AMS Assembly
September 12th 2013
Robert Sutherland Hall Room 202
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Agenda
1. Approval of Agenda of the meeting of September 12th 2013 [Motion 1]
2. Approval of Minutes of the meeting of April 4th, 2013 [Motion 2]
3. Speaker’s Business
4. Guest Speaker
5. President’s Report - President Eril Berkok
6. Vice President’s Report
a. Operations - Vice-President Nicola Plummer
b. University Affairs - Vice-President Thomas Pritchard
7. Board of Director’s Report - Chairman Rico Garcia
8. Student Senator’s Report - Senator Isabelle Duchaine
9. Rector’s Report - Rector Nicholas Francis
10. Student Trustee’s Report - Undergraduate Trustee Andrew Aulthouse
11. Statements by Members
12. Question Period
13. Business Arising from the Minutes
a. That AMS Assembly approve the second reading of the amendment to the AMS
Constitution, Section 19: Transition, as seen in Appendix A: Lost in Transition. [Motion 3]
b. That AMS Assembly approve the second reading of the amendment to the AMS
Constitution, Section 2: The Society and Executive of the Society, as seen in Appendix B: No
More Years. [Motion 4]
c. That AMS Assembly approves the second reading of the amendment to the AMS
Constitution Section 10.02.02, as seen in Appendix C: NAD. [Motion 5]
d. That AMS Assembly approve amendments to Policy Manual 1 Section 8, Part B: AMS Space
Designation and Part C: Club Space Allocation, as seen in Appendix D: Space Is Neat.
[Motion 6]
e. That AMS Assembly approve the removal of policy Manual 2, Section 8: Bus-It Working
Group, as seen in Appendix E:Bus-It. [Motion 7]
f. That AMS Assembly approve the creation of Policy Manual 2 Section 9: Undergraduate
Student Trustee, as seen in Appendix F: Trust. [Motion 8]
g. That AMS Assembly approve amendments to Policy Manual 1, Section 2 Part A: Assembly
Policy, as seen in Appendix G: Assembly Votes. [Motion 9]
14. New Business
a. That AMS Assembly reaffirm the ratification of Jacob Trenholm as the Marketing Officer for
the 2013-2014 year. [Motion 10]
b. That AMS Assembly reaffirm the creation of the position of Kingston Opportunities Officer
under the Municipal Affairs Commission, as seen in Appendix H: Kingston Opportunities
Officer. [Motion 11]
c. That AMS Assembly reaffirm the amendments to AMS Policy Manual 3 Section 9 Part D as
seen in Appendix I: Sustainability Action Fund [Motion 12]
d. That AMS Assembly reaffirm the creation of the position of Clubs Street Initiative Chair and
Committee Member, as seen in Appendix J: CSI [Motion 13]
e. That AMS Assembly approve amendments to the AMS Hiring Policy and Procedures
Manual as seen in Appendix K: AMS Hiring Amendments [Motion 14]
f. That AMS Assembly approve amendments to the Employee Policy and Procedures Manual
as seen in Appendix L: AMS Employee Amendments [Motion 15]
g. That AMS Assembly ratify Christopher Parker to the position of Chief Returning Officer for
the 2013-2014 year. [Motion 16]
h. That AMS Assembly ratify Eddie Burroughs to the position of Judicial Affairs Deputy for the
2013-2014 year. [Motion 17]
i. That AMS Assembly ratify Kristen John to the position of Judicial Affairs Deputy for the
2013-2014 year. [Motion 18]
j. That AMS Assembly ratify Claire Cathro to the position of Judicial Affairs Deputy for the
2013-2014 year. [Motion 19]
k. That AMS Assembly ratify Alexandra Jockwig-Welsh to the position of Judicial Affairs
Deputy for the 2013-2014 year. [Motion 20]
l. That AMS Assembly ratify Deng Pan to the position of Judicial Affairs Clerk for the 2013-
2014 year. [Motion 21]
m. That AMS Assembly appoint ______ and ______ to serve as AMS representatives to the SLC
Council 2013-2014. [Motion 22]
n. That AMS Assembly approve the creation of the position of Recruitment Committee
Member under the Human Resources Office, as seen in Appendix M: Recruitment
Committee. [Motion 23]
o. That AMS Assembly approve the first reading of the amendments to Section 5.06 of the AMS
Constitution, as seen in Appendix N: Shaking it up [Motion 24]
p. That AMS Assembly approve the goal plan of the Municipal Affairs Commission for 2013-
2014, as seen on the Assembly Dropbox. [Motion 25]
q. That AMS Assembly approve the goal plan of the Academic Affairs Commission for 2013-
2014, as seen on the Assembly Dropbox. [Motion 26]
r. That AMS Assembly approve the goal plan of the Social Issues Commission for 2013-2014, as
seen on the Assembly Dropbox. [Motion 27]
s. That AMS Assembly approve the goal plan of the Campus Activities Commission for 2013-
2014, as seen on the Assembly Dropbox. [Motion 28]
t. That AMS Assembly approve the goal plan of the Commission of Internal Affairs for 2013-
2014, as seen on the Assembly Dropbox. [Motion 29]
u. That AMS Assembly approve the goal plan of the Commission of Environment &
Sustainability for 2013-2014, as seen on the Assembly Dropbox. [Motion 30]
v. That AMS Assembly approve the creation of an ad hoc Assembly committee to review the
results of the FIPPA Request filed by the ASUS Executive for Queen's Event Services.
[Motion 31]
15. Discussion Period
a. Volunteer Positions for AMS Assembly
AMS Assembly
Thursday, April 4th, 2013
Wallace Hall, JDUC
-------------------------------------------6:30pm-----------------------------------------
Motion Sheet
1. Moved by: Kristen Olver
Seconded by: Thomas Pritchard
That AMS Assembly approve the agenda for the Assembly meeting of September 12th, 2013.
2. Moved by: Kristen Olver
Seconded by: Thomas Pritchard
That AMS Assembly approve the minutes for the Assembly meeting of April 4th, 2013.
3. Moved by: Eril Berkok
Seconded by: Thomas Pritchard
That AMS Assembly approve the second reading of the amendment to the AMS Constitution, Section 19:
Transition, as seen in Appendix A: Lost In Transition.
4. Moved by: Eril Berkok
Seconded by: Thomas Pritchard
That AMS Assembly approve the second reading of the amendment to the AMS Constitution, Section 2:
The Society and Executive of the Society, as seen in Appendix B: No More Years.
5. Moved by: Kristen Olver
Seconded by: Thomas Pritchard
That AMS Assembly approves the second reading of the amendment to the AMS Constitution Section
10.02.02, as seen in Appendix C: NAD.
6. Moved by: Derrick Dodgson
Seconded by: Mira Dineen
That AMS Assembly approve amendments to Policy Manual 1 Section 8, Part B: AMS Space
Designation and Part C: Club Space Allocation, as seen in Appendix D: Space Is Neat.
7. Moved by: Nicola Plummer
Seconded by: Kristen Olver
That AMS Assembly approve the removal of policy Manual 2, Section 8: Bus-It Working Group, as seen
in Appendix E:Bus-It.
8. Moved by: Lauren Long
Seconded by: Mira Dineen
That AMS Assembly approve the creation of Policy Manual 2 Section 9: Undergraduate Student Trustee,
as seen in Appendix F: Trust.
9. Moved by: Alex Marshall
Seconded by: Kristen Olver
That AMS Assembly approve amendments to Policy Manual 1, Section 2 Part A: Assembly Policy, as
seen in Appendix G: Assembly Votes.
10. Moved by: Eril Berkok
Seconded by: Nicola Plummer
That AMS Assembly ratify Jacob Trenholm as the Marketing Officer for the 2013-2014 year.
11. Moved by: Eril Berkok
Seconded by: Catherine Wright
That AMS Assembly reaffirm the creation of the position of Kingston Opportunities Officer under the
Municipal Affairs Commission, as seen in Appendix H.
12. Moved by: Eril Berkok
Seconded by: Thomas Pritchard
That AMS Assembly reaffirm the amendments to AMS Policy Manual 3 Section 9 Part D as seen in
Appendix I: Sustainability Action Fund.
13. Moved by: Eril Berkok
Seconded by: Kristen Olver
That AMS Assembly reaffirm the creation of the Clubs Street Initiative Chair and Committee Member, as
seen in Appendix J: CSI.
14. Moved by: Theresa Hillis
Seconded by: Nicola Plummer
That AMS Assembly approve amendments to the AMS Hiring Policy and Procedures Manual as seen in
Appendix K: AMS Hiring Amendments.
15. Moved by: Theresa Hillis
Seconded by: Nicola Plummer
That AMS Assembly approve amendments to the Employee Policy and Procedures Manual as seen in
Appendix L: AMS Employee Amendments.
16. Moved by: Kristen Olver
Seconded by: Thomas Pritchard
That AMS Assembly ratify Christopher Parker to the position of Chief Returning Officer for the 2013-
2014 year.
17. Moved by: Apollonia Karetos
Seconded by: Kristen Olver
That AMS Assembly ratify Eddie Burroughs to the position of Judicial Affairs Deputy for the 2013-2014
year.
18. Moved by: Apollonia Karetos
Seconded by: Kristen Olver
That AMS Assembly ratify Kristen John to the position of Judicial Affairs Deputy for the 2013-2014
year.
19. Moved by: Apollonia Karetos
Seconded by: Kristen Olver
That AMS Assembly ratify Claire Cathro to the position of Judicial Affairs Deputy for the 2013-2014
year.
20. Moved by: Apollonia Karetos
Seconded by: Kristen Olver
That AMS Assembly ratify Alexandra Jockwig-Welsh to the position of Judicial Affairs Deputy for the
2013-2014 year.
21. Moved by: Apollonia Karetos
Seconded by: Kristen Olver
That AMS Assembly ratify Deng Pan to the position of Judicial Affairs Clerk for the 2013-2014 year.
22. Moved by: Eril Berkok
Seconded by: Nicola Plummer
That AMS Assembly appoint _____ and _____ to serve as AMS representatives to the SLC Council
2013-2014.
23. Moved by: Theresa Hillis
Seconded by: Nicola Plummer
That AMS Assembly approve the creation of the position of Recruitment Committee Member under the
Human Resources Office, as seen in Appendix M: Recruitment Committee.
24. Moved by: Kristen Olver
Seconded by: Thomas Pritchard
That AMS Assembly approve the amendments to Section 5.06 of the AMS Constitution, as seen in
Appendix N: Shaking It Up.
25. Moved by: Catherine Wright
Seconded by: Thomas Pritchard
That AMS Assembly approve the goal plan of the Municipal Affairs Commission for 2013-2014, as seen
on the Assembly Dropbox.
26. Moved by: Alison Williams
Seconded by: Thomas Pritchard
That AMS Assembly approve the goal plan of the Academic Affairs Commission for 2013-2014, as seen
on the Assembly Dropbox.
27. Moved by: Michelle Williams
Seconded by: Thomas Pritchard
That AMS Assembly approve the goal plan of the Social Issues Commission for 2013-2014, as seen on the
Assembly Dropbox.
28. Moved by: Gareth Savage
Seconded by: Thomas Pritchard
That AMS Assembly approve the goal plan of the Campus Activities Commission for 2013-2014, as seen
on the Assembly Dropbox.
Moved by: Kristen Olver
Seconded by: Thomas Pritchard
That AMS Assembly approve the goal plan of the Commission of Internal Affairs for 2013-2014, as seen
on the Assembly Dropbox.
29. Moved by: Colin Robinson
Seconded by: Thomas Pritchard
That AMS Assembly approve the goal plan of the Commission of Environment & Sustainability for
2013-2014, as seen on the Assembly Dropbox.
30. Moved by: Scott Mason
Seconded by: Irfan Tahiri
That AMS Assembly approve the creation of an ad hoc Assembly committee to review the results of the
FIPPA Request filed by the ASUS Executive for Queen’s Event Services.
President’s Report to Assembly
Eril Berkok
September 12th, 2013
Hello members of Assembly,
Hope all has been well and that you are as excited as I am to get knee deep into the fall semester! Here
are some choice updates.
Marketing Office Revamp
This year we have decided to take the Marketing Office in a brand new/old direction. In the past three
years it has focused much of its attention on the AMS visual identity – producing materials for various
departments, setting new standards, etc. In an effort to become a more research driven society, Jacob
(the new Marketing Officer, per Assembly ratification) and I are positioning the office as a market
research department. Over the course of the semester we will be developing a framework through
which the society can do research that will substantiate our advocacy stances and provide our services
with quality, statistical customer feedback. The visual design portfolio will remain but be outsourced to
Yearbook & Design Services and we will continue to ensure the visual brand identity is up to date via
discussions at Board of Directors and other bodies.
OMB Appeal
Over the course of the summer Thomas, Catherine, and I have been working to develop partnerships
with other campus and community organizations in order to ensure the strongest possible appeal at
the lowest possible cost. The Sydenham District Association, which represents residents within the
Sydenham electoral ward, have been working closest with us and our legal counsel to determine how
we can divide costs and efforts to raise awareness and strengthen the appeal. As they are filing a
similar but different appeal to the same by-law, they have been seeking out parties to declare as
participants in their appeal. We have been doing the same and have the Society for Graduate &
Professional Students, the St. Lawrence College Students’ Association, and the Queen’s University
Faculty Association as declared participants in our own appeal. The showing of support for the two
appeals, especially after this Monday’s pre-hearing, has been heartwarming. Traditionally, Queen’s
students and the near-campus residents of Kingston have lacked for opportunities to collaborate, but
this is a shining example of communities coming together for the betterment of everyone.
Homecoming
The Executive and I have been working diligently to ensure that the safety and reputation of Queen’s
students on the Homecoming weekends are a top priority when it comes to their planning and
execution. Over the course of the summer we did have discussions with the administration as to how
student-based programming, particularly involving the interactions between students and alumni,
could be incorporated in a large-scale manner on both weekends. Though we were on the track to
achieving some success in terms of incorporating that into this year’s Homecoming, it became evident
that the administration would not go forward with these plans until next year.
I have been working with the Marketing and Communications Officers on a communications plan for
the coming month to ensure that students are aware of the context in which Homecoming returns and
how best they can have fun while staying safe. I will update Assembly as we make progress on this
initiative.
MnO Renegotiation
Earlier in the summer, Nicola halted the renegotiation of the management and operations agreement
that governs the operations of the Student Life Centre (JDUC, Queen’s Centre, MacBrown Hall, and the
Grey House). Because of a large amount of turnover within the AMS, we felt that it would be hasty to
proceed with renegotiations being at such a disadvantage for institutional memory. Given that the
agreement has not been properly rethought since the opening of the Queen’s Centre, we felt that it was
time to look into it beyond simple clarifications. I will be educating myself as to the history of the
project and the original intentions as laid out by the AMS, and will be resuming negotiations in mid-
October.
