions may present their case to the UBCSUO Executive Committee, including updated
documentation. The Executive Committee may then choose to change the allocation of their
Grant or not at the Executive Committees sole discretion.

6.10.11 Course Union Renewal Grant
Any renewing Course Union shall receive a yearly start-up Grant of $35.00 upon completion of a
Course Union renewal

6.10.12 Course Union Start Up Grant
Any new Course Union shall receive a one-time start-up Grant of $50.00 upon ratification of the
Course Union.

6.11 Literature and Materials

6.11.1
Any literature posted or distributed by a Course Union must be approved and stamped by the
UBCSUO Used Bookstore or designate prior to it being posted and/or distributed. Any literature
posted or distributed by a Course Union is subject to the UBCSUOs Policies and Procedures.

6.11.2
Any material posted or distributed by a Course Union must be cleaned up / removed within three
days following the event.

6.11.3
Any materials produced by a Course Union must bear the Name and/or Logo of a Course Union
and the name and/or Logo of the UBCSUO visibly.

6.11.4
Course Unions may not post materials for durations greater than 1 month.

6.11.5
Course Unions may not post on glass, wood or painted surfaces.

6.11.6
Breach of this policy may result in printing privileges being suspended$

6.12 Privileges

6.12.1
Course Unions may be afforded the following privileges:
a. Access to Course Union Funding Grants (see policy 6.10)
b. Room and Space booking
c. Booking the Well Student Pub
d. Printing of Course Union materials
e. Insurance Coverage under the UBCSUO
f. Booking of the UBCSUO Barbeque

6.12.2 Room and Space Booking

6.12.2.1
To book rooms or spaces, a signing authority for a Course Union must fill out a room booking
form at the Front Desk of the UBCSUO office.

6.12.2.2
Any expenses for the room or space bookings will be paid by the Course Union, including cost for
damages.

6.12.3 Booking The Well Student Pub

6.12.3.1
To Book the Well for an event a Course Union must complete and submit a Well booking
application form to the Services Coordinator.

6.12.3.2
Priority will be give to application which:
a. Are for Course Unions who have demonstrated adherence to The Well booking policy in
the past
b. Have a clear and detailed plan for the event
c. Are for the purposes of fundraising for the Course Union over other purposes
d. Allow for the public to access the pub over events that are exclusive to a certain Course
Union.
e. Are thought, at the discretion of the Services Coordinator, to be well received and/or
positive for the student community

6.12.3.3
All Well events booked by Course Unions must have posters and Facebook event pages no
fewer than 14 days prior to the event.

6.12.3.4
Posters and Facebook events must include the title of the event; the name and/or logo of the
hosting Course Union and the UBCSUO; The Name and/or Logo of The Well Pub; the date and
start time of the event; ticket prices (if applicable); and any prearranged drink specials

6.12.3.5
All drink specials and prices must be approved by The Well Pub Manager

6.12.3.6
Any ticketed events must make tickets available no later than 7 days prior to the event.


6.12.3.7
No Course Union shall receive any portion of the sales of alcohol.

6.12.3.8
Course Unions retain all revenue from ticket sales and/or cover charges at the door

6.12.3.9
It is the Course Unions responsibility to collect all moneys for ticket sales and/or cover charges,
and to verify tickets at the door

6.12.3.10
It is the Course Unions responsibility to arrange any entertainment for the event

6.12.3.11
It is the Course Unions responsibility to remove any of their decorations immediately after the
event

6.12.3.12
No Course Union event, at the discretion of the Services Coordinator, shall interfere with Well
Wednesdays

6.12.3.13
The Well Pub Manager has final authority on all activity in the Well during events.

6.12.4 Printing of Course Union Materials

6.12.4.1
Each Course Union is entitled to have 20 copies of any necessary printed materials per event,
project, or initiative printed for them by the UBCSUO.

