MedSoc Bylaws 2013

7/30/2019 MedSoc Bylaws 2013

1/54

_______________________________________________________By-laws

September 2013

1


2/54

INDEX

BY-LAW 1: MEMBERSHIP......................................................................................................................................5

BY-LAW 3: ELECTIONS AND REFERENDA ....................................................................................................18

3.10. ACCLAMATIONS ..............................................................................................................................................22

3.11. VACANCIES FOLLOWING ELECTION.................................................................................................................22

2


3/54

By-Law 1: Membership

1.1. General Membership

1.1.1. General Membership shall be granted to all students registered in the Doctor of Medicine

program within the Faculty of Medicine at the University of Toronto.

1.1.2. Membership shall continue from the date of first registration into the Doctor of Medicineprogram until date of convocation from the program or until one ceases to be eligible, whicheveris earlier.

1.1.3. These members shall be voting members. They may also stand for election in the Societyand cast a ballot in general elections.

1.2. Alumni Membership

1.2.1. Alumni Membership shall be granted to a person who supports the mandate of the MedicalSociety and holds an MD degree from the Faculty.

1.2.2. Alumni Membership shall continue from the date of convocation from the MD programand last for the duration of ones life or until the Executive Council terminates membership,whichever is earlier.

1.2.3. Alumni Members shall be exempt from membership fees.

1.2.4. Alumni Members shall not cast a ballot in general elections nor stand for election.

1.2.5. Alumni Members shall be non-voting members at the Annual General Meeting.

1.3. Honourary Membership

1.3.1. Honorary Membership shall be automatically granted to those holding the position ofDean of the Faculty of Medicine.

1.3.2. The current Dean of the Faculty shall be the Honorary President of the Medical Society.

1.3.3. Nominees for Honorary Membership shall not be General Members, Executive CouncilMembers, or Alumni Members of the Medical Society.

1.3.4. Honorary Membership shall be granted to any nominee who receives the approval of 2/3vote by members at the Annual General Meeting.

1.3.5. Nominees shall not be present during voting nor cast a ballot.

1.3.6. Membership shall continue from the date awarded and last for the duration of ones life oruntil the Executive Council terminates membership, whichever is earlier.

3


4/54

1.3.7. Honorary members shall be exempt from membership fees.

1.3.8. Honorary members shall not cast a ballot in general elections nor stand for election.

1.3. 9. Honorary members shall be non-voting members at the Annual General Meeting.

1.3.10. The names of these members shall be posted in the Medical Alumni Association Loungeby the VPs Internal Affairs.

1.4. Election Process for Honourary Membership

1.4.1. Any general member of the Medical Society can nominate an individual as a candidate forHonorary Membership .

1.4.2. Nominees shall be approved by 2/3 vote in favour of prospective nominee by theExecutive Council.

1.5. Retraction of Membership

1.5.1. Membership may only be revoked by 2/3 secret ballot vote by the Executive Council.

1.5.2. Those members who have their membership revoked may appeal to the Executive Councilwithin 60 days of the original motion.

1.5.3. Original removal of membership by the Executive Council may only be over turned by 2/3secret ballot vote in favour of such an act by the Executive Council.

1.6. Membership Register

1.6.1. The VPs Publications shall maintain and update a list of the current members of theSociety containing class year, type of membership and contact information for each givenmember and disseminate this information to the Medical Society in a timely fashion.

4


5/54

By-Law 2: Duties and Powers of Executive Council Members

2.1. General Duties

All Executive Council members must:

i) be responsible for learning the Medical Society Constitution and By-Laws within onemonth of their election;ii) provide their up-to-date contact information to the Executive Administrator within one

month of their election;iii) be responsible for training their respective incoming office-bearer (By-Law 3.16.5);iv) attend all regular Executive Council meetings (By-Law 4);v) be responsible for meeting with the President-Elect within one month of the Winter

election;vi) be responsible for submitting Annual Year-End and Transition Reports to the President

by May 1st each year;vii) perform such other duties as are from time to time assigned by the Medical Society

Executive Council.

2.2. President

2.2.1. Duties and Powers

The President shall:

i)be a voting member of the Executive Council;ii) act as official spokesperson and liaison for the Society to the Faculty of Medicine and to

any other individual or organization as necessary;iii) be responsible for the management and coordination of all Society Executive portfolios;iv) be a voting member of the University of Toronto Medical Alumni Association Board of

Directors;v) be one of two student representatives on the Board of Examiners of the University of

Toronto Faculty of Medicine;vi) be a representative of the Society on Faculty Council;vii) be a representative of the Society on the Hospital University Education Committee;viii) be responsible to meet with the Vice Dean Undergraduate Medical Education bimonthly;ix) be responsible to meet with the Associate Dean Health Professions Student Affairs

monthly;x) meet monthly with Faculty at Council of Presidents Meetings;xi) notify the Secretary of Faculty Council of the names of students who shall represent the

Society on Faculty Council and its Committees;xii) compile Year-End and Transition Reports from the Medical Society Executive Council

(Bylaw 11);xiii) work with the Speaker to organize the orientation for incoming Medical Society

Executives;xiv) adopt the position of Past President at the end of their term on May 1st and act as advisor

to the newly elected Medical Society Executive upon completion of his/her term as

5


6/54

President of the Medical Society. This term shall end upon graduation. The PastPresident shall:

a. not be a voting member on the Executive Council;b. not be required to attend Medical Society Executive Council;c. serve only as advisor to the current elected Medical Society Executive Council;

2.2.2. Term

2.2.2.1. The President-Elect assumes the role of President beginning on May 1st following theirelection in the Winter Medical Society Election for a one-year term.

2.3. President-Elect

2.3.1 Duties and Powers

The President-elect shall:

i) be a voting member of the Executive Council;ii) act as official spokesperson and liaison for the Society to the Faculty of Medicine and to

any other individual or organization as necessary;iii) meet with every Medical Society Executive member within one month of election;iv) work with the current President to create a formal written plan that outlines key issues

and goals, and present it to the Medical Society Executive Council within two months ofelection;

2.3.2. Selection and Term

2.3.2.1. The President-Elect shall be elected in the Medical Society Winter election and shallassume the office of President of the Medical Society on the 1st of May of that same year for a 1year term.

2.4. Speaker


The Speaker shall:

i)be a member of the Executive Council and chair its meetings in accordance with theConstitution of the Medical Society;

ii) be given a vote on the Executive Council only in the case of a tie;iii) set the dates of the Executive Council meetings, setting meetings at least monthly and at

regular intervals;iv) be responsible for the booking of rooms for all Medical Society Executive Council

meetings;v) notify all members of the dates of Medical Society Executive Council meetings;

6


7/54

vi) create a calendar for Medical Society Executive events by September 1st and work withVPs Communications to publish it on the Torontomeds.com website;

vii) act as Annual General Meeting Chair in accordance with Article 10 of the Constitution;viii) act as Constitutional Review Committee Chair (By-Law 6);ix) ensure that the most up-to-date MedSoc Constitution and By-Laws as well as the

MedLife Constitution and the Class Council Constitutions are available on theTorontomeds.com website and in the MedSoc Office;x) act as Chief Elections Officer in accordance with Article 4 of the Constitution;xi) be responsible for administrating referenda, as required (By-Law 5);xii) be responsible for handling the resignation and removal from office of any Executive

Members (By-Law 4);xiii) be responsible for receiving updates from Ad Hoc, Standing, and Special Events

Committees (By-Law 6.2.), as well as ensuring that these updates are handed over to anynew incomming members (By-Law 6.2.1).


2.4.2.1. The Executive Administrator shall assume the role of Speaker on May 31st for a one-year term ending on September 30th of the following year.

2.5. Executive Administrator


The Executive Administrator shall:

i) be responsible for recording the minutes of Executive Council meetings;ii) be responsible for the distribution of proposed minutes to the Executive Council and

student body and forwarding them to the Vice President Communications for posting onthe web site;

iii) be responsible for submitting approved minutes to the Medical Society Archives and tomaintain and safe guard the archives during their term;

iv) create and maintain an e-mail and phone number address list of all members of theMedical Society Executive Council and Medical Society Affiliated Positions;

v) take attendance at all Medical Society meetings and inform members of the ExecutiveCouncil, Representatives of the Society on the Faculty Council or any other MedicalSociety committee of their failure to attend meetings;

vi) act as selection officer for the Medical Society Affiliated Position selections;vii) collect Year-End and Transition reports from Medical Society Affiliated Positions by

April 30th;


2.4.2.1. The Executive Administrator shall be elected in the Fall Election for a one-year term andshall assume the role of Speaker on May 31st of the year of their election.

