AGENDA - SRA 11P STUDENT REPRESENTATIVE ASSEMBLY · 2012. 10. 4. · AGENDA - SRA 11P . STUDENT...

AGENDA - SRA 11P

STUDENT REPRESENTATIVE ASSEMBLY Sunday, March 11, 2012, 6:30 p.m.

Council Chambers, GH 111 Hamilton, ON

PROCEDURE Call of the Roll, Adoption of Agenda, Playing of National Anthem, Announcements from the Chair, Adoption of SRA Minutes 11E, 11J, 11O, Delegations from the Floor, Report Period, Information Period, Question Period, Business Arising from the Minutes, Business, Committee Business, New Business, Call of the Roll, Time of Next Meeting, Adjournment DELEGATION FROM THE FLOOR 1. OMBUDS Report Shelley Lancaster /

Carolyn Brendon REPORT PERIOD 1. Health Sciences Caucus Sayani-Mulji 2. Humanities Caucus Erl 3. Kinesiology Caucus Rathbone 4. Executive Board Khaja 5. Vice-President (Education) Ali BUSINESS 1. Close Nominations for SRA Members to Standing Committees Sayani-Mulji 2. MSU Investment Policy Granat 3. Open Nominations for MSU Members to Other Committees Ferguson 4. Close Nominations for MSU Members to Other Committees Ferguson COMMITTEE BUSINESS 1. Operating Policy 1.9.9 – MSU Clubs Sayani-Mulji 2. Examination and Term Work Scheduling Policy Sayani-Mulji

MOTIONS 1. Moved by Sayani-Mulji, seconded by ___ that the Assembly close nominations for one (1)

SRA member to the Operations Committee. 2. Moved by Granat, seconded by ___ that the Assembly adopt the Investment Policy as

circulated and attached. 3. Moved by ___, seconded by ___ that the Assembly open nominations for two (2) MSU

members to the Elections Committee. 4. Moved by ___, seconded by ___ that the Assembly close nominations for two (2) MSU

Members to the Elections Committee. 5. Moved by Sayani-Mulji that the Assembly approve the changes to Operating Policy 1.9.9 –

MSU Clubs as circulated and attached. 6. Moved by Sayani-Mulji that the Assembly approve the changes to the Examination and

Term Work Scheduling Policy as circulated and attached.

Student Representative Assembly Meeting 11P Sunday, March 11, 2012 at 6:30 p.m.

Council Chambers, GH 111

Call to Order at 6:40 p.m. CALL OF THE ROLL Present Ahmad, Ali, Bifano, Bober-Inoue, Campbell, Daniel, Dhawan, Dillon-Leitch, Dravetz, Erl,

Golendukhin, Granat, Jamieson, Jeyasingham, Kanani, Khaja, Kuzman, Metrailler, F. Mohamed, Napeloni, Rathbone, Saeed, Sayed-Rahman, Somers, Sparrow, Thompson, Zuchowski

Absent Excused Absent Abdelrahman, Al-Amad, Ferguson, Galan, Recoskie, Sayani-Mulji Late A. Mohamed Others Present Alecia Tutolo (Recording Secretary) Chair Jeff Wyngaarden ADOPTION OF AGENDA Moved by Granat, seconded by Sayed-Rahman to adopt the agenda as presented.

In Favour: 26 Opposed: 0 Abstentions: 0 Motion Passes

ANNOUNCEMENTS FROM THE CHAIR

The Speaker announced that the Investment Policy will be considered in Committee Business. The Speaker welcomed Maya Kanani (Social Sciences Representative), and Gabriel Jeyasingham (Health Sciences Representative) to the Assembly.

The Speaker announced that the amendments to the OUSA and CASA bylaws did not pass at the previous meeting as there weren’t enough voting members present.

ADOPTION OF MINUTES Moved by Granat, seconded by Kuzman to adopt the minutes from SRA meetings 11E, 11J, and 11O as presented.

Kuzman stated that she would like to postpone the minutes of SRA 11J as there were a lot of discussions that were taken out of context during the Canadian Blood Services discussion and that weren’t appropriately conveyed.

Moved by Kuzman, seconded by Jamieson to postpone the adoption of minutes from SRA 11J. Vote to Postpone

In Favour: 21 Opposed: 0 Abstentions: 6 Abstained: Erl, Napeloni, Kanani, Metrailler, Sayed-Rahman, Sparrow

Motion Passes Moved by Granat, seconded by Kuzman to adopt the minutes from SRA meetings 11E, and 11O as presented.

SRA 11P Page 2 March 11, 2012

In Favour: Opposed: 0 Abstentions: 4

Abstained: Daniel, Jeyasingham, Sparrow, Kanani Motion Passes

DELEGATION FROM THE FLOOR Moved by Dillon-Leitch, seconded by Thompson to set parameters for the Delegation from the Floor to be 10 minutes for presentation, and five minutes for questions.

In Favour: Opposed: 0 Abstentions: 1 Abstained: Napeloni

Motion Passes 1. OMBUDS Report – Shelley Lancaster presented

Shelley Lancaster went over the report with the Assembly. Questions

Saeed asked if there has been any discussion about a proposed solution that the government should be allocating funding to the Ombuds. Lancaster responded that there hasn’t been discussion and that Ontario is the only province that doesn’t have jurisdiction over universities.

Moore responded to a comment by Lancaster that the MSU is the only student group contributing to the Ombuds budget. He noted that the MSU originally funded the Ombuds on its own, but that the University has split the cost with the MSU since the late 1990s. Moore noted that the University came to the table with money with the condition that the Ombuds be accessible to all members of the McMaster community.

REPORT PERIOD 1. Health Sciences Caucus – Jeyasingham presented

Jeyasingham noted that the report was sent out electronically. 2. Humanities – Erl presented

Bifano added that there was an additional report circulated for secondary information. 3. Kinesiology – Rathbone presented

Rathbone summarized his report. 4. Executive Board – Khaja presented

Khaja summarized his report Questions

Granat asked if the Executive Board had plans for end of term to change Operating Policy 2.2 – Employment Wages. Thompson responded that Ferguson was currently working on making amendments.

5. Vice-President Education – Ali presented


Ali summarized her report. INFORMATION PERIOD

Rathbone reported that he will be presenting the Services Review, and a report on the Women’s Centre. Somers congratulated Mallory Drumm, Clubs Administrator, for getting 21 teams to come out and Dodge!

For a Cause. She thanked Willy Dog for supporting them. Somers reported that the Sciences Newsletter will be coming out soon.

Metrailler reported that the Bylaws and Procedures Committee is working on procedural issues with Elections. Metrailler discussed the options with the Assembly. He reported that the bylaws will be circulated by the next meeting.

Kuzman reported that they are working on the Course Evaluation project, and thanked Ali and the University Affairs Committee for their support. She announced that the Student Life Survey will be launched on March 20.

Bober-Inoue reported that the Commerce Faculty will be running 5 Days for the Homeless. He explained that five students will be sleeping outside of MUSC, and won’t have any food. Any food or money donated will be given to the Notre Dame shelter.

Dillon-Leitch reported that the General Assembly will be March 28 from 4:30 to 7:30 p.m. in Burridge Gym, and to please submit any motions to the Speaker.

QUESTION PERIOD

There were no questions. BUSINESS 1. Close Nominations for SRA seats on Standing Committees Moved by Erl, seconded by Thompson that the Assembly close nominations for one (1) SRA member to the Operations Committee. Nominations

Ahmad nominated Dravetz – accepted Sayed-Rahman nominated Jeyasingham – declined

In Favour: 27 Opposed: 0 Abstentions: 0

Motion Passes

Dravetz won the seat on the Operations Committee by acclamation 2. Open Nominations for MSU Members to Other Committees Moved by Thompson, seconded by Zuchowski that the Assembly open nominations for two (2) MSU members to the Elections Committee.


3. Close Nominations for MSU Members to Other Committees Moved by Erl, seconded by Zuchowski that the Assembly close nominations for two (2) MSU Members to the Elections Committee.