Strategic Enrolment Management Group
This group began meeting in August in order to determine a course of action moving forward for the
development of a long-term enrolment plan. In our last meeting earlier last week, the first draft of a
discussion paper was put forward to the committee for feedback. This discussion paper will be posted
for the benefit of the greater campus community as the group itself moves forward on consultations.
Consultations will begin with town halls from the Senate Committee on Academic Development,
taking place on September 24th and 25th from 6-8pm at a location TBD. It will also be taking place at the
joint Board of Trustees/Senate retreat on October 5th, and then also at University Council on the
weekend of October the 19th. There will be multiple opportunities to comment throughout.
The enrolment of our university is an especially important topic. The number of students that we want
our institution to have determines almost every other factor here, including: student-faculty ratio,
space needs, demand for student support services, and many others. Given its importance, I highly
encourage you to check out the website here: http://www.queensu.ca/provost/enrolmentplanning.html
and to ask me questions as I am the sitting representative on this group.
Campus Master Plan
Started earlier last year, this will be the plan going forward for the next 10-50 years that will determine
the physical shape of our campus. It will be documenting underlying principles and more specific
plans as to how our space needs (of all kinds, not just teaching) will be addressed. Over the past year,
vision, principles, guidelines, and near-term initiatives have been drafted, and a campus community
open house will be forthcoming sometime in October or November. An actual draft is currently
underway, and a final draft is expected to be passed by the Board of Trustees in February. As I am the
sitting AMS representative on this group, please let me know if you are interested to know more.
Library Counting Application
As was talked about by last year’s Executive, the AMS planned to set up an online application that
displays the number of occupants within Stauffer library. I am pleased to report that the equipment is
installed and the software documentation has been provided to us with which to write the application.
A finalized agreement between the Library and the AMS is nearly sorted out, and the application itself
should be done sometime within the next month or so for everyone’s benefit.
Alumni Council
Also mentioned last year was the restarting of Alumni Council, which is an advisory body to the
Executive comprised of alumni at least 5 years out from the AMS. I have sat down with our
Information Officer and restructured the council to make it a leaner group and to have it co-chaired by
the AMS Honourary President. I am hoping to have those changes coming to the next Assembly along
with a nominee for Honourary President. Once that’s over and done with we will proceed with having
it populated.
Annual Report
This year’s annual report will cover the 2012-2013 year’s activities and will provide an overview of
everything that occurred. Final numbers and statements are forthcoming from the auditing process and
once those are in, the writing process will be underway. Our Communications Officer has begun
already on formatting and preliminary writing and it should be ready well ahead of this term’s
corporate general meeting.
Canada Student Horizons Group
The Canada Student Horizons Group is a shareholding company representing four stakeholder groups:
University of Alberta Students Union, The Alma Mater Society of the University of British Columbia,
the University Students’ Council of University of Western Ontario, and the Alma Mater Society of
Queen’s University. CSHG owns a 24% share in a student travel agency called Travel CUTS, and we
have been receiving royalties from these shares on an annual basis for a number of years. I was elected
President of the organization and we held a meeting earlier in the summer. At this point we are
anticipating a significant sum of funds receivable towards the end of the semester. I will update
Assembly as this matter plays out over the coming months.
Officer Redistribution
Over the course of the summer it was determined that a best fit for the internal organizational structure
was to have all five officers (IT, Human Resources, Marketing, Communications, and Student Centre)
report to the President. Given the positioning of the President and the officers in between the two sides
of the organization (government and corporate) it made sense to place them together for philosophical
congruence and for developing synergies. Additionally, given the nature of the President’s advocacy
and the players involved in the governance of the Student Life Centre, this also made sense. Finally,
this will give an opportunity for the portfolio of the Vice-President Operations to expand back into
duties it used to perform but couldn’t in the past few years.
Cheers to many exciting weeks to come,
Eril Berkok
Vice-President (Operations) Report to Assembly
Nicola Plummer
September 12th, 2013
Welcome home members of Assembly!
I hope each and every one of you had a fantastic summer and are ready for a meaningful and
productive year! The AMS Office was buzzing this summer with fantastic ideas and change, and I am
thrilled to welcome students back to campus. In this week’s report, I will highlight a few of the projects
I worked on in the summer and upcoming issues on my desk.
Goal Planning | This year I worked closely with Annette Paul (AMS Executive Director) and the
Directors to overhaul how we goal plan in each of the services. A new document and methodology was
created and we saw considerable positive feedback from the AMS Board of Directors. I am happy with
the work of the Head Managers and their management teams, and I am very optimistic that our
services will enjoy significant success in the coming year.
Budgeting Process | All of our budgeting for services, offices, and commissions has been completed.
Annette and I are finalizing the drafting of the additional budgets that fit within our consolidation.
This includes: the four restricted funds, General Office, Assembly, etc. I am aiming to have the
Consolidated Budget finished by next week at which point it will be presented to Assembly following
the presentation of last year’s actuals at the Fall Corporate General Meeting. I worked really closely
with Annette to change the way we approach budgeting and clean up some of the practices that had
gone on for the past three years. I am also looking to provide more clarity in my presentations to
Assembly on how the AMS finances work and encourage questions at any time should there be any
confusion. I am committed to providing a transparent and clear approach to the Society’s finances.
Service Changes | As you will have seen, it was a busy summer for the Corporate side of the AMS. I
will highlight a few of the larger changes to the services and allow the Directors to expand further in
their reports. The Common Ground renovated and updated their JDUC location and have reopened it
as The Brew by Common Ground. TAPS went through a rebranding of Alfie’s to The Underground.
Walkhome saw a significant culture change, with a more patron-centric approach from the
management team. P&CC went through a rebranding of their visual identity standards and introduced
a new colour printer for production jobs along with a new photo printer. SMART is now experiencing
its first year on the Corporate side and we will continue to update Assembly on the status of this shift.
QTV went through a rebranding of their visual identity standards and has now developed a more
extensive relationship with Athletics and Recreation. The Queen’s Journal has reduced their print copy
to one issue per week in an attempt to improve their financial situation. YDS overhauled their Agenda,
and apart from an error on the spine, has now introduced one of the most aesthetically pleasing
Agendas to date. This is just the tip of the iceberg in terms of changes to the services, but I will allow
the Directors to further inform members of the Corporation on the status of their services.
Employee Development and Recruitment| I have worked extensively with Theresa Hillis (AMS
Human Resources Officer) to work on employee development projects for AMS full-time staff to
improve health and wellness and work-life balance at the AMS. It has become increasingly apparent
that applications have been down for these full-time positions, and so we are working on a multi-
faceted strategy to make these jobs simultaneously more attractive and more rewarding while still
minimizing costs to students. We are becoming creative with our approach and would love any
feedback!
Health and Dental Plan | This summer I spent a considerable amount of time educating myself on the
Health and Dental Plan and looking at ways where we could further offer value to students. After
becoming more familiar with the plan, it became quite apparent to me that our students have one of the
best options available to them in the country and I am quite proud and reassured that we have
excellent coverage. One of the projects I worked on was raising awareness about the plan and looking
at ways students could become better informed on what the plan can offer them, at which point they
can decide whether to opt-out. A motion was passed at Board of Directors this summer to roll out a
communications plan, so look out for the green studentcare messaging around campus that will ramp
up further in the following year.
Administrative and Payroll Assistant| I worked closely with Annette to recruit and hire for a new
Administrative and Payroll Assistant and we are happy to announce that we have hired Maria Haig,
whose smiling face you can now find at the AMS Front Desk. We spent most of August training her
and ensuring that she is well equipped to answer any general and health and dental questions along
with administering payroll for our 500+ student employees.
Audit | Annette, Lyn Parry (AMS Controller), and Janice Kirkpatrick (AMS Accounting Assistant)
have been working with the auditors from KPMG to complete the audit process. Our audit was
delayed this year due to backlogged accounting work. However, we are confident in its completion this
month as well as the production of the AMS Annual Report before the Fall Corporate General Meeting.
Student Fees /Opt Out | The Opt-Out period has officially begun and is running until September 20th.
We have our internal Opt-Out system functioning perfectly, and studentcare.net/works has our
Health/Dental Opt-Out system live. We have a signed agreement from the Dean of Student Affairs and
the Registrar stating that all student fees from the previous year will be reconciled by October 1st and
90% of this year’s fees will be transferred to us by November 1st.
CFRC & RQU | I have been working closely with both Annette and Devin McDonald (Media Services
Director) to ensure the continued efforts to fulfill our portion of the MOU regarding of the separation
of CFRC from the AMS. We have also been in close communication with the University, specifically the
Office of the Dean of Student Affairs, to ensure that there are no issues on their end as they were in
charge of CFRC before transferring it to the AMS in 2006. There have been a number of challenges due
to extenuating circumstances that make it difficult to execute on the MOU from both parties, but we are
successfully moving towards a completion of the MOU for the April 2014 date.
RFP Process for On-Campus ABMs | In my role as incoming Vice-President (Operations) I sat on a
committee along with reps from Student Affairs, the Engineering Society, the Treasury, and Strategic
Procurement that put together an RFP for on-campus automated bank machines. The final submission
deadline was June 5th and after extensive discussions with the committee and reviewing all
submissions, CIBC was chosen for the contract. It was my role to effectively balance students’ interests
with regard to accessibility and the financial benefit of the ABMs to students. To be expected, it proved
to be a difficult transition period. I am confident that in the coming years CIBC will provide a
considerable benefit to students, especially given the high quality of their student banking plans, which
are unparalleled across the country. I learned a lot about the restrictions placed on us by procurement
law and would be happy to expand on the process should anyone have any questions.
Rethink the Predrink | I worked closely with Justin Reekie (Hospitality and Safety Services Director)
and Stephanie Johnson (The AMS Pub Services Head Manager) to develop an extensive and well-
researched proposal for the Dean of Student Affairs that allows us to sell $2.50 drinks between the
hours of 9-11pm at The Underground. The idea behind the proposal was to combat the increasing
prevalence of predrink culture on campus and in the University District. We firmly believe that by
offering students an inexpensive alternative to drinking in their house, they would opt for the safer
drinking environment provided by Walkhome, Queen’s Student Constables and TAPS Staff. I welcome
any feedback or questions on the proposal and the process we went through to ensure its success.
That’s all from me for now. Please feel free to email/phone/text me or stop by my office should you
have any questions or require any additional information. I look forward to taking questions at
Assembly.
Cha Gheill,
Nicola
Vice-President (University Affairs) Report to Assembly
Thomas Pritchard
September 12th, 2013
Members of Assembly,
Welcome back! I hope you all had fantastic summers and are settling back into your schedules nicely.
We have had an extremely busy summer and I am excited to share some of what we have been up to!
Ontario Municipal Board Appeal
In June, the AMS alongside the Sydenham District Association, and an individual graduate student
filed an appeal with the Ontario Municipal Board in response to the city’s recent decision regarding the
redrawing of electoral district boundaries. Today we attended the pre-hearing at which the procedural
order was determined for the main hearing which is to take place starting on October 21st and will last
approximately 5 days. Groups and individuals were also able to register as a participant today. This
means that although they are not an appellant, they can still speak at the hearing and add evidence.
Thus far we know that the SGPS, the Queen’s University Faculty Association and St. Lawrence College
Student Association, as well as several individuals from the community have registered as participants.
We appreciate the support from our partners, and look forward to resolving this issue as quickly as
possible following the hearing.
Ontario Undergraduate Student Alliance
In May, Allison, Eril and I traveled to the OUSA transition conference in Toronto. At this we learned
about the organization, talked about priorities from previous years and identified where we would be
going moving forward. We also received various types of training and had several guest speakers,
including the Minister of Training, Colleges and Universities. In July, Allison and I attended the OUSA
Strategic Planning Conference. At this we developed our strategic plan for the year and identified
authors for the 6 papers which will be renewed this year. I am currently working as the author of our
Access paper and will work on our Aboriginal Students paper in the Winter. Finally, in June, I was
appointed as one of the two OUSA student reps to the Ontario Centre for Innovation in Campus
Mental Health.
Goal Planning/Budgeting
A significant portion of the summer is devoted to the goal planning and budgeting process. I am very
pleased with everything that has come of this and everyone worked very hard to hit all of their
deadlines. I altered the goal planning process this year in order to make a more workable, reasonable
document. On the budgeting side, we had an added challenge this summer when we had to switch
over to a new accounting system on the government style. We are now using a system called project
accounting which is much more effective, however it meant more budget related tasks for all of the
commissioners. Further, it has caused the budgets to be slightly different from years past, as you will
see at the next assembly.
Hazing Prevention Institute
In June I attended an institute in Kentucky as a guest of the administration. The institute focused on
hazing prevention in a variety of situations. I attended alongside Arig Girgrah from Student Affairs, as
well as two athletes and members of athletics administration. The conference was quite informative
and very interesting. The university has just begun to talk about hazing, and will be forming some sort
of hazing task force for which I will be offered membership. I will keep you all updated as this
progresses.
Student Learning Experience Task Force
SLETF completed our draft report in the early summer which finished off the first phase of the
committees work. We have now re-created subgroups to look at the general recommendations in the
report and identify what specific recommendations need to be made. I am serving on the sub-group
which looks at student supports.
AMS Membership Bursary
Applications for this year’s membership bursary went up the second last week of August. Students
have until the 20th to apply and are eligible to receive either the full amount or half. As per policy the
committee to review the applications will consist of myself, Allison, Michelle and a representative from
General
The various other university committees which I sit on are moving along, with no major developments
over the summer. Internally, we completed space allocation and clubs grants in July. You will notice a
bit of moving around of some of our own offices, and we feel that the new set up will serve students
better and be more effective. I am in talks with Frontenac Community Mental Health Services to have
professional support groups come to campus. I am hoping to have this going as quickly as possible, but
there is quite a bit of process involved.
There are many other projects on the go and these are just a few highlights, so if you have any other
questions, please feel free to send me an email.
Cha Gheill,
Thomas Pritchard
Vice President (University Affairs)
AAC Report to Assembly
Isabelle Duchaine
September 12th, 2013
Hello all,
After the relatively lonely summer we’ve had in the offices, I’m happy to have everyone back. Here’s to
some long nights spent together over the next 8 months! Now, in anticipation of a packed agenda for
our first Assembly, I’ll dive right into the exciting world of academics.