7


8/54

2.6. Vice-President Education


The Vice-Presidents Education shall:

i) serve as chairs of the Student Curriculum Evaluation Committee;ii) serve as a representative to the Facultys Undergraduate Medical Education Curriculum

Committee (UME-CC);iii) administer: a) the implementation of new courses; b) the implementation of new media

(eg on-line courses); c) the implementation of teaching awards;iv) have the authority to create and dissolve committees as s/he sees fit, and to appoint

chairs for these committees who shall report to him/her;v) sit on Faculty Council as a voting member;vi) sit on the Undergraduate Medical Education Program Evaluation Committee;vii) develop new academic programming and services to supplement official curriculum;


2.6.2.1. The Education Portfolio shall be managed by two co-Vice Presidents of Education: oneshall be elected each year to a two-year term in the Medical Society Fall Elections.

2.6.2.2. The Vice-President in the second year of his/her term shall be relieved of his/her dutiesas of September 30th of that year

2.7. Vice-President Finances


The Vice-Presidents of Finance shall:

i) be a voting member on the Medical Society Executive Council;ii) comply with all Society regulations regarding finances as outlined in Article 8 of the

Constitution (By-Law 9);iii) receive and discharge all accounts of the Society and its subsidiary organizations,

recording all transactions;iv) ensure that an adequate cash reserve is maintained at all times;v) comply with all University regulations concerning an annual audit, which must be

submitted to the appropriate University of Toronto office prior to December 31;vi) be responsible for Society finances from July 1 of the year of election until June 30 of

the end of his/her two-year term;vii) have the authority to create and dissolve committees as s/he sees fit, and to appoint

chairs for these committees who shall report to him/her;

2.7.2 Selection and Term

8


9/54

2.7.2.1. The Finance Portfolio shall be managed by two co-VP Finances: one shall be electedeach year to a two-year term in the Medical Society Fall Elections.

2.7.2.2. The Vice-President in the second year of his/her term shall be relieved of his/her dutiesas of September 30th of that year.

2.8. Vice Presidents Internal Affairs St. George


The Vice-President Internal Affairs St. George shall:

i)be a voting member of the Executive Council;ii) communicate concerns, initiatives and events of Medical Society Clubs and Medical

Society affiliated programs as concerns may arise;iii) act as a liaison between the Faculty of Medicine, The Office of Student Affairs, the

Medical Society, and the student body. He/she shall participate in communicating theservices, and any changes to the services, provided by the Faculty of Medicine and TheOffice of Student Affairs to the Medical Society and to the student body includingfinancial aid and student disability insurance information;

iv) be responsible for the organization and execution of MedLife in partnership with theOffice of Student Affairs, Medical Alumni Association, and Medical Society.

v) be responsible for developing, promoting, and updating events on the student website andcalendar, in conjunction with the Vice-Presidents Communications;

vi) be responsible for the maintenance and upkeep of the Alumni lounge, MedSoc Office,and Fitzgerald Storage Room and its contents (By-Law 13);

vii) advise the Executive Council on possible additions to the lounge (e.g. furniture, gamesetc.) that will improve students use and enjoyment of the lounge;

viii) maintain regular communications with the Office Manager regarding day-to-day MedicalSociety activities;

ix) maintain a list of current Medical Society Affiliated clubs, club mandates and clubcoordinators and submit all Medical Society Affiliated Clubs contact information to theVPs Communications;

x) have the authority to create and dissolve committees as s/he sees fit, and to appoint chairsfor these committees who shall report to him/her;

xi) direct the activities and chair the Inter-Academy Executive Committee;xii) maintain the Honorary Member and Executive Council walls (Article 1.3 of the Medical

Society Constitution).


2.8.2.1. The Internal Affairs Portfolio shall be managed by two co-VP Internal Affairs St.George: one shall be elected each year to a two-year term in the Medical Society Fall Elections.

2.8.2.2. The VP Internal Affairs St. George must be a student from the St. George Campus.

9


10/54


2.9. Vice-Presidents Communications


The Vice Presidents Communications shall:

i)be voting members on the Medical Society Executive Council;ii) be responsible for the maintenance and development of the Torontomeds.com and all

associated websites - this includes creating accounts during the summer for all incomingstudents;

iii) be responsible for the purchase, installation, and maintenance of the Medical SocietyOffice and Medical Alumni Lounge computers and other electronic devices;

iv) be responsible for collecting all contact information for relevant student groups and

committees, and uploading this onto the Torontomeds.com website:a. from VP Internal: Medical Society Clubsb. from VP Community Affairs: Community Affairs Clubsc. from Executive Administrator: MSAP Office-Bearersd. from Speaker: Faculty Representatives, Ad-Hoc, Standing and Special

Events Committeese. from VP Publications: General Members of the Societyf. from Class Council Presidents: Class Council Executive

v) advise the Medical Society and medical student body on all technological matters;vi) liaise with the Faculty administration and the medical student body on matters of

technology;vii) review the guidelines for social listserv postings each year;viii) be a representative of the Society on Faculty Council;ix) possess such computing and technical knowledge necessary for the above duties;x) have the authority to create and dissolve committees as s/he sees fit, and to appoint chairs

for these committees who shall report to him/her;


2.9.2.1. The Communications portfolio shall be managed by two co-VP Communications: oneshall be elected each year to a two year term in the Medical Society Fall Elections.


2.10. Vice-Predidents External Affairs


The Vice-Presidents External Affairs shall:

10


11/54

i) be voting members of the Medical Society Executive Council;ii) serve as representatives of the Society on the Canadian Federation of Medical Students

(CFMS);iii)serve as representatives of the Society on the Ontario Medical Student Association

(OMSA);iv)serve as representatives of the Society at the Professional Associations of Interns andResidents (PAIRO), or to appoint another student who can serve in their place;

v) be authorized to take an active role in national or provincial initiatives, usually under theaegis of one of the aforementioned organizations;

vi)ensure that the student body is well informed of national, provincial, and local issues;vii) perform such other duties as are from time to time assigned by the Executive Council.viii) have the authority to create and dissolve committees as s/he sees fit, and to appoint chairs

for these committees who shall report to him/her;


2.10.2.1. The External Affairs Portfolio shall be managed by two co-VP External Affairs: oneshall be elected each year to a two-year term in the Medical Society Fall Elections.


2.11. Vice-Presidents Community Affairs


The Vice-Presidents Community Affairs shall:

i)be voting members of the Medical Society Executive Council;ii) be responsible for the organization and execution of all Community Affairs programs, a

current listing of which shall be submitted to the Constitutional Review Committee andincluded as an appendix to this By-Law annually;

iii) participate, along with the outgoing program directors, in the selection of incomingprogram directors for all Community Affairs programs;

iv) meet on a monthly basis with all program directors and to submit an oral monthly report,on the status of each program, at each Medical Society Executive Council Meeting, ifnecessary;

v) assess, on a yearly basis, the medical student interest in and viability of each CommunityAffairs program;

vi) expand Community Outreach to varied spheres, beyond those focused on in the mainprograms;

vii) be responsible for the communication of aforementioned events to the student body, tothe faculty, and to all others as dictated by the event.


11


12/54

2.11.2.1. The Community Affairs Portfolio shall be managed by two co-VP Community Affairs:one shall be elected each year to a two-year term in the Medical Society Fall Elections.

2.11.2.2. The Vice-President in the second year of his/her term shall be relieved of his/her duties

as of September 30th

of that year.

2.12. Vice-Presidents Publications


The Vice-Presidents Publications shall:

i)be voting members of the Medical Society Executive Council;ii) be responsible for the production and distribution, in collaboration with VP

Communications of the following publications:

a. Medical Society Student Plannerb. Medical Society Student Directoryiii) be responsible for the production, sale, marketing, revision and customer relations of

those publications produced directly by the Medical Society for purchase. Thesepublications currently include The Essentials of Clinical Examination Handbook;

iv) be responsible for the management of all publications produced by members of theundergraduate medical student body which receive funding from the Medical Society.These publications currently include The Pulse, The Droopy Lid, The Yearbook, theUniversity of Toronto Medical Journal;

v) facilitate the creation of new publications proposed by members of the undergraduatemedical education student body and approved by the Executive Council;

vi) liaise with external organizations in support of the aforementioned publications includingbut not limited to printers, publishers, advertisers, reviewers, etc (By-Law 10).


2.12.2.1. The Publications Portfolio shall be managed by two co-VP Publications: one shall beelected each year to a two-year term in the Medical Society Fall Elections.


