Constitution | Uc Slsa

Article 1: Preamble

1. Name of the Organization

a. The name of the organization shall be named the University of Calgary Sociology and Law and Society Student’s Association (UC_SLSA), hereinafter referred to as the UC_SLSA (Constitutional Amendment, November 2021)

2. Purpose of the Charter

a. This document serves as the mandate for all club activities and affairs for which the executives must be committed as part of the University of Calgary Sociology and Law and Society Student’s Association (Constitutional Amendment, November 2021).

Article 2: Objectives

1. The objectives of the UC_SLSA shall be:

a. To bring together University of Calgary undergraduate students within the Sociology and Law and Society programs (Constitutional Amendment, November 2021);

b. To provide University of Calgary undergraduate students with information and opportunities for development within their undergraduate studies (Constitutional Amendment, November 2021);

c. To engage students in academic and occupational network building opportunities wherein students may develop competitive networking and communication skills conducive to their respective fields of study (Constitutional Amendment, November 2021);

d. To retain channels of communication between University of Calgary departmental staff and undergraduate students (Constitutional Amendment, November 2021);

e. To represent University of Calgary undergraduate students with a vested interest in Sociology and Law and Society within the various channels of communication at the university (Constitutional Amendment, November 2021);

f. To support University of Calgary undergraduate students to develop an understanding of their interests and how that may be translated in the competitive job market (Constitutional Amendment, November 2021).

Article 3: Membership

1. Membership within the UC_SLSA shall be governed by the following provisions:

a. All University of Calgary Students, faculty and staff are eligible to be members of the UC_SLSA (Constitutional Amendment, November 2021);

b. Individual membership within the club will be granted by a fee of $5 (Constitutional Amendment, April 2024);

c. Supplementary Membership will be given to those who wish to join the club but are financially unable to, given they fulfill the following criteria;

i. Significant financial loss (e.g., job loss, reduced income, contract etc.) (Constitutional Amendment, April 2024);

ii. Disability or illness that limits the ability to earn an income (Constitutional Amendment, April 2024).

d. Membership with the UC_SLSA will last from September 1, 2024 to August 31, 2025;

e. Members are eligible to make us of UC_SLSA services including but not limited to, seeking promotional interests of Sociology and Law and Society students which may be presented by departmental staff. And, members may participate in club activities and initiatives (Constitutional Amendment, November 2021);

f. Members are entitled to (Constitutional Amendment, November 2021):

i. Receive notice of any and all changes to the Club Charter pertaining or affecting their membership within the club (Constitutional Amendment, November 2021);

ii. Attend and participate in all UC_SLSA club events and initiatives (Constitutional Amendment, November 2021);

iii. Submit items for discussion of Sociology and Law and Society students interests which will be forwarded to departmental representatives (Constitutional Amendment, November 2021);

iv. Be eligible to serve as a future UC_SLSA Executive in the following year (Constitutional Amendment, November 2021).

g. Purchases of memberships are non-refundable but members can revoke or withdraw their membership through request via email, slsa1ucalgary@gmail.com (Constitutional Amendment, April 2024).

Article 4: Student Union

1. The UC_SLSA acknowledges and will abide by the bylaws and policies outlined by the Students Union, unless otherwise approved by the club’s committee.

2. The UC_SLSA will revoke their status as a Students’ Union sanctioned club if any Union bylaw or policy is contravened without Club Committee ratification.