6.12.4.2
All printing for Course Unions will be completed by noon of the last business day of each week

6.12.4.3
All printed materials must be sent to the Services Coordinator in a digital file at least 7 days prior
to the printing date

6.12.4.4
The UBCSUO will not make any alterations, adjustments, or corrections to the format of any
documents files to be printed for Course Unions

6.12.4.5
All printed materials must include the name and/or logo of the Course Union and the name and/or
logo of the UBCSUO

6.12.5 Insurance Coverage under the UBCSUO

6.12.5.1
UBCSUO Insurance policy extends to UBCSUO Student Associations

6.12.5.2
Some Course Union activities may not be covered by the UBCSUO Insurance policy


6.12.5.3
If a Course Union activity presents a particularly high level of risk the Course Union should
contact the UBCSUO General Manager to verify whether the activity is covered

6.12.5.4
It is the Course Union Executives responsibility to ensure that the activities of the Course Union
are properly insured

6.12.6 Booking of the UBCSUO Barbeque

6.12.6.1
Any Course Union may book the Course Union Barbeque by having a Course Union signing
authority fill out the Course Union Barbeque form at the front desk of the UBCSUO.

6.12.6.2
Barbecues must be cleaned after each use. Failure to do so will result in the Course Union having
its BBQ privileges revoked.

6.12.6.3
The Course Union will be charged for any damages to the barbeque

6.13 Breaches of Policy

6.13.1
If a Course Union does not comply with the above stipulations, shows a lack of responsibility or
financial accountability, or behaves in a manner that is detrimental to or jeopardizes the
reputation of the UBCSUO, The UBCSUO Board of Directors has the authority to take measure it
deems necessary to rectify the situation.

6.13.2
The UBCSUO Board of Directors must deliver a written warning to the Course Union, and give
the Course Union an opportunity to correct the situation within a reasonable period of time, where
reasonable is left to the discretion of the UBCSUO Board of Directors.

6.13.3
If the Course Union fails to rectify the situation, then the UBCSUO Board of Directors may, at
their earliest possible convenience and with reasonable evidence, freeze all funds the Course
Union has on account with the UBCSUO, and withhold all Course Union privileges until the
situation is deemed resolved by the UBCSUO Board of Directors.

6.13.4
If the situation is unable to be resolved, the UBCSUO Board of Directors may dissolve the Course
Union by attaining a 34 majority vote at a UBCSUO Board of Directors meeting (unless the
Course Union is in debt)

36

Women Students Issues Policy

The UBCSUO declares that women students have the right to:

1. Freedom of choice of lifestyle, employment, and education as full and equal participants in Canadian society;
2. Access post-secondary education
3. Employment, and the right to equal opportunity of employment with equal pay for work of equal value
4. Access full, government subsidized, quality day-care, provided by adequately trained and paid child care
workers, since access to education is limited by a lack thereof
5. Financial student assistance programs, whi ch meet the needs of full-time students, part-time students, and
single parents, the majority of whom are women, and which does not require dependence on their parents or
spouse
6. Academic counseling which informs women of all educational and employment opportunities available, in
order to actively combat the streaming of women into traditional fields
7. Organize as women, since womens organizations within the student movement are necessary to actively
raise the issues faced by women students, to provide a place for all women to develop organizational and
political skills, and to provide a forum where all women can develop a sense of unity and cooperation
8. A student organization, which recognizes, promotes and funds a womens organization on campus to
facilitate involvement in womens issues
9. An education through non-sexist instruction, textbooks and materials, recognizing that some literature and
materials must be viewed relative to their historical or social context but that all instruction, contemporary
textbooks and materials should be free of sexual stereotyping and discrimination
10. An educational environment free of advertisements, entertainment programming and/or materials, which
promote violence against women, sexual stereotyping and/or discrimination
11. Control their own bodies, including but not limited to:

i. Access to safe, reliable birth control and family planning information and the right of choice in the
method;
ii. Access to quality health services and counseling which meet the needs of women students and respect
a womans control of her body;
iii. Access to a full range of options and to be able to freely exercise whatever decision she makes in the
case of pregnancy;
iv. Freedom of expression of sexual orientation;- freedom from sexual assault and all other forms of
violence; and
v. The right to an educational environment free of sexual harassment.
37

Declaration of Aboriginal Students Rights

The UBCSUO recognizes and fully supports Aboriginal Peoples inherent rights and titles, including:
i. The right to self-determination;
ii. The right to self-identification as Aboriginal;
iii. The right to an education free from harassment and prejudice

In support of this policy, the UBCSUO:
i. Supports the efforts of Aboriginal People in Canada to obtain justice through recognition by the Canadian
government of these rights, and through a just settlement of claims;
ii. Opposes any efforts or actions undertaken by governments, institutions, groups, or individuals, which
undermine these rights.