2.13. Vice-Presidents Global Health


The Vice Presidents Global Health shall:

i) Represent the Medical Society to:

12


13/54

a) other medical schools and their societies in matters of Global Health,particularly through international medical student organizations;

b) external organizations concerned with global health and development at thelocal, national, and international level;

ii) Coordinate theme days and awareness events within the Medical Faculty, and where

needed, in collaboration with other Global Health groups like the University ofToronto International Health Program (UTIHP);iii) Communicate and promote Global Health events, education, conferences, and local

and overseas opportunities to the student body, faculty, and to other groups asappropriate;

iv) Advocate to Medical Faculty and Administration for inclusion of global healtheducation in the medical curriculum;

v) Coordinate and run the Global Health Elective for second year students, and Pre-departure Training for students going abroad, both in collaboration with UTIHP;

vi) Work with the Special Event Committees to make their events as ecologicallyfriendly as possible (ByLaw. 6.6.4.2);

vii) Division of responsibilities is as follows:a) VP Global Health in his/her first year: Global Health e-mail updates sent tothe medical student listserve, planning and running theme days, creatingannual Global Health Experiences Handbook, assisting VP Senior withGlobal Health Elective, Pre-departure Training, and where necessary;

b) VP Global Health in his/her second year: coordinating and running theGlobal Health Elective and Pre-departure Training, attending variouscommittee meetings, assisting GH Junior where necessary;

2.13.2. Selection

2.13.2.1. The Global Health portfolio shall be managed by two co-VP Global Health: one shallbe elected in the Fall Election for a two year term.


2.14. Vice Presidents Interprofessional Education


The Vice-Presidents Inter-professional Education shall:

i)be voting members of the Medical Society Executive Councilii) serve as representatives of the Society on the Executive Council of the Inter-professional

Health Students Association (IPHSA);iii) serve as representatives of the Society on the Faculty of Medicine Interprofessional

Education Committee;iv) take an active role in one or more national or provincial initiatives, usually under the

aegis of one of the aforementioned organizations;

13


14/54

v) sit as a member of the Student Curriculum Evaluation Committee (SCEC)vi) ensure that the student body is well informed of national, provincial, and local inter-

professional issues;vii) advocating for interprofessional education within the medical school curriculum;viii) liasing with the faculty lead for interproffesional education;

ix) perform such other duties as are from time to time assigned by the Executive Council.


2.14.2.1. The Interprofessional Education Portfolio shall be managed by two co-VPInterprofessional Education: one shall be elected in the Fall Election for a two year term.


2.15. Executive Liaison for the Mississauga Experience


The Executive Liaisons for the Mississauga Experience shall:

i) be voting members of the Executive Councilii) be invited to submit an oral monthly report at each Executive Council meetingiii) establish procedures to determine candidates for student representatives on faculty

mandated committees regarding the Mississauga expansion projectiv) contribute to the Compendium of Procedures and Protocols as required pursuant to By-

Law 11;


2.15.2.1. The ELME portfolio shall consist of two co-Liaisons: one shall be elected from the firstyear class in the Fall Election for a two year term and the other shall be a member of the secondyear class, who is in the second year of his/her two year term.

2.15.2.2. The eligible voters shall be students receiving education in Mississauga in any of thefour years of the undergraduate program.

2.15.2.3. The Liaison in the second year of his/her term shall be relieved of his/her duties as ofSeptember 30th of that year.

2.15.3. 2009-2010 Transition

2.15.3.1. For the 2009-2010 year, one co-liaison shall be elected from the second year class for aone year term, and the other co-liaison shall be elected from the first year class for a two yearterm.

14


15/54

2.16. Vice Presidents Internal Affairs Mississauga:


The Vice-Presidents Internal Affairs Mississauga shall:

i) be voting members of the Medical Society Executive Council;ii) encourage and promote extracurricular programming within the Mississauga

Academy the Faculty of Medicine;iii) act as stewards in maintaining MedSoc resources and programming on MAM campus

buildings and MAM-affiliated hospitals (similar to the role of VP Internal Affairs -St. George);

iv) sit on the Mississauga Academy of Medicine Committee;


2.16.2.1. The VP Internal Affairs Mississauga Portfolio shall be managed by two co-VP InternalAffairs Mississauga: one shall be elected in the Fall Election for a two year term.

2.16.2.2 The VP Internal Affairs Mississsauga must be MAM students.


2.17. Vice Presidents Mississauga:


The Vice-Presidents Mississauga shall:

i) be voting members of the Medical Society Executive Council;ii) Attend Mississauga Academy of Medicine-related meetings with the Faculty,

including the Mississauga Academy Steering Committee (MASC);iii) co-chair the Mississauga Academy of Medicine Committee;iv) provide research and advice to the Society and student body regarding Mississauga

Academy;v) provide feedback and continuous monitoring of the videoconferencing system for

lecture halls and meeting rooms to the Society and Faculty;


2.17.2.1. The VP Mississauga Portfolio shall be managed by two co-VPs Mississauga: one shallbe elected in the Fall Election for a two year term.

2.17.2.2 The VP Mississsauga must be MAM students.

15


16/54


2.18. Class Presidents


The Vice-Presidents Mississauga shall:

i) be voting members of the Medical Society Executive Council;ii) hold regular Class Council Meetings for their respective Councils;iii) work in conjunction with VP Communications to ensure all Class Council members

are listed on the Torontomeds.com website;iv) ensure their respective Class Council constitution is up-to-date and available to all

students;v) ensure the most up-to-date Constitution is in the hands of the Speaker;

vi) attend President lunches.


2.18.2.1. The Class Presidents Portfolio shall be managed by two co-Presidents in each year:they are elected according to their Class Council constitution.

2.18.2.2. The Class President in the second year of his/her term shall be relieved according tohis/her Class Council constitution.

Appendix By-Law 2: Community Affairs Organizations

Women and Children

The Health Initiative and Service Program (THIS)Woodgreen Homeward Bound Mentoring ProgramWoodgreen Tutoring Program

Youth

Adventures in ScienceChildArtsGrowing Up HealthyHealthy SexualityKids2HearKids2SeeParkdale Mentoring ProgramThe Saturday ProgramSaturday Program Mississauga (SPM)Smiling Over SicknessSt. Felix ProgramSun and Skin Awareness

16


17/54

University Discovery and Career Exploration Program

General

Blood DriveCommunity Outreach

Healing TonicsInterdisciplinary Medical and Allied Groups for Improving Neighbourhood Environments(IMAGINE)

Seniors

Seniors Outreach ProgramIsolated Seniors ProgramSpeaker SeriesAlternative High School Mentoring ProgramKnow Your NumbersSt. Christopher House Outreach

17


18/54

By-Law 3: Elections and Referenda

3.1. Election Cycles, Dates, and Positions

3.1.1 The Fall Medical Society Election

3.1.1.1. The Medical Society positions to be contested in the Fall Medical Society Election shallinclude:

i) Medical Society Vice President positions defined in Article 3 of the Constitutionii) Medical Society Executive Administratoriii) any interim Medical Society Executive Council position resulting from resignation or

failure to survive a Vote of Confidenceiv) Faculty Council Agenda Committee Representative (1)

3.1.1.2. The following Year I positions shall be contested during the Fall Medical SocietyElection:

i) Year I Class Presidents, as defined in the Pre-Clerkship Class Council Constitutionii) Any additional Year I positions required by the Pre-Clerkship Class Council Constitution

3.1.1.3. The Fall Medical Society Election shall be held no later than the third week ofSeptember.

3.1.1.4. Voting shall be by electronic ballot, unless determined unfeasible by the Chief ElectoralOfficer and VPs Communications.

3.1.2. The Winter Medical Society Election

3.1.2.1. The positions to be contested in the Winter Election shall include:

i) Medical Society President-Electii) any Medical Society positions vacated by way of resignation

3.1.2.2. The Winter Election shall be held not later than the end of January.

3.1.2.3. Voting shall be by electronic ballot, unless determined unfeasible by the Chief Electoral

Officer and VPs Communications.

3.2. Voter Eligibility

3.2.1 All General Members of the Society shall be eligible to vote for Vice Presidents of theExecutive Council, the Faculty Council Agenda Committee Representative, and for theExecutive Administrator.

18


19/54

3.2.2. Only students receiving education in Mississauga in any of the four years of theundergraduate program shall be eligible to vote for the VP Internal Affairs Mississauga and VPMississauga. Only students receiving education at St. George in any of the four years of theundergraduate program shall be eligible to vote for the VP Internal Affairs St. George.

3.2.3. Only members of each class shall be eligible to vote for their Class Council positions.

3.2.4. All current Medical Society Members in the Year I, II, III and MD/PhD classes shall beeligible to vote for the President-Elect.

3.3. Electoral Officers

3.3.1. Elections shall be overseen by the Chief Electoral Officer.

3.3.2. The Chief Electoral Officer shall appoint at least one of the following Deputy ElectoralOfficers:

i) The VP Communications, for the purposes of administering the electronic ballotingii) The Year II Class Presidents, or designates, during the Fall Electioniii) The outgoing Medical Society President, or designate, during the Winter electioniv) any additional Deputy Electoral Officers as deemed necessary by the Chief Electoral

Officer

3.3.3. The Chief Electoral Officer and Deputy Electoral Officers shall not vote in any election,except in the event of a tie.