Article 5: Officers and Duties

1. Co-Presidents:

a. Oversees the operation of the UC_SLSA and delegates tasks to the other executives;

b. Arranges and facilitates executive meetings;

c. Approves all events, media initiatives, and all purchases over $25 (Constitutional Amendment, April 2024);

d. Maintains a formal relationship with the Department of Sociology;

e. Attends monthly meetings with the Department head of Sociology (Constitutional Amendment, April 2024);

f. Submits the Annual Report to the Students’ Union by the yearly due date;

g. Contacts the appropriate authorities for conflict resolution amongst executives and members (will be outlined in future correspondence in Club Conflict Resolution Guide shared amongst members).

h. Annual check and update co-curricular record roles on UCalgary Club Hub page;

2. Vice President Treasury:

a. Monitors the club’s finances to ensure adherence to budgetary constraints and financial sustainability.

b. Set annual budgets in collaboration with the executive team and club advisors.

c. Enforce budgetary guidelines and ensure that expenditures are within approved budget limits.

d. Manage the club's bank accounts and financial assets, including depositing incoming funds and authorizing payments for expenses.

e. Implement financial controls and procedures to safeguard club assets and prevent misuse or misappropriation of funds.

f. Provide transparency and accountability regarding the club's financial status, performance, and decisions.

g. Identify and pursue opportunities for sponsorships, grants, donations, or other sources of funding to support club activities and initiatives.

h. Identify areas for cost savings, revenue generation, or financial efficiency improvements to maximize the club's financial resources.

i. Manage the collection of membership dues and fees, ensuring accurate recording and tracking of payments and membership status.

j. Develop long-term financial plans and strategies to support the club's growth, sustainability, and achievement of strategic objectives.

3. Fundraising Coordinator:

a. Develop and implement fundraising strategies and initiatives to generate revenue for the club, including but not limited to bake sales, raffles, candygrams, and other fundraising events.

b. Coordinate all aspects of fundraising activities, including planning, scheduling, promotion, and execution.

c. Propose budgets for fundraising initiatives, taking into account anticipated expenses, revenue targets, and profit margins.

d. Monitor and manage fundraising budgets to ensure financial objectives are met and expenses are kept within approved limits.

e. Estimate potential profits for fundraising initiatives based on past performance, market trends, and projected attendance or participation.

f. Analyze the success and profitability of previous fundraising activities to inform decision-making and improve future initiatives.

g. Reach out to local businesses, corporations, and community organizations to solicit donations, sponsorships, or in-kind contributions to support club activities and initiatives.

h. Cultivate and maintain relationships with donors and sponsors, providing regular updates on the impact of their contributions and expressing gratitude for their support.

i. Ensure compliance with all relevant regulations, policies, and procedures governing fundraising activities, including legal requirements for charitable fundraising.

j. Evaluate the success and impact of fundraising initiatives, collecting feedback from participants, volunteers, and donors to identify strengths, weaknesses, and areas for improvement.

k. Collaborate with other club officers, executive members, and committees to integrate fundraising efforts with overall organizational goals and objectives.

l. Work closely with the Vice President Treasury and other relevant stakeholders to ensure alignment with financial priorities and objectives.

4. Vice President Events Oversight:

a. Lead the planning and coordination of all club events, including social gatherings, workshops, fundraisers, and community outreach initiatives.

b. Develop event timelines, budgets, and logistics plans to ensure smooth execution and adherence to deadlines.

c. Oversee logistical aspects of events, such as venue selection, equipment rental, catering, and transportation arrangements.

d. Coordinate with vendors, suppliers, and other external partners to secure necessary resources for events in collaboration with the external team.

e. Oversee a team of event coordinators to assist in event planning and execution.

f. Delegate tasks and responsibilities effectively, ensuring that team members are aligned with event objectives and deadlines.

g. Ensure compliance with the Club Hub guidelines during event planning and execution.

h. Maintain open communication channels with team members, volunteers, vendors, and attendees to address questions, concerns, and feedback.

5. Academic Events Coordinator:

a. Lead the planning and coordination of academic events, including seminars, workshops, panel discussions, and conferences.

b. Develop event concepts, agendas, and schedules to ensure alignment with the club's academic objectives and interests.

c. Identify and secure speakers, presenters, or panelists for academic events, including faculty members, industry professionals, and subject matter experts.

d. Coordinate logistics with speakers, including scheduling, travel arrangements, honorariums, and presentation materials.

e. Select suitable venues for academic events and coordinate logistical aspects such as room reservations, equipment setup, catering, and AV requirements.

f. Collaborate with the communications team to publicize events through various channels, including social media, email newsletters, and posters.

