Office of the Chairperson October 21, 2013 To: MASU Students’ Administrative Council Re: Agenda Agenda for the Council meeting of Monday, October 21, 2013 1. Call to Order 2. Approval of Agenda – October 21, 2013 3. Approval of Minutes – October 7, 2013 4. Time and Place of Next Meeting • Our next meeting will be held Monday, November 4, 2013 at 7:00 in AVDX 111 5. Reports and Presentations a) Auditor Presentation b) President’s Report – Melissa O’Rourke c) Vice-President, Academic Affairs Report – Ryan Harley d) Vice-President, External Affairs Report – Ian Smith e) Vice-President, Campus Life Report – Heather Webster f) Vice-President, Finance and Operations Report – Josh Outerbridge g) Vice-President Communications Report – Matt Ranson h) Executive Summer Recommendations – Melissa O’Rourke i) NBSA Report – Josh Outerbridge j) Draft Human Resources Policy – Josh Outerbridge 6. Unfinished Business 7. New Business a) Motion on HR Policy – Josh Outerbridge b) Motion on Insurance Withdrawal – Josh Outerbridge c) Review Committee By-law Amendment – Josh Outerbridge d) Social Media Operating Procedure – Matt Ranson 8. Other Business 9. Reminders a) It’s MASU Month of Healthy Living – lots of events going on all month long b) Clubs and Societies Funding Deadline – November 1, 2013 c) Mock MCAT – 9:00 AM on November 2, 2013 in Crabtree M14 10. In-Camera Session a) Academic Enrichment Funding b) MAFA Submission c) Hiring 11. Adjournment
Transcript
Office of the Chairperson
October 21, 2013 To: MASU Students’ Administrative Council
Re: Agenda
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Agenda for the Council meeting of Monday, October 21, 2013 1. Call to Order 2. Approval of Agenda – October 21, 2013 3. Approval of Minutes – October 7, 2013 4. Time and Place of Next Meeting
• Our next meeting will be held Monday, November 4, 2013 at 7:00 in AVDX 111 5. Reports and Presentations
a) Auditor Presentation b) President’s Report – Melissa O’Rourke c) Vice-President, Academic Affairs Report