3.4. Notice of Election

3.4.1. Notice of elections shall be given to the eligible Year at least two calendar weeks prior tothe opening of polls.

3.4.2. The Chief Electoral Officer shall make every reasonable attempt to inform the eligiblecandidates of the offices for which they are eligible. As a minimum, notice of elections shall be:

i) distributed via the eligible class e-mail list serve

3.4.3. Notice of elections shall include the following information:

i) the position(s) open for electionii) the nominating and voting procedures, including eligibility and deadline for nominationsiii) the contact details of the Chief Electoral Officeriv) the dates, times, and venues (if applicable) of the electionv) a notice/link directing students to the description of positions available on the Medical

Society website and/or an attachment listing brief descriptions of the positions

19


20/54

3.5. Nominations

3.5.1. Nominations shall be received by the Chief Electoral Officer by the official deadlinedesignated by him/her, as advertised on the Notice of Election

3.5.2. Nomination deadlines shall not be closer than seven calendar days and not greater thantwo calendar weeks before the start of the voting period

3.5.3. Nominations shall be submitted by hand. Electronic nominations may only be acceptedunder special circumstances by prior permission of the Chief Electoral Officer.

3.5.4. Candidates shall be required to nominate themselves.

3.5.5. Nomination forms shall be signed by the candidate and must clearly indicate the positionfor which the candidate wishes to run.

3.6. Eligibility of Candidates

3.6.1. Subject to the exceptions defined in this section, any General Member of the Society shallbe eligible to seek election for any of the Executive Council positions provided that they willcontinue to be General Members for the duration of the term as defined in Article 3 of theConstitution.

3.6.2. As they are members of the Medical Society Executive Council, Class Presidents may notconcurrently serve in any other capacity on the Medical Society Executive Council.

3.6.3 Members who resigned from a Medical Society Executive Council position before thecompletion of their term must wait until their term would have completed before assuming anew Medical Society Executive position. This includes the position of President-Elect.

3.7. Withdrawals

3.7.1. Candidates shall be allowed to withdraw their candidacy from election at any time untilthe official announcements of results.

3.7.2. Withdrawals shall be considered official only after having been received in writing by theChief Electoral Officer or a Deputy Electoral Officer.

3.8. Voting

3.8.1. Members may cast only one ballot per election.

3.8.2. Ballots shall list candidates alphabetically first by office sought, then by last name.

3.8.3. An abstain option shall be available on the ballot for each office.

20


21/54

3.8.4. If voting electronically, unique, anonymous tokens/links must be distributed to the eligiblemembers by e-mail prior to the opening of polls.

3.8.5. The polling period shall last not less than two days, and not more than five days.

3.9. Campaigning

3.9.1. The campaign period shall run from the official close of nominations to the start ofpolling, unless otherwise specified by the Chief Electoral Officer. No campaigning is permittedoutside of this period.

3.9.2. Candidates may not spend more than ten dollars on their campaign or campaign materials.The Chief Electoral Officer reserves the right to request receipts for campaign materials fromcandidates.

3.9.3. Posters may only be placed in designated locations, as determined by the Chief Electoral

Officer before the start of the campaign period.

3.9.4. The Chief Electoral Officer may limit the size and number of posters/banners/campaignmaterials as s/he deems necessary.

3.9.5. Chalkboard campaign messages endorsing any candidate(s) shall not be permitted.

3.9.6. Online campaigning using websites and social networking sites (including, but not limitedto, Facebook) shall be permissible, provided material is only visible during the campaign period.

3.9.7. Candidates shall be offered the opportunity to submit written statements to be distributedvia the appropriate list-serve(s).

3.9.8. The Chief Electoral Officer, or designate, shall distribute the statements no later than threedays before the start of polling.

3.9.9. Statements must be received by the deadline advertised by the Chief Electoral Officer.Statements received after this deadline shall not be distributed.

3.9.10 Statements must be within the word limit dictated by the Chief Electoral Officer. In theevent that the Chief Electoral Officer receives a statement longer than the designated length andthe error is not corrected before the deadline for submission, only the first portion of thestatement within the word limit will be distributed.

3.9.11. Use of class affiliated mass messaging media by individual candidates shall not bepermitted, including, but not limited to, list-serves and the Facebook group messaging feature.

3.9.12. At the discretion of the Chief Electoral Officer, candidates may be provided theopportunity to participate in an all-candidates moderated debate or make brief speeches to their

21


22/54

eligible voters at a designated time and location. A time limit for each speech shall bedetermined by the Chief Electoral Officer and distributed to candidates ahead of time.

3.9.13. Candidates who are unable to attend the designated time and location for speeches ordebate may submit an electronic statement in their absence.

3.9.14. Candidates shall be prohibited from addressing groups of students outside of designatedspeech time, but are encouraged to engage in discussion and debate with individual students.

3.9.15. The Chief Electoral Officer must provide President-Elect candidates an opportunity toaddress the student body.

3.9.16. When possible, all candidate speeches shall be posted on the Medical Society and/orYear websites.

3.10. Acclamations

3.10.1. As prohibited in the Constitution, no candidate for an elected position may be declaredacclaimed. In the event that the number of candidates does not exceed the number of positionsavailable for a particular office, the ballot shall offer voters a yes/no choice, as well as the optionof abstaining.

3.10.2. In the above situation, the candidate must receive a plurality of yes votes, of thosevotes cast, to be declared elected.

3.11. Vacancies Following Election

3.11.1. In the event that a position remains unfilled after the completion of an election, thatposition will be declared vacant and shall be filled by the following procedures.

3.11.2. The eligible Members shall be informed of the vacancy within two weeks after the closeof polls and solicitation of interest from eligible members shall be sought by the Medical SocietyExecutive.

3.11.3. Interested members must request appointment by writing within seven calendar days ofthe notice of vacancy and submit a statement of interest to the Executive Council.

3.11.4. Candidates rejected by a general ballot shall not be considered for appointment to fill thevacancy.

3.11.5. The candidate(s) shall present themselves at the next regular meeting of the MedicalSociety Executive Council.

3.11.6. The candidate must receive the support of a simple majority of voting members presentto be appointed.

22


23/54

3.11.7. Should the vacancy need to be filled immediately, the appointment shall be approved in amanner decided by the Executive Council, to be ratified at the next regular meeting of theExecutive Council.

3.11.8. Should no interested party come forward after seven days time, the Executive may

proceed as they feel is appropriate.

3.12. Vacancies Following Resignation or Removal from Office

3.12.1. Should any office become vacant by resignation or as a result of removal from office,that vacancy shall be filled at the next Medical Society Fall or Winter election.

3.12.2. The term of the newly elected Executive Council member shall be for the duration of thevacated position.

3.12.3. Eligibility for the position shall be determined by the Chief Electoral Officer as

appropriate to the circumstances.

3.12.4. The Executive Council shall decide by motion at the next meeting following theresignation the most appropriate Executive Council member to act as an interim replacementuntil the next election.

3.13. Disqualification

3.13.1 As authorized in the Medical Society Constitution, the Chief Electoral Officer maydisqualify a candidate for gross breach of the electoral rules and policies. S/He may strike acommittee of three current Medical Society Executive Council members to aid in dealing withsuch cases.

3.13.2 Gross breaches may include, but are not limited to:

i) campaigning using slanderous comments or any negative comments with respect toviews on race, gender, religion, sexual orientation, etc.

ii) campaigning outside the designated campaign periodiii) sending mass electronic messages through class affiliated media to campaign, other than

via the Chief Electoral Officer (a mass electronic message is defined as one which is notpersonally addressed to the recipient)

iv) campaigning in front of classes outside of the designated campaign speech/debate time

3.13.3. Third-party endorsements shall be discouraged, however candidates will not be heldpersonally responsible for the actions of others.

3.13.4. Medical Society Executive Council members may not officially endorse a candidate.

23


24/54

3.13.5. If a member of the Society believes a candidate to be in breach of the Medical SocietyElectoral By-Law or Policy, s/he may submit a complaint, in writing, to the Chief ElectoralOfficer. Complaints must be received by the close of polling.

3.13.6. A candidate whose conduct is in question shall have the opportunity to respond to the

allegation before any ruling by the Chief Electoral Officer is made.

3.14. Electronic Voting

3.14.1. If voting is done electronically the Chief Electoral Officer and designated DeputyElectoral Officers shall have direct access to the reporting system at the close of the pollingperiod.

3.14.2. Ballots need not be completely filled out to be counted.

3.14.3. In the event of a tie, the Chief Electoral Officer shall vote to break the tie

3.14.4. Official counts must be kept for seven calendar days or until the resolution of anyoutstanding complaints, whichever comes last, after which time they shall be destroyed.