Nominations Somers nominated Christina Monacchino Sparrow nominated Joshua Wiener Erl nominated James Dowdall - accepted

Dillon-Leitch noted we usually accept written not verbal nominations. The Speaker announced that he will accept the nominations pending confirmation of interest from the

nominees. Vote on Motion


Moved by Zuchowski, seconded by Erl that the Assembly set parameters for the election to be one minute for opening statements, and no questions. Amendment Moved by Erl, seconded by Dhawan to amend the motion to read “Moved by Zuchowski, seconded by Erl that the Assembly set parameters for the election to be one minute for opening statements, and two minutes for questions per candidate, pooled.”

Erl stated that they should be able to ask questions to the candidates Jamieson stated that he doesn’t see the need to ask questions. Granat responded that there should be questions in case someone doesn’t know about the Elections

Committee. Vote on Amendment

In Favour: 6 Opposed: 10 Abstentions: 12 Opposed: Khaja, Daniel, F. Mohamed, Somers, Jamieson, Zuchowski, Metrailler, Sayed-Rahman, Sparrow,

Ahmad Abstained: Dillon-Leitch, Thompson, Ali, Rathbone, Kuzman, Bifano, A. Mohamed, Campbell, Saeed, Kanani,

Bober-Inoue, Dravetz Motion Fails

Vote on Main Motion

In Favour: 23 Opposed: 4 Abstentions: 1 Opposed: Erl, Napeloni, Dhawan, Granat

Abstain: Jeyasingham Motion Passes

James Dowdall and Christina Monacchino won the seats on the Elections Committee.

COMMITTEE BUSINESS 1. Operating Policy 1.9.9 – MSU Clubs Moved by Jamieson that the Assembly approve the changes to Operating Policy 1.9.9 – MSU Clubs as circulated and attached.


Jamieson went through the changes with the Assembly. Discussion

Thompson explained that the whole reason behind the change was to switch all banking from CIBC to McMaster Credit Union.

Vote on Motion

In Favour: 26 Opposed: 0 Abstentions: 1 Abstained: Napeloni

Motion Passes 2. Examination and Term Work Scheduling Policy Moved by Jamieson that the Assembly approve the changes to the Examination and Term Work Scheduling Policy as circulated and attached.

Jamieson went over the changes with the Assembly. The biggest change was recommendation #5. Vote on Motion

In Favour: 26 Opposed: 0 Abstentions: 1 Abstained: Jeyasingham

Motion Passes 3. MSU Investment Policy Moved by Granat that the Assembly adopt the Investment Policy as circulated and attached.

• Granat stated that the policy was last reviewed in 1999. The current policy that exists was not being followed, and in accordance with it bylaw mandate the Finance committee drafted an updated policy that would reflect the MSU’s current committee system, ensure regular financial reporting, set out a process for the creation and deletion of investment funds, and reflect the MSU’s obligation to ethical investing.

Friendly Amendment

• Section 4.1.3 to be changed “provided … to the Full Members of the Corporation”. Amendment Moved by Thompson, seconded by Granat to amend section 4.1.2 of the MSU Investment Policy to read “new investment fund, must be moved by the VP Finance, not restrict the SRA in project, choice of fund to go through accounting department.”

Thompson explained that they should be able to choose the method of which the funding was to take place.

Granat stated that he would like to stand behind the Finance Committee, and that the amendment proposed by the VP Finance would limit the ability of Representatives to motion to create or alter investment funds. Granat also noted that the amendment was already debated and rejected by the Standing Committee on Finance.

Metrailler noted that the SRA is the policy making body, and should be the governing body. The Assembly debated the amendment. Thompson withdrew his amendment and suggested pushing the approval of the policy until the next

meeting.


Moved by Granat, seconded by Campbell that the Assembly recess for 15 minutes.

In Favour: 22 Opposed: 1 Abstentions: 0 Opposed: Sparrow

Motion Passes Recessed at 8:25pm Called to Order at 8:30pm

Granat withdrew the motion. TIME OF NEXT MEETING

Sunday, March 25, 2012 6:30 p.m.

Council Chambers, GH 111

CALL OF THE ROLL Present Ahmad, Ali, Bifano, Bober-Inoue, Campbell, Daniel, Dhawan, Dillon-Leitch, Erl,

Golendukhin, Granat, Jamieson, Jeyasingham, Kanani, Khaja, Kuzman, Metrailler, A. Mohamed, F. Mohamed, Napeloni, Rathbone, Saeed, Sayed-Rahman, Somers, Sparrow, Thompson, Zuchowski

Absent Excused Absent Abdelrahman, Al-Amad, Dravetz, Ferguson, Galan, Recoskie, Sayani-Mulji Late Others Present Alecia Tutolo (Recording Secretary) Chair Jeff Wyngaarden ADJOURNMENT Adjourned at 8:35 p.m. /vs

Dear SRA,

Here is an update from the Health Sciences caucus.

SRA Health Sciences By-Election

I’d like to start by congratulating Gabriel Jeyasingham on his victory in the recent by-

election – Gabriel joins the Health Sciences caucus with a year’s worth of experience as a

MSU member on the University Affairs committee, and I’d like to extend to him a warm

welcome to the SRA.

SRA General Elections

The Bachelor of Health Sciences Society’s Elections Committee has organized a joint all

candidates night for both the SRA General Elections and the Bachelor of Health Sciences

Society Executive Elections. This will be a great opportunity for Bachelor of Health

Sciences students to learn more about the MSU and SRA. I will also be in attendance to

ask the SRA candidates several questions.

Transition Report

Joshua Wiener and myself are currently preparing our transition report for the incoming

SRA Health Sciences members. While we never received a transition report from our

predecessors, we feel that it would be beneficial to include this.

Yours,

Riaz Sayani-Mulji

SRA Health Sciences Caucus Leader 2012

.

REPORT From the office of the…

Health Sciences Caucus Leader

TO: Members of the Student Representative Assembly

FROM: Riaz Sayani-Mulji, SRA Health Sciences Caucus Leader

DATE: March 11th 2012

Brothers and Sisters of the Assembly,

The following is a report from the Humanities caucus:

Arts Matter Week

The Humanities Caucus helped the McMaster Humanities Society with their successful

Arts Matter Week events. The events drew together our constituents and provided a

deeper sense of community for our faculty, as well as showcasing the talents of

humanities students across our disciplines.

Meetings

The whole Humanities Caucus has not officially met over the past months, thanks to our

involvement in a number of other committees and areas of student life. Regardless, we

have provided strong representation and a passionate voice for humanities students in the

Assembly and in the community.

Upcoming Events

Most events are run either through the MHS or the committees we are a part of. We are

each preparing to help transition the new Humanities Caucus when they are elected later

this month.

Thus concludes my report.

As always, in solidarity,

Chris Erl

.



FROM: Chris Erl

SUBJECT: Humanities Caucus Report

DATE: March 11, 2012

Dear SRA,

It is unfortunate that I am reporting to you for the last time. However, I am pleased to

announce that Corey Masters and Stuart Collins have been acclaimed as next year’s Kinesiology

SRA. It is with great confidence I leave my office with them as successors and I wish them luck

in their endeavors.

The Kinesiology SRA event is tentatively set for Friday March 30th

in the afternoon. This

will be an opportunity for individuals to meet the incoming Kinesiology SRA Caucus and MSU

President-elect in an informal setting. I hope to report more details on Sunday.

The Kinesiology Society recently passed several amendments to its constitution. Some of

these stemmed from an effort I made with some members of the Kinesiology Society Council to

review the constitution. To me, this is an example of how the Kinesiology Society and

Kinesiology SRA relationship has improved from when I first joined the SRA. I hope that Mr.

Masters and Mr. Collins will be successful in continuing the growth of this relationship, and I

will do my best to aid them in whatever role I have next year.

Finally it will have been my pleasure to attend IQAP, an external review of the

Kinesiology undergraduate program, this Friday. I am attending as an invitee of the Kinesiology

Society along with many members of the Kinesiology Society Council. I hope to report how this

went.