The UBCSUO supports and encourages:
i. Aboriginal control of Aboriginal post-secondary education:- school courses in Aboriginal studies, including
language, history, culture and technology
ii. Hiring and training of more Aboriginal teachers, instructors and professors
iii. Inclusion of Aboriginal parents, elders and educators in education of Aboriginal children
iv. Special support programs, with adequate government funding, for Aboriginal students, such as counseling,
substance abuse education, remedial education and retention programs
v. Aboriginal language instruction for pre-school through post-secondary education
vi. Recognition by the federal government of its responsibility to fund Aboriginal education
vii. Access to Aboriginal resource centres and student services administered by and for Aboriginal people
viii. Use of traditional knowledge within educational institutions and the values of traditional knowledge to all
people
ix. Aboriginal student involvement in the hiring of Aboriginal staff and faculty
x. Culturally relevant events, ceremonies and rituals at education institutes
xi. Fully funded regional campuses and centres that ensure the right of Aboriginal students to have access to
post-secondary education in their home communities and classroom
38

Tuition Fees Policy

Preamble

Education is a fundamental right of every human being without distinction of race, gender, age, religion, sexual
orientation, political belief, economic, and social condition. User fees, in the form of tuition fees and ancillary
fees constitute a barrier to accessing post-secondary education. In 1948, the Government of Canada signed
the Universal Declaration of Human Rights that states, Everyone has the right to education. In 1976, Canada
signed the International Covenant on Economic, Social and Cultural Rights that states, Higher education shall
be made equally accessible to all, on the basis of capacity, by every appropriate means, and in particular by
the progressive introduction of free education. The cost of post-secondary education and increasing debt
levels are significant factors in the decision students make about whether or not to continue their studies
beyond high school. It should be recognized that students from low-income backgrounds are much more likely
to be affected by financial issues when deciding whether to pursue post-secondary education. It should also
be recognized that these financial barriers disproportionately affect traditionally marginalized groups in our
society. Students participating in post-secondary education may face considerable financial barriers, including
housing, transportation, and user fees. In addition, many students may forgo job earnings to attend a post-
secondary institution. Of these, user fees account for the greatest up-front, universal barrier to obtaining a
post-secondary education in Canada. It is the responsibility of governments to fully fund post-secondary
education. In the absence of adequate funding, post-secondary institutions often rely on private sources, such
as user fees.

Policy

The UBCSUO believes that a universally accessible post-secondary education system will only be achieved once
financial barriers to obtaining that education are eliminated. In particular, this requires that post-secondary
education be entirely publicly funded, user fees are non-existent, and students have access to student financial
assistance for living expenses in the form of non-repayable grants. In the case where tuition fees do exist, the
UBCSUO supports their elimination beginning with tuition fee freezes, followed by progressive reductions. The
UBCSUO opposes the differentiation of fees on the basis of program, country or province of origin or student
status, or for any other reason. The UBCSUO opposes the justification that increased student financial assistance
can offset the effects of higher tuition fees. In particular, the UBCSUO opposes any form of income contingent
student loan repayment schemes, as they are designed to facilitate a system of individual fees in which students
pay the full cost of post-secondary education, and invariably result in massive tuition fee increases.
39

Policy on Board of Directors Meetings

Preamble

The purpose of this policy is to ensure that UBCSUOs Board of Directors meetings are facilitated in a manner
that is professional and efficiently coordinated.

Article 1: Motions

1. All motions that are digitally transferred must be submitted to the organizer by 4:00 PM on the Thursday
before the meeting.
2. All motions that are faxed, or personally submitted to the organizer must be received by the organizer by 2:00
PM on the Thursday before the meeting.
3. Motions that are submitted to any other staff member or member of the Executive/council must meet the
requirements set forth in Article 1, Section 1.
4. All Motions must have at least a mover to be included within the Agenda
5. All motions that fail to meet the requirements set forth in Sections 1, 2, and 3 of Article 1 will not be
considered on the current agenda.