3.15. Paper Ballot Voting

3.15.1 If voting is by paper ballot, the Chief Electoral Officer and designated Deputy ElectoralOfficers shall be present for the counting and recording of ballots

3.15.2. Ballots showing a clear choice for a particular candidate shall be counted. Ballots neednot be completely filled out; where intention is clear for any office the ballot shall be counted.

3.15.3. Voided ballots shall be recorded as void

3.15.4. In the event of an officer being elected by a plurality of less than ten votes, there shall bean immediate recount.

3.15.5. In the event of a tie, the Chief Electoral Officer shall vote to break the tie

3.15.6. Candidates and current Executive Council members shall have the right to request arecount.

3.15.7. Requests for recounts must be received within two days of the posting of the officialresults.

3.15.8. Recounts will be performed by the Chief Electoral Officer and the Deputy ElectoralOfficer(s). The petitioner of the recount may be present.

3.15.9. Ballots must be kept for seven calendar days or until the resolution of any outstandingcomplaints, whichever comes last, after which time they shall be destroyed.

24


25/54

3.16. Reporting of Results

3.16.1. The nominee receiving a plurality of votes cast shall be declared duly elected.

3.16.2. The names and offices of those elected shall be made public within one day of the close

of polls.

3.16.3. Results shall be distributed, as a minimum, via the appropriate Years list-serves.

3.16.4. Full disclosure of final polling results (vote numbers and voter turnout information) shallbe available to incoming and current members of the Medical Society Executive Council.

3.16.5 Upon election or appointment, office holders will receive a copy of:i) the most up-to-date Medical Society Constitution and By-Laws;ii) most up-to-date Transition Reports and Year-End Reports;iii) details regarding their training session.

25


26/54

By-Law 4: Resignation and Removal from Office

4.1. Resignation and Removal from Office

4.1.1. Five voting members of the Medical Society Executive Council or thirty members of the

general Medical Society membership may make a written request for the resignation of anymember of Medical Society Executive Council, with the exception of Class Presidents, who hasbecome unable or unwilling to carry out his/her duties as outlined in the Medical SocietyConstitution and By-Laws.

4.1.2. Such a request, duly signed and stating the reasons for the request, shall be presented tothe Speaker who in turn will notify the member in question of the action. Any request for theresignation of Class Presidents must be filed with their respective Class Councils as per theirClass Council Constitution.

4.1.3. If the request is for the Speaker to resign, then the request must be submitted to the

Executive Administrator.

4.1.4. Any member whose resignation has been requested may refuse to resign and may defendhimself/herself before the Medical Society Executive at the next meeting.

4.1.5. If the Executive Council deems it appropriate by a majority vote, then at the next meeting,2/3 of the Executive Council Members voting shall be required to support the removal of themember from office.

4.1.6. The position will be declared vacant, to be filled in accordance with the proceduresdefined in By-Law 3.

26


27/54

By-Law 5: Referenda

5.1. Motion

5.1.1. The Motion to hold a referendum must include a clear statement of the question and the

dates of the referendum.

5.2. Dates and Ballots

5.2.1. Any referendum must be announced to all affected Years at least two weeks prior to thestart of polling.

5.2.2. The administration of the referendum shall be the responsibility of the Speaker, ordesignate.

5.3. Voting

5.3.1. The voting of the referendum shall be held for a minimum of five calendar days.

5.3.2. Whenever possible, balloting shall be done electronically.

5.3.3. If paper ballots must be used, the Speaker, or designate, shall keep a polling place openduring lunch times during the balloting period as a minimum. Times and locations of the pollstations shall be widely advertised.

5.3.4. Voting for clinical clerks, if necessary, shall be coordinated by the Speaker and the ClassPresidents, assisted by the Academy Representatives.

5.3.5. The Speaker and at least one other person shall tally the ballots (if necessary) and makethe results public as outlined in Section 4.3.11

5.4. Reporting

5.4.1. At the first Medical Society Executive meeting after the referendum, the Speaker orappropriate designate shall present a report including the referendum results and numbers ofvotes cast. The presenter shall field any questions from the Membership prior to the vote ofratification by the Executive Council.

27


28/54

By-Law 6: Medical Society Committees

6.1. Medical Society Ad Hoc, Standing and Special Event Committees

6.1.1 A list of Ad Hoc, Standing and Special Event committees shall be kept by the Speaker,

including the name and contact information of the committee chair(s) as well as dates offormation and dissolution.

6.2. Medical Society Ad Hoc, Standing and Special Event Committee Chairs

6.2.1 The Committee Chair(s) shall be responsible for:i) organizing committee meetings;ii) communications between the committee and the Executive Council;iii) supporting committee members in undertaking and completing the goals set out

by the committee;iv) submitting a Year-End and Transition Report activities to the Speaker upon

dissolution of the committee, completion of committee activities or at the end ofthe academic year;v) Ensure they receive a copy of:

i. the most up-to-date Medical Society Constitution and By-Laws;ii. most up-to-date Transition Reports and Year-End Reports;

iii. details regarding their training session.

6.2.2. The Committee Chair(s) may share the above tasks with other committee members asdeemed appropriate by the committee.

6.3. Medical Society Ad Hoc, Standing and Special Event Committee Privileges

6.3.1. Medical Society Committees shall be granted the privilege of booking rooms andequipment under the auspices of the Medical Society

6.3.2. Medical Society Committees shall be granted the use of the Medical Society Office andequipment as required for Committee initiatives and proceedings.

6.4. Medical Society Ad Hoc Committees

6.4.1. Ad Hoc Committee Formation

6.4.1.1. Ad Hoc committees may be formed at any time by members of the Executive Council.

6.4.1.2. Committee chair(s) shall be appointed at the time of committee formation.

6.4.1.3. Ad Hoc committees shall be dissolved upon completion of the goals set by thecommittee.

6.4.2. Ad Hoc Committee Members

28


29/54

6.4.2.1. Ad Hoc Committee members shall be members of the Executive Council and/or generalmembers of the Society, as deemed appropriate at the time of committee formation.

6.4.2.2. Membership may be subject to change at the discretion of committee members as theactivities of the committee progress.

6.4.3 Ad Hoc Committee Reporting

6.4.3.1. Ad Hoc Committees shall be required to provide regular updates to the ExecutiveCouncil a minimum of once a month at the regular Executive Council meetings. Additionaltimely updates may be given as deemed necessary by the committee.

6.4.3.2 Updates may be submitted in person or by email to the Speaker. Any updates submittedby email will be read aloud by the Speaker at the meeting of the Executive Council.

6.4.3.3. Committee updates may be requested at any time by members of the Executive Council

and/or the Society.

6.4.3.4. Ad Hoc Committees shall be required to submit a Year-End Report of committeeactivities to the Executive Administrator at the end of the academic year and/or upon dissolution.

6.4.3.5. Final reports shall not be made public but shall be available on request, via a meetingwith the Executive Administrator.

6.5. Medical Society Standing Committees

6.5.1. Medical Society Standing Committee Formation

6.5.1.1. Standing Committees may be proposed at any time by members of the ExecutiveCouncil and must be approved by majority vote of the Executive Council.

6.5.1.2. Standing Committee proposals shall include:i) Committee mandate;ii) Committee chair, membership, membership selection process, and memberresponsibilities.

6.5.1.3. Once approved, the Standing Committee mandate, membership, membership selectionand member responsibilities shall be submitted to the Constitutional Review Committee forinclusion in the Medical Society By-Laws.

6.5.1.4. Standing Committees shall be required to appoint a chair(s) at the time of formation andmust appoint a new chair(s) at the end of each academic year who will be responsible forcoordinating the tasks of the committee for the following academic year.

29


30/54

6.5.2. Standing Committee Members

6.5.2.1. Standing Committee members shall be members of the Executive Council and/or generalmembers of the Society, as deemed appropriate at the time of committee formation.

6.5.3. Standing Committee Reporting

6.5.3.1. Standing Committees shall be required to provide regular updates to the ExecutiveCouncil a minimum of twice per year at the regular December and May Executive Councilmeetings. Additional timely updates may be given as deemed necessary by the committee.

6.5.3.2. Updates may be submitted in person or by email to the Speaker. Any updates submittedby email shall be read aloud by the Speaker at the meeting of the Executive Council.

6.5.3.3. Committee updates may be requested at any time by members of the Executive Counciland the Society.

6.5.3.4. Standing Committees shall be required to submit a Year-End Report of committeeactivities to the Executive Administrator at the end of the academic year.

6.5.3.5. Final reports shall not be made public but will be available on request, via a meetingwith the Executive Administrator.

6.5.4. Current Medical Society Standing Committees

6.5.4.1. Constitutional Review Committee

6.5.4.1.1. The mandate of the Constitutional Review Committee shall be to review the MedicalSociety Constitution and By-Laws prior to the May Meeting of each year and as neededthroughout the year to ensure it is accurate and up-to-date with all decisions of the MedicalSociety.