Yours truly,

Alasdair Rathbone

SRA Kinesiology Caucus Leader ’11-12

SRA Kinesiology

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Kinesiology Caucus Leader


FROM: Alasdair Rathbone, SRA Kinesiology Caucus Leader

DATE: March 6th 2012

The following is a summary of the Executive Board’s Activity since its last reporting

Received reports from EFRT, MACylce, SHEC, SWHAT, TAC, Maroons, Diversity Services, and SCSN

Several amendments minor were approved for four job descriptions within Campus Events that had been overdue for review. These positions include Charity Ball Coordinator, Events Representatives, Promotions Coordinator and Promotions Staff, which has was amended to promotions Coordinator

A brand new logo has been designed and approved for PAC The Diversity Services Directors job description was amended include two co-

directors. The Bridges Coordinator position had 4 hours reduced from their work week, which were then reallocated to the Diversity Services Director for a total of 20 hours that would be split between the two Directors. The VP administration and the current Diversity Services Coordinator found that since the position was downsized from a Student Opportunity Position to a PTM position that the demands on the Director of the service have been very challenging to meet. A Co-director position was suggested as a solution. After much debate, the Executive Board passed the amendments to the job description.

Several recommendations by the Sponsorship and Donations Committee were approved. A $750 sponsorship for the Heinbecker Memorial Hockey Tournament, by the Kinesiology Graduate Body was approved. A $350 sponsorship for the FRESH symposium presented by the Communications Studies and Multimedia Student Society, with $170 being an in-kind sponsorship at Underground Media & Design. An in-kind sponsorship for The Integrated Science Program Annual Symposium with a $500 printing credit at Underground Media and Design. A $500 sponsorship to the Women’s Entrepreneurship event series.

Approved the allocation of $400 from the SRA special projects fund to support the University Affairs Committee’s Quality of Student Life Survey Project

Approved the allocation of $500 to the everGreen conference, an annual environmental conference hosted by Biosphere.

Feel free to ask any question or address any concerns, Thank you, Nabil

.


Executive Board


FROM: Nabil Khaja

SUBJECT: Executive Board Report


Dear Members of the Assembly, Since my last report, things have been relatively busy in the world of advocacy. OUSA General Assembly This past weekend, students from across Ontario congregated at McMaster for the OUSA General Assembly. Throughout the weekend, we received presentations on two government submissions – tuition & social assistance and reform followed by presentations from local MPP Minister Ted McMeekin, MPP and Critic for MTCU, Robe Leone, the McMaster University Student Wellness Centre and Provost/Vice President (Academic) Ilene Busch-Vishniac. We debated and passed three policy papers on student health, student mobility and mature students. We also discussed the Drummond Commission recommendations and determined future policy for the organization. Student mobility refers to credit transfer between universities and from college to universities creating a free flowing system for students who want to move between institutions. Student Health focused on a broad range of health concerns discussing the shared responsibility between government, institutions and students. The seven areas of emphasis were: campus health services, mental health, accessibility services, first year transition, international students, health promotion and racialized, aboriginal and LGBTQ students. The mature students paper took a look at the non-traditional post secondary student with a particular emphasis on the restrictions they have to financial assistance (i.e. OSAP & tuition grant) while also touching on academic supports and pedagogical strategies that cater to mature learners. Should you have any interest in the above areas, let me know and I can send you the papers when the final versions have been released. Drummond Report The Commission on the Reform of Ontario’s Public Services was released a couple weeks ago with 30 of the 362 recommendations committed to post secondary education. An MSU analysis and a press release can be accessed via the MSU website. The area we highlighted that should receive increased attention over the course of the next year is the lack of funding tied to increasing enrolment. McMaster is continuing to suffer from campus capacity issues and if enrolment is going to increase by 1.7% annually but if funding is limited to 1.5%, the system will continue to suffer. Given the political and financial climate, this is very likely to happen which

.


Vice-President Education


FROM: Alicia Ali

SUBJECT: Vice-President (Education) Report # 4


means the services at McMaster have the potential to become increasingly constrained over the next few years. Textbook & Technology Grant Campaign As part of OUSA Blue Chair, the Advocacy Street Team has been advertising an MSU initiative to bring back the Textbook & Technology grant that was scrapped with the introduction of the Ontario Tuition Grant. This postcard campaign includes a letter to Minister Glen Murray (Training, Colleges and Universities) which students can sign in support. We will then mail all of the postcards off to the Ministry indicating strong student support to bring the grant back. Please feel free to pick up some postcards from the office, get your constituents to sign them and then return them to the front desk so they can all be mailed off together. Tuition Framework Late last week we were extremely disappointed to see that the government has decided to extend the current tuition framework for another year – with caps at an average of 5%. This fall will mark the seventh year in a row that tuition has increased by 5%. The MSU must continue to work with OUSA and place pressure on local MPPs and government through the appropriate channels in an effort to ensure that when the multi-year framework is released, the cap is lowered. There was a floating idea about the potential for a standard tuition for any undergraduate arts and science program in Ontario (not McMaster Artsci, but any BA or BSC) but the idea has recently been put to bed, states government officials. Summit for Women in Leadership Tuesday March 6 launched the first Summit for Women in Leadership. The event was joint effort between myself, VP Admin Katie Ferguson, Mary Koziol, Andrea Somers, Hannah Markham & Adam Kuhn. It included a keynote, panel discussion and smaller workshops to discuss the challenges women face in obtaining leadership positions – whether elected or around board tables. It was an extremely successful event funded by the Office of Student Affairs and the Sponsorship & Donations Committee with just over 100 students in attendance. OUSA Blue Chair Week March 5-9 was OUSA Blue Chair week. The week went extremely well with a free pancake breakfast, pub night at TwelvEighty, and blue chairs across campus. The blue chairs represent the lost potential when access to post secondary education is restricted due to motivational, financial or cultural barriers. Special thank you to Ms. Shivani Persad and the advocacy street team for all their hard work. Teaching Awards Ceremony The Teaching Awards Ceremony is scheduled to take place on Wednesday March 21 from 6:00-8:00pm in Gilmour Hall, Room 111 (Council Chambers). Please do your best to come out to the event and encourage your peers so we can continue to reward excellent teaching at McMaster University. Course Evaluations The University Affairs Committee has launched their course evaluation project on the MSU website. Please take a look at the survey, fill it out, and share it with your

friends. It is our hope that the MSU website begin to house student submitted information on various courses to eventually become a resource for what classes are best suited to different learning styles. My research on the value of mid-term evaluations is continuous, and I will be submitting a short recommendation to the Associate Deans Council upon my departure as Vice President (Education). International Student Support Services I had the opportunity to attend a conference on the value of international student support services last week where we discussed the services available for international students on our campus and how we can best cater what the university offers to their particular lifestyles. Of particular importance and relevance, we discussed access to the student wellness centre/campus health clinics, comfort with transition in and out of university, welcome week, residence life support and academic support. There is a severe lack of provincial funding for international supports right now, something that should take priority over the next year. Valedictorian Selection Faculties are currently in the process of putting together selection committees for Valedictorian. If you are interested in serving on the committee for your faculty and have not applied to be valedictorian, please talk/e-mail me as soon as possible so I can submit your name to serve. Hamilton Light Rail Initiative I have been working with the Hamilton Light Rail Initiative to give the #weneedlrt campaign a kick start as it has only received under 50 tweets since being launched late last fall. The Hamilton Light Rail Initiative (hamiltonlightrail.com) is a community based project to keep citizens updated on the steady (albeit slow) progression of LRT. Further expansion of the Your City Survey to include a section on transit in Hamilton and presenting recommendations to our local MPP would be a valuable exercise to complete as a comprehensive transit plan will require provincial funding. As the year slowly comes to an end, the climate surrounding post secondary education is speeding up quite quickly. Please feel free to ask me any questions, as always. Cheers, Alicia Ali Vice President (Education) McMaster Students Union [email protected] 905-525-9140 X24017

mailto:[email protected]

MSU Investment Policy

Standing Committee on Finance

MSU

Purpose:

The purpose of the MSU investment policy is to regulate MSU investments so that student funds

are transparently, responsibly, and ethically invested.

1. Definitions:

1.1 Long Term Investment: Any investment that will be held or mature in more than one

year.

1.2 Investment Plan: A holding or group of holdings that is set aside for a definite or

indefinite period of time and that is intended to fund a specific initiative.

