Policy Manual 2014

8/13/2019 Policy Manual 2014

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LICY

POLICYMANUAL


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Poster Policy

1.0 Purpose1.0.1.

Promotions are an important part of all activities and services on campus and serve to inform students ofupcoming events in the university community and the community at large. There is, however, a limited amount ofbulletin 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 andcommercial entities. This will allow for a system of preferential postings.

1.1 Terms of Reference1.1.1.

On campus organizations shall include all campus student groups recognized as being UBCSUO Ratified aswell as UBCSUO (UBCSUO); the Phoenix; the Womens Resource Centre; the Pride Resource Centre; theAboriginal Students Resource Centre; and all University of British Columbia Students Union - Okanagandepartments, 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 onbulletin boards under the jurisdiction of the Students Union

1.2 Statement of Principles1.2.1.

To be eligible for approval any and all posters must not be in violation of the Canadian Bill of Rights, the CanadianCharter 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 onthe basis of sex, sexual orientation, age, race, colour, religion, creed, ancestry, citizenship, nation or origin, ethnicorigin, marital status, criminal record, mental or physical disability, economic or social status, or employment shalbe grounds for denial or approval.


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1.3 Bulletin Board Regulations1.3.1.

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 officemanagers.

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 studentgroup.

1.3.2.

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

DateApplying Organization Contact Name MailingAddress Phone Number (Daytime / Evening) E-mailAddress Signature

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

1.3.4.

No poster shall be larger than eleven (11) inches by seventeen (17) inches unless permission is granted by the Boardof Directorsof 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 initiallyauthorized. All posters authorized during a particular calendar month will be removed during the last business day ofthe 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 ResourceCentre; 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 isoutdated or unstamped, the poster must be removed to make room for the current poster. Rearranging of postersis 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 bystaples 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 entireExecutive Committee for examination of content. If the poster is deemed to be harassing in nature by theExecutive Committee the poster shall be banned from all boards. If the Executive cannot decide on the matterthe 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 shallbe removed from any board that it has been posted on and at which time it will go before the entire ExecutiveCommittee for examination of content. If the poster is deemed to be harassing in nature by the ExecutiveCommittee the poster shall be banned from all boards. If the Executive cannot decide on the matter the posterwill then go before the Board of Directors.

1.4 Enforcement1.4.1.

Enforcement of this policy lies with:

i. Student Union Staffii. The Board of Directorsiii. 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 theoffender including:

i. Removal of posters and formal indication of sameii. Permanent denial of authorizationiii. Loss of ratified status in the case of Campus Student Groups, andiv. Legal action as required.

1.5 Appeals1.5.1.

Disputes involving denial or approval shall first be referred to the Executive Committee. The Executive Committeeshall 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 ofDirectorsmust be submitted in writing to the President, who shall report said appeal to the Board of Directors at thefirst meeting after the receipt of the appeal. The appeal must state the names(s) of the individuals filing the appealand the Students Union(s) or organization(s) where applicable. The appeal must also state the reason for the appealas 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 Purpose2.0.1.

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

2.1 Meals2.1.1.

Employees or members claim a thirty-five dollar ($35) per diem meal allowance for each day spent off-campus onapproved 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 Accommodations2.2.1.

Should Union business require members to spend one or more nights stay away from home, accommodationexpenses 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 throughthe 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. Noreceipts are needed, but odometer readings may be required to verify actual distance travelled. Per kilometer ratesare set by the Executive. Claims based on actual expenses incurred must be accompanied by receipts for such itemsas 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, withcomplete documentation attached.


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Honoraria Policy

3.0 Purpose3.0.1

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

3.1 Categories3.1.1.

There shall be three (3) categories of honoraria:

i. Executive

ii. Board of Directorsiii. Member

3.2 Eligibility3.2.1.

In order for an Executive or Board of Directors member to be eligible for honoraria, he/she must show a sincerecommitment 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 daysprior to the end of the month to the Executive. Failure to comply with this will result in a partial or complete loss ofhonoraria.