6. Social Events Coordinator:

a. Lead the planning and coordination of social events, including but not limited to parties, mixers, game nights, outings, and cultural celebrations.

b. Develop event concepts, themes, and agendas that cater to the interests and preferences of club members.

c. Identify suitable venues for social events and coordinate logistical aspects such as reservations, setup, decorations, catering, and entertainment.

d. Collaborate with the communications team to publicize events through various channels, including social media, email newsletters, and posters.

e. Complete Club Hub learning modules and ensure compliance with the Club Hub guidelines during event planning and execution.

7. Vice President Academic:

a. Collaborate with club members to identify areas for academic improvement and develop initiatives to enhance the academic experience.

b. Must be a USC representative to work closely with the department to advocate for curriculum updates or additions that align with student goals and interests.

c. Serve as a resource for club members seeking academic guidance, including course selection, study skills, and academic resources.

d. Organize workshops, seminars, or tutoring programs to support members in their academic endeavors and facilitate peer-to-peer learning.

e. Serve as a liaison between club members and university administration on academic policies, concerns, or initiatives.

f. Maintain accurate records of academic initiatives, events, and collaborations for reporting purposes and future reference.

g. Prepare reports or presentations on academic activities and achievements to share with club members and department.

8. Internal Engagement Coordinator:

a. Develop and implement strategies to engage members and encourage active participation in club activities.

b. Foster a welcoming and inclusive environment where all members feel valued and respected through the club space (SS 937).

c. Coordinate internal club events such as team-building activities, and member appreciation events.

d. Work with the VP Academic to organize workshops, seminars, or tutoring programs to support members in their academic endeavors and facilitate peer to-peer learning.

e. Serve as the primary point of contact for internal communication within the club.

f. Records meeting minutes at general club meetings.

9. Vice President External Communications:

a. Serve as the primary liaison between the club and other student organizations, clubs, or societies.

b. Initiate and maintain communication with other clubs to explore opportunities for collaboration, joint events, or partnerships.

c. Establish and maintain relationships with businesses, sponsors, and partners to negotiate membership perks, discounts, or sponsorship opportunities for club members.

d. Communicate the club's goals, values, and initiatives to potential business partners to secure mutually beneficial partnerships.

e. Work closely with the VP Treasury to oversee fundraising initiatives and campaigns aimed at generating revenue for the club.

f. Collaborate on the development of fundraising strategies, initiatives, and events to support the financial sustainability of the club.

g. Attend networking events, conferences, or industry meetings to expand the club's network and establish connections with potential partners or sponsors.

h. Conduct outreach efforts to attract new businesses, sponsors, or collaborators interested in supporting the club's mission and objectives.

10. Vice President Communications:

a. Oversee and manage a team of coordinators responsible for communications initiatives.

b. Provide guidance, support, and mentorship to coordinators to ensure successful completion of tasks and projects.

c. Develop and implement communication strategies aligned with the organization's goals and objectives.

d. Delegate tasks and responsibilities effectively among team members, ensuring a balanced workload and adherence to timelines.

e. Liaise with other executive members and committees to coordinate communication efforts and ensure consistency across all channels.

f. Oversee the creation and review of content for various communication channels, including newsletters, social media, website, and promotional materials.

g. Ensure content is accurate, engaging, and aligned with the organization's messaging and branding guidelines

h. Review and approve all communications materials and assets before dissemination, ensuring they meet quality standards and objectives.

i. Provide support and backup to coordinators as needed, stepping in to fulfill their roles and responsibilities when required.

j. Prepare regular reports on communication activities, achievements, and challenges for presentation to the executive team and general membership.