2. Investment Process:

2.1 The power to purchase, sell or change investments will be held in tandem by the General

Manager and the VP Finance.

2.2 Any substantial sale, purchase, or change to MSU investments will be brought to

Executive Board as soon as possible.

2.3 Regular quarterly reporting of MSU investment portfolio will be made to Executive

Board according to the MSU’s annual business schedule.

2.4 Regular quarterly reporting to Executive Board will be made by the VP Finance.

3. Investment Plans

2.1 Creation of a new investment plan:

2.1.1 A new investment plan must be approved by the SRA.

2.1.2 A motion to create a new investment can be moved by any Representative on the

SRA.

2.1.3 The VP Finance must provide a written report and recommendation to the SRA in a

timely fashion, with respect to the creation of a new investment plan.

2.1.4 The creation of a new investment fund is a long term investment and to that end any

motion to consider such a fund must demonstrate sufficient planning and a long term

commitment.

2.1.5 In all respects the creation of a new investment fund will adhere to all relevant laws,

and maintain the status of the MSU as a non-profit corporation.

2.2 Removal of Investment Plans

2.2.1. Investment plans will be terminated with a 2/3 vote by the SRA.

2.2.2. The termination of investment plans will only occur where it is lawful to do so and

where the MSU’s non-profit status will not be in jeopardy.

2.2.3. In exigent circumstances the VP Finance, in culmination with the President and the

Business Manager may unanimously agree to terminate a fund in an open meeting that is

minutted and where the minutes are posted without delay.

4. Investment Guidelines 3.1 The MSU will invest in low risk investments.

3.2 Where relevant, investments will be rated AA or higher.

5. Ethical Considerations

4.1 The MSU will attempt to make ethical investments, where at all possible.

4.2 The MSU will not invest, or transact in any way whatsoever with a corporation that is

boycotted by the MSU.

4.3 Without limiting the ability of the aforementioned, the SRA shall initiate a boycott of

companies or investments where it feels the company has engaged in egregiously

unethical behaviour.

4.4 Upon establishment of a boycott, the MSU will have a one month grace period to sell

holdings of said boycotted company.

4.5 A boycotted holding will be reviewed by the Standing Committee on Finance once

every three years.

4.6 A boycott can be removed with a 2/3 vote of the SRA.

6. Boycotted Holdings:

5.1 A list of boycotted holdings shall follow, if applicable.

Approved 96P (Mar 2/97) Revised 02D (Aug 11/02) Revised 96Q (Mar 23/97) Revised 04F (July 24/04) Revised 98N (Jan 24/99) Revised 07E (July 21/07) Revised 99Q (Mar 26/00) Revised 07P (Mar 2/08) Revised 00Q (Mar 18/01)

…

Operating Policy 1.9.9 – MSU Clubs

1. PURPOSE

1.1 Clubs recognized by the MSU shall act as a centerpiece around which members of the

McMaster community with similar interests, backgrounds, or ambitions can gather for educational, informational, and social purposes to benefit the McMaster community.

2. CLUB RECOGNITION

2.1 Recognition as an MSU Club is a privilege based upon observance of certain procedures

and acceptance of certain responsibilities. It follows that this privilege can be withdrawn, in whole or in part, if these procedures are neglected or responsibilities abrogated by the organization or group;

2.2 Under the terms of this policy, the MSU will not attempt to censor, control or interfere with

any existing MSU Club on the basis of its philosophy, beliefs, interests or opinions expressed unless and until these lead to activities which are illegal or which infringe upon the rights and freedoms of others. By the same token, recognition as a club by the MSU implies neither endorsement of a particular club’s beliefs or philosophy. It assumes only that the MSU has a responsibility to inform itself of organizations, which use University facilities and the MSU name, and to deny or withdraw recognition if the requirements of this policy are not observed;

2.3 By the same token, recognition as a club by the MSU implies neither endorsement of a

particular club’s beliefs or philosophy. It assumes only that the MSU has a responsibility to inform itself of organizations, which use University facilities and the MSU name, and to deny or withdraw recognition if the requirements of this policy are not observed;

2.4 All clubs wishing to use “MSU” or “McMaster Students Union” in their name must be

recognized by the MSU;

2.5 Responsibility for the maintenance of the club recognition policy and mechanism of recognition shall be vested in the MSU Clubs Administrator; the Clubs Administrator shall solicit recommendations from the Clubs Executive Council (CEC), a minimum of once per semester in order to maintain the most effective policies possible. Changes to policy must be approved by majority vote of the SRA;

Operating Policy 1.9.9 – MSU Clubs – Page 2

2.6 Recognized clubs shall not engage in activities, which are essentially commercial in nature. This is not intended to preclude the collection of membership fees to cover the expenses of the organization, or of charges for specific activities, programs or events, or to prohibit clubs from engaging in legitimate fundraising. Moreover, funding from the MSU shall be secondary to funds raised through legitimate fundraising activities, including sponsorships and membership fees. However, a recognized club group cannot:

2.6.1 Have as a major activity, a function that makes it an on-campus part of a

commercial organization; 2.6.2 Provide services and goods at a profit when that profit is used for purposes other

than those of the organization or as a donation to a registered charity; 2.6.3 Pay monies to some or all of its officers or members, except as a reimbursement

for club expenses; 2.6.4 Request funding and/or donations from the Executive Board.

3. MEMBERSHIP

3.1 Membership in clubs shall be open to all MSU members, except where it jeopardizes the

integrity of the club’s purpose, as determined by the Clubs Administrator in consultation with said club’s Executive (performance art clubs, etc);

3.2 The Clubs Administrator shall ensure to the best of their ability that all clubs, where

practical, are inclusive in their membership practices and missions;

3.3 Non-MSU members may hold club membership upon invitation of the club, but may not hold Executive office, or any position, which gives them authority to expend MSU Club funds;

3.4 A minimum of 2/3 of the clubs membership must be constituted of MSU members (full-

time undergraduate students);

3.5 Membership requirements and privileges must be clearly stated in the club constitution;

3.6 President must be elected by the general membership;

3.7 All members in good standing may be candidates in an election if they fulfill the requirements of that position as described in the club constitution, excluding MSU members.

4. RECOGNITION PROCEDURE

4.1 In order to gain recognition as an MSU club, all applicants must show, to the satisfaction

of the Clubs Administrator, that they will provide significant positive impact on the McMaster community and that they fill a need not currently satisfied by an existing club or other non-club student organization. The decision of the Clubs Administrator in this matter shall be made after reviewing the application package, consulting with the group’s Executive and consulting with any other interested parties. The decision of the Clubs Administrator may be appealed to the CEC, which shall decide that matter based on advice from the club and from the Clubs Administrator. In the event of a tie, the Clubs


Administrator’s decision shall stand. The decision of the CEC shall be made in closed session, is final, and cannot be appealed;

4.2 In the event that existing clubs are found, in the opinion of the Clubs Administrator, to be

in direct competition with one another and are duplicating services, the Clubs Administrator shall make every practical effort to find different niches for the clubs. If this is found to be impractical, the Clubs Administrator, as their discretion, either merge the clubs or disband one or more of the clubs;

4.3 Any group requesting MSU club recognition shall submit a complete online application

(posted at www.msu.mcmaster.ca/clubs) to the Clubs Administrator in order to receive MSU club status; such an application shall include:

4.3.1 A membership list of the Executive (minimum of 4) including titles, valid e-mail

addresses, student numbers, and phone numbers for each student; 4.3.2 A membership list of at least ten (10) MSU members who wish to be part of the

club (excluding executives listed as part of 4.3.1), including valid e-mail addresses and student numbers for each student;

4.3.3 A proposed constitution which includes: 4.3.3.1 An approved name; 4.3.3.2 A statement of purpose; 4.3.3.3 Membership privileges, duties, and restriction; 4.3.3.4 Definition and responsibility of executive officers; 4.3.3.5 Election procedures (nominations, campaign, voting, impeachment); 4.3.3.6 Financial procedures; 4.3.3.7 Meeting requirements and procedures; 4.3.3.8 Method of constitutional amendments; 4.3.3.9 Disclaimer.

4.3.4 A cover letter stating the club’s desire to be active this term; 4.3.5 A proposed year plan for the upcoming year; 4.3.6 A proposed budget.