In the AAC:
As a Commissioner, most of my summer was spent reading everything . If you would like a run-down
on provincial policy, the budget model, the period of PSE underfunding in the nineties, or any
similarly riveting academic topic, I should be able to assist. I have also written some research briefs for
a few key topics that I can make available to anyone interested – just let me know!
On top of this, the internal Commission has been preparing for the year ahead:
1. The Academic Grievance Centre (AGC) is a service run by through the AAC providing information
and assistance to students navigating sticky academic situations. Over the summer, I handled all
Academic Grievances coming through the AMS, so it’ll be nice to have the Office in full swing again!
Training is fast approaching, and we are creating an expansive resource bank for all Officers. Come see
us with all your academic woes.
2. Other Committees (Teaching Awards, Teaching Issues, Student Faculty Relations Committee,
External Advocacy Coordinators) If you are reading this report, it means that the first all-AAC
volunteer training session has taken place, jam-packed full of planning for the year ahead. We have a
little bit of hiring left to do, but I’m very excited about the team we’ve assembled so far. Several
changes will likely be coming to Assembly soon regarding the mandate of the Teaching Issues
Committee, so watch out for those.
3. Academic Caucus While not technically part of the internal Commission, Academic Caucus plays an
important role in academic advocacy at Queen’s. This body is comprised of academic representatives
from each Faculty Society, and takes on a variety of large-scale issues and projects. It’s a wonderful
resource for collaboration and information-sharing, and I’ll ensure Assembly has regular updates on
what we’re up to! Our first meeting is fast approaching.
At Queen’s:
Even though few courses are taking place, the summer is by no means an academic dead zone at
Queen’s. Here are a few of the issues we’ve been dealing with:
1. Audit of Student Assistance Levy You know that hundo dollar payment you make along with your
tuition every year? That’s your Student Assistance Levy, and it’s a compulsory ancillary fee that the
university started levying before the Ministry for Training, Colleges, and Universities implemented its
Ancillary Fee Protocol in 1994. This fee was originally supposed to go entirely to student assistance (via
bursaries and work-study), but no one has ever checked in to make sure this practice has continued.
We did a brief audit of the fee over the summer, and while there were many strange uses for the fee
proposed in its early days, it is currently going where it should be. I would like to see this audit
performed every 5 years to ensure accountability and transparency.
2. Enrolment The topic of enrolment increase at Queen’s has consumed a large portion of my time thus
far, and will continue to do so for the rest of the year.
Currently, the university is working on a Strategic Enrolment Plan for the next decade, with townhalls,
conducted by yours truly , occurring on September 24th and 25th. These townhalls will represent the
bulk of the group’s consultation with students, so please come out if you are able. Details on time and
location to follow.
I am also working on an Enrolment Policy, to be ratified by AMS Assembly, which will hopefully be
submitted on the part of students.
3. Whatswhat.ca The vision for the whatswhat.ca project – a syllabus bank for students made available
during course selection – has evolved into a comprehensive planning device, complete with a
scholarship calculator, an assignment calculator, info on ancillary fees and teaching awards to
accompany syllabi, and a link to Exambank. There is a lot of work left to do before this is a reality, but
we’re well on our way. Updates to follow.
4. The AAC Does Policy The AAC used to be a veritable policy-writing machine, and the documents it
produced went a long way to strengthen our lobbying efforts to the university and the province . This
year, I’ll be reinvigorating the AAC’s policy backbone with documents addressing Enrolment,
Innovation, and Indirect Costs of Research. Get ready to see those coming across your desks!
5. Registration For the most part, registration was an improvement on the last two years, with the
SOLUS growing pains lessening. As I’m sure Alex has detailed in his own Assembly report, we had a
few issues with Con-Ed Science failing to meet its enrolment targets , an issue which the AMS and
CESA are sorting out in concert with the Provost’s Office. I was pleasantly surprised by the support we
received from the Deputy Provost, so hopefully we’re nearing a happy ending.
6. Provost’s ‘New’ Budget Model I spent a good portion of my summer looking into the incentives
imbedded in the Provost’s Relatively New Budget Model, and what these incentives will mean for each
Faculty and School over the course of the coming years. I met will (almost ) all Deans, and have talked
with the Provost several times on the issue. I won’t outline the result of all these meetings here, but if
you would like more information, I would be happy to set aside some time to sit down and chat. It’s all
very interesting stuff.
8. Sustainability of the Commission Because of the information-heavy nature of my portfolio, it tends to
expand quite a bit every year. I am conducting a review of the position to see how it can become more
sustainable in the future; a comprehensive reorganization of all the documents in the office is being
undertaken right now, and I’m looking into the use of Research Briefs as a means of providing some
easy-ACCess institutional memory to future Commissioners.
Across Ontario:
The AMS is a member of the Ontario Undergraduate Student Alliance (OUSA), a body comprised of 7
student unions lobbing the province on issues of education. To learn more, come see me or visit
ousa.ca.
1. Funding Formula and Roundtables This year, OUSA will be looking into a new provincial funding
formula for higher education. As an element of this, we will be hosting visioning roundtables with
stakeholders across the sector (one of which will be at Queen’s), and I will be authoring a policy paper
in the Spring detailing our recommendations. Some great experts have offered their time as we
undertake this process, and I couldn’t be more excited.
2. Youth Jobs Strategy OUSA made a submission with recommendations for the Youth Jobs Strategy
being rolled out by the province, with a focus on issues of gainful employment and unpaid
internships. Many MPPs have been hosting roundtables, but alas ours is not. That being said, our
efforts through OUSA have afforded us a lot of input into the process.
4. OUSA Alignment Vote This year, the AMS must vote on whether or not it will continue to be aligned
with OUSA. Specifics will be made available soon, so keep an ear to the ground!
CAC Report to Assembly
Gareth Savage
September 12th, 2013
Hi everyone!
Whether you spent your summer in Kingston or elsewhere, welcome back to another year at Queen’s –
I hope it’s going swimmingly for all of you so far! I’m really looking forward to working with you all
on Assembly this year!
This report will outline what has been going on in the CAC over the summer and what’s coming up
soon.
Orientation Week 2013
The Class of 2017 has arrived and were welcomed by over one thousand passionate student leaders
who volunteered their time throughout Orientation Week 2013. Some highlights of the CAC’s
involvement in O-Week 2013 include:
o FYNIRS Week ran from September 1-3, providing an alternative to Residence
Orientation programming for the 5% of first year students who choose not to live in
residence
o NEWTS Week ran from September 4-7, offering Orientation Week activities uniquely
designed for the needs and interests of transfer, international, and BISC students who
are new to Queen’s but familiar with university life
o Orientation Roundtable (ORT) provided administrative support and logistical
coordination to ensure that all of the 9 faculty/program Orientation Weeks at Queen’s
ran smoothly
o Congratulations to Samantha Soto (ORT Coordinator), Kristina Ma, Jeffrey Ingold,
Elizabeth Prendergast, and Sarah Kucharczuk (ORT Directors), Lexie Pinheiro and
Samantha Moras (FYNIRS Co-Chairs) and Leanne Gardner (Head Gecko) for their
tireless hard work and immense contribution to the success of Queen’s Orientation
Week 2013
The Return of Homecoming
Homecoming planning continued at full speed throughout the summer months, with the CAC in
attendance at all Programming Group Meetings. Despite some logistical setbacks in mid-summer, I
have been working to plan a student-focused event on both Homecoming Saturdays (October 5th
and 19th) which will feature free pancakes, carnival games, student club showcases and a last-
minute opportunity to get decked out in Tricolour gear and facepaint leading up to the parade to
the Gaels football games!
Formation of the Student Arts Council
The Student Arts Council, an AMS Executive platform initiative, will be the newest addition to the
CAC portfolio this year, with representation from various student arts-groups and campus arts
venues to promote awareness, accessibility and advocacy of student art at Queen’s and to
encourage broader engagement and cultivate a greater interest among students in their peers’
artistic works. This September and October will be a formative period for the Council, with the
drafting of its guiding policy, selection of members and vision for the year in consultation with
student arts groups on campus.
CAC Fall Volunteer Hiring
There are still several volunteer positions that need to be filled for this year. Applications for all the
below positions are due September 27th – available at myams.org/apply
o Hiring committee co-chairs for: Capture the Faculty, University District Hockey League
(UDHL)
o Hiring committee members for: Capture the Faculty, UDHL, Queen’s Charitable
Events, Queen’s Model UN
o Hiring first year interns for: Queen’s Model Parliament, Queen’s Model Court
Upcoming CAC Events
The year has only just begun, but applications for some of Queen’s premiere conferences
are due soon, so be sure to apply. Paper applications will be available next week in the
AMS Offices.
o Queen’s Model Parliament (Jan 15-17) delegate applications due September 30th
o Queen’s Model Court (Nov 16-17) delegate applications due September 30th
o Glow in the Dark Yoga Rave (Late Sept/Early Oct)
Campus Activities Bursary (now available online)
o Available to subsidize, partially or in full, the more expensive participation fees for
CAC events
o An application form has been created and is available online at myams.org/cac
o Due within 2 days of registering for the relevant event
If you ever have any questions about the Campus Activities Commission, always feel free to send me a
quick email, call or ask me in person! The CAC puts on a broad spectrum of events each year, but
there’s always room for new and exciting events, so if you ever have an idea for a brand new event that
you want to bring to life, I encourage you to come by my office!
Looking forward to a great year,
Gareth Savage
AMS Campus Activities Commissioner 2013-2014
CIA Report to Assembly
Kristen Olver
September 12th, 2013
Over the past few months the CIA has been occupied reviewing society policy, and has drafted
amendments to Non-Academic Discipline, Clubs, AMS Assembly, and is working towards creating a
policy that would install a system of handling cases of group non-academic discipline at Queen’s.
These will all be coming in the next few weeks!
Non-Academic Discipline
As mentioned above, a lot of work regarding NAD this summer has been centered on establishing a
system to handle cases of group non-academic discipline. In establishing this policy the Commission
has worked with the Clubs Office and Faculty Society executive for input on the most efficient and
restorative ways to process clubs and faculty groups that may enter into the NAD system. This will be
coming to Assembly shortly! Judicial Affairs Director Apollonia Karetos has also been busy sending
out mock cases to the Judicial Affairs Deputies in preparation for the fall. We also have new
informational student and community NAD pamphlets. If you would like them for your office/ just
because please drop by the Commission of Internal Affairs in room 054 of the JDUC to pick some up!
Clubs
This summer the Clubs Office had a very successful granting period, with approximately $30,000 in
granting requests. Unfortunately our office only has $4,000 to grant clubs over the summer, though
we’ve encouraged all clubs to re-apply for the fall period. To see a list of clubs who have been allocated
money from the summer club granting period, please see the Assembly Dropbox.
Additionally, the AMS has teamed up with Athletics and Recreation to transform Clubs Night into
Tricolour Open House! We are very excited for this partnership; we anticipate it to be a great success
that will provide students with more opportunities to see what Queen’s has to offer and to get
involved. It is taking place this Tuesday and Wednesday from 5-9pm in the Queen’s Center/ARC.
Come check it out!
The clubs office is primarily an administrative body, and until now has not been able to reach out to
clubs to provide support beyond organizational and logistical help. This year we would like to
implement the Clubs Street Initiative (CSI). This would be a committee of volunteers that connect clubs
with the Clubs Office and resources on and off campus. They would attend various club meetings each
week and volunteer as extra helping hands with club events and conferences. Overall we’re excited to
have more volunteer opportunities available to students in the CIA!
For a list of all Clubs ratified for the 2013-2014 year, as well as *new* clubs to the AMS,
please see the Assembly Dropbox.
Elections
Know anyone with student fee questions? Send them my way! The Fall Referenda period approaches
with date approval taking place at the next Assembly. If you would like to know the tentative dates,
shoot me an email!
Assembly
There are a few changes taking place this year, from Assembly pamphlets to office hours and our cool
new logo (shout out to Jacob Trenholm, our Marketing Officer for designing them). Updates will be
coming your way!
I love office visitors, if anyone ever has any questions or concerns please come talk to me or send me an
email. It’s going to be a great year!
Cheers,
Kristen Olver
CES Report to Assembly
Colin Robinson
September 12th, 2013
CES Summer Overview
Sustainability Action Fund
Amendment has been made to add a third granting period in July prior to school year to be
administered in similar fashion to clubs grants
Summer grants will equate to 33% of conservatively estimated (80% of previous year) student fee
Will allow for sustainability projects requiring financing to begin receiving funding in the summer
(e.g. AMS services)
Will ensure that the historically high ($10K/year) unacceptable rollover does not occur and funds
are allocated in the most effective and responsible manner possible
Bikes and Boards Rebrand and Relocation
Expanded services will include
Retooled business model to allow the shop to finance the expansion of services
Increased procurement, refurbishing and retail of used bikes
Retail of longboards handmade by students and longboard hardware
Increased repair services for bikes and longboards
Formalized structure for assisted DIY fixes
Formalized partnership with Kingston Coalition for Active Transportation
More centralized, visible and accessible location in the Lower JDUC
Standardized Waste Diversion and Implementation of Organics Program
According to recent waste audit, food waste makes up 69.5% of Queen’s landfill stream
PPS has agreed to collect organics from receptacles throughout the Student Life Centre
Waste Stations will be consolidated to 24 strategically placed locations and each station will have
all waste options (cans/plastic/glass, paper/cardboard, organics, garbage)
GFL Environmental Corp. (waste management contractor) will track waste
PPS will use SLC Organics as pilot project to inform their plans to implement a campus-wide
organics program
JDUC Energy Management Board
Working group has been strategizing to a develop an energy management framework
Strategy follows institutional energy management framework ISO 50001
Core members: CES, SGPS Sustainability Coordinator, SLC Facilities Officer
Outer members: Queen’s Energy Engineer, Student Centre Officer, Utilities Kingston Conservation
Officer
Currently undergoing energy audit process with Utilities Kingston to assess opportunities
Strategy emphasizes operational practice (low cost) measures before infrastructural (high cost)
retrofits
Financial Ethics Research Committee
Working group with BOD liaison, Enactus Queen’s, CES, SIC to ensure investment and
procurement practices do not conflict with AMS organizational values (the values of students).
Committee will make non-binding recommendational reports to BOD
Maximize social and environmental value in AMS investment and procurement practices through
portfolio screening
MAC Report to Assembly
Catherine Wright
September 12th, 2013
Hello members of Assembly!