11. Media Engagement Coordinator:

a. Maintain and manage all social media platforms (e.g.,Discord, , Instagram, LinkedIn) for the Sociology and Law and Society Association (SLSA).

b. Regularly update social media profiles with relevant content, including event announcements, news updates, and promotional materials.

c. Plan and schedule social media posts in advance, ensuring consistent and timely communication with the audience.

d. Coordinate with other executive members and committees to gather content and information for social media posts.

e. Engage with followers and respond to comments, messages, and inquiries on social media platforms in a timely and professional manner.

f. Encourage interaction and dialogue among followers by asking questions, hosting polls, and initiating discussions on relevant topics.

g. Collaborate with the VP Communications to develop creative strategies for boosting engagement and growing the SLSA's online presence.

h. Represent the SLSA effectively and professionally on social media platforms, ensuring that all content aligns with the organization's mission, values, and branding guidelines.

i. Promote SLSA events, fundraisers, and engagement opportunities through social media channels, maximizing visibility and attendance.

12. Communications initiatives coordinator:

a. Design visually appealing posters and promotional materials for SLSA events, engagement initiatives, and campaigns.

b. Ensure posters effectively communicate key details such as event dates, times, locations, and themes, while adhering to branding guidelines.

c. Coordinate the creation, compilation, and distribution of the SLSA's monthly newsletter.

d. Collect content and updates from various sources, including executive members, committees, and faculty, to include in the newsletter.

e. Draft engaging and informative newsletter articles, announcements, and spotlights highlighting relevant news, events, and achievements within the SLSA community.

f. Establish and maintain a timeline for the newsletter production process, including content collection, drafting, editing, and distribution.

g. Ensure the newsletter is completed and approved by the VP Communications by the end of each month, adhering to established deadlines.

h. Collaborate closely with the VP Communications and other executive members to align newsletter content with overall communication strategies and organizational goals.

i. Ensure all content is appropriately formatted, grammatically correct, and free of errors before finalizing and distributing the newsletter.

Article 6: Terms of Office

1. The term of office for all elected positions shall be for one year, commencing May 1, and ending April 30.

2. Current executives are permitted to continue their position with the UC_SLSA, providing that they continue to satisfy all requirements outline in the Constitution. (Constitutional Amendment, November 2021).

3. An executive may resign from their position by providing written notice to the President.

4. The UC_SLSA shall abide by the procedures outline in Article 7 when electing a new president and Article 8 when appointing new executives. (Constitutional Amendment, November 2021).

5. An executive may be removed from their position by a majority vote of the other UC_SLSA executives if they:

a) Demonstrate an ongoing conflict of interest that cannot be resolved;

b) Demonstrate unethical behaviour;

c) Fail to fulfill the duties and responsibilities assigned;

d) Fail to follow the policies and procedures of the club; or

e) Are absent from three consecutive meetings without a valid excuse.

Article 7: Elections

1. Please see Appendix A. (Constitutional Amendment, November 2021)

Article 8: Appointments

1. Please see Appendix B. (Constitutional Amendment, November 2021)

Article 9: Transition of the Executive

1. From April 1 to April 30 it shall be the responsibility of the departing executive(s) to orient the newly elected executive(s) to their responsibilities including:

a) Teaching about SU policies and procedures;

b) Setting up new Club Hub Accounts;

c) Transferring custodianship of club records and materials including office and mailbox keys, locker combinations, passwords to email accounts, etc.

2. It is the responsibility of the outgoing executive(s) to ensure that all SU requirements including the submission of a complete Annual Report have been fulfilled before the incoming executive(s) assume office.

3. It shall be the responsibility of the outgoing executive(s) to bring all accounts up to date to the end of the fiscal year and to prepare any required financial statements with the club.

4. The outgoing President and/or VP Finance shall arrange with the incoming executive(s) for the transition of the club bank accounts by April 30.