4.4 Applications for recognition must be submitted online by the second Friday of March of as determined by the Clubs Administrator;

4.5 Where a group applying for recognition has direct connections with another body outside

the MSU, either inside or outside the University, the nature of this connection and the name of the body must be disclosed fully and substantially in the application for recognition. Connections requiring disclosure include but are not limited to any kind of funding or sponsorship, or being an on-campus part of another body;

4.6 The MSU’s interest in the constitution is based on its concern that organizations and

individuals using its name and its facilities are genuine clubs, and that they pursue activities in accordance with the law, and in addition that such things are organizational structure, membership, procedures, rules of conduct, etc, are spelled out so that all members who join a club and take part in its activities may do so with full knowledge of their rights and responsibilities within the club;

4.7 Recognized clubs shall report to the Clubs Administrator the name of the bank, trust

company or credit union, the branch, account numbers and signing officers for all bank accounts opened in their name. All clubs must maintain their accounts at the McMaster

http://www.msu.mcmaster.ca/clubs


Credit Union (MCU) CIBC Westdale Branch, or other branches as deemed acceptable by the Clubs Administrator on a case-by-case basis;

4.8 Clubs, whose applications are received after the deadline stated in 4.4 above, may apply

to the Clubs Administrator for recognition until the date on which clubs training is held in September; these applications will be granted by a majority vote of the SRA at a regularly scheduled meeting after September;

4.9 All new clubs and clubs ratified by the SRA after September will be on probation for one

year; the following will occur during the probation year:

4.9.1 The Clubs Administrator will work closely with the club, and make recommendations at the end of the year as to whether or not the club should receive full recognition;

4.9.2 Any club not recommended for full recognition at the conclusion of their probation will be placed on a second year of probation;

4.9.3 If full recognition is not recommended after the second year, the club will be disbanded;

4.9.4 The club shall notify the Clubs Administrator in advance of all club and Executive meetings and events;

4.9.5 New clubs must submit a midterm (December) and a year-end (March) evaluation.

4.10 The Clubs Administrator, in consultation with the MSU Speaker, shall verify that the

application, including proposed Constitution, satisfies the MSU Constitution, Bylaws and Policies;

4.11 Clubs shall have written their Constitution that their views and actions may not reflect the

views of all the members of the McMaster Students Union or McMaster Students Union Inc.;

4.12 The Clubs Administrator shall distribute to the SRA, a list of those clubs that applied for

recognition and recommend those applications found satisfactory;

4.13 Clubs will receive e-mail confirmation of their recognition status within two (2) weeks following SRA approval;

4.14 Any Constitutions deemed by the Clubs Administrator or the Speaker to require changes

or further examination shall be returned to the clubs to make the necessary revisions; these Constitutions shall be presented to the SRA for ratification after all the appropriate changes have been made;

4.15 All clubs shall automatically lose recognition on September 1 unless their Constitution has

been renewed by the SRA during a summer meeting; no club shall receive funding from the MSU until it is duly recognized;

4.16 A record of all changes and results of Constitution reviews will be kept on file by the MSU

via the Clubs Administrator for perusal by all MSU members;


4.17 For all MSU Clubs whose primary purpose is to produce a publication, a Board of Publication shall be created with the terms of reference and membership to be ratified by the Executive Board.

5. MSU CLUB PRIVILEGES

5.1 A recognized club shall:

5.1.1 Be eligible to use MSU notice boards and meeting rooms; 5.1.2 Be eligible to book rooms on campus; 5.1.3 Be able to use the Compass Information Centre to sell tickets and/or advertise

their events at a reduced charge; 5.1.4 Have a mailbox in the Clubs Space in MUSC Room 215; 5.1.5 Be able to advertise events on the MSU Page in The Silhouette, in the weekly

MSU Listserv e-mail message and Public Service Announcements on CFMU-FM 93.3 free of charge;

5.1.6 Be eligible to make sue of the MSU name; 5.1.7 Be eligible for funding from the MSU; 5.1.8 Be eligible to do billing and credit at Underground Media & Design, provided

there is no outstanding balance from a previous year; 5.1.9 Be eligible for risk management liability coverage for their events through the

McMaster University Risk Management policy; 5.1.10 Be eligible to gain free access to all permanently-installed audio/visual

equipment at McMaster University; 5.1.11 Be eligible to participate in ClubsFest; 5.1.12 Be eligible to consult with the Clubs Administrator on matters of club function,

event planning, and problem solving; 5.1.13 Be eligible to request available locker space; 5.1.14 Be eligible to request available office space in ClubSpace; 5.1.15 Be eligible to use space on the MSU website; 5.1.16 Be eligible to book meeting rooms in ClubSpace.

6. MUSC CLUBS SPACE ALLOCATION PROCEDURES

6.1 For the MUSC office spaces available for MSU recognized clubs, the following allocation

procedures shall apply:

6.1.1 The offices shall be allocated via an application and lottery process overseen by the Clubs Administrator. The following restrictions shall apply to these spaces:

6.1.1.1 Spaces shall be allocated for a period of one (1) year, with occupancy

extending from date of allocation to no later than April 30th. At the end of that time period, they will again be available for allocation;

6.1.1.2 Any MSU recognized club may apply or re-apply for these spaces; 6.1.1.3 Three (3) clubs shall share one (1) office. In the event that one club

wishes to move to another office space, such changes shall be made only with the full agreement of all clubs affected, as well as the Clubs Administrator;


6.1.1.4 The clubs occupying this space will have low-priority access to the clubs lockers;

6.1.1.5 Applications for these spaces shall be submitted through e-mail to the Clubs Administrator. These applications shall be made available by the Clubs Administrator on the clubs website, shall contain both qualitative and quantitative questions, and shall be annually reviewed by the Clubs Administrator and the Clubs Executive Council;

6.1.1.6 The spaces themselves shall be allocated using the following process:

6.1.1.6.1 Clubs shall submit their responses to an application package; 6.1.1.6.2 Each application received shall be reviewed by the Clubs

Administrator and shall be judged on the 10 point Nault scale to give a grand total score for each application;

6.1.1.6.3 After all the applications have been reviewed the Clubs Administrator shall allocate one ballot for the lottery to the top application;

6.1.1.6.4 The first three (3) clubs chosen shall share the first available office, the second three clubs shall share the second available office, and the third three clubs chosen shall share the third available office and so on.

6.1.2 One (1) office shall be allocated as shared clubs office space. This office shall

be booked through the Clubs Administrator and shall be used for such purposes as office hours or Executive meetings for clubs that have not been allocated an office in 6.1.1;

6.1.3 All clubs shall complete a club office contract and present it to the Clubs Administrator for signing prior to being granted office space access. Club Presidents shall present the signed contract to the MSU Administrative Assistant in MUSC 201 and leave a $50.00 refundable cash deposit before receiving one (1) key for the allocated office;

6.1.4 Clubs shall occupy no more than one (1) office space at a time.

6.2 For the locker spaces available to MSU recognized clubs in the MUSC Clubs Space, the following allocation procedures shall apply:

6.2.1 Clubs without office space shall have priority over those who have office space; 6.2.2 Allocation of locker space shall be at the discretion of the Clubs Administrator; 6.2.3 Clubs shall present the items they would like stored to the Clubs Administrator

who shall decide which items warrant storage space; 6.2.4 Locker space shall be allocated annually to clubs after they are approved by the

SRA each year; 6.2.5 The decision of the Clubs Administrator regarding locker assignment is final and

cannot be appealed; 6.2.6 All clubs shall sign a club locker contract prior to being granted locker access

and present it to the Clubs Administrator for their signature; 6.2.7 Clubs assigned a locker will submit a $10 refundable cash deposit to the Clubs

Administrator; 6.2.8 The Clubs Administrator will provide the combination to a lock on the lockers.


6.3 For the mailboxes available to MSU recognized clubs in the MUSC Clubs Space, the following procedures shall apply:

6.3.1 All MSU clubs shall be allocated a mailbox in the MUSC Clubs Space, to which

both on and off campus mail may be sent; 6.3.2 Allocation of mailboxes will be at the discretion of the Clubs Administrator; 6.3.3 Where practical, club mailbox assignments will be constant from year to year; 6.3.4 Clubs will sign a mailbox contract and submit it to the Clubs Administrator before

any mail will be placed in the mailbox. 6.4 Decisions made under this section of the Operating Policy are final and cannot be

appealed.