This summer, a lot of exciting plans have been made for furthering Town-Gown relations and
improving the integration of students into the Kingston community. Without further ado…
University District Re-Naming
As many of you are probably familiar with, the AMS has been trying to re-brand the near-campus
neighbourhoods as the “University District” for about 3 years, to eliminate the inappropriate term of
“student ghetto.” This name came after the failed attempt of “Student Village,” after consulting all
students, landlords, community partners and Queen’s administration. The MAC has tried promoting
this name through SMART, the AMS website, the Golden Key award, and more. It is evident that this
new identity needs visibility in order to catch on. So, after further consulting with city staff &
councillors, Mayor Gerretsen has brought forward a motion to City Council for this Tuesday, Sept. 10,
reading:
“BE IT RESOLVED THAT City Staff be directed to work with the AMS and Queen’s Campus
Master Planning Committee to identify the boundaries of the proposed ‘University District’ and
to explore the costs associated with altering or replacing street signs; and
THAT Staff report back to Council in November 2013.”
Homecoming
The return of Homecoming for 2013 is super exciting!
The MAC has been working with Marketing & Communications and others to plan our
communication strategy for the weekends. I’ve also been working with SMART to plan additional
hours of community clean-up for the weekends, as well as with Gareth, Campus Activities
Commissioner to plan “Queen’s Gives Back,” a food drive for the KFL&A United Way.
Housing Grievance Centre
The AMS Housing Grievance Centre is well underway to be operational for October 2013. We are
hiring for a Director for the centre and 5-8 Officers, all volunteer positions due with most other AMS
applications on September 27. The centre will be located in the lower JDUC, and be a one-stop resource
and referral centre on topics like house hunting, housemate issues, landlord issues, property standards
questions, and more. Stay tuned!
Kingston Opportunities
This year, the former “Community Opportunities Facilitator” position in the MAC has transformed to
be the Kingston Opportunities Officer. This volunteer will work with the Kingston Economic
Development Corporation (KEDCO), as well as Career Services, to market both positions available now
for students to apply to as well as Kingston as an ideal location to start a career post-graduation. Like
“Kingston Opportunities” on Facebook for updates on what’s out there!
Municipal Electoral Boundaries Appeal – In a nutshell!
Over the summer, the AMS has filed an appeal to the Ontario Municipal Board to re-examine the
electoral boundaries that City Council decided on back in April. In short, city staff had created options
for new boundaries that included estimates of where post-secondary students lived, as well as options
for boundaries without these student populations. Staff preferred the option with student populations,
but city council voted in favour excluding student populations, which essentially breached our rights
to effective representation (one of three councillors in the area will be lost).
On the bright side, this has brought many community partners together. We’re working closely with
the Sydenham District Association on this appeal, and have gained the support of other groups as
“participants” such as the SGPS and SLC Student Association.
Monday, Sept. 9th was the pre-hearing of the appeal, and the case should hopefully be resolved by the
end of this semester.
If you have any questions, please let me know. Looking forward to a great year ahead!
Your MuniciPAL,
Catherine Wright
SIC Report to Assembly
Michelle Williams
September 12th, 2013
Hello Assembly,
I hope you had great summers and are looking forward to an exciting year on Assembly! The Social
Issues Commission has eight committees in our education and human rights portfolios; five sections in
our social issues themed publication; and two services – the Peer Support Centre and the Food Centre.
Here is a glimpse of what I – and the SIC – been up to the last couple of months!
Peer Support Centre (PSC)
Last year, there was significant change to the policy of the PSC which laid out the parameters of the
service, and highlights the importance of the service in the Queen’s community. We are lucky to have
had this strong base to work upon, and have been focusing on maintaining the high level of service the
PSC had last year. The Director of the PSC this year is Sebastian Gorlewski, who has been working
hard to keep the PSC running these summer months (kudos to him on all his hard work). During the
summer months we maintained hours of Monday to Thursday 2:00-6:00pm.
Last week the volunteers of the PSC went through extensive training to prepare them for the role –
they are all incredibly passionate individuals and it will be a great year for the centre with them on
board. Makeup training for those who were unable to attend last week will take place this week.
The changes we have made to the PSC this year are our hours and nature of the telephone in the office.
The PSC will be open 7 days a week from 2:00-10:00pm – it is reopening on September 16th (it has been
closed to allow time to train our volunteers). The PSC will no longer offer support over the phone, and
volunteers are only able to answer general questions (e.g. when are you open) when they do get a call.
If you have any questions about these changes or the PSC in general, you can email me or Sebastian at
Education on Queer Issues Project (EQuIP)
One of my major projects for the year is to re-establish EQuIP’s lending library and open their office as
a queer positive drop in space. During the summer, my Deputy Commissioner for the Education
portfolio, Emily Wong, and I have been cataloguing the books we have, moving furniture around, and
generally working to get the space open. We’ve made great progress, and are on track for opening the
space in October. If you have any input into what resources (e.g. books, pamphlets, posters, etc.)
should be made available send me an email, I’d love to hear your suggestions!
Every year, EQuIP hosts Queerientation, a series of events meant to welcome incoming queer and
allied students to Queen’s. Everyone is welcome to attend, and the chairs Shannon and Mark have been
working hard to make sure it is great! You can check out the list of events here! It runs throughout the
month of September.
Publications Restructuring
After much deliberation, we decided to restructure our publications portfolio. In the past, we have had
five different publications – Able, cultureSHOCK, HeadsUP, OutWrite, and Queen’s Feminist Review
(QFR) – focusing on different facets of identity and social justice. We are now combining them into one
larger annual publication that encompasses the five as sections within. We feel this demonstrates the
SIC’s commitment to intersectionalities of identity and will make for an impressive publication that
provides opportunities for students and members of the community to be published. Our publication
will primarily focus on: (dis)ability, (anti-)racism, Feminism, queer issues, and issues surrounding
mental health.
The publications deputy, Adriana Sgromo, has been working very hard on this initiative – and was one
of the key players in deciding on a name for the publication. What is it called you ask? You’ll have to
check out our fall re-launch of the 2012-2013 editions of our publications on September 28th for the big
reveal. Check out the event details here!
We are always looking for visual and written submissions – they can be sent to
Have a good one!
Best,
Michelle Williams
Hospitality & Safety Services Report to Assembly
Justin Reekie
September 12th, 2013
Overview: This summer has been incredibly busy for all of the H&S services. The services have
completed their goal plans, marketing plans and budgets for the year. All of the services have
completed their major renovations and projects, and have been preparing for the school year. Staff
training was a success and now we look forward to a successful school year!
Common Ground
1. Common Ground has been looking into ways to improve efficiency and consistency of our
Barista station. Board of Directors passed the proposal for a new automatic espresso machine,
which will eliminate a lot of time to produce a better quality product.
2. Common Ground has created a ‘Prep Station’, modelled after TAPS’ hybrid station, which will
also improve efficiency and consistency.
3. Common Ground is pleased to introduce the Southwest Chicken Wrap to its menu this year.
We have also introduced a Turkey Apple Cheddar premade, to reduce the demand at our
Sammies station.
4. I am pleased to announce that our JDUC location will now be called: “The Brew by Common
Ground”. We have introduced a new lounge space (previously the prep room), bagels and
cream cheese, espresso drinks, debit and credit, soups, all of our baked goods and premades,
and everything has also been freshly painted. I encourage you all to go check it out!
The AMS Pub Services
1. Alfie’s has been officially rebranded to The Underground! All of the renovations and projects
have been completed, and we are excited to announce our new theme night: Hip Pop.
2. We have introduced “Rethink the Predrink” at The Underground; which is a promotion that
involves selling single mixed drinks for $2.50 between 9PM-11PM. This is to encourage
students to drink in a safer environment with controlled proportions, trained bartenders,
StuCons, etc…
3. Updates were made to the QP menu, which includes Grilled Cheese and a new Roasted Red
Pepper and Pesto sandwich. Go get one today!
4. September 13th – Classic Rock! September 20th – Throwback! October 4th – Hip Pop!
Walkhome
1. Walkhome has been in very high demand throughout Orientation Week. Request a walk
yourself by stopping by the kiosk in the lower JDUC, or by calling in to (613) 533 9255!
2. The discipline system for Walkhome has been updated so employees do not crowd the kiosk
and stay at the couches. This is to promote a welcoming environment at the kiosk for patrons.
3. Walkhome will be closely evaluating walk statistics in order to not under or over schedule
employees.
Queen’s Student Constables
1. The Queen’s Student Constables have purchased new sweaters to keep them warm when
working outside.
2. The Queen’s Student Constable team has been working hard to create a more efficient and well
run service. They will be creating marketing campaigns to help remove the negative perception
students have against student constables.
3. Not sure if your event needs Student Constables? Ask Amrit Athwal, our Chief Constable at
Retail Services Report to Assembly
Dan Bone
September 12th, 2013
Hello members of Assembly!
The summer has been very busy at the AMS, and quite a bit has changed in the retail portfolio. I
encourage you to visit each of the services to see what they can do for you!
The store completed minor renovations over the summer and completely revamped their visual
identity standards, including changing the logo. The store now has more walk-up computers, more
space for customers and a much more modern feel.
In-store capabilities have dramatically increased with the purchase of a new production printer, fax
machine and folding machine. This has allowed us to decrease the cost of colour prints and become the
cheapest in Kingston. Email [email protected] or [email protected] for a quote on
your next production job! Posters, pamphlets, rave cards—the P&CC can pretty much do it all.
A photo printer has been purchased, and you can now print your photos at the P&CC today for 29¢ per
4x6 photo!
Tricolour Outlet has launched its website (www.tricolouroutlet.ca) and its fall promo video
(http://vimeo.com/73040441)! The website should fulfill all of your Tricolour needs, but please let me
know if you think it’s missing something. The promo video highlights many aspects of student life at
Queen’s, including many of our student-run services. I encourage you to share it with your
constituents!
The school supplies section has been critically analyzed to provide the highest quality products at the
cheapest price (fun fact: Tricolour Outlet has the cheapest batteries in Kingston!).
New clothing designs can be seen on the website or in store, including a limited edition rugby jersey
named after Alfie Pierce.
Consign your books today! A new point of sales system has been installed over the summer, allowing
us to continue to offer used book consignment to students. You make 75% of whatever price you set for
your books, so make sure you consign soon!
Much of the summer has been spent determining a business model that works for SMART on the
corporate side of the AMS.
With support from the Municipal Affairs Commission, SMART will continue to offer community
cleanup services.
Please let your landlords know about SMART and their mission to improve the University District! We
can provide high quality property maintenance for as little as $15 per visit. Just have your landlord
email Michael Mooney at [email protected].
Quality control has been an important part of the service this year. No edge is left untrimmed with
SMART!
Media Services Report to Assembly
Devin McDonald
April 4th, 2013
Queen’s Journal
The Journal has had a productive summer working to address some significant challenges the service
faces and will continue to face. In addressing the potential for the onset of a structural deficit, the
decision was made to reduce the number of issues from 2 to 1 per week while bolstering online
offerings by redesigning the Journal’s website. On the business side, Kevin Kim, the Business Manager
and myself, have taken a particular effort to implement more quantitative sales and budgeting
projections, this includes the implementation of a customer relations management software for the
sales staff.
Queen’s TV
Building on the successes of the past two years Queen’s TV continues to develop their abilities as a
professional news and video production service. During May, QTV launched a new visual identity,
providing a more professional brand as a touchstone for students. Throughout the summer we have
secured agreements with Athletics, Queen’s Pub, Ale House, and the Mansion to broadcast QTV
content on their Televisions this will open new exposure for the service while providing new avenues
for ad sales. In August, QTV made the decision to move to new offices to the top floor of MacGilvery
Brown Hall. The New offices will provide improved capacity as well as more focused work and
volunteer spaces.
Yearbook and Design Services
The YDS staff have spent the summer working to design and publish the agenda while managing the
remaining work for the 2012-2013 Yearbook. We have received the Agenda and the Yearbook as of late
August. The Agenda’s new bound soft cover design has been well received by students for its more
distinguished look.
In an effort to expand our external design service we have launched a new management position—the
External Design Manager. The position has secured a contract with the AMS Marketing Office to
complete all internal AMS design work but will also be soliciting external design work for on campus
and off campus groups.
Convocation Services
Graduation Ceremonies for the 2013 class proceeded with much success. I am currently working to
ensure the same for the fall ceremonies, while improving procedures and processes of the services.
Queen’s Media and Journalism Conference
After two strong years we are looking forward on further building on the progress of two past
committees. Over the summer I have worked with chairs to re-conceive the structure of the conference
to include more active crisis simulation components mixed with the more traditional keynote and
tutorial model. In addition, we started the process of launching a website, the site will launch by the
end of the month.
CFRC
As I stepped into my role on May 1st, CFRC began its first year as a fully autonomous service
including the full operations of its parent corporate board of directors Radio Queen’s University. I have
worked closely with the board, the Finance and Fundraising Committee and the full time staff to
ensure they establish effective policies and procedures both for the board itself, and for the operations
of the station. I have worked with the Student Outreach Committee to plan events and campaigns to
increase student awareness of, and engagement in, the station. Lastly, I have worked to ensure the
Memorandum of Understanding is fully implemented, working to resolve any residual operational or
financial entanglements.
AMS Board of Directors Report to Assembly
Rico Garcia
April 4th, 2013
Hello Assembly members and I hope you all had a great summer. My name is Rico Garcia and I am
the Chair of the AMS Board of Directors for the coming year. I am a fifth year student doing a major in
Applied Economics with a minor in Global Development Studies
The AMS Board is comprised of the Executive, 6 student Directors, 3 community members, all 3 of the
Service Directors, and the Executive Director. We serve a strategic management, financial, and support
role for the entire corporate side of the AMS. Throughout the next couple of weeks I plan to meet with
each of you to teach you more about the role of the Board and answer any questions you might have.
This being said, so far we’ve had four meetings. Below are the main action items that came out of each
of them:
June Meeting:
o Approved an expenditure from the Accessibility Queen’s fund for gender
neutral washrooms in Mac-Corry
o Renamed “Alfies” as “The Underground”
o Approved renovations (store layout) for Tricolour Outlet
o Approved new job description for Admin. Assist. & Payroll Manager
o Approved a QTV Capital Expenditure for livestream equipment
July Meeting:
o Approved A/C capital expenditure for Tricolour Outlet and QP
o Approved the purchase of a CRM system for Queen’s Journal
o Approved Goal Plans for all AMS Services
o Approved the purchase of two new printers for the P&CC
o Approved a communications plan for the Health and Dental Plan
o Approved renovations to The Underground
o Approved the purchase of new espresso machines
o Approved renovations to CoGro Express space
o IT Cap Ex for a new order follow up system
August Meeting:
o Approved all job descriptions for Fall Hiring
o Approved the budgets for all of the AMS Services
o Made changes to the Employee Policy and Procedures Manual
o Made changes to the Hiring & Appointment Policy Procedures Manual
o Approved the job description for an Archiving Assistant
September Meeting:
o Approved the position of an External Design Manager w/ YDS
o Discussed the rebranding of CoGro Express
o Discussed the Space and Admin. Costs in AMS Budgets
As you might be able to tell, the VP Ops, Service Directors, and Head Managers were quite busy this
summer, which meant that the Board had several long and productive meetings. If you’d like more
details about any of these meetings, please let me know as our agendas and minutes for the open
sessions are publicly available upon request.