Article 2: Board of Director Reports

1. Every member of the Executive must submit a written report at the last meeting of every month that shall
highlight his or her council related activities for that month. These reports must be digitally transferred to
the organizer by 4:00 PM on the Thursday before the meeting.
2. Every member of the council who is not a member of the Executive must give an oral report at the last
meeting of every month that shall highlight his or her council related activities for that month. Any member
of council who is not a member of the Executive and who fails to provide a verbal report at the last meeting
of the month must submit a written report at the next council meeting that shall highlight his or her council-
related activities for that month.
3. Failure to comply with sections 1 and 2 of article 2 will result in a loss of honoraria.

Article 3: Presentations

1. Presentations given to council will be limited to time period of five-minutes. This does not include a question
and answer period, which may follow the five-minute allotment for presentations.
2. Any individual or organization that wishes to present to council on subject matter that is not directly related
to matters regarding the Students Union must first present his/her/their materials to the Executive who will
decide if he/she/they shall be permitted to present to the Board of Directors.
40

Nominations and Elections Policy

1. This Policy may be referred to as the Elections Policy.

2. For the purpose of this policy: candidate means any individual whose nomination is accepted under this
policy; campaign means any planned or organized act by or on behalf of any individual candidate which is
calculated to gain support for their election; campaigning refers to any planned or organized act by or on
behalf of any candidate, which has the intent of garnering support for said candidates bid for office; pre-
campaigning means public lobbying in support of any candidate during the nomination period and prior to the
commencement of the campaign period; campaign expense means any and all expenditures by or on a
candidates behalf for election advertising, equipment, or other expenditures associated with the campaign;
committee means the group of four (4) people convened to rule on an appeal; Board of Directors means
all voting members of the Students Union Board of Directors as stated in the By-Laws of the Students
Unions Constitution; C.R.O. means the Chief Returning Officer of the Students Union ;D.R.O. means a
Deputy Returning Officer of the Students Union; member means a full or associate member of the
Students Union as setout in the By-laws of the Constitution, unless stated otherwise; Students Union
refers to UBCSUO Okanagan; joke candidate refers to a candidate that chooses not to use his or her given
name, or a reasonable derivative of their given name.

General Election

3. There shall be an annual general election for the Students Union during the month of March

4. A Chief Returning officer shall be selected by Board of Directors, or where Board of Directors is unable, by the
Executive, no less than three (3) weeks prior to the intended date of the election. The Board of Directors, or
where Board of Directors is unable, by the Executive shall also nominate a minimum of three (3) D.R.O.s.

5. Offices contested in the General Election are those which constitute the Students Union Board of Directors
and Executive.

6. Every Member of the Students Union shall be eligible to vote for these positions except the Chief Returning
officer, who shall vote only in the event that two (2) or more candidates receive an equality of votes.

Opening of Nominations & Qualifications

7. Subject to section 3, the deadline for nominations shall be 1600 hours on the Friday before the week of
the campaign period.

8. The Chief Returning Officer shall be responsible for advertising the opening of nominations for those
positions to be contested in the General Election.
41

9. No less than ten days business days prior to the candidates meeting, nomination forms shall be
made available for download via the Students Union website and in the office. The nomination form
shall include:

i. The dates of the election
ii. A list of the positions vacant
iii. The dates for the opening and closing of nominations
iv. A brief description of the nomination process
v. A list of locations where nominating forms can be obtained, and
vi. The name of the C.R.O.

Publication dates allowing, advertising in the Phoenix newspaper shall begin prior to the opening of
nominations.

10. Where the requirements of section 9 have not or can not be met, the C.R.O. shall first determine if other
forms of advertising can reasonably inform Members of the opening of nominations, and where the answer is
affirmative shall use those other forms of advertising.

11. A person who is nominated for a position must be a Students Union member.

Nominations & Qualifications

12. Nomination of candidates shall be in writing, and shall contain:

i. The signature and student identification number of at least ten (10) nominators who shall each be
members of the Students Union;
ii. A signed document indicating the name which they wish to appear on the ballot;
iii. Prior to the close of nomination, the candidate must submit proof from the Registrar attesting that the
candidate is a registered student in good standing, as defined by UBCO.

13. No individual may nominate more than one (1) candidate for the same position, and where a nominator has
done so all of their nominations for that position shall be declared void. There shall be an exception for the
positions of Director at Large, in which an individual may nominate a maximum of two (2) candidates per
campus.