7. DUTIES OF CLUBS

7.1 An MSU Club shall:

7.1.1 Include the words: “A recognized and funded club (society/organization/association) of the MSU” under its name and the MSU logo on all letterhead, advertising, and publicity;

7.1.2 Ensure that the clubs’ Constitution and statement of purpose are up to date and that the club is operating in accordance with both;

7.1.3 Determine its own program membership and membership fee, consistent with the policies of the MSU;

7.1.4 Keep a current copy of the MSU Clubs Handbook in their files and ensure that it is being followed;

7.1.5 Hold election(s) prior to the second Friday in March; 7.1.6 Ensure that the club’s Executive are MSU members; 7.1.7 Ensure that the club’s Executive consists of at least a President, Vice-President,

and Treasurer, and one additional Executive member. At least two of whom shall be signing authorities for the club;

7.1.8 File, with the Clubs Administrator by e-mail prior to May 1st, the name, summer e-mail address and telephone number of a club member who will act as a summer contact;

7.1.9 File, with the Clubs Administrator by the second Friday in September, any updates to the information required in the club’s application. As well as any updates to the club’s executive and constitution as they occure;

7.1.10 Follow the policies and procedures outlined in the Clubs handbook and take direction from the Clubs Administrator as necessary;

7.1.11 Follow all applicable laws of the land, including but not limited to MSU, McMaster University, local, provincial, and national by-laws, laws, rules, regulations, policies, and procedures;

7.1.12 Attend clubs training and CEC meetings as called by the Clubs Administrator; 7.1.13 Be financially responsible for their activities; 7.1.14 Maintain communication with the Clubs Administrator by responding to all

correspondence within 6 days; 7.1.15 Empty the contents of their mailbox every week; 7.1.16 Hold at least one general meeting per term with the following requirements:

7.1.16.1 Notice must be given to the Clubs Administrator one week in advance; 7.1.16.2 Detailed minutes shall be sent to the Clubs Administrator within two

weeks following the meeting.


8. FUNDING

8.1 Only MSU recognized clubs shall be eligible for MSU clubs funding; 8.2 Funding shall follow a set criteria recommended by the Clubs Administrator and ratified by

the Executive Board yearly;

8.3 Funding shall be given in the form of grants only; no loans will be given to clubs;

8.4 Funding shall be given in the form of reimbursement only; no advances shall be issued to clubs;

8.5 Any club that has its fee collected by the University is ineligible for funding from the MSU;

8.6 Sports, clubs for which there is a comparable University or intramural team on campus,

will be ineligible for funding from the MSU;

8.7 Club grants shall be given out on an expense basis as follows:

8.7.1 All clubs shall file a proposed budget for the upcoming year with the Clubs Administrator by e-mail, using the budget request form posted on the clubs website. Clubs shall refer to the clubs website to download the budget worksheet, complete it, and e-mail the file to the Clubs Administrator by October 1st;

8.7.2 The Clubs Administrator will inform the club of the amount of their grant for the year by October 15 for those clubs who meet the prescribed deadlines;

8.7.3 Clubs will only receive its money as it is spent, not in a lump sum at the beginning of the semester;

8.7.4 A club will only receive money upon presentation of receipts, invoices, or valid written estimates to the Clubs Administrator. This documentation must accompany a completed club claims form, which shall be posted on the clubs website for download;

8.7.5 Upon presentation of the documentation outlined above, the Clubs Administrator will authorize the issuing of a cheque to the club, for the amount noted on the form, to a maximum of the amount allocated to the club for the year;

8.7.6 Funding shall only be granted for events held throughout the fiscal year; all receipts for reimbursement must be submitted by April 15th each year;

8.7.7 All clubs may be required to submit their books for a random audit within five (5) business days, on request of the Clubs Administrator, failure to submit books may result in funding being suspended and automatic probationary status will be applied;

8.7.8 No club shall receive in excess of $1,000 for any event for which funding has been requested;

8.7.9 Any moneys remaining in the club’s individual bank account at the end of the fiscal year shall be considered the sole property of that club;

8.7.10 If a club fails to renew its status, any moneys remaining in club bank accounts shall be held in trust for two (2) calendar years, at which time the Clubs Administrator shall close the account and the proceeds shall be added to the clubs grant budget line;


8.7.11 Clubs shall be responsible for any/all debts remaining from previous years; 8.7.12 Funding appeals shall be taken to the Finance committee, through the Vice-

President (Finance); the Finance Committee’s decision shall be final.

8.8 Where the Clubs Administrator is a member of an MSU recognized club, the Vice-President (Finance) or delegate thereof shall designate all funding for that club.

9. CLUBS ADMINISTRATOR

9.1 The Clubs Administrator shall:

9.1.1 Act as a liaison between MSU clubs, the McMaster Students Union, and McMaster University;

9.1.2 Perform duties outlined in the Clubs Administrator job description; 9.1.3 Ensure that OPERATING POLICY 1 – SERVICES and OPERATING POLICY

1.9.9 – MSU CLUBS is upheld; 9.1.4 Prepare a year plan, mid-year, and year-end report in conjunction with the

Assistant Clubs Administrator and present it to the SRA; 9.1.5 Participate in transition with the outgoing Clubs Administrator and prepare

transition for the incoming Clubs Administrator; 9.1.6 Maintain regular communication with the Diversity Director; 9.1.7 Maintain records of club constitutions and executive officers; 9.1.8 Chair Clubs Executive Council meetings.

10. ASSISTANT CLUBS ADMINISTRATOR

10.1 The Assistant Clubs Administrator shall:

10.1.1 Act as a liaison between MSU clubs, the McMaster Students Union, and McMaster University, in conjunction with the Clubs Administrator;

10.1.2 Perform duties outlined in the Assistant Clubs Administrator job description; 10.1.3 Ensure that OPERATING POLICY 1 – SERVICES and OPERATING POLICY

1.9.9 – MSU CLUBS is upheld; 10.1.4 In conjunction with the Clubs Administrator, prepare a year plan, mid-year, and

year-end report and present it to the SRA; 10.1.5 Participate in transition with the outgoing Assistant Clubs Administrator and

prepare transition for the incoming Assistant Clubs Administrator.

11. JUDICIAL POLICY

11.1 The Clubs Judicial Policy is maintained in addition to, not instead of, the McMaster

University Student Code of Conduct, the University Alcohol Policy, the Residence Discipline Code, and other codes of conduct or regulations and disciplinary procedures. The Clubs Judicial Policy is intended to address issues of conduct peculiar to Clubs that may or may not be addressed in other codes as well. The following offences shall constitute a material breach of the conditions under which clubs are recognized by the MSU and are subject to discipline as outlined in section 11.3:


11.1.1 Class A Offences: are actions that interfere with the right of an individual or group to enjoy life in the McMaster community. They include:

11.1.1.1 Intentionally running a club in a manner which negatively affects the

ability of another club, non-club group, or individual to conduct their lawful affairs;

11.1.1.2 Interfering with another club’s activity that has been approved by the Clubs Administrator;

11.1.1.3 Any other actions, which unnecessarily cause a significant nuisance for an individual or group.

11.1.2 Class B Offences: are actions, which negatively affect the ability of the MSU to

properly provide support to its clubs. They include:

11.1.2.1 Running any event substantially differently than portrayed to the Clubs Administrator in a detrimental manner;

11.1.2.2 Failure to fulfill a mission statement as provided to the Clubs Administrator;

11.1.2.3 Failure to abide by the rules of the clubs’ space as posted; 11.1.2.4 Failure to uphold the terms of a mailbox, locker, or office contract; 11.1.2.5 Failing to abide by any part of this or any other MSU or University

policies, the McMaster University Risk Management Policy notwithstanding;

11.1.2.6 Failure to comply with instructions or sanctions received from the Clubs Administrator;

11.1.2.7 Conduct unbecoming of an MSU club; 11.1.2.8 Any other actions, which unnecessarily hinder the ability of the MSU to

properly, support its clubs.