I am also happy to report that for the first time in a while we have a full Board of Directors with three
community members with various areas of expertise: Professor David McConomy (Accounting), Susan
Goodyer (Human Resources), and Daniel Coderre (Commercial Law). With a full Board, and after
seeing all of the work that has been done this summer, I am happy to report that the AMS Inc. is in a
great financial and strategic position moving forward. The Board has full trust in the Executive, and the
rest of the management team, and we therefore can’t wait to see all of the great things that they
accomplish this year.
Finally, we have 5 standing committees of the Board (Personnel, Finance and Audit, Permanent Staff,
Long-Term Strategic Planning, and Governance) and have representatives at the Journal Board and the
SLC Council. We are also currently discussing the need for any ad-hoc committees for the coming year.
I will be reporting more about each of these committees at a later date.
This is all for now. Thank you for reading this report and do not hesitate to contact me at the
information below, or in person, in case you have any questions.
Sincerely,
Rico Garcia
Chair
Board of Directors
Alma Mater Society of Queen’s University Inc.
Cell: (613) 888-9832
Undergraduate Student Trustee Report
Andrew Aulthouse
September 12th, 2013
Dear Assembly,
I’m very excited to have started my term and to have the opportunity to work alongside all of you.
Summer was not an overly busy time for the Board, as we were between our May and October
meetings, but I will soon be preparing for my first Board meeting at the start of October. I spent time
this summer meeting with members of the university administration and gaining a better
understanding of the people, policies, and issues at Queen’s. I also attended a meeting of the Audit and
Risk Committee on August 13, and am looking forward to more Board work. If you have any questions
about upcoming issues or my role on the Board of Trustees, please email me at
Andrew Aulthouse
Student Senate Caucus Chair Report to Assembly
Isabelle Duchaine
September 12th, 2013
Holler fellow student-government enthusiasts!
How are you? I am good. How was your summer? Mine was swell.
Now, as Captain Shang said in my second-favourite Disney movie,
“Let’s get down to business.”1
The University Senate is one of three governing bodies of the University and deals primarily with the
academic proceedings of the institution, handling everything from honourary degrees, academic
planning to orientation review. Every Faculty has a number of elected members on Senate which is
made up of 69 members (53 elected, of those 53, 15 are students).In addition, Senate is based upon a
committee structure; the majority of the work is done in 1 of the 19 Senate Committees or their various
sub-committees. Membership on committees are not limited to Senators, so ch-ch-check out if you can
sit on a Committee! Sometimes there are even snacks (this is rare, do not get your hopes up).
As Student Senate Caucus Chair, I co-ordinate training, logistics, and support for student senators form
all faculties and liaise with AMS Assembly and SGPS Council. SSC is having our training day this
week, so Deputy SSCC Brunner and I have been busy prepping for this. Additionally, Senate is a bit
early this year so by the time of this Assembly we should have a copy of the Senate Agenda. I put
forward a question about deferred maintenance, so I’m looking forward to hearing about that – the
University has over $250million of deferred maintenance, which harms both the academic environment
and physical safety of our campus community. Aside from my interests in credit transfer, enrolment,
online learning, academic integrity, and deferred maintenance, I’m looking forward to spending this
year clarifying the relationships between Senators and their home-societies.
Additionally, the Faculty of Arts and Science is short one student senator, so next ASUS Assembly
we’ll be nominating one lucky student to fill that spot until the October by-election. Huge shout-out to
President Mason for being uber helpful in directing interested applicants my way!
I’m looking forward to a year of academic engagement, advocacy, team-building, and jokes about
Senator Housing Allowances, so come say hi and check out Senate!
Student Senate Caucus Chair | Alma Mater Society |[email protected]
1 Email me with the name of my favourite Disney movies before Assembly and I’ll enter your name in a draw for some post-
Assembly noms. Spoiler: noms will be QP breadsticks. All AMS members eligible, no purchase necessary.
University Rector Report to Assembly
Nick Francis
April 4th, 2013
Incoming and returning members of Assembly,
Hope the summer months treated you well. It feels great to be back! Here are a few updates:
Agnes Benidickson Tricolour Award
The awards process will begin much sooner this year to ensure that we maximize the committee’s time.
Presidents, please consider how you will conduct a search for your representative to sit on the selection
committee. For your reference you can see complete details about the award and its process on the rector
website. http://queensu.ca/rector
Frosh Flag
One of the key lessons I have learned at Queen’s is that it is incumbent on current students to contribute to
the history and traditions of this place. During the recent Orientation Week, I decided to demonstrate the
ease in which students can start a tradition and the impact it can have on others. A large painted canvas was
made into a tricolour flag and then signed by every frosh and their leaders with silver and gold sharpies.
My hope is that this initiative will be carried on in future years and the flags will serve as a memento of the
experience that students have during Orientation Week. Keep an eye out in the SLC for this year’s flag, as I
hope to hang it up for all to see! Special thanks to Robert Thomson and Ali Zahid for their dedication to the
project.
Assistant and Caseworker Positions
This fall I will be hiring two positions for the Office. The assistant position was successful last term and I
think it will be a good use of the Office’s resources to give another student this opportunity. The new
caseworker role is very exciting as it will give one student the rewarding experience of supporting their
peers in academic and non-academic cases. The caseworker will be poised to prepare students with the use
of university policy and tact. If you or someone you know is interested in either of these roles, please visit
the Office of the Rector Facebook page to learn more, or visit me in the office slash email me.
Princeps Servusque Es,
Nick Francis
Web: www.queensu.ca/rector [email protected]
(613)-533-2733
Twitter: @nfranchise
Facebook: facebook.com/queensrector
Scott Mason
ASUS President
September 12th, 2013
Hello Assembly!
Welcome back from the summer, I trust we all had a refreshing break from school! Here are a
few updates from the Arts & Science Undergraduate Society.
Review Engagement
ASUS has undergone its first financial review in its history! Over the summer, Irfan and I
conducted an internal audit of our finances which we then submitted to Collins Barrow to
independently assess. The review has been executed to bring better accountability to our membership
and will be made publically available after its submission to assembly in late September/early October.
ASUS APP
The Society has invested in a new online App which is available on IOS and Android devices.
We utilized it during Orientation Week to give updates to interested students. We hope to utilize it for
the remainder of the school year to promote the society.
Restructuring
This summer Irfan and I made the tough decision to restructure our Permanent Staff. We have
transitioned from two permanent staff members to just one. We thank Joanne Lorway for her years of
service to the Society and look forward to our year working with Leanne McNeely.
The Society will combine the roles of Business Manager and General Manager into one full time
position to be held in the first year by Leanne McNeely.
The decision to move to one permanent staff member from two was based upon two
considerations. First, having one full time staff member is a more efficient allocation of student dollars
as the move will save the Society approximately $6000 annually. Second, the change to a full time staff
member will allow for an individual to devote the adequate time in maintaining ASUS’s newly created
financial records by Collins Barrow.
Joanne has worked at ASUS for seventeen years, and the decision to not renew her contract was
very hard for Irfan and I.
ASUS Camps
ASUS Camps just finished its most successful financial year ever. This is due to the
stewardship of Alex Love and Jessica Sheridan who not only were great leaders for the staff but also
wicked good planners. Theme weeks included Superheroes, Rockstar and Animal planet, the kids had
an awesome time.
This year’s staff showed a great level of dedication and Irfan and I are very grateful for their
hard work!
Tyler Hennick
President, Queen’s Commerce Society
Dear Assembly Members,
I hope you all had an incredible Frosh Week and are looking forward to the year ahead! On behalf of
myself and my Vice Presidents Ashton Menuz and Charlie Prussky, we are incredibly excited to be
working with the AMS Assembly this year.
Frosh Week | We are incredibly proud of our Commerce Executive on Orientation (CEO) and their
work in putting together another very successful Frosh Week. This year’s team introduced new events
to appeal to a greater diversity of students and took a new approach to their relationship with the
Bosses and subsequently the Bosses relationship with the incoming students while maintaining the
traditions that our faculty builds and grows off of. The CEO’s efforts definitely paid off as they were
able to overcome the challenges that arose and put together a fantastic welcome to the Commerce Class
of 2017. Congratulations to all orientation committees across the university on their respective weeks.
Frosh Hiring | We are beginning our Frosh Hiring season in which most of our 51 committees as well
as various Society leadership positions hire students from the incoming class. We will be hiring for
over one hundred positions over the next few weeks. If you have any questions about our Frosh
Hiring process, you can contact our Human Resources Officer, Darren Cole ([email protected]).
New Commerce Program Director | We are thrilled to be working with new Commerce Executive
Director, Lori Garnier, who moved into her role in July 2013. Director Garnier joined the School of
Business in 2002 and has held roles including the Program Manager and Associate Director of QSB’s
Executive Education and full-time MBA programs respectively, as well as most recently the Director of
Operations of the Commerce program.
Outreach Commission | ComSoc’s Outreach Commission has been very busy over the summer. Their
first event, which took place during Frosh Week and engaged the incoming class, raised $3900 for the
Nyantende Foundation in just over an hour. They have also been preparing for their latest campus-
wide activation: Queen’s Stands Up Against Bullying. Built off of the success of Queen’s Give the Gift
of 8 (2012), Queen’s Wears Green (2011), and Queen’s Wears Pink (2010) and inspired from growing
concerns on our campus and across the country about the treatment of different groups and
individuals, this campaign will allow Queen’s to be a leader in the area of bullying prevention.
If you have any questions, concerns, or would like to discuss any of the above items, do not hesitate to
reach out to me at any time.
Best,
Tyler
Tyler Hennick
President, Commerce Society
Hello Assembly!
I hope that everyone had a relaxing and rewarding summer!
Below are some updates from CESA:
Orientation Week:
I would like to take this opportunity to thank our Orientation Executive and Orientation Leaders for
producing and executive such a memorable and rewarding week for our first year students. Their
efforts were instrumental in creating a positive transition for students who are just beginning to call
Queen’s “home”.
Con-Ed Science ’17 Acceptance Issues:
As some of you may be aware, there was an incident this summer in which the Registrar offered
acceptance into the Con-Ed Science program via a first come first serve system to any Arts and Science
students who qualified. Put simply, this was an inequitable process that ignored various crucial
aspects of the acceptance process such as a short essay expressing the student’s interest in education.
Furthermore, this process detracts from the program’s reputation.
AMS Academic Affairs Commissioner Allison Williams was instrumental in helping us make it clear to
the Registrar that this process was the wrong choice. The Deputy Provost will be writing a letter to
indicate to the registrar that the process was unacceptable. CESA will be writing a letter of support.
Hiring Underway:
Hiring is well underway for CESA’s Extended Council. Applications have been posted and there
seems to be a lot of interest!
Fall Elections:
Nomination period for first year positions on CESA council has also begun. Many first year students
expressed interest in joining Council.
In a unique circumstance, CESA will be electing its Representatives to the AMS in a Fall Election. So,
for the time being, proxies will fill the three empty positions.
ASUS Relations:
Scott Mason and I have met to discuss CESA’s relationship with ASUS and ways to ensure it is
effective and mutually beneficial. We are looking forward to the coming year and collaborating on
projects. I am also excited to attend the first ASUS President’s Caucus of the term with COMPSA’s
President, Sahib Purba.
Red Room Reception:
In consultation with Scott and Sahib, we have decided to host the Red Room Reception together on
Sept. 30th. This is an event in which our various council members and volunteers can meet their
counterparts and share ideas. This event was previously held in Winter term but was moved to
September to facilitate more collaboration.
We’ve Grown!:
Our Con-Ed family has grown by an additional 256 students, giving Con-Ed a population of
approximately 750 students! This has a few profound changes on our program: an improved budget, a
bigger presence on campus, and presents a few logistical issues in terms of how our events are run.
We will be looking to consult with larger faculty societies to learn how best to serve a growing
constituent-base and maintain visibility on campus.
CESA and the ESS:
Newly Elected ESS President Natalie Tsui and I are looking forward to building on the work done by
our predecessors to establish an effective working relationship with one another. We will be looking at
any and all opportunities to work together.
Con Ed Events
September is an extremely busy month for Con-Ed! We have our Back to School Smoker coming up on
Wednesday, September 11th, our Charity Pancake Breakfast on Saturday, September 14th, intramural
and volunteer committee signups, and the always fun Con-Ed Camp on September 21 – 22.
Alex Marshall
President
Concurrent Education Students’ Association
(613) 532 7756
PHEKSA President Report to Assembly
Savannah Silva
September 12th, 2013
None submitted.
NSS President Report to Assembly
Jessica Searle
September 12th, 2013
None submitted.
Queen’s Computing Students Association
Queen’s School of Computing
Goodwin Hall | Union Street Kingston,
ON | K7L 3N6
www.compsa.queensu.ca
None submitted.
MBA PRESIDENT: KYLE R.J. DREVER
[email protected] AMS Assembly September Report
INTRODUCTION
Hello fellow Assembly members,
Welcome back to the assembly members who were out of Kingston this summer. Since I arrived in May
this year, I have yet to experience Queen’s during regular operation and so far it’s quite different then
summer session. The Full-time MBA program currently runs from May to the following April, but my
class is the last class to go through this time period for the program. As of January 2014, the MBA Full-
time program moves to a January to December period. My term as president has been spent preparing
for this change to program and to make sure the incoming class receives the same or better benefits as
we are receiving currently. I will highlight some of the areas of concern.
TRANSITION
The most important aspect of the change in the program time period is this will be the first and
possibly the only time two classes overlap. The 2014 graduating class and the 2015 graduating class
will overlap for approximately four months, so this is a great time to bring the program to new heights
as we will have the best opportunity to set up a mentoring experience an MBA class will ever have. I
have been in talks with the program administration and the QSB Business Career Center in regards to
giving the 2015 class the best experience as possible. This unique situation has even attracted attention
with our alumni, as I have started to receive suggestions from many who have graduated the program.
Many aspects of the program will have areas of transition, such as: classes, professors, team
environment, professional clubs, extra-curricular clubs and our famous Point4s. A point of contention
between the club presidents and the administration is the incorporation of the professional clubs of the
2015 class with the clubs of the 2014 class. The student side sees it as a mentoring opportunity if the
2015 clubs are brought within the 2014 clubs, whereas the administration is taking the viewpoint on
running separate clubs for both classes. I am currently siding with the club presidents, as it would give
a leg up to the incoming class and give a chance for the 2014 class to practice their knowledge in the act
of passing it on.