Article 10: Meetings

1. Executive meetings:

a) Announced, scheduled and chaired by the President as needed with reasonable notice;

b) Includes all executives in the discussion and decision-making process of running the UC_SLSA;

c) Substantial decisions and votes require a minimum of four executives in attendance;

d) Agendas and minutes are not available to the public.

2. General meeting:

a) Held once per year (announced, scheduled, and chaired by the President);

b) Advance notice of at least one week shall be given;

c) An annual report is presented to the general members;

d) Constitutional amendments are approved as needed;

e) Agendas and minutes are available to general members.

Article 11: Dissolution (Constitutional Amendment – November 2021)

1. The club shall not pay any dividends or distribute its property among its members.

2. If the club is dissolved, any funds or assets remaining after paying debts are to be paid to a non profit organization to receive the assets by two-thirds majority at an Annual General Meeting. At no time shall any members receive any assets of the club.

Article 12: Amendments

1. This constitution shall comprise the operating basis of the UC_SLSA.

2. All amendments to this constitution must be ratified by a two-thirds majority vote of the club membership at an Annual General Meeting.

3. A copy of the amended constitution shall be submitted to the Students’ Union.

General Apprentices

Appendix A

The following procedures must be followed for the appointment of a new President:

1. The Election of a new President should take place no later than April 30 of the following year to ensure for the smooth transition of all positions (Constitutional Amendment, November 2021).

2. Prior to the election, all previous executives of the UC_SLSA will participate in an interview process organized with all prospective presidential candidates (Constitutional amendment, November 2021).

a. Any executives that wish to run in the upcoming election will not be permitted to participate in the vetting process (Constitutional Amendment, November 2021).

3. In addition, the UC_SLSA may appoint a Chief Returning Officer (CRO) to administer and oversee the upcoming election (Constitutional Amendment, November 2021).

a. The CRO will not be eligible to run in the election.

4. The current executives and general members can nominate themselves and others in the club to run.

5. General members will be given a period of two weeks to express interest in any vacant position(s).

a. An election shall be announced to the general members through social media and all discussion channels, as appropriate (Constitutional Amendment, November 2021).

b. Candidacy is to be communicated to the UC_SLSA by providing all relevant application materials (Constitutional Amendment, November 2021).

6. UC_SLSA Executives are eligible to vote if they are not going for the President executive position (Constitutional Amendment, November 2021).

Appendix B

The following procedures must be followed for the appointment of new Executives:

1. Advertisement and promotion of the open or vacant position will be disclosed within all social and communication networks (Constitutional Amendment, November 2021).

a. General members shall be given a period of at least two weeks to prompt interest to and vacant position(s).

2. Current UC_SLSA Executives are responsible for designing an application form and interview questions.

a. Current executives that wish to apply for a future executive position will need to indicate their interest and will be asked to step back from the design of the application (Constitutional Amendment, November 2021).

3. Current UC_SLSA President and Executives, who will not be participating in the upcoming academic year, are responsible for electing the new UC_SLSA Executive (Constitutional Amendment, November 2021).

a. If the future club president has been chosen, they may participate in the selection of all future club executives.

4. Hazing is prohibited, especially if it causes bodily or psychological harm and distress.

Appendix C

The following procedures should be followed for Club Conflict Resolution:

1. Current UC_SLSA Club Executives should work together to create a mandate for the Club Conflict Resolution (Constitutional Amendment, November 2021).

2. Executives have a right to schedule a meeting with the Coordinator of Student Organizations at the Student Union to facilitate conflict resolution between parties.

3. All Executives have a responsibility to adhere to Club Conflict Resolution mandates and to facilitate a complete resolution with all parties for the proper functioning of the club.

a. Any other forms of resolution including the removal or resignation of an executive must require the correspondence of all Executive members (Constitutional Amendment, November 2021).

4. Any form of harassment, bullying, assault, and defamation of club character towards other members and the organization itself will result in a ban list, forbidding the individual from joining in the future indefinitely (Constitutional Amendment, April 2024).