11.1.3 Class C Offences: are actions, which endanger the safety or security of any person or property. Class C Offences will always result in a punitive sanction. They include:

11.1.3.1 Any illegal behaviour; 11.1.3.2 Failure to comply with the McMaster University Risk Management

policy; 11.1.3.3 Any other actions, which unnecessarily jeopardize the safety or security

of any person or property.

11.2 The Clubs Administrator shall be the primary investigative and judicial officer in the event that a club is suspended of any of the above offences. The Clubs Administrator shall exercise their best judgment in interpreting and applying these policies and shall conduct an investigation into any allegations of misconduct, and sanction any clubs found to be in violation at their discretion, subject to appeal at the CEC;

11.3 Clubs found to be guilty of any offences described in 11.1 shall be subject to the following

sanctions:

11.3.1 The Clubs Administrator may hand out the following sanctions at their discretion, in consultation with the Vice-President (Finance). The Clubs Administrator shall notify the CEC within 72 hours of the clubs reaching a decision. Any punitive


sanction may be appealed to the CEC and any clubs intending to appeal shall notify the Clubs Administrator of their intent to appeal within one (1) week of being sanctioned. Appeals will be held at the soonest possible CEC meeting:

11.3.1.1 Punitive letter of Caution: The Clubs Administrator may issue a letter to

the club, advising them of the infraction and placing them on probation for a period of not more than one (1) calendar year. During the period of probation, clubs shall report all events and Executive meetings to the Clubs Administrator in advance and if found to be in violation of the clubs judicial policy again, will be subject to mandatory disciplinary action;

11.3.1.2 Proxy Appointment: If, in the opinion of the Clubs Administrator, the issue in question has been a result of poor or inadequate leadership on the part of the club’s President or other Executive members, the Clubs Administrator may appoint a proxy to be present at all Executive and general meetings and any other events they deem necessary. This proxy shall report on a bi-weekly basis to the Clubs Administrator and act as a monitor of the club, with the authority to defer any decisions at Executive meetings pending approval or rejection by the Clubs Administrator and available to supervise any general meetings or events. The proxy shall report to the Clubs Administrator at least every 30 days and the Clubs Administrator shall decide whether or not to lift the sanction;

11.3.1.3 Monetary Sanction: If a club is found to be in violation of any clubs policies, the Clubs Administrator may fine the club up to one hundred dollars ($100.00) per offence. These fines shall be levied against the club’s current and future funding if the club fails to pay the fine. All proceeds from fines shall be added to the clubs grant budget line.

11.3.2 In the event of a more serious infraction, the Clubs Administrator may call a

meeting of the CEC to hear the case and decide on a more severe penalty. The CEC may reach one of the following decisions. Sanctions that can only be handed down by the CEC include:

11.3.2.1 Disbandment: If in the opinion of the CEC, a club is either incapable of

or unwilling to correct its behavior and the interests of the MSU and student body would be best served by the disbandment of a club, the Clubs Administrator has the right to recommend that the SRA rescind the MSU’s recognition of the club. This sanction is subject to ratification by the SRA and shall only be used in situations where all other reasonable courses of action have been pursued. This sanction shall remain in effect for a minimum of one (1) full calendar year and carries with it the stipulation that a club must present evidence to the satisfaction of the CEC that they have reformed in order for it to be lifted. All clubs that are removed from the disbanded list will be placed on probationary status for their first subsequent year of operations;

11.3.2.2 Membership restrictions: Where the CEC finds cause to sustain a charge of individual misconduct on the part of a club Executive, instead of sanctioning the club as a whole, that member shall be barred from holding Executive office in any MSU club for one (1) calendar year.


That Executive position shall then be filled in accordance with the club’s Constitution.

11.4 Where the Clubs Administrator is a member of an MSU recognized club, the Vice-

President (Finance) or delegate thereof shall investigate all offences allegedly committed by that club;

11.5 Any actions taken by the MSU shall be independent of those taken by any other judicial

body;

11.6 All allegations of misconduct made on the basis of discrimination or harassment shall be referred to Human Rights & Equity Services.

12. EXECUTIVE AUTHORITY

12.1 Operating Policy 1.9.9 – MSU Clubs shall not preclude the Clubs Administrator from

devising creative solutions to novel situations. Such solutions shall be made in consultation with the Vice-President (Finance).

Examination and Term Work Scheduling Policy

Introduction Tests and assignments are the common means of evaluation for most courses offered at McMaster

University. They are administered with the goals of not only evaluating the student’s performance

fairlyconsistent and fair evaluation of student performance as well as ensuring the student has

successfully learned the course material., but also o ensuring that the student has learned the course

material. However, when examinations and papers conflict with one another, or with other coursework,

these goals are not met. Students are not evaluated fairly or consistently, and it is less likely that a

student can learn effectively with such high stress levels. A conflict occurs when examinations and

papers are scheduled too closely to one another, or when other coursework is scheduled in the close

proximity of such work.

The issue of examination and term work conflicts has become an increasingly important issue amongst

undergraduate students, and will become even more significant as student numbers increase due to the

double cohort. A larger student population means a greater number of potential examination

conflicts.[B1]

Currently, the University recognizes only final examination conflicts. The final examination ban covering

the last five days of classes does not cover students effectively due to several can be ineffective due to

several exemptions, and it has not been enforced in many cases. The regulation only accounts for three

examinations in one calendar day and fails to recognize other academic commitments equally serious

schedulingthat can cause conflicts. Finally, existing policy is only in place for final examinations.Lastly,

there is no equivalent system for Midmid-term examinations, assignments, and papers, which are often

just as important big of an issue since ascomparable in stress levels to exams, as the student must also

deal with ongoing classes. This paper examines current policy and makes university wide

recommendations in all of the above areas. However, it must be noted that this policy is meant to act as

a general guideline for all the faculties as it is realized that due to the nature of each Faculty, each will

use differing modes of evaluation. (Not too sure what is meant here – are we saying it’s a guide for the

faculties as a collective, but also realizes that different faculties employ different pedagogical

approaches and have different policies around term work and examinations?)[B2] Yeah that makes sense

to me, either of your suggestions.

I. The Final Examination Ban

The Policy

Initially adopted by Senate in 1980, the examination ban covers the last five days of classes in a term

plus the day or days between the end of classes and the beginning of exams. For example, in the

1999/20002011/2012 Fall Term, the last day of classes was Friday Monday, December 3rd 5th and

examinations started on Monday Wednesday, December 76th. The ban therefore covered the period

Examination and Term Work Scheduling Policy – Page 2

Approved SRA 99Q (Mar 26/00)

starting Monday November 29thThursday, December 1st through1st through to Sunday Tuesday

December 5th6th.

This ban was implemented due to numerous problems: no control over bunching the clustering of

exams, lack of preparation time, and students were being prevented from attending classesforced to

skip class in order to have enough time to study. either because examinations



were held outside of the regular class time (not too sure what is meant here – if exams didn’t take place

during class, how would it prevent people from doing them) or because [B3]due toof the need to

prepareto study. Maybe saying skipping class to study? Or choosing to study as opposed to attending

class? However, this ban is subject to many exemptions.

Certain categories of tests, including lab tests, are exempt from the ban where they have all of the

following characteristics:

a) The test is part of a process of continuous or periodic assessment through the term;

b) The test is held in the normal class or lab slot;

c) The test is worth no more than 10% of the final grade.

Assignments and take-home exams are exempt from the ban as well under the following conditions:

a) Assignments worth 10% or less are exempt and can be assigned during the ban period;

b) Take-home exams 10% or less are exempt and can occur during the ban period.

It is fairly common for students to have tests or assignments during the ban period given the above

exemptions. Almost all tests are part of periodic assessment, can be held in the normal class slot, and

can be adjusted to a 10% weighting. However, one must note that the weighting is not necessarily

reflective of the work involved in the preparation of the assigned work.

In addition, this examination ban does not consider laboratories scheduled during the last week of

classes. Many of these require a great deal of time; in preparation for the lab, during the lab, and in

writing lab reports, which are often quite lengthy. Practical examinations are also exempted during the

ban if they are scheduled during the regular laboratory period despite the fact that there is a

considerable time investment required.