BUDGET
The current set up of the MBA student society budget has us operating on the leftover funds from the
previous class, which has been historically viable in allowing us to operate until our club fees are
deposited to us in November. This will prove difficult for the incoming class since they will be
spending four months with my class, sharing our budget, surviving the summer and early fall, then
finally receiving their respective funds in November 2014. I am in talks with our program
administration, the Business Career Center and the AMS on ways to change the time when the funds
will be delivered to the incoming class and every class after going forward.
The professional club budgets will also be a point of contention, especially if the new class clubs ends
up incorporated into our old class clubs. This at the moment is secondary to the MBA student society
budget.
TRANSITION NIGHT 2014
Transition Night is the night where alumni from the recently graduated class would return to Kingston
to welcome the new class on one night early in the program. Our transition night occurred early May
and there were about 10 alumni who returned to show us a fun evening with dinner, comedians and
karaoke. The next transition night will be almost twice the size of the previous transition night, as all of
my class will still currently be in school and the 2015 class will be the same size as my class. I have
already started to discuss ideas with my executive team and the administration, because it sounds like
the budget requirement for the Transition Night 2014 will be double Transition Night 2013.
Sincerely,
Kyle Drever
Residence Society President Report to Assembly
Hasina Daya
September 12th, 2013
Summer: We had a busy and productive summer at the Res Soc office. We had two full time staff members. Our
main focus over the summer was working on Residence Orientation, changes to the discipline system including
the implementation of a positive recognition program, and creating a more comprehensive training period for
our staff. Res Soc has also managed to secure about 15 partners for the upcoming year who have promised a
series of downtown discounts, we have a full range of partners from Smoke’s Poutine, the DrugSmart Pharmacy
in the ARC, and CHIC hair salon downtown.
Staff training: From August 20th to Sept 1st, all Residence staff underwent full day training. Council staff worked
hand in hand with dons to create a year long vision for their respective buildings. Training also included
sensitive topics such as Diversity, Sexual Assault, and Conflict management to ensure all staff living in residence
were trained with the tools to address potential obstacles a resident may face in their first year.
Residence Orientation: Residence Orientation was everything we could have hoped for and more. Move-in was
smooth and at record timing. Council staff once again had the opportunity to personally distribute sparkly gold
wristbands, a first years’ ticket to all Residence O-week events, along with our Cardholder, their ticket to
downtown discounts and front desk rentals. This was a great opportunity provided to us by Housing and
Hospitality to be one of the first touch points for students moving into residence.
We had spectacular turnout at our events this year as well, with about 3,100 students at the Carnival and Dance
held at the PEC and about 2,000 to our Casino night. The student experience office was instrumental in execution
of these events and largely helped in acquiring prizes to give away to students in attendance of the Casino night –
our feature prize was a Microsoft Surface, courtesy of the Campus Computer Store.
Marketing: This is an exciting year for the Marketing of Residence Society as we are a new society. We
rebranded the summer, painted our office, launched Facebook and Twitter (Res_Soc) and bought posters to be
displayed at all events we plan to host through out the year.
Events: ResSoc has partnered with BISC admissions to create a Castle-Queen’s pen pal program. The event that
corresponds to this project is on September 22nd. We also are currently booking our times at the Corn Maize,
Halloween Haunt in Toronto, and a Residence wide Frontenac’s Game.
Hiring: We have a full staff of Executives, House Presidents and Residence Facilitators. By the time next AMS
Assembly rolls around, I hope to announce a full volunteer cohort of FYEAs, Floor Reps, Interns, and a Scribe.
Regards,
Hasina Shain Daya
President & CEO
Appendix A: Lost In Transition
Section 19.01 Transition
19.01.01 The Executive shall be retired as of May 1st. At that time the Executive-Elect shall assume the powers
vested in the offices of the Executive.
19.01.02 The Assembly shall be retired as of May 1st of each year. Representatives to Assembly may change in
accordance with Member Societies’ constitutions and policies. The AMS Executive-Elect and incoming Council shall
serve as non-voting ex-officio members of Assembly until May 1st.
The Assembly shall be retired at the Society Annual Meeting. At that time the Assembly-Elect shall assume the
powers vested in the body of the Assembly. However, in accordance with 18.01.01, paragraph (i) of subsection
5.01.01, paragraph (vii) of subsection 5.01.05 and 19.01.01 the incumbent Executive and Council shall continue to
hold the status of Assembly members. For greater certainty the AMS Executive-Elect and Council-hired shall serve as
non-voting ex-officio members of Assembly until the close of the fiscal year.
19.01.03 It is recommended that the by-laws of the Corporation provide that the elected directors to Board assume
office within three (3) weeks of the CGM, the exact time to be at the discretion of the prior Chair. The incumbent
Executive shall remain as Directors on the Board and as Officers of the Corporation, and incumbent Service Directors
shall remain as members of the Board until the close of the fiscal year.
19.01.04 The Executive, prior to the election of their successors, shall ensure that the Transition Manual is up to
date. Further, during the Transition period, the Executive-Elect shall refer to said Transition Manual.
19.01.05 Considerations set out in this constitution that reference the Executive, including, but not limited to,
Section 2.02, Section 2.04, Section 6.03 and Section 6.11, shall apply where reasonable and as appropriate to the
Executive-Elect .
Appendix B: No More Years
Section 2.02 Executive of the Society
2.02.01 The Executive of the Society shall consist of a President, a Vice-President (Operations), and a Vice-President (University
Affairs) who must be Society members. They shall be members of Council and voting members of Assembly. The positions
shall be considered full-time from May 1 until April 30 of the following year.
2.02.02 The President and Vice-Presidents shall run as a team and shall be elected from the student body at large. The campaign
and election shall be held in accordance with the Society Policy on Elections and Referenda. Individuals running for executive
positions shall be AMS members during the school term in which they run for office, and may be enrolled in no less than one (1)
course during the Fall and Winter of their terms. Executive members may take more than three (3) courses only by appeal to the
Assembly.
2.02.03 Incumbent members of the AMS Executive shall not be eligible to run for re-election but shall be eligible to run in a
subsequent year. The AMS Human Resources Officer shall not be eligible to run for an AMS Executive position in the academic
year in which they hold or have held that position.
2.02.04 In the absence or unavailability of any one member of the Executive, or in the event that any one of the three Executive
offices becomes vacant, the remaining Executive members may appoint a replacement, who is a Society member, subject to the
approval of two-thirds (2/3) of the members of the Assembly present and voting at a meeting where n0otice of a motion of
approval has been duly given. Should the nominee of the remaining Executive members be rejected, the Assembly may make an
appointment, or it may require the remaining Executive members to propose alternative nominees.
2.02.05 Should the Assembly decide that the exercising of its authority to nominate candidates is undesirable, it shall call an
election within a month to be held in accordance with the Society Policy on Elections and Referenda.
2.02.06 In the absence or unavailability of any two members of the Executive or in the event that any two, or all three, of the
offices become vacant, the Assembly shall choose replacements who shall temporarily assume the powers and duties of those
Executive members until such time as an election can be held, in accordance with the Society Policy on Elections and Referenda.
Appendix C: NAD
That AMS Assembly approves changes to AMS Constitution Section 10.02.02 as seen in Appendix [number]
Part 10: AMS NON ACADEMIC DISCIPLINE
10.02.02 Insofar as the Judicial Committee is only one of several non-academic disciplinary bodies within the
university it shall not consider certain kinds of cases identified as better suited for a different jurisdiction.
Specifically, the Judicial Committee shall not hear cases of blatant discrimination (sexual, racial or otherwise),
harassment, sexual assault, serious assault of a non-sexual nature, use or possession of weapons (as defined by the Queen’s
University Weapons Policy), and murder, unless referred to by the Senate Committee on Non-Academic Discipline. It will,
however, act as an appeal body for the residence judicial system when appropriate. The AMS Judicial Committee shall not
hear cases of academic discipline.
Appendix D: Space Is Neat
Section 8, Part B: Room BookingAMS Space Designation
1) Only faculty societies and those groups/organizations that have received official recognition from the A.M.S. are
eligible to book space on campus.
2) Any group wishing to book space must notify the Commission of Internal Affairs, which will then determine
whether they are in fact eligible to receive this privilege.
3) All groups that have received room booking eligibility must then fill out a Student Event Form and follow the
procedures outlined therein.
1. This Part shall govern the designation of all AMS exclusive space within the Student Life Centre.
2. AMS exclusive space shall be designated for use by the Executive, in consultation with the Student Centre Officer
and Facilities ManagerOfficer.
3. Designation of space shall remain in effect until amended otherwise.
4. AMS exclusive space shall be designated for purposes such as, but not limited to:
a) AMS Salaried staff offices
b) AMS Commissions
c) AMS Offices
d) AMS Services
e) AMS Committees
f) Club Space
5. Allocation of Club Space to individual groups shall be conducted annually in accordance with Policy Manual 1,
Section 8, Part C: Club Space Allocation.
Section 8, Part C: Club Space Allocation
1. General
1.1 Club Space allocation shall be conducted annually during June-July.
1.2 This policy shall govern the allocation of AMS controlled exclusive space in the JDUC, 51 Queen’s Crescent, and
Macgillivray-Brown Hall and in Queen’s Centre Phase 1Student Life Centre designated as Club Space.
1.3 Responsibility for this process shall rest with an informalthe Club Space Allocation Committee which shall be
comprised of the Student Centre Officer, the AMS Clubs Manager, the Internal Affairs Commissioner and the Vice-
President (University Affairs).
1,4 The Space Allocation Committee shall be chaired by the Clubs Manager.
2. Eligibility
2.1 All extracurricular groups and clubs which have been duly ratified or re-ratified by the Internal Affairs Commission
no later the end of June, and AMS member societies shall be eligible to apply for space for the academic year
commencing the ensuing September.
3. Application Process
3.1 All extracurricular groups and clubs seeking ratification or re-ratification shall at that time be notified of the space
allocation process by the Internal Affairs Commissioner.
3.2 The space allocation form attached to this policy shall be made available in the Internal Affairs Commission office
to all groups/clubs by the first week of March.
4. Selection Criteria for Space Allocation
4.1 In evaluating and prioritizing requests for space the following criteria shall be given consideration:
Confidentiality requirements
Need for storage
Number of club members
Degree to which space itself will be utilized for group/club based activity
Number of students impacted by club activity
Past utilization of space
Tradition of the group/club at Queen’s
Accessibility requirements
History of a club’s previous tenancy
4.2 Space shall be allocated on a yearly basis only, however the Space Allocation Committee may offer space for a
multi-year period where it determines special circumstances so warrant.
4.3 2 Previous occupancy of allocated space shall not be considered a guarantee for renewal.
5. Notification
5.1 The space allocation process shall normally be completed by July 31 and all groups shall be informed via email at
this time.
5.2 Groups required to vacate space shall normally have until the first week of classes in September to do so, unless
extenuating circumstances arise.
5.3 A complete and current listing of space allocation shall be posted in the Internal Affairs office and on the AMS
website.
6. Contract
6.1 All extracurricular groups and clubs shall be required to sign an occupancy agreement prior to taking occupancy of
their allocated space. The SCO shall be the AMS signatory.
6.2 Provisions within the contract shall include, but not be limited to: move-in/move-out dates, responsibility for keys,
responsibility for space maintenance/cleanliness, adherence to all relevant codes of conduct and university rules and
regulations; assumption of responsibility by tenant for theft and/or damage, and entitlement of the SCO to inspect the
space and review its utilization at the SCO’s discretion.
6.2 Responsibility for determining and enforcing compliance with the tenant’s contractual obligations shall rest with the
SCO.
7. Other Considerations
7.1 Any group/club experiencing physical/maintenance problems with their allocated space (e.g. heating, painting) shall
direct their concerns to the SCO.
7.2 The AMS recognizes and supports in principle, the creation and maintenance of safe zones, i.e. 'women only space',
as a valuable psychological resource in helping to alleviate the persistent problems of discrimination, harassment and
abuse confronted by women. It further recognizes and supports the prerogative of the Queen's University Women's
Centre to freely designate any space within its confines, as 'women's only space'.
7.3 A copy of this policy shall be made available to all groups/clubs applying for space.
Appendix E: Bus-It
Part II, Section 8: Destinations
Section 8, Part A: Bus-It Working Group
Section 1: Mandate:
There shall be a Bus-It Working Group struck as a standing committee under AMS Assembly. It shall aim to:
a. To gather information regarding student opinion and feedback on transit and transit-related issues, and disseminate this
information to the appropriate bodies.
b. To provide non-binding input into the annual contract negotiation between
the Alma Mater Society and Kingston Transit regarding the Bus-It
program
Section 2: Membership
a. Destinations Head Manager (Chair)
b. Destinations Assistant Manager of Marketing, Bus-It and ISIC
c. Student Services Director
d. 2 voting members of AMS Assembly, each from a different faculty society
e. 1 representative from the Society of Graduate and Professional Studies (SGPS), as determined by the SGPS
f. 1 representative from the Jean Royce Hall Council (JRHC), as determined by the JRHC
g. 1 representative from the Office of the Associate Vice-Principal and Dean of Student Affairs (DoSA), as determined by
the DoSA
Appendix F: Trust
Policy Manual 2, Section 9: Office of the Undergraduate Student Trustee
The Undergraduate Student Trustee is the undergraduate students’ representative on the Queen’s University Board of
Trustees. The term and election of the student trustee is described in Section 13.01 of the AMS Constitution.
Office Space
The AMS shall provide designated office space for the Student Trustee; the office shall be made available to the Student
Trustee on the first day of their term.
Student Trustee Fund
As per AMS Constitution 13.01.06, the AMS shall provide an annual allocation of funds to the Student Trustee. This
allocation will endeavor to cover expenses that may include, but is not limited to, transportation, marketing materials, office
supplies, lobbying expenses, and admission to events hosted by the Board of Trustees, the Grant Hall Society, the Queen’s
University Alumni Association, and other University bodies.
Each expenditure of the Student Trustee Fund must be approved by the AMS President and AMS Executive Director. The
criteria for approval of the funds are: 1) whether the expenditure is reasonable and relevant to the portfolio of the Student
Trustee and 2) whether other sources of funding can be located. The Student Trustee can expense up to $2000 per year. The
AMS Assembly may request the Student Trustee to provide a summary of expenditure to date at any time, through the
written request of minimum five (5) voting members to the Commissioner of Internal Affairs.