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 positioniii. Post his/her office hours in the UBCSUO officesiv. Maintain posted office hoursv. Complete each task set forward by the Board of Directors and the Executivevi. 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 businessii. Attend and volunteer for at least two UBCSUO special events per monthiii. Complete each task set forward by the Board of Directors and the Executiveiv. 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 weekii. Attend and volunteer for at least two UBCSUO special events per monthiii. 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 Executivev. 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 Chairpersonii. Attend and volunteer for at least two UBCSUO special events per monthiii. Complete each task set forward by the Board of Directors and the Executiveiv. Follow the job requirements as outlined in the By-Laws

3.2.9.

The Executive Chair shalli. Be elected out of the Executiveii. Chair all UBCSUO Executive meetingsiii. Prepare all Executive agendas, minutes, and all other clerical and technical work not addressed by the

Constitution or By-lawsiv. 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 theExecutive 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 ifdone 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 orpromoting any aim or purpose of UBCSUO through the direction of UBCSUO or through other acceptableavenuessuch as Clubs, participation on UBC and/or UBCSUO committees, or in any other manner that enhancesstudent 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 ofstudent life.

3.3 Executive Honoraria3.3.1.

The Executive will consider submissions for honoraria and determine whether Executive and Board of Directorsmembers 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 beas follows:

i. $1350 per calendar month for the Executiveii. $155 per calendar month for the Advocacy Representatives and Directors at Largeiii. $140 per calendar month for the Meeting Chairiv. $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 ServicesCoordinator who will only receive half of his/her remuneration in May and all of it inAugust.

3.3.7.

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

3.4 Member Honoraria3.4.1.

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

i. The name of the person submitting the request

ii. The person who is being named as deserving of honorariaiii. Justificationiv. The amount of honoraria suggested

3.4.2.

Written nominations for honoraria will be reviewed by the Executive and brought forward to the next regularlyscheduled 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 anyone 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 Honoraria3.5.1.

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

i. It proves impossible to fill the vacant position by election or appointmentii. Honorarium shall not be awarded more than once per semester

iii. Such honorarium shall not exceed the monthly value of that positioniv. The resolution is approved by a!vote by the Board of Directorsv. No remuneration is received from any other source related to the activities, wh ich 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 policyii. The member has not neglected his/her Board of Directors duties to participate in the activities for which the

honoraria is being considerediii. 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 Appeals3.6.1.

Any member of the Students Union has the right to challenge any disbursement of honoraria to any receivingindividual(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 wasissued.

3.6.3.

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

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 Purpose4.0.1.

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

4.1 Definitions4.1.1.

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 groundsidentified in article two subsection a, that adversely effects specific individuals or groups, and which oughtreasonably to be known to be unwelcome or unwanted, offensive, intimidating, hostile, abusive, unfair, ordemeaning.

4.1.3.

Harassment has the effect or purpose of unreasonably interfering with a persons or groups status orperformance, 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 anotherperson or group

ii. Such treatment has the effect or purpose of offending or demeaning a person or group of persons onthe 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 ofoffensive material, threats, verbal or physical assault, hazing, stalking, and shunning or exclusion relatedto 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 groupwho 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 orworking environment.


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4.1.5

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

i. Submission to or rejection of such conduct is made explicitly or implicitly a term or condition of anindividuals or groups status within the Students Union and its counterparts, living conditions,

employment, or activities offered by the Students Unionii. Such conduct interferes with an individuals or groups learning, living, social or working environmentiii. 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, butnot 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 suggestiveor 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 thesame, persistent unwanted or unwelcome contact or attention after the end of a consensual relationship, unwanted orunwelcome touching, verbal abuse or threats, stalking and sexual assault.

4.2 Procedures4.2.1.

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 violationof 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 bein violation of this policy.

4.2.4.