An blanket examination ban is needed which will better serve students, allowing them to attend all

classes during the final week of school and prepare effectively for their final examinations without the

additional stress caused by these ‘minor’ tests and assignments. This would also recognize the large time

investment that such minor assignments take from exam preparation. The University of Toronto, for

example, provides a study week prior to the Examination period during which there are no classes, and



therefore no tests, assignments, or laboratories. Since the debate is ongoing at McMaster regarding the

merits of a 12 versus 13-week term, it may not be feasible to implement such a policy here. Regardless,

examination bans should not have any exemptions, and such a ban would be a positive step in the

direction of to allowing students to maximize their academic potential. (Yes it does! See here:

http://www.utsc.utoronto.ca/~registrar/calendars/calendar/Sessional_Dates.html)

Recommendation 1: That the Examination ban be amended to prohibit all tests, take-home exams,

assignments, laboratories, papers, etc. regardless of weighting.

Application of the Policy

Currently, assignments and tests, which violate the existing ban, still occur during the last week of

classes. Many professors fail to comply with the current examination ban by not assigning work as the

course progresses. This often leads to the accumulation of assignments just before examinations.

Although this policy is meant for professors and Faculty Deans, the onus is often left solely on the

student to report such infractions.

In many cases, students are given the option to postpone tests or assignments until the last week of

classes. When the majority of students agree, the original date is moved. Students often feel compelled

to make such decisions due to an increased workload during the last month of classes. Professors should

distribute work evenly throughout the course of the term, and make explicit the dates for all

assignments, tests, and papers on the course outline released at the beginning of the year so that

students can plan appropriately. Such dates should be


followed strictly regardless of whether “appropriate course progress” has been made, otherwise

students cannot prepare properlyas closely as possible in order to keep scheduling in check.

An important problem with the current examination ban is its lack of publicity. Since the responsibility

lies mostly with the student to report infractions of the ban, students must be made aware that such a

ban exists. Without the appropriate publicity, it becomes difficult to enforce such a policy since it

depends on the students’ knowledge of it. As a result, students are not aware of the procedures

available to them when such conflicts occur.

Recommendation 2: That the course outline explicitly state dates for all marked material used in the

calculation of the final course grade.

Recommendation 3: That the completion dates for all material be used in the calculation of the final

course grade be included in the course outline.

Recommendation 4: That a campaign be launched to publicize the Examination ban prior to each

examination period.



II. The Scheduling of Final Examinations Currently, the only regulations, which exist governing the scheduling of examinations recognize

regulations regarding final examinations include:

a) A direct conflict between Two two Registrar- scheduled examinations;

b) A schedule with three examinations in one calendar day or three consecutive

examinations(midnight to midnight);

c) . Three consecutive examinations over two days;

d) Two consecutive examinations if the first one is 3 hours long for December exams only.

However, the use of “calendar day” severely restricts the original intent of the policy. For example, a

student who has two consecutive morning exams followed by a night exam is covered under the policy,

but a student who has a night exam followed by two exams the following day is not covered by this

policy.

A student with three exams in such a short time period, even if they are not all scheduled for the same

calendar day, is faced with the same if not higher stress level. The obvious solution is for the student to

study for all of the exams in advance. However, review of material before writing an examination is

highly recommended, and having to review too much material is detrimental. It has been suggested that

“there are two possible sources of interference when we try to recall information: proactive

interference is interference from material learned before the information we want to recall, retroactive

interference is interference from material learned after the information we want to recall.”1[B4] Such

intense examination schedules heighten the interference effect since a student’s focus is not only on

one or two exams, but three or more. This would disadvantage such students by virtue of their course

selection rather than their true academic ability. In addition, a night exam followed by a morning exam

barely allows for the recommended eight hours of sleep without considering preparation time for the

next exam. This is virtually the same situation as two consecutive examinations because there is not

time to study in between, and the problem is compounded if a third exam must also be done in

relatively close proximity.

It is realized that these cases are few and far between, but students in such situations are not

recognized by current policy and are thus penalized. The aim of the policy is to ensure that students are

given an equitable chance to perform their best. As such, it is recommended that the policy be changed

to a 36-hour period. This would take into consideration the event that a student has a night exam

followed by an early

1 Day, Richard B., “Psychology 1A6: Student Handbook”. 5th Ed. Kendall/Hung Publishing Company

(1996): Dubuque, Iowa.[B5]




morning exam and another night exam. The students would then have an opportunity to rest and

prepare themselves appropriately for each exam since one would be moved.[B6]

These four regulations assist the majority of students, though in certain cases a student may fall

between the cracks of these regulationsloopholes still exist. For example, if one were to have a night

exam followed by both a morning exam and an afternoon 4:00 PM exam on the next day, they would

not be covered by this policy yet would still have three exams within less than 24 hours. Thus:

Recommendation 5: That the current requirements for special final examination arrangements be

changed to three examinations within a 36-hour periodno more than two exams scheduled within a

24 hour period.

III. The Scheduling of Term Work Measures have been taken to prevent scheduling conflicts for final examinations, but no policy is in

place with regards to Term Work. In many cases, such work can be more stressful than final

examinations because they areit is written completed during the academic term alongside classes.

Unlike final examinations, a two-week period without classes is not feasible nor wanted to conduct all

the work that is accomplished over the period of the course. Regardless, higher stress levels and a

greater chance for conflicts are possible due to multiple assignments, tests, and papers in a short time

period in addition to class time.

Term Work shall be defined for the purposes of this paper as any work, which is directly considered in

the calculation of the final grade of the course. Such a definition is necessary because such work has

varied weightings and does not occur during any particular time period. One may argue that such work

is not worth as much as final examinations. However, not all courses have final exams and a lower

percentage is not necessarily an accurate reflection of the stress level or work involved. Term work also

occurs at the same time as work for other courses and whiles classes are in session. Depending on the

number of courses, a conflict similar to that of final examinations can jeopardize a student’s academic

standing as well as his/her health.

There is a strong need for a policy governing the scheduling of term work. While some departments are

fairly good at ensuring that their course work does not conflict with each other, this policy is meant to

address a common situation which occurs since some departments are not as careful and no one can

predict every possible course combination for a student. Currently, if a conflict arises, a student may

speak to their professors for special consideration, but there is no obligation for any professor to make

alternate arrangements. The intent of this policy is to provide a mechanism by which a student can seek

redress when such situations occur. For example, a student with a conflict could advise his/her academic

counselor (i.e. Associate Dean office) of the situation, who will then contact the professors and make

other arrangements of the same level of difficulty. However, departments also must take preventative

measures prior to the beginning of each term to ensure an even distribution of term work to minimize

such conflicts.



Since a policy is already in place regarding the scheduling of final exams, perhaps this policy as amended

by the recommendations above could form the basis of a policy on term work. The reasoning is simple:

the rationales for both are the same, and there is a larger potential for conflicts given the requirements

for class time. Regardless, the policies should be consistent in terms of the time windows in question

since they are dealing with similar topics (i.e. 36-24 hours). However, it is realized that further discussion

will need to be undertaken regarding the details and implementation of such a policy for term work

since no policy currently exists.

Recommendation 6: That departments’ take preventative measures to ensure an even distribution of

Term Work to minimize conflicts.

Recommendation 7: That a policy be created governing the scheduling of Term Work, allowing for

special arrangements if a significant quantity of work is scheduled within 36 hours.


Conclusion Policies regarding final examinations and term work need to be changed, updated, and created to better

meet the needs of students. Such changes will benefit students in that they will be provided with fair,

consistent evaluations, while allowing them to learn instead of dealing with the additional stress and

pressure of conflictsthat do not hinder their abilities by forcing them to spread themselves too thin. The

intent of this policy is to ensure a level playing field and acknowledge the academic stress that student’s

experience. This policy does not seek to remove the challenges associated with a university education;

rather, it is an attempt to ensure that all students are given an equal opportunity to perform to the best

of their academic abilities. It is hoped that the MSU and University can work together in the future to

find creative methods to achieve these objectives for McMaster’s students.

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