6.5.4.1.2. The chair of the Constitutional Review Committee shall be the Speaker.

6.5.4.1.3. The membership of the Constitutional Review Committee shall be:i) Speaker;ii) Executive Administrator;iii) President-Electiv) At least two other Medical Society Executive Council members as designated by theSpeaker.

6.5.4.1.5. Members of the Constitutional Review Committee shall:i) review any proposed changes to the Medical Society Constitution and By-Laws, andmake recommendations to the Executive Council on the feasibility of any proposedchanges;

30


31/54

ii) revise the Medical Society Constitution and By-Laws according to amendmentspassed at meetings of the Executive Council or the Annual General Meeting;iii) review current Medical Society practices in comparison to the current MedicalSociety Constitution and By-Laws and bring amendment proposals to the ExecutiveCouncil;

iv) prepare drafts of the revised Medical Society Constitution and By-Laws forconsideration of the Executive Council.

6.5.4.2. Student Curriculum Evaluation Committee (SCEC)

6.5.4.2.1. The mandate of the Student Curriculum Evaluation Committee shall be:i) to discuss and evaluate the undergraduate medical curriculum from a studentperspective;ii) to propose student-led changes to the current curriculum.

6.5.4.2.2. The co-chairs of the Student Curriculum Evaluation Committee shall be the VPs

Education.

6.5.4.2.3. The membership of the Student Curriculum Evaluation Committee shall bethe VPsIPE and the pre-clerkship and clerkship representatives .

6.5.4.2.4 Pre-clerkship and clerkship representatives shall be elected according to theirrespective class council constitutions.

6.5.4.2.4. Student Curriculum Evaluation Committee members shall:i) attend and participate in SCEC meetings;ii) participate in the development, implementation and follow-up of SCEC initiatives;

6.5.4.4. Inter-Academy Committee

6.5.4.4.1. The mandate of the Academy Committee shall be:i) to plan Academy social eventsii) to provide opportunities for collaboration between Academy reps on events andinitiativesiii) to address concerns specific to Academies

6.5.4.4.2. The co-chairs of the Academy Committee shall be the VPs Internal.

6.5.4.4.3 The members of the Academy Committee shall be the elected AcademyRepresentatives.

6.5.4.4.4. Academy Representatives shall be elected according to their respective class councilconstitutions.

6.5.4.4.5. Members of the Academy Committee shall:i) attend and participate in all meetings of the Academy Committee

31


32/54

ii) develop and implement Academy events and initiatives both within and betweenAcademies

6.6. Medical Society Special Event Committees

6.6.1. Medical Society Special Event Committee Formation

6.6.1.1. Special Event Committees may be proposed at any time by members of the ExecutiveCouncil and must be approved by a majority vote of the Executive Council.

6.6.1.2. Special Event Committee proposals must include:i) A mandate and description of the event, including timing (monthly, annual, biannual,etc.)ii) Terms of partnership with the Medical Societyiii) Funding proposal including proposed funds from the Medical Society and otherorganizations

iv) Committee coordinator(s), membership (if necessary) and coordinator/membershipselection process.v) Any additional requirements of the committee.

6.6.1.3. Once approved, Special Event Committee mandate, terms of partnership, funding, andcommittee coordinator(s) and membership along with their selection and any additionalrequirements shall be submitted to the Constitutional Review Committee for inclusion in theMedical Society By-Laws.

6.6.2. Special Event Committee Coordinator(s) and Members

6.6.2.1. Special Event Committee coordinator(s) and members may be members of the MedicalSociety Executive Council and student body as deemed appropriate at the time of committeeformation.

6.6.3. Special Event Committee Reporting

6.6.3.1. Medical Society Special Event Committee Coordinators shall be required to submit aYear-End Report of committee activities, including a financial summary, within one month ofcompletion of their duties to the Executive Administrator.

6.6.3.2. Final reports shall not be made public but will be available to on request, via a meetingwith the Executive Administrator.

6.6.4. - GreenMeds Requirements and Recommendations for Special Event Committees

6.6.4.1. Special Event Committees shall adhere to the GreenMeds Requirements andRecommendations.

32


33/54

6.6.4.2. Special Event Committees shall work with the VPs Global Health to make their eventsas ecologically friendly as possible.

6.6.4.3. Special Event Committees shall provide students attending their events with a re-useablemug and/or water bottle or encourage students to bring their own.

6.6.5. Current Medical Society Special Event Committees

6.6.5.1. Ontario Medical Student Weekend (OMSW) Planning Committee

6.6.5.1.1. The mandate of the Ontario Medical Student Weekend Planning Committee shall beto coordinate and host the Ontario Medical Student Weekend (OMSW), an academic gatheringof Ontario medical students, every six years. OMSW is held each fall at one of the six Ontariomedical schools as per a rotation determined by the Ontario Medical Students Association.

6.6.5.1.2. The Orientation Week Planning Committee and Medical Society shall work together

on OMSW activities and events where appropriate.

6.6.5.1.3. The Medical Society shall contribute $6,000 to the OMSW Planning Committee fromthe OMSW Sinking Fund.

6.6.5.1.4. The OMSW Planning Committee shall be co-chaired by the VP External in the firstyear of their term and a member of the first year class.

6.6.5.1.5. Committee members may be sought out and appointed at the discretion of the co-chairs.

6.6.5.1.6. The co-chairs of the OMSW Planning Committee shall be appointed at the MedicalSociety Executive Council meeting within two months of the completion of the previousOMSW.

33


34/54

By-Law 7: Medical Society Representatives to Faculty Committees

7.1. Medical Society Representatives to Faculty Committees

7.1.1. A list of Medical Society Representatives to Faculty Committees shall be kept by the

Speaker, including a list of the faculty committees and the current name(s) and contactinformation of the representative(s).

7.2. Medical Society Representatives to Faculty Committees Privileges

7.2.1 Medical Society Representatives to Faculty Committees shall be granted the use of theMedical Society Office and Equipment as required to carry out their responsibilities.

7.3. Medical Society Representatives to Faculty Committees Appointments

7.3.1. Medical Society Representatives to Faculty Committees positions may be proposed as the

need arises by members of the Executive Council and/or Society membership. Proposals shallinclude:i) Mandate of Faculty Committeeii) Necessity of undergraduate medical student representation on committeeiii) Membership, selection and responsibilities of Medical Society Representatives

7.3.2. Medical Society Representatives to Faculty Committees positions shall be approved bymajority vote of the Executive Council.

7.3.3. Once approved, the mandate of the Faculty Committee and the membership and selectionof Medical Society Representatives to the committee shall be submitted to the ConstitutionalReview Committee for inclusion in the Medical Society By-Laws.

7.3.4. Selection processes for representatives shall be followed as outlined in the MedicalSociety By-Laws.

7.3.5. Medical Society Representatives to Faculty Committees may be members of the MedicalSociety Executive Council or General Members of the Society as deemed appropriate at the timeof appointment, election, or selection.

7.4. Medical Society Representatives to Faculty Committees Reporting

7.4.1. Medical Society Representatives to Faculty Committeesmay be requested to provide updates at any time by members of the Executive Council and theSociety.

7.4.2. Updates may be submitted in person or by email to the Speaker. Any updates submittedby email shall be read aloud by the Speaker at the meeting of the Executive Council.

34


35/54

7.4.3. MSAP holders on Faculty Committees shall be required to submit aYear-End Report atthe end of the academic year to the Executive Administrator.

7.4.4. Year-End Reports shall not be made public but shall be available on request, via a meetingwith the Executive Administrator.

7.5. Current Medical Society Representatives to Faculty Committees

7.5.1. Admissions Committee

7.5.1.1. Admissions Committee Representatives shall be appointed as a Medical SocietyAffiliated Position.

7.5.2. Appeals Committee

7.5.2.1. Appeals Committee Representatives shall be appointed as a Medical Society Affiliated

Position.

7.5.3. Awards Committee

7.5.3.1. Awards Committee Representatives shall be appointed as a Medical Society AffiliatedPosition.

7.5.4 Preclerkship Committee

7.5.4.1. Preclerkship Committee Representatives shall be elected according to their respectiveclass council constitutions.

7.5.5. Clerkship Committee

7.5.5.1. Clerkship Committee Representatives shall be elected according to their respective classcouncil constitutions.

7.5.6. Exam and Student Assessment Committee

7.5.6.1. Exam and Student Assessment Committee Representatives shall be elected according totheir respective class council constitutions.

7.5.7. Faculty Curriculum Evaluation Committee

7.5.7.1. Faculty Curriculum Evaluation Committee Representatives shall be elected according totheir respective class council constitutions.