If deemed appropriate and/or necessary by the Students Union, the Institutions Human Rights and ConflictResolution 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 passionsfor 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, andfaculty. 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, nationaorigin, 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 thClub 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 unlessapproved 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 membershifees 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 generameeting 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 sameposition and may have a different name, but the duties as they appear in this policy must be clearly outlined in the Clubsconstitution

5.2.8

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

a. Must be familiar with Roberts Rules of Orderb. Scheduling and chairing Club Executive meetingsc. Scheduling and chairing Club annual general meetingsd. Approving all Club expenditures (except when the president is the recipient of Club expenditures)e. Assisting the Treasurer in preparing the annual budgetf. 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 Coordinatorb. Preparing a financial Summary at the end of each year and submitting it to the UBCSUO Services Coordinatorc. 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 theUBCSUO when required

b. Assist the President in preparing agendas for Executive and Annual General Meetingsc. 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 andfederal 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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5.4.1

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 aleast 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 postedoutside 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 andposted 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 territoryb. Speakers businessc. Approval of minutes from the previous General Meetingd. Approval of Agenda

e. Presentation of a financial report for the previous year allowing for questions from the Club membershipf. Presentation and ratification of a budget for the current yearg. Presentation and ratification of the Clubs Summary Report for the previous yearh. Presentation and ratification of the Clubs Development Plan Reporti. Old business from the previous General Meetingj. New business including any motions served to the Meeting Chair by any Club Member with due noticek. Any and all additional documentation attached in an information package

5.4.7

A General Meeting agenda shall include:

a. Recognition that proceedings are on the Okanagan peoples territory

b. Speakers businessc. Approval of minutes from the previous General Meetingd. Approval of Agendae. Old business from the previous General Meetingf. New business including any motions served to the Meeting Chair by any Club Member with due noticeg. Any and all additional documentation attached in an information package


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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 greatemust 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 thaClub.

5.5.8

A designated member of the Executive of a Club who is not a candidate in the election, or a designated Executive fromanother 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 ReturningOfficer(s) (DRO)

5.5.10

CRO duties include:

a. Accepting nominations, and verify that all nominees are eligible before they are declared candidatesb. 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 electiond. Email the list of candidates, the position they are running for, and their campaign paragraph (if there was nocampaign period) to all members and the UBCSUO Services Coordinator at the beginning of the campaign periodor 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 Clubwho are also members of the UBCSUO are voting

f. Counting the ballotsg. Record the vote counts and submit them to the Club Executive and the Services Coordinator of the UBCSUOh. Submit the official results to the UBCSUO Services Coordinator

5.5.11

Notice of election must include:

a. The Name of the Clubb. Name, position, and contact information of the CROc. The date, time, and Location of the electiond. 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 nameb. Nominees student numberc. Position being nominated ford. 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 Executiveposition 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 Executivepositions until 3 positions are filled.

5.5.15

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

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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. Othervii. 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 Assetsii. Membership feesiii. UBCSUO Grantsiv. Sponsorshipv. Fundraisersvi. Othervii. Total

b. Budgeted and actual expenses from:i. Amortizationii. Equipment/Materials (specific to the aims and purposes of the Club)iii. Insuranceiv. Eventsv. Promotion and marketing (of events or the Club itself)vi. Skill development (that enhance the Clubs ability to achieve its aims and purposes)vii. Otherviii. 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 forUBCSUO Grant Funding

5.6.9

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

5.6.10

A Clubs Annual Development plan should include:a. The Clubs name and current Executive members names and positionsb. The Clubs aims and purposes as they appear in the Clubs Constitutionc. 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 termd. A brief description of how a goal will contribute to achieving the Clubs aims and purposes, no more that 100 word

each, for a maximum of 500 wordse. 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.


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5.6.11

An Annual Club Summary Report must be approved by the Club Executive and submitted to the UBCSUO by April 30tho

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 themost 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 Clubb. The current Executive members names and positionsc. The aims and purposes of the Club as they appear in the Clubs constitutiond. An assessment of the goals in the Clubs most recent Annual Development Plane. A description of successes in achieving the aims and purposes the Club experienced that year, whether or not the

are related to the goalsf. A description of challenges in achieving the aims and purposes the Club experienced that year, whether or not the

are related to the goalsg. Recommended goals for the following yearh. Other recommendations for the incoming Executive membersi. 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 theClub and receive the registration form, Signing authorities form, a Club Constitution and Bylaws outline, an Executivemembers 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 membersincluding 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 pla(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 makethe 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 forRatification.