14. No individual may simultaneously contest more than one (1) of the positions listed in section 5 of this policy.

15. Complete nominations, containing all material described in section 21, must be received no later than 1600
hours on the last day of Nomination Week at the Students Union office. It is the sole responsibility of
nominees to ensure the completeness and accuracy of their nominations.

16. Where, at the deadline for nominations, a nomination fails to fully comply with any part of section 12,
the nomination shall be summarily rejected.

17. Where, within three (3) days following the deadline for nominations, a nomination is found by the C.R.O. to fail
to comply with section 12 (a), the nomination of that individual shall be summarily rejected.

18. Following the closing of nominations, the C.R.O. shall immediately schedule a meeting for all candidates.
42

19. All candidates shall attend the candidates orientation session. The C.R.O. may exempt individuals from
attendance under extenuating circumstances, but only if the individual requesting an exemption does so
prior to the meeting, or informs the C.R.O. of an emergency for which no notice could be given. Candidates
notable to attend should arrange for a representative of his/her campaign to be present at the meeting.

20. Where a candidate fails to comply with section 19, the candidate shall be disqualified by the C.R.O.

21. At the candidates meeting the C.R.O. shall:

i. Review elections policy, rules and regulations, and respond to questions about the same;
ii. Announce the time and date of the forum (if there is to be one);
iii. Review specific policy relating to campaign material, table bookings, complaints and appeals.
iv. Clearly state her/his penalty structure for any campaign violations.

22. Following the close of the nominations, and no less than one (1) week prior to the date of the election, the
following information shall be displayed on 11 x 17 posters at no less than fifteen (15) locations at each
UBCSUO campus:

i. The dates of the election
ii. A list of candidates nominated, including the legal names of all candidates and the names, which will
appear on the ballot, displayed alphabetically by position nominated for
iii. Operating hours and locations of polling stations
iv. A brief description of the elections process, and
v. The name of the C.R.O. and D.R.O.s.

23. Following the close of nominations, and no less than one (1) week prior to the date of the election, an
advertisement shall be placed in the student newspaper (publication dates permitting) containing the
information specified in section 26,and a suitable number of like advertisements shall be aired over the
student radio station (if in operation). If the Phoenix publication date does not correspond with the election
times the C.R.O. make seek applicable advertising space elsewhere.

Pre-Campaigning

24. No Member shall campaign prior to the opening of campaigning.

25. Notwithstanding section 28, an individual seeking nomination, or a candidate, may:

i. Solicit nominations from no more than fifty (50) students
ii. Consult privately with other members regarding their campaign
iii. Consult with the C.R.O. or D.R.O.s;
iv. Consult with any official, employee or Executive member of the Students Union or the Institution
v. Privately prepare draft campaign materials
vi. Privately prepare campaign materials
vii. Make any booking or arrangement approved by the C.R.O.
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Campaigning

26. Subject to section 3 (a), campaigning shall begin at 0900 hours on a day selected by the C.R.O. following
Nomination period and shall conclude at the end of the polling period.

27. Each individual candidate is required to act reasonably, responsibly and in good faith, and specifically is
required to:

i. Ensure that all candidates and their volunteers are aware of, and comply with, all policies, rules, and
regulations be responsible to the C.R.O. for the conduct of its volunteers
ii. Report any breach of policy, rule or regulation
iii. Comply with all Institution regulations, including those of Physical Plant and Institution residences
iv. Communicate with Institution officials only through, or with the approval of, the C.R.O.

28. No official student group (i.e. Clubs and course unions registered with the Students Union) shall provide any
campaign with the resources of their group. Where a student group violates this section, the campaign that
benefits from their violation shall be penalized.

The Board of Directors and Executive members are not permitted to actively support any candidate in any
UBCSUO space, including but not limited to the Students Union Offices, Resource Centres, the Student
Pub, the Student Lounge, or Boardroom.

29. Not withstanding section 39, no member of the Board of Directors shall provide any campaign with
the resources of the Students Union.

30. No campaign shall collude with another campaign, whether prior to, during or following the campaign period.

31. Where property belonging to the Institution, the Students Union, or any third party is damaged by any
candidate or volunteer of a candidates campaign, the candidate(s) from that campaign shall be personally
liable for that damage.

32. No individual may campaign:

i. In a business or service owned or operated by the Students Union
ii. Off-campus
iii. In a classroom during a class period without first obtaining the permission of the instructor.