7.5.8. Faculty Council Agenda Committee

35


36/54

7.5.8.1. Faculty Council Agenda Committee Representatives shall be elected according to theirrespective class council constitutions.

7.5.9. Undergraduate Medical Education Program Evaluation Committee (UMPEC)

7.5.9.1. VPs Education shall be appointed as Undergraduate Medical Education ProgramEvaluation Committee Representatives as per their portfolio.

36


37/54

By-Law 8 Medical Society Affiliated Positions

8.1. Procedure for Selection

8.1.1. Call for applications for Medical Society Affiliated Positions, consisting of written

statements, shall be done by the Executive Administrator. The period for accepting applicationsshall be at least fourteen days. The length of these written statements shall be at the discretion ofthe Executive Administrator.

8.1.2. Applications shall be sent to the appropriate selection committees by the ExecutiveAdministrator. The selection committee shall have two weeks to convene, review applications,conduct interviews, and select the MSAP holder(s).

8.1.3. Selection of all Medical Society Affiliated Positions must be completed by mid-April.

8.1.4. Selection of the Medical Society Affiliated Position shall be by the appropriate selection

committee, as defined below.

8.1.5. The minimum requirements to select an Medical Society Affiliated Position holder is areview by the selection committee of all written statements provided by the applicants andinterviews of the applicants deemed to be highly qualified by the committee.

8.1.6. The following positions will be selected by Feburary: Orientation Week Coordinators, Co-Ed Medical Athletics Association Representative (COMA), University of Toronto MedicalJournal Co-Editors, University of Toronto Students Union (UTSU) Representative, GreenMedsCoordinator. All other positions will be selected by April.

8.2. Selection Committee Composition

8.2.1. Three types of selection committees shall be formed according to the nature of the officebeing filled.

8.2.2. The three categories of Medical Society Affiliated Positions and the compositions of therespective committees responsible for their selection shall be:

i) Faculty-Mandated Committees:a. Vice-President Education in their 2nd year term or designateb. Vice-President IPE in the 2nd year of their term or designatec. A maximum of two of the incumbent Medical Society Affiliated Positionholders

ii) Internal Programs and Events:a. Vice-President Internal Affairs in their 2nd year term or designateb. Vice-President Community Affairs in the 2nd year of their term or designatec. A maximum of two of the incumbent Medical Society Affiliated Positionholders

iii) External Programs and Events:a. Vice President External Affairs in their 2nd year term or designateb. Vice President Global Health in the 2nd year of their term or designatec. A maximum of two of the incumbent Medical Society Affiliated Position holders

37


38/54

8.3. Roles and Responsibilities of Outgoing MSAP Medical Society Affiliated Position

Holders

8.3.1. Outgoing Medical Society Affiliated Positionholders shall be required to provide a Year-End Report to the Executive Administrator on the list of accomplishments, lessons learned, and

future goals for their position.

8.3.2 Ensure they provide the incoming Medical Society Affiliated Position holders a copy of:i. the most up-to-date Medical Society Constitution and By-Laws;

ii. most up-to-date Transition Reports and Year-End Reports;iii. details regarding their training session.

8.4. Records

8.4.1 A current list of designated Medical Society Affiliated Positions and the type of committee

required to select incoming Medical Society Affiliated Position holders shall be appended to this

By-Law and updated annually.

Appendix By-Law 8: Currently Recognized Medical Society Affiliated Positions1. Student Representatives on Faculty-Mandated Committees

Appeals Committee Representative (1 person, 3 year term)The Committee hears appeals from medical students (years 1 to 4) regarding decisions ofFaculty Council and its Committees. (Some meetings concern the appeals of post-graduate students and the presence of undergraduate students is not as crucial at thesemeetings.) The most common type of appeal heard is one in which a student appeals thedecision of the Board of Examiners to fail him/her in a particular subject. Evidence is

heard from the student and/or representative and the Chairman of the Board ofExaminers. The Appeals Committee votes to uphold the appeal in whole or part, rejectthe appeal or refer back to the Committee concerned. Committee members shall attendand participate in meetings held as needed. Meetings for the Appeals Committee maytake place any time during the full year term including the months of June to August.Elected students must be prepared to be present at these meetings.

Admissions Committee Representative (2 people as a team, 1 year term)Committee members shall attend and participate in monthly Admissions Committeemeetings. The Committee meets to discuss and formulate admissions policies and reviewindividual applications as the need arises. Committee members shall also participate in

the reading, scoring of autobiographical letters and interviewing of applicants to theFaculty of Medicine. Members of the Committee include faculty, medical and non-medical professionals, and medical student representatives. Two members of theincoming second year class are appointed to a one year term.

Awards Committee Representative (2 people, 1 year term)a) Awards Committee members shall attend and participate in the Awards Committeewhich is responsible for reviewing applications and selecting recipients for all awards,

38


39/54

bursaries and scholarships given to students. The Awards Committee is chaired by anAlumni member.b) In addition to the duties noted above, the second year representative shall beresponsible for collecting nominations for candidates for the Harry Whittaker MemorialAward. This award is presented to any student currently in the undergraduate medical

school who has completed first year.

2. Internal Programs and Events

Academy Challenge Director (1 person, 1 year term)The Academy Challenge Director is responsible for coordinating all aspects of theAcademy Challenge from the elect date to September of the following year. This positionwill fall under the umbrella of the VP Internal Affairs of the Medical Society. A Directorwill be chosen from each of the pre-clerkship classes. The Academy Challenge is a seriesof events in which the University of Toronto Faculty of Medicine Academies competefor points in hopes of winning the prestigious Academy Cup. The Challenge is designed

to strengthen Academy identity and pride, create interaction between classes, involve theFaculty in medical student events and promote charity events.A) The Academy Challenge Director is directly responsible for the following:-Developing, organizing and coordinating Academy Challenge events-Reviewing applications for proposed Challenge events-Managing the Challenge finances-Ensuring the scoreboards are up-to-date-Working with the Orientation Committee to coordinate Challenge events for OrientationWeek-Organizing the Academy Challenge clothing sale-Recruiting sponsorships (if necessary)B) The Academy Challenge Director will be required to hold positions on the followingcommittees:-Create/manage the Academy Challenge Task Force-Member of the Inter-Academy Executive Committee-Member of respective Class Council

Co-Ed Medical Athletics Association Representative (COMA) (1 person, 1 year term)Representatives of COMA liaise between the medical students and the U of T IntramuralSports Department. Responsibilities include organizing all co-ed intramural sportsleagues and tournaments by posting sign-up sheets, making announcements, andattending entry meetings for each sport. Team lists should be posted for each sport, andstudent points for the year (allotted per team joined) should be tallied up and submitted tothe intramural office. A Meds Sports Banquet needs to be organized at the end of theyear, with the help of the men's and women's intramural Representatives. The COMAMSAP holder is also responsible for organizing the annual FSS (Festival Socio-Sportif)weekend. The hosting university will mail an information package with all details in thefall, and the COMA Represenative should enroll interested students. Money must becollected to finance the bus, the hotel accommodation, and entrance into the festival.

39


40/54

Daffydil Co-Producers (2 people as a team, 1 year term)Each year the students in the Faculty of Medicine put together a variety show that runsfour nights at Hart House Theater. The show is the equivalent of a professional stageproduction and is the highlight of the year at the Faculty as it manages to incorporatephysiotherapy, occupational therapy and medical students. Approximately 2000 people

attend the show over the course of the 4 nights and the proceeds of all the shows goes tothe Canadian Cancer Society. Each year a minimum of $10,000 is raised as a donation.The producers are ultimately responsible for running the show. Duties include but are notlimited to: selecting artistic and technical directors for the show, taking financialresponsibility for the show, publicity and advertising, and ticket sales.

Orientation Week Coordinators (4 people as a team, 1 year term)The Orientation Committees Roles and Responsibilities will include:a) Organizing the events of Orientation Week, including registration, transportation,Faculty speakers, a weekend Formal Event and all social events during the weekb) Recruiting sponsors and representing both the Faculty of Medicine and MedSoc in a

professional mannerc) Creating and maintaining a website outlining steps for registration and details of theweekd) Organizing food (breakfast, lunch and some dinners) for each of the orientation days,being sure to address any dietary concerns

GreenMeds Coordinator (1 person, 1 year term)a) Reviews and improves ongoing GreenMeds initiative projects.b) Represents the Medical Society on the Faculty of Medicine's Green Committee byactively participating in monthly meetings and ongoing projects.c) Coordinates the annual first year Lab Coat recycling project for distribution to theincoming class.d) Communicates the availability of green utensils/cutlery to MedSoc clubs and developand undertake a strategy for their ongoing use/distribution.e) Develops and coordinates new GreenMeds projects (i.e. - a Brita filter recyclingprogram).f) Connects U of T medical students with other green initiatives at U of Tg) Works closely with the VP Global Health to communicate and develop GreenMedsprojects in cooperation with the Executive Council.