Appendix G: Assembly Votes
Policy Manual 1 Section 2, Part A: Assembly Policy
34. i)At the conclusion of the debate the Speaker shall call for a vote by a show of hands to determine whether the motion
shall be accepted.
ii) If the decision is to be challenged, five (5) members must stand and request a formal recount.
iii) At the request of at least 50% of voting members, five (5) voting members, the vote shall be taken by role call instead of a
show of hands.
iv) At the request of at least 50% of voting members, the vote shall be taken by a secret ballot instead of a show of hands.
Members shall write his/her name on each ballot cast. Member’s name, affiliation, and vote for each motion will be recorded
in the meeting minutes. Ballots submitted without a name will be considered void and shall be disregarded.
v) Subsection 34 (iv) shall be followed notwithstanding a closed session of Assembly, at which no votes shall be recorded in
the meeting minutes.
iv) When a vote is taken at Assembly, any member may request that the numbers, or the names of the minority voters, be
recorded in the minutes.
Appendix H: Kingston Opportunities Officer
Kingston Opportunities Officer
The Kingston Opportunities Officer position has been created in response to the growing number of
students seeking summer, school year, and post-graduation employment opportunities in Kingston.
Also, the Officer will work to facilitate volunteer opportunities to the growing number of students
seeking volunteer opportunities in Kingston. This mandate is consistent with the City of Kingston
Strategic Plan for the retention of students over the summer months and post-graduation.
Time Commitment
8-month volunteer term from Sept 1 2013 – April 30 2014 of a time commitment of 5-10 hours/week
The successful applicant will be required to attend volunteer training provided by the Human
Resources Office, as well as orientation to the position provided by the Municipal Affairs Commission,
Queen’s Career Services and KEDCO
While the active term for the officer is from September to April, some positions require planning
during the summer months for the development of a Goal Plan.
This is a volunteer position, but is subject to honorarium at the end of the school year if duties are
successfully completed
Responsibilities
Work with KEDCO and community partners to advertise Kingston to students as an option for
summer or post-graduation employment
Communicate relevant job postings from KEDCO’s environmental scan to students
Create a social media identity for the position as students’ connection to the greater Kingston
community
Establish and maintain regular meeting times with KEDCO and other relevant organizations
dedicated to promoting employment of Queen’s students in Kingston
Work with Career Services on development of their career fairs
Communicate relevant job postings from KEDCO’s environmental scan to students
Work with KEDCO and Greater Kingston Chamber of Commerce on hosting a Kingston employment
mixer event and/or entrepreneurship speaker series
Work with Career Services on an expansion of their website to promote working in Kingston
Complete a strategic plan to be submitted to the Municipal Affairs Commissioner
Report to the Municipal Affairs Commissioner on a weekly basis
Maintain regular office hours
Submit a proposed budget according to the regulations of the AMS constitutions
Submit updated budgets as they become available
Submit a final budget
Submit a written transition report
Useful Contacts
Catherine Wright, Incoming Municipal Affairs Commissioner 2013-2014
Ceilidh Stubbs, Community Opportunities Facilitator 2012-2013,
Appendix I: Sustainability Action Fund
Section 9, Part D: The Sustainability Action Fund Granting Committee
Section 1: Committee Mandate
The Sustainability Action Fund (SAF) Committee shall work to:
a) Review project proposals submitted for funding through SAF grants
b) Facilitate the granting of funds collected through the SAF student fee to undergraduate initiatives
c) Seek to provide financial assistance to student-run projects that increase campus energy efficiency, reduce waste, and/or
educate the Queen’s community on sustainability-related issues
Section 2: Membership
The SAF Granting Committee shall be comprised of the following representatives:
AMS Vice President University Affairs
AMS Commissioner of the Environment and Sustainability (Chair)
Three (3) AMS Assembly members (to be selected prior to the end of the winter term)
AMS Commission of the Environment and Sustainability Deputy Commissioners (Non-Voting)
Queen’s Sustainability Office Sustainability Manager (Non-Voting)
At least one faculty member, preferably whose field of expertise involves sustainability and the environment (Non-
Voting, selected by the Chair)
It shall be the responsibility of the Chair to:
i. Schedule and preside over all meetings of the Committee
ii. Act as a liaison between the Granting Committee and the Administration
iii. Ensure adequate yearly transition is achieved through creating and maintain written records/reports/manual
iv. Administer the grants to the successful applicants
Section 3: Duties of the Sustainability Action Fund Granting Committee
a) The Granting Committee shall have complete authority over the SAF and all of its functions
b) It shall be the responsibility of the Granting Committee Members to:
a. Attend and participate in regular meetings of the Granting Committee
b. Review grant applications and determine the allocation of funds
c. Provide feedback to all individuals/groups submitting grant applications
d. Promote the SAF to members of the Queen’s undergraduate student body
e. Conduct promotional campaigns to encourage the submission of grant applications
f. Conduct promotional campaigns to encourage student involvement in the administration
of the SAF, including applications to the Granting Committee
g. Ensure proper measurement and accountability by all grant recipients
h. Ensure the submission of final reports by all grant recipients
i. Review all final report submissions and determine whether grant funds have been spent
appropriately
j. Compile and publish an annual report, submitted to AMS Assembly, outlining all activities and
expenditures of the SAF
k. Orient and create transition manuals for incoming Granting Committee Members
l. Complete a SAF program review every third year of the SAF’s operations, prior to the triennial review of the SAF student
fee and make recommendations re the SAF
fee duration, amount, and optional/mandatory status
m. Promote the SAF to students in order to have the fee passed at referendum
A committee member who has any involvement or connection with an applicant organization shall declare this to the Chair
who shall determine whether a conflict of interest exists and how best to proceed.
Section 4: Meeting Procedures and Voting Powers of the Granting Committee
a) The Granting Committee shall operate as a consensus-based decision-making body. When a consensus cannot be reached,
a supermajority (2/3) of voting Committee Members shall be required to allocate funds.
b) All 2/3 supermajority requirements will be rounded up to the highest whole number.
c) All voting members must be present for Quorum to be reached and a meeting to be held
d) Meetings/votes during the May-August period may be conducted online, if necessary, and shall be facilitated by the Chair
Section 5: Allocation of Funds and Project Selection
a) The Granting Committee shall determine the allocation of funds to applicant projects by consensus or a 2/3 supermajority
vote of the voting members of the Committee.
b) The Committee may elect to fund only a portion of a project where it sees fit.
c) All funds dispersed by the Committee shall be allocated to projects with direct AMS member involvement. Such projects
may include, but not be limited to, internships, initiatives which include students in their oversight bodies, students’ research,
and projects proposed and to be managed by students.
d) All projects eligible for SAF funding shall satisfy the following general requirements and criteria:
* Projects must directly address environmental sustainability on the Queen’s University campus, or in the capacity that on-
campus activities influence sustainability off-campus.
* All proposed projects must have a clearly defined, measureable, and quantifiable outcome.
* Project proposals may be submitted by Queen’s University students, staff, administrators, AMS
Services/Commissions/Offices or faculty, provided that at least one undergraduate student is involved in the project in a
managerial capacity.
* Individuals and groups not affiliated with Queen’s University may not submit proposals.
* Projects shall have received all necessary written approval by any applicable or appropriate
campus officials prior to consideration by the Granting Committee.
* SAF funding shall not be allocated to projects already mandated by law or by Queen’s University policy directive, as
Queen’s University is already obligated to allocate funds towards such projects.
*Projects shall go above and beyond established minimum requirements and that are unable to gain full funding from other
sources.
* Projects shall have a mechanism for measurement, evaluation, and follow-up after funding has been dispersed. At
minimum, a project plan must include the creation of a report made to the Granting Committee after successful (or
unsuccessful) implementation.
* If a project is expected to have ongoing benefits, such as ongoing annual cost savings, the
project plan submitted must include a mechanism for tracking, recording, and reporting
these benefits back to the Granting Committee on an (at least) annual basis.
* Project shall have publicity, education, and outreach components.
* Projects shall have direct undergraduate student involvement.
* Projects will not be considered that request less than $300 in SAF funding.
e) The Granting Committee shall give preference and priority to project proposals that meet the following criteria, in
additional to meeting all general requirements, however, meeting the following criteria is not required for projects to be
considered for SAF funding.
* Preference will be given to projects that demonstrate the greatest reduction in Queen’s
University’s negative environmental impacts for the least cost.
* Preference will be given to projects with a strong student participation and leadership component.
* Preference will be given to projects that address the environmental, social, and economic aspects of sustainability in a
holistic manner.
f) All funds received from the SAF student fee shall be granted during the school term
g) SAF funds are not to be used or reallocated for purposes other than those described in this document.
h) The SAF shall normally have three yearly granting periods. The first shall be held no later than the end of July; the second
shall be held in the Fall term no later than the end of October and the third to be held in late February(if necessary).
The availability of a summer granting period reflects the practical reality that for some student organizations, particularly
AMS Services, this is a period where there is more capacity to identify and develop projects, apply for grants and to prepare
to implement new initiatives that will impact the Queen’s community as soon as possible in the upcoming academic year.
Consistent with the priority of seeking to ensure that SAF funding does have an impact as early as possible each year,,ml the
committee may allocate up to 33% of the SAF during the first granting period and shall undertake to allocate the remainder
during the second period.will attempt to give out around 50% of the fund. The third granting period in February shall be held
only in the event there are remaining funds.rest will be given out in the second granting period. However, the committee
retains the right to give out most or all of the fund in the Fall semester should they receive deserving applications requesting
such an amount.
In accordance with AMS Student Fee Policy, the granting committee shall seek to disburse the entirety of the funding it
receives from the SAF fee in the year it which it was collected. However, in the event the committee receives an insufficient
number of viable applications to comply with this requirement, it may retain up to 25% of the SAF funding for granting
purposes the following year.
Insofar as granting decisions may be made prior to the actual collection of the SAF fee, granting capacity shall be estimated
conservatively at 80% of the previous year’s student fee funding.
Section 6: Accountability, Records, and Reports
a) The SAF, as overseen by the Granting Committee, shall remain accountable to
the student body and therefore shall:
* Make all records of the SAF available to the public through publically accessible financial records and Granting Committee
meeting minutes.
* Issue an annual report of its activities to the AMS Assembly.
b) All projects receiving funding from the Sustainability Action Fund shall submit a report to the Granting Committee at the
conclusion of the project or annually from the date of the
project approval if the project is funded for longer than one year
* The report must include a budget detailing all expenditures of funds granted or loaned to a project by the Granting
Committee.
* All projects receiving SAF funding must keep adequate and correct books and records of account, as well as records of all
expenditures, and must be able and willing to provide any or all of this information to the Granting Committee at any time
upon request.
c) Upon review of a report, the Granting Committee shall judge whether the funds allocated to a project were spent
appropriately within the scope of the project, as outlined in the project proposal. If the Committee feels the funds were spent
inappropriately, the Committee may require the return to the SAF of the funds allocated to the project.
d) The Chair, on behalf of the SAF Granting Committee, must keep on record:
a. Minutes of all meetings of the Granting Committee, indicating the time and place of such
meetings, the names of those present, and the proceedings thereof
b. Adequate and correct books and records of account, including accounts of its properties and
business transactions, and accounts of its assets, receipts, disbursements, gains, and losses.
c. Record of projects proposed and selected each year and the funds allocated to each.
d. Reports made back to the Granting Committee on completed projects and all annual reports
received from projects with ongoing benefits and/or revenues.
e. Copies of all annual reports which the Granting Committee has issued to the AMS Assembly.
Appendix J: CSI
Clubs Street Initiative
Job Title: Clubs Street Initiative Committee Chair/Member
Job Type: Volunteer (not subject to honoraria)
Number of Volunteers Holding Position: 6
Hours Per Week: 2-5
Job Description:
Promote and facilitate club collaboration with the AMS
Meet on a weekly basis with the Clubs Manager for updates on Club events, information and
what events to visit that week
Attend club events and provide extra support for club executives (could be booked to help
clubs set up events, etc.)
Divide in groups and visit new clubs each week as a resource
Promote clubs to the general student body
Participate in Clubs Open House
Attend monthly Clubs Office Meetings
Appendix K: AMS Hiring Amendments
Amendments
Sections 7, 8, 15, and 25 Approved by the Board of Directors
pproved by Assembly and the Board of Directors All other sections aA
15. REHIRES
15.01 Consistent with section 1.05, the AMS, in recognition of the importance of providing work, leadership experience and
employment opportunities to students; and of the limited number of such positions, shall strive to disperse employment and
appointment opportunities to as many different students as possible from year to year.
15.02 Insofar as hiring a completely new complement of staff each year would not be conducive to the efficient running of
the services, rehires shall be permitted among the services up to a maximum of 25% based on the number of available staff
positions. Having worked in a service the past year shall in no way guarantee a position the following year. The rehiring of
individuals shall in all cases require exceptional past performance and additionally be based on: their ability to aid in the
training of new employees; their ability to provide leadership to new employees; and the level of continuity they would
provide.
15.03 Any service wishing to exceed the 25% rehire threshold may request approval to do so from the VPOPs.
The VPOPs shall grant a service an exemption from the prescribed limit only upon a determination that the welfare of the
service would be genuinely compromised by a failure to retain additional experienced staff. In no case shall the VPOPs
permit rehires to exceed 50%.
15.04 Where sufficient opportunity has existed to observe and assess the performance of a staff member seeking employment
with the same service for the following school year, the staff member shall be considered as a rehire, regardless of their
status/whereabouts at the time of application. This includes, but is not limited to, employees on a winter term exchange and
employees who were unable to complete their period of employment due to illness or other extenuating circumstance. Insofar
as these students are considered rehires, they shall not be eligible to apply to work for the same service in the fall hiring
period.
15.054 No student shall work more than four years in any service wage-level position. This limit reflects a balance between
the AMS desire to act upon its philosophy of spreading opportunity and its recognition of the positive contribution made by
the exceptional students who are hired repeatedly as staff.
Consistent with Section 1.05 of this document, the Board of Directors may seek to waive this provision, if it judges that the
viability and efficiency of an AMS service may be jeopardized by the limited training and experience available to its staff,
due to a demonstrably low number of returning employees. In taking this action, the Board of Directors shall be acting on the
unanimous recommendation of the relevant service manager, services director and the VPOPs.
22. GENERAL OFFICE SUPPORT STAFF/CASUAL OR LIMITED TERM WORK
22.01 A student in a front desk/reception position shall be eligible to be rehired but consistent with AMS rehire policy, this
shall require exceptional past performance and additionally be based on their ability to aid in the training of new employees
and the level of continuity and professionalism they would provide. A maximum of two front desk staff may be rehired each
year and no student shall be eligible to hold this position for longer than two years.