33. Any candidate campaigning during polling shall adhere to the following guidelines:

i. Candidates must remain ten (10) meters away from polling stations during all polling hours
ii. Campaign materials can only be posted and/or distributed at least ten(10) meters away from polling
stations during all polling hours
iii. If candidates and materials our out of the line of sight the space restriction shall be 5 meters rather than
10 meters.
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34. All individuals, including candidates and volunteers, campaigning or attending a forum are required to act in a
reasonable and responsible manner, and specifically no one shall:

i. Prevent a candidate from speaking to another member of the Association by interrupting the
conversation or invading the candidates personal space
ii. Threaten the safety of another individual, including a candidate
iii. Make any public statement, which deliberately misrepresents facts, or is libelous, slanderous, obscene,
or patently unfair to a candidate, and/or campaign.

35. Campaigns may participate in forums organized by other campus groups, but no candidate shall participate
in a forum unless all candidates for a given position have received an invitation to attend and participate.

36. All campaign materials must be approved in form, content and cost by the C.R.O. before they may be used in
a campaign. The C.R.O. shall normally approve campaign material in the form of posters, pamphlets,
electronic or web-based materials, ribbons, and buttons. Only those posters approved by the C.R.O. and
stamped by the Students Union may be displayed on campus grounds.

37. The C.R.O. shall not approve campaign materials which:

i. Contain libel or slander
ii. Are factually incorrect
iii. Violate any federal or provincial statute.

38. Where the C.R.O. determines that campaign material which has not been approved under section 39 of
this policy is being distributed, displayed or used by a candidate, and/or campaign, then the C.R.O. will
order the material immediately withdrawn or removed and shall confiscate the material from the
candidate, and/or campaign for a period of not less than 24 hours.

39. Each candidate shall be allowed to photocopy or manufacture fifty (50) posters free of charge through the
facilities of the Students Union.

i. No poster manufactured for poster boards may be larger than 11 x 17
ii. The acceptance of all other campaign materials shall be decided upon by the C.R.O.

40. Election posters shall only be displayed on UBCSUO and the Institutions bulletin boards, or in such locations
as may be decided upon by the CRO at the time the election is called.

Candidates are responsible for seeking the permission from specific Clubs, course unions or departments on
campus to post campaign materials on bulletin boards pre-designated to these groups on campus.

41. No candidate or volunteer shall cover, remove, alter or deface any campaign poster belonging to any other
campaign.

42. All campaign materials must be removed by 1600 hours on the last day of voting.

43. All campaign material must be removed, and all campaigning activities must end by no less than 12 hours
before the opening of the polls on the first day of voting. Failure to comply will result in disqualification from
the election.
45

44. Campaigning expenditures shall not exceed seventy-five (75) dollars per candidate.

45. Each candidate shall fully disclose his/her campaign finances to the C.R.O. prior to the final day of
campaigning.

46. The Students Union will reimburse each candidate or campaign for up to a maximum of twenty-five
(25) dollars per individual providing that individual completes the election and pending submission of
receipts of campaign expenses. All campaign expenses must be validated by the C.R.O. and/or
UBCSUO Executive member prior to reimbursement.

47. All tables for the use of campaigning shall be booked by the C.R.O. in advance of the all candidates
meeting. All tables shall be designated for the use of candidates via a lottery system at the all candidates
meeting.

i. Candidates shall select a random number upon entering the candidates meeting. These numbers
designate the order of selection of table assignments.
ii. The assignments will run from midnight until 11:59 am, and from 12:00 PM until 11:50 PM respectively.
iii. Candidates will choose table assignments in rotation until all available assignments have been filled.
iv. Candidates may choose to trade table assignments with each other pending approval of the C.R.O.