3. External Programs, Events, and Publications

Open House Co-Chairs (2 people as a team, 1 year term)The University of Toronto Medical School Annual Open House is hosted by the first andsecond year medical classes. It began as a spring time event that was separate from theannual U of T Day. In 1996/1997, it became amalgamated with U of T day which is heldin October. The special day invites anyone and everyone, including parents and highschool students. The medical portion of the day involves touring through a number ofinteractive displays designed to expose participants to the broad discipline of medicine. Italso includes an exciting Mock Emergency Situation that is acted out by medical students

40


41/54

with the assistance of St. John's Ambulance, the Toronto Fire Department and the oncampus police. A raffle is put on each year, proceeds of which go to a chosen charity.The medical students also host a breakfast for the parents of the first year class which isdesigned to invite them and their children to the University of Toronto Medical SchoolProgram. The two co-chairpersons oversee the event and are responsible for the overall

organization and funding for the day, along with Committee heads for the MockEmergency, Publicity, Parents Breakfast, Raffle and Displays.

University of Toronto Medical Journal Co-Editors (2 people as a team, 1 year term)The University of Toronto Medical Journal (UTMJ), Canada's oldest undergraduatestudent publication, has been in existence since 1923, and is completely managed by thevolunteer efforts of undergraduate medical students and Biomedical Communicationsstudents. The UTMJ is a vehicle for medical students, scientists, and health professionalsto publish original articles and reviews of current surgery, medicine, and basic research,as well as articles examining social and ethical issues in medicine. There are additionalsections in the UTMJ containing medical book and software reviews, a

clinicopathological exercises section, current news and views, as well as a QuickDiagnosis section. In addition, the UTMJ now has an operational worldwide website.The goal of the UTMJ is to produce a high quality publication for health professionalsand medical students, while providing a vehicle for students to gain experiencepublishing peer reviewed articles. The UTMJ publishes three major editions annually(December, March and May), in addition to a supplemental issue containing theproceedings of the Faculty of Medicine Student Research Day held yearly. Funding forthe journal is approximately 50% from advertising revenues and 50% from patrons andsubscribers. The circulation of the UTMJ is over 100. The two Editors-in-Chief areresponsible for appointing all other journal staff, as well as overseeing and takingultimate responsibility for the contents, day to day operations, financing, and distributionof the UTMJ. All journal staff are responsible to the Editors-In-Chief.

Yearbook Co-Editors (2 people as a team, 1 year term)The Yearbook Editors are responsible for heading, recruiting and co-ordination aYearbook Committee that will produce a yearbook documenting the academic year. TheYearbook Committee should consist of students able to do photography, page layout, andorganizational work. The editors, with the help of the Yearbook Committee, will ensurethat the required elements of the yearbook are obtained and submitted to the publishingcompany by the appropriate deadlines. These elements may include: "mug shots" ofcurrent students, photos of official U of T Meds events, photos of U of T Meds clubs,photographs of U of T Meds sports teams, and photos of Faculty and staff. The editorsare responsible for all dealings with the publishing company, as well as schedulingmeetings and layout sessions. When the shipment of yearbooks arrives, the editors areresponsible for distributing the books, with the assistance of the following year's editor ifneeded.

Medical Student Research Day Coordinators (4 people as a team, 1 year term)The University of Torontos annual Medical Student Research Day providesundergraduate medical students with the opportunity to present their own research to

41


42/54

their peers. Prizes are awarded to novice and experienced researchers in both BasicSciences and Clinical research. The Medical Student Research Day Coordinators areresponsible for forming a committee to help organize the event, and solicit entries fromundergraduate students.

Canadian Federation of Medical Students (CFMS) - Political Advocacy Committee (PAC)Representative (1 person, 1 year term)

a) Works in close contact with the VP External to actively represent U of T on the CFMSPAC.b) Organizes 2 large advocacy skills sessions for the general student body over the year.c) Organizes a targeted skills workshops for students interested in participating in CFMSLobby Day and OMSA Leadership Day.d) Coordinates the selection and participation of U of T students attending CFMS LobbyDay and OMSA leadership day with the VP Externals.e) Takes a leadership role in developing MedSoc Position Papers as the Chair of aPosition Paper Development Committee

University of Toronto Student Union Representative (1 person, 1 year term)Once elected, this student is then added to a U of T-wide ballot. He/she attends monthlyUTSU meetings and reports back to VPs External on MedSoc Executive on issuespertaining to the undergraduate medical student body.

University of Toronto Mississauga Students Union (UTMSU) Representative (1 person, 1 yearterm)

The UTMSU Representative shall:1. Be a medical student receiving education at the Mississauga Academy of Medicine2. Attend UTMSU meetings;

3. Assist in fostering a relationship with the UTMSU;4. Ensure medical students know the services the UTMSU provides;5. Communicate with the UTMSU on behalf of the medical student body and representthe interests of the medical students;6. Report to the Vice-President Mississauga and Vice-President Internal AffairsMississauga on the MedSoc Executive on issues pertaining to the undergraduate medicalstudent body.

42


43/54

By-Law 9: Budget

9.1. Expenses Not Covered

9.1.1. For greater clarity, the following list of expenses shall not be reimbursed by the Medical

Society:

i) Food for regular club meetings or for club staffii) Miscellaneous costs for any clubs or eventsiii) Clubs/events for which costs can foreseeably be covered by funding from external

sources (e.g. corporate sponsors, national/international groups, departments within theFaculty of Medicine, revenue from the event itself, etc.), except for Third PartyCharitable Clubs/Events which may be funded according to the following formula:

a. Third Party Charitable Clubs/Events may apply to the Medical Society forfunding of operational costs, as would any other student group. At the end of theyear, Third Party Charitable Clubs/Events will repay to the Medical Society all

profits above and beyond 80% of the collected revenue to a maximum of theoriginal amount provided by the Medical Society.iv) Events which are redundant/already being conducted by another organization.v) Recreational sports where cost without subsidization is not prohibitive for participation

(exception: intramurals)vi) Alcohol

9.2. Eligible Expenses

9.2.1. For greater clarity, the following specific protocols shall be followed in determiningfunding for clubs/events:

i) Funding for food for may be provided for one-time learning events (assessed based onindividual event) at the following rates:

a. Breakfast: maximum reimbursement of $2 per person per mealb. Lunch/Dinner: maximum reimbursement of $4 per person per meal

ii) Funding for speaker gifts may be provided for one-time learning events or if the speakerhas participated in multi-session seminars with a maximum reimbursement of

a. $15 per speakerb. reimbursement for reasonable transportation costs

iii) The Medical Society may provide, at its discretion, start-up funding or fund conferenceexpenses if it can be shown that costs cannot be covered by fundraising, externalsponsorships and/or reasonable conference fees.

iv) Sports where students play on a team to represent the Faculty of Medicine may bepartially funded (e.g. intramurals)

9.3. Budgeting Procedure

9.3.1. No later than the second Friday of April , or at a date dictated by the Senior VP Finance,all committees and clubs who have met the requirements of Article 7 of the Constitution andassociated By-Laws and who wish to receive money from the Society shall present to the

43


44/54

Treasures an estimated/budget covering the forthcoming year's anticipated expenses andexpected sources of income submitted in duplicate using the Funding Request Form.

9.3.2. Clubs who have missed the first deadline may ONLY have funding requests considered atthe second budget session to be held at the January meeting. Funding Request Forms must be

submitted in duplicate by the second Friday of December.

9.3.3. New clubs may apply for funding at any time during the year but should realize thatfunding requests must be submitted to the VP Finance sufficiently in advance of an event toallow discussion at the Executive meeting.

9.3.4. Clubs and committees who have been granted funding shall submit complete chequerequisition forms with attached receipts or invoices for the payment of expenses according totheir budget allotment throughout the year.

9.3.5. Unbudgeted spending shall be subject to approval by the Executive Council . Such funds

may come out of the contingency fund.

9.4. Class Accounts

9.4.1. Each class shall have one private bank account into which all funds accrued by that classwill be deposited under the co-signing of the Class Treasurer and another designated student(Class President, Class Social Rep etc).

9.4.2. The first year class shall receive a gift of $500.

9.4.3. Each class shall receive funds from the Medical Society only when a need has beendemonstrated to the Society VP Finance.

9.4.4. The Medical Society shall assume no responsibility for any debts in the private classaccount. Any unused funds will be carried over to the following year.

9.4.5. The Graduating Class may retain all of their class budget as an alumni fund to be entrustedto the

Date post:	14-Apr-2018
Category:	Documents
Upload:	matt-lenardis
View:	221 times
Download:	0 times

MedSoc Bylaws 2013

Documents