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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 proposeClub. 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 completeb. To what degree the Club furthers the mission of the UBCSUOc. The feasibility of the Club achieving its aims and purposesd. There is adequate justification for requiring Club statuse. Demonstration of future membership and financial sustainabilityf. 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 Executivemember 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 beeapproved 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 prioto 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 fundwill 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 newExecutive for that Club has been elected.

5.9 Finances

5.9.1All 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 andexplaining the expenditure. The cheque shall be made ready, pending final approval by UBCSUO Executive signingauthorities.


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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 renewstheir 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 financialcapital. The UBCSUO also recognizes that the funding needs of Clubs surpasses the funding available from theUBCSUO, 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, whileencouraging 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 Feesb. Sponsorshipc. 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 Clubfunding grants

5.10.4

The Services Coordinator will inform all Clubs of any new UBCSUO Club Funding Grant application deadlines at least 6weeks 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) shabe 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 andDevelopment plans, demonstrate sustainable long term planning, and have demonstrate reliable spending in the past.


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5.10.7All 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 grantc. General Projects funding Grantd. Renewing Grante. 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 toachieve 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 servicescoordinator. If the Services coordinator fails to set a deadline, all applications received prior to November 1

stwill be

considered.

5.10.9.4

The Equipment grant application must include:

a. The completed UBCSUO Equipment Grant Application Formb. 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 Clubb. 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 thadocumented in the application.

5.10.9.7

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


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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 acquireknowledge that will promote the development of the Club and/or its members in a way that furthers its aims and puposesFunding from this grant will not contribute to the maximum grant funding cap of a Club in order to potentially give Clubsthat 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 theservices coordinator. If the Services coordinator fails to set a deadline, all applications received prior to October 1

stwill b

considered in the first semester, and all application received prior to January 1stwill 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 opportunityc. 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 itsaims and purposes

b. Provide strong justification for pursuing the proposed opportunity over other methods of acquiring the sameknowledge

c. Proposal is for opportunities that are likely to benefit the Club as a whole over those that exclusively benefit currenmembers 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 tothe UBCSUO Executive Committee, including updated documentation. The Executive Committee may allow a change tothe 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 atimeline 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 21days prior to a Board of Directors meeting.


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5.10.11.3The 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 Formb. A budget, including all revenues and expenses for the project

c. As much documentation supporting the proposed budget as possible

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 purposeb. The budget shows a positive Net totalc. The number of students who will likely receive benefits from the projectd. Demonstrate the contribution the project will make towards the Club achieving its aims and purposes if the Net tot

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 tothe UBCSUO Executive Committee, including updated documentation. The Executive Committee may then chose tochange 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 ordesignate prior to it being posted and/or distributed. Any literature posted or distributed by a Club is subject to the UnionPolicy 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 UBCSUvisibly.


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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

!".5 A(,:,*&>&2

5.12.1

Clubs may be afforded the following privileges:

a. Access to Club Funding Grants (see policy 5.10)b. Room and Space bookingc. Booking the Well Student Pubd. Printing of Club materials

e. Insurance Coverage under the UBCSUOf. 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 theUBCSUO 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 ServicesCoordinator.

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 eventc. Are for the purposes of fundraising for the Club over other purposesd. Allow for the public to access the pub over events exclusive to a certain Club or groupe. 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


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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 theUBCSUO; The Name and Logo of The Well Pub; the date and start time of the event; ticket prices (if applicable); and anprearranged 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 onlybe conducted if representatives of the hosting Club are present to assist, and arrangements must have been finalized atleast 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 themby the UBCSUO.

5.12.4.2

All printing for Clubs wil l be completed by noon of the last business day of each week


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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 printefor 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 verifwhether 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 fi ll out the Club Barbeque form at the front desk othe 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 behavein a manner that is detrimental to or jeopardizes the reputation of the UBCSUO, The UBCSUO Board of Directors has thauthority to take measure it deems necessary to rectify the situation.


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5.13.2

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

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 privilegesuntil 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 majoritvote at a UBCSUO Board of Directors meeting (unless the Club is in debt)


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Policy Manual 2014

Documents

Transcript of Policy Manual 2014