48. A public forum shall be held on the 4th day of campaigning. The forum shall be open to all students and
shall be held in a lecture room and at a time as designated by the CRO.

i. The forum shall be moderated by the CRO or CRO-designate. The moderator reserves the right to call
questions or discussion out-of-order. The moderator shall take official time and notify the speakers of
their time restrictions.
ii. Speeches will begin with Advocacy Representative candidates, followed by Director-at-Large
candidates, followed by Graduate Student Representative candidates, and then candidates for the
Meeting Chair, ending with Executive candidates. Speeches will be delivered in alphabetical order
according to the last names of the candidates.
iii. Speeches should not exceed 3 (three) minutes in length. Candidates are not required to speak.
iv. All candidates shall be given the opportunity following the last speech to ask one question of any
candidate. Questions should be limited to 30 seconds in length; responses should be limited to one (1)
minute.
v. A 20-minute question period shall follow the candidates question period, during which the public may
ask questions of the present candidates.
vi. All candidates answers should be limited to two (2) minutes.

Voting

49. Each member of the Students Union shall be allowed to cast one (1) secret, non-transferable ballot, and
the ballot will entitle each voter to make one (1) choice for each position, with the exception of the
positions where each voter can choose multiple candidates.

50. Advanced polling stations shall be established in the Students Union offices.
46

51. Voting shall be conducted at locations and times determined by the C.R.O., and the C.R.O. shall advertise the
same.
52. A campaign will be administered by the C.R.O. during voting days encouraging students to vote.
i. The campaign will operate on a budget of $200 as paid for by the Students Union
ii. The campaign will operate impartially.
iii. The campaign will not bear the official colours or logos of any candidates.

53. There shall not be more than one voters list at one campus at one time, unless the C.R.O. determines
otherwise.

54. At each poll there shall be two (2) Poll Clerks in attendance at all times. When, for any reason, only one (1) Poll
Clerk is in attendance, balloting shall cease.

55. Poll Clerks shall not be volunteers or campaign representatives for any participating candidate or campaign.
A list of Poll Clerks must be submitted in writing to UBCSUO no less than twenty-four (24) hours prior to the
established voting days.

56. A candidate shall be declared elected if they receive the most votes for that position.

57. If there is only one (1) candidate standing in for a given position, or if there are four (4) or fewer candidates
standing for a Member at Large position, the electors shall be offered a yes/no choice. The candidate(s) shall
be considered elected if, abstentions ignored, they have achieved a simple majority in the yes/no vote.

58. The C.R.O. shall provide for the secure handling and transportation of ballots.

59. During voting, candidates may encourage voting, but may not campaign. Candidates shall only be present at a
polling station for the purposes of voting.

60. f a candidate, contesting an election as a joke candidate, is elected, that position will be contested in the
event of a by-election. If a by-election does not take place, the said position will be appointed by the Union.

Ballot Counting and Recounts

61. Each campaign is permitted to have one (1) scrutinizer present at the counting of ballots, provided that once
they have entered the room where the counting will take place, they may not leave the facility until the
completion of counting.

62. The C.R.O. or at least one (1) designated D.R.O. shall supervise the ballot counting process, and shall:

i. Post election results within forty-eight (48) hours of all complaints and appeals having been resolved;
ii. Seal ballot boxes until all complaints and appeals have been resolved;
iii. Store the ballots in a locked container or room for a period of at least one (1) week after the last recount
has been completed.
iv. Ensure the ballot counting process be completed the same day it is begun.
47

63. A request for a recount shall be granted where:

i. The request is in writing and signed by a candidate who is contesting the particular position
ii. The request is submitted to the C.R.O. three (3) days of the posting of the election results, weekends
and statutory holidays excluded
iii. The difference between the candidates for any one position is less than three percent (3%) of the total
votes cast for the position
iv. The C.R.O. deems it necessary.

64. The C.R.O. may initiate a recount independently. Upon the decision by the C.R.O. to hold a recount, the
C.R.O. must immediately inform all candidates that a recount will occur.

Breach of Policy

65. The C.R.O. is empowered to investigate and rule upon any breach of this policy

66. Any Member may allege a breach of this policy, or any other policy, rule, regulation or order related
to elections.

67. The C.R.O. shall be responsible for preparing and making available any forms or information pertaining
to policy breaches.

68. No complaint shall be considered by the C.R.O. unless it is in writing and is received within twenty-four (24)
hours of the discovery of the alleged breach and shall include all of the following:

i. The name and student identification number of the complainant
ii. The specific section number that has been breached
iii. The specific campaign or individual, including the C.R.O. that is alleged to be in breach
iv. The specific facts, which constitute the alleged breach
v. The evidence for these facts

69. Where a complaint is received and found to be complete, the C.R.O. shall investigate the facts, and shall
rule on the complaint in writing within twenty-four (24) hours upon the receipt of the complaint. All
allegations of policy violations or misconduct on the part of a candidate or campaign must be received
within two (2) working days of the closing of the polls.