22.02 The hiring for miscellaneous casual or limited term positions (e.g. assembly scribe, SWEP employees, board scribe)
shall be conducted by the Executive or Council member or manager to whom the employee is ultimately responsible, and
consistent with any applicable Society policies. The hiring shall be guided by the general principles expressed in this
document but the individual responsible for hiring shall retain the discretion to act expediently when necessary upon
receiving approval from the AMS Executive. Expediency shall be deemed to include bypassing normal requirements for the
advertisement/notification of AMS positions.
22.03 In hiring for casual or short-term positions, when possible preference shall generally be given to AMS volunteers to
demonstrate appreciation for their commitment and dedication in serving their fellow students.
22.04 In the event that a head manager determines their service needs to hire additional staff in response to either employee
loss or increased work volume, the appropriate Director may open a hiring period, the duration of which is subject to the
approval of the VPOPS.
Appendix L: AMS Employee Amendments
AMENDMENTS
APPROVED BY THE BOARD OF DIRECTORS ASSEMBLY AND
ARTICLE 4: STAFF TRAINING AND DEVELOPMENT
4.01 STAFF RESPONSIBILITIES
Every student employee must meet their service's training requirements. Failure to do so may result in disciplinary action.
Employees shall be paid at the minimum wage prescribed in the Employment Standards
Act for all mandatory training sessions. The AMS Inc. is responsible for ensuring that all of its employees are properly
trained to deal with duties they are required to perform. This includes the proper use of equipment as well as the liability
involved with dealing with customers.
4.02 ACCESSIBLE CUSTOMER SERVICE TRAINING
In accordance with the Accessibility for Ontarians with Disabilities Act, all AMS employees shall receive mandatory training
on Accessible Customer Service.
4.03 QUEEN’ S STUDENT CONSTABLES
All employees of Queen’s Student Constables shall complete provincially mandated security training and pass the licensing
exam. The AMS shall provide the opportunity for employees to fulfill the in-class component of the training and shall pay
associated examination and licensing fees. Employees who are unable to attend the in-class training as arranged by the AMS
are responsible for completing this component at their own expense, however in all such cases, the AMS will offer the
employee remuneration for the hours spent in training.
4.04 PERFORMANCE APPRAISALS
Consistent with the AMS seeking to provide learning experiences for all its employees, the general intent of performance
appraisals shall be to identify strengths and areas of concern as early as is reasonable to afford employees an opportunity for
growth and improvement.
i) Performance appraisals shall take place twice a year for those on a 12-month contract, and once a year for those on an 8-
month contract. The first evaluation shall occur near the end of the first each four-month period of a 12-month contract,
normally taking place in July and August. The second shall occur halfway through an 8-month contract, normally taking
place in December and January. in which a member
of the staff or management has been working. This shall normally occur during three periods:
May 1 – August 1; September 1 – December 1; and January 1 – April 1.
ii) Performance appraisals shall consist of two components:
i. A written survey allowing employees to comment on their own performance, as well as the performance of the following
employees (as applicable): their supervisor(s), staff they manage, and peers. Full-time employees shallwill also evaluate the
executive as a team where possible or otherwise on an individual basis as applicable.as a whole, as a mechanism to keep
elected leaders
accountable. This survey shall typically include consist of a numerical ranking of skills relevant
skills to the position, as well as an area to comment on strengths and, areas of improvement and next steps.
ii. A performance review meeting with the employee’s supervisor. One additional supervisor or equivalent may attend, at the
discretion of the supervisor.
iii) All eEmployees shall have at least two weeks to complete the written evaluations before their due date.
iv) Evaluations shall be sorted by the Human Resources Officer and passed on to the appropriate supervisor within one week
of the evaluation deadlinedue-date, regardless of whether all evaluations are submitted. This timeline shall be bypassed in the
event of 4.04 v, in which case the supervisor shall receive the relevant sorted evaluations after their own performance review
meeting.
a. If evaluations are not submitted by this date, final appropriate discipline may be
administered.
v) No full-time staff member who is a supervisor may conduct a performance review meeting until they have participated in
their own performance review meeting.
vi) For head managers, assistant managers and service staff, the performance review meeting shall typically be conducted by
two supervisors.
vi) Performance review meetings shall not extend beyond a two week period, unless approved by the
applicable Executive member. This is an effort to afford employees enough time to improve
before the end of the evaluation term.
ARTICLE 5: DISCIPLINE AND APPEALS PROCEDURE
5.01 POLICY
(i) The general intent of disciplinary action shall be to correct and improve employee performance, not to punish.
(ii) The standard of conduct expected from services staff and salaried employees is full adherence to the terms of
employment stated in this manual, the rules outlined in service specific staff manuals and any employment contract they have
signed. All employees shall be provided with a comprehensive list of rules and expectations.
(iii) Expectations for adherence to proper conduct standards shall remain in effect for all employees while they are present
but off-duty in any AMS service, and for employee interaction with co-workers outside the service in which they are
employed.
(iv) All disciplinary actions and any record of such shall remain confidential. In the event of the any termination or the
suspension of a management full-time employee, the Board of Directors may choose to release a statement of notification.
(v) When a conflict of interest exists (e.g. personal relationship, housemate) between an employee and their supervisor, the
supervisor shall remove themselves from any disciplinary process. Responsibility for the process shall be delegated to
another AMS employee in a supervisory position to the employee (e.g. HR manager, director) subject to the approval of the
VPOPs.
(vi) Consistent with section 1.04 of the AMS Hiring Policy and Appointments Policy and Procedures
Manual, the AMS shall endeavour to ensure its employees’ AMS experience does not impede their academic performance. In
the event an employee is encountering serious academic problems, their supervisor shall meet with the employee and
empathetically explore any effect that the employee’s AMS job may be having on their academic performance. Irrespective
of the employee’s job performance, termination may be recommended by the supervisor if in her/his judgment this is a step
that is essential to a resolution of the employee’s academic problems.
(vii) The Human Resources Officer, insofar as this position is a support for both the organization and individual employees,
shall not be present at any discipline meetings including those related to suspension
or termination.
(viii) All written documentation concerning employee discipline (i.e. written warnings and notices of suspension/termination)
shall be subject to review by the Human Resources Officer, who shall ensure adherence to AMS policy.
5.02 PROGRESSIVE DISCIPLINE
(i) The escalating measures listed below shall generally be followed in the event of a rule infraction, unsatisfactory
performance or inappropriate conduct. In the case of service staff, each service may establish its own demerit system at the
discretion of the manager (subject to approval by the appropriate director who must ensure uniformity and fairness among
services’ demerit systems) to determine at what point each of the measures shall be warranted. Any employee receiving a
demerit(s) shall be informed of this disciplinary action and shall be required to acknowledge it, normally by initialling it in
their employee file. Both head managers and directors shall have the discretion to bypass any measure in favour of a more
severe one, when in their judgment an employee’s offence is deemed serious enough to justify so doing. In the event that a
disciplinary measure is bypassed by a head manager/director, their supervisor shall be notified. Where disciplinary measures
have been taken for a service staff during the May-August period, the head manager shall have the discretion to reset a clean
slate for the staff member in the fall, where the manager has determined the existence of extenuating circumstances.
a) Warning noted in employee’s employment file The employee shall be so informed and shall be required to acknowledge that a warning has been retained on file, typically in
the form of demerit points.
b) Written warning and meeting with employee
This warning shall be in the form of a letter to be retained in the employee’s file and shall be signed by both the employee
and the appropriate supervisors. The supervisor shall schedule a meeting with the employee to address areas of concern
regarding the employee’s job performance. This shall normally occur after the accumulation of 4 demerits points so as to
acknowledge concerns early and allow the employee the opportunity for improvement.
An employee who believes they have been disciplined unfairly should, and is entitled to, discuss this matter with their direct
supervisor.
5.03 SUSPENSION
(i) An employee shall be subject to a suspension without pay, not exceeding a period of two weeks, imposed
by the manager/supervisor under either of the following conditions:
a) The employee commits a further offence after all measures listed in 5.02 have been exhausted.
b) In the judgment of the manager/supervisor the employee’s offence is sufficiently serious as to warrant
immediate disciplinary action greater than the measures provided in 5.02 but not so serious as to warrant
termination.
(ii) An employee may be subject to indefinite suspension, with or without pay, for the purpose of
investigating alleged misconduct. Forgone earnings may be restored to the employee at the conclusion of
the investigation.
(iii) While on suspension from their job, the employee shall not be permitted to enter their service or place
of work for any reason, including as a paying customer. The sole exception shall be the Walkhome service
where a suspended employee may request a walk. An employee who fails to comply with this condition of
their suspension shall be subject to further disciplinary action, up to and including termination.
(iv) In all cases of staff suspension the appropriate director shall be informed.
5.04 TERMINATION
(i) An initial decision to terminate employment shall be made independently by the Head Manager or supervisor. Staff
terminations shall subsequently be subject to approval by the relevant Director for the service. The decision to terminate shall
then be subject to a final review and approval by the VPOPs before any action is taken. A decision to terminate a Head
Manager shall be made by the relevant Director and the VPOPs. A decision to terminate a council member or officer shall be
made by the executive. Cause for immediate dismissal shall include, but not be limited to, wilful misconduct, wilful neglect
of duty, repeated unavailability for work, theft, gross insubordination, harassment/discrimination and substance abuse while
on duty.
(ii) Termination of a part-time employee shall normally occur after the accumulation of 10 demerit points, though
employment may be terminated sooner, consistent with the discretion afforded head managers and directors to bypass a
disciplinary measure for a more severe one. A head manager shall not be required to automatically terminate employment at
the accumulation of 10 demerit points, however, any further infraction warranting demerits shall typically result in automatic
termination, at the discretion of the appropriate Director.
(iii) An employee’s employment may be terminated at any point during the probationary period without cause. Once the
probationary period has been completed, an employee may be terminated without cause by providing the employee with the
following working notice, or at the sole discretion of the AMS, pay in lieu of such notice.
Length of Service Weeks of Notice Period
6 weeks - 1 year 1 week
Student is a rehire 2 weeks
(ivii) An employee who has been terminated shall be notified both in writing and in a meeting with those authorized under
section 5.04(i) to make this decision. The VPOPs or delegate shall be present at all such meetings. The employee shall be
informed of their right to appeal at the time of termination.
(iv) The Board shall receive written notification of any decision to terminate a full-timen employee.
(vi) A tri-pub ban issued to any Queen’s Student Constables or TAPS employee shall also constitute grounds
for immediate dismissal.
(vii) The AMS shall act in accordance with any special considerations in the Work Study contracts for students employed
under this program.
5.05 APPEAL OF TERMINATION
(i) A decision to terminate an employee without cause shall not be subject to appeal. An employee who has been terminated
with cause shall be informed of their right to appeal at the time of termination and the relevant timeline.
(ii) An appeal of termination shall be made to the Chair of the Board of Directors. The appeal must be filed in writing to the
Chair within three business days of the employee being notified in writing of the termination. The submission shall state the
grounds for the appeal and shall include any supporting evidence/documentation.
(iii) The Chair shall overturn a management decision to terminate only where there is clear and compelling evidence that the
employee has been treated unjustly. The appeal shall not constitute an opportunity for the Chair to simply second-guess the
judgement of management but rather exists solely to ensure that there has not been an indisputable miscarriage of justice
based on either the facts or on considerations extraneous to the employee’s job performance.
(iv) The onus shall be on the employee filing the appeal to produce evidence and a substantive basis to support the contention
that they have been wrongfully dismissed.
(v) The Chair shall have the right to immediately dismiss an appeal where the Chair determines that the employee’s grounds
for appeal are not substantive in the context of Section 5.05 (iii).
(vi) Where the Chair has decided to hear an appeal, the Chair shall arrange to interview both management and the appellant,
and any other party that in the judgement of the Chair is instrumental to the appellant’s termination. Before rendering a
decision the Chair may seek advice from the AMS retained legal counsel. A decision on the appeal should be rendered within
one week of receipt of the written submission, barring unforeseen circumstances. Written notification of the Chair’s decision
shall be given to all concerned parties.
(vii) At the conclusion of the appeal process, the Chair may decide to:
a) uphold the termination
b) overturn the termination
c) overturn the termination and call for a lesser disciplinary action(i.e. suspension)
In the event the termination is overturned, the employee may be eligible for lost wages/salary at the discretion of the Chair.
(viii) The Chair shall report their decision to the Board of Directors for information purposes.
(ix) The Chair’s decision shall be final and there shall be no further right of appeal.
Appendix M: Recruitment Committee
Recruitment Committee Member
The Human Resources Office is responsible for ensuring that all AMS members receive equitable
access to employment and volunteer opportunities within the AMS and that the experience is safe,
productive, and welcoming. The Recruitment Committee members will work with the Opportunities
and Outreach Coordinator to plan and execute any and all recruitment campaigns to ensure that all
Queen’s students are aware of the opportunities available through the AMS.
Time Commitment, Eligibility and Remuneration
8-month term from September 1 2013-April 30 2014 of a time commitment of 3-5 hours/week
This is a volunteer position
All AMS volunteers must be enrolled in at least 18.00 credit units (60% of a full course load as
determined by your program) both at the time that they apply and for the duration of their
term, and have paid the full slate of AMS mandatory fees
Must attend volunteer training organized by Human Resource Office
Responsibilities
Work directly under Opportunities and Outreach Coordinator (O&O) to complete logistical
work recruitment
Create and distribute all necessary application forms and job descriptions
Maintain the AMS front lobby display of applications and notifications and ensure
communication of hiring logistics and deadlines with the AMS front desk staff
Complete the logistical work of planning and executing AMS Recruitment campaigns during
the Winter semester
Develop and implement methods for ongoing AMS recruitment in consultation with the
Opportunities and Outreach Coordinator
Implement social media recruitment strategies as instructed by O&O
Attend weekly committee meeting with O&O
Complete additional responsibilities as delegated by the O&O
Useful Contacts
Hana Delibasic, Opportunities and Outreach 2013-2014, at [email protected]
Theresa Hillis, Human Resources Officer 2013-2014, at [email protected]
Appendix N: Shaking It Up
5.06.01 The order of business shall be:
(a) Approval of Agenda;
(b) Approval of Minutes;
(c) Speaker's Business;
(d) Guest Speaker;
(e) President's Report;
(f) Vice Presidents' Reports;
(g) Board of Director's Report;
(h) Student Senator's Report;
(i) Undergraduate Trustee’s Report
(j) Rector's Report;
(k) Statements by Members;
(l) Question Period;
(m) Business Arising from the Minutes;
(n) New Business;
(o) Statements by Members;
(p) Question Period;
(q) Discussion Period
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