70. Any ruling of the C.R.O. shall be posted at both Students Union offices and shall contain:

i. A summary of the allegation
ii. A summary of the parties to the complaint
iii. Where the C.R.O. fails to possess jurisdiction, a summary of the reasons for this finding
iv. A listing of all applicable policies, rules, regulations, or orders that apply
v. A finding regarding the facts
vi. A ruling regarding the alleged breach
vii. The penalty assigned
viii. The time the ruling was posted ix. The time limit on any appeal
48

71. Where a breach has occurred and that breach has provided an unfair advantage to a candidate and/or
campaign, the C.R.O. shall assign a penalty. Penalties available to the C.R.O. include, but are not limited
to:

i. Fiscal fines to the candidate(s) potential election budget
ii. The confiscation or destruction of campaign materials
iii. Limits, restrictions and prohibitions on any type of campaigning, for any period of time
iv. Disqualification.

72. A campaign or candidate shall be disqualified where they commit a serious breach that:

i. Cannot be counter-balanced by a lesser penalty
ii. Is malicious or substantially prejudicial to another campaign
iii. Involves tampering with ballots, balloting, voting or counting procedures
iv. Involves repeated violations.

73. In the event that the complaint is laid against the C.R.O., the complaint shall be considered by Board of
Directors. Any Board of Directors member will abstain from voting if she/he is in a conflict of interest, as stated
in section 79 of this policy.

Initiating an Appeal

74. Any decision of the C.R.O. may be appealed by any party to the original complaint.

75. An appeal will not be considered unless it is in writing and is received within twenty-four (24) hours of the
ruling being posted and the appeal indicates all of the following:

i. The name and student identification number of the appellant
ii. The ruling being appealed
iii. The reason for the appeal, including specifically any errors in interpretation or application found in the ruling
iv. The ruling sought from the C.R.O.

76. Where an appeal is received and found to be complete, the C.R.O. shall convene a hearing within twenty-four
(24) hours of receiving the appeal.

77. The hearing will be held in front of a Committee, consisting of four (4) students, assembled by the Board of
Directors prior to the commencement of nomination week, and chaired by the C.R.O.

78. The members of the Committee shall not participate if a conflict of interest exists between them and any party to
the appeal. The C.R.O. can expel a member of the Committee if she/he deems the member to be in conflict of
interest.
49

79. A conflict of interest shall include, but is not limited to:

i. Being a running candidate in the said election

80. The Chair shall explain any procedures to be followed to the parties involved, including any time limits
to presentations or examinations.

81. Any party to an appeal may choose to be represented for all or part of the hearing.

Appeal Hearing Process

82. The appellant shall be presented with the opportunity to:

i. Make any oral or written presentations
ii. Call and examine witnesses
iii. Present any evidence.

83. During the appellant presentations and examinations, the Committee may intervene with questions.

84. Following the examination of a witness, the respondent shall have the opportunity to cross-examine.

85. The respondent shall follow the same procedure at the completion of the appellants presentations.

86. The Committee shall offer first the appellant, then the respondent, the opportunity to make a closing
statement.

87. The Committee shall retire for deliberations in camera, and shall rule in writing within twenty-four (24) hours
of the hearing.

88. The C.R.O. will vote only in the event of a tie.

89. All rulings shall be posted, as per section 70, outside the Students Union offices.

90. No appeal exists from a ruling of the Committee on an election matter.

Finalisation of Elections

91. The C.R.O. shall give a written report to Board of Directors no more than two (2) weeks after the close of
the election. Failure to do so will result in a withholding of honoraria.

By-election

92. A by-election must be held for the purpose of filling any vacancies on the UBCSUO Board of Directors with
the exception of the role of the meeting chair.
50

93. The following exceptions shall be made to the Elections Policy for the purpose of a by-election:

i. The nomination period for a by-election shall last 5 business days.
ii. Campaigning shall last 4 business days, and shall begin the business day following the end of the
nomination period.
iii. Voting shall take place the business day following the end of the campaign period and shall be open for
a minimum of 10 hours. The voting period will last only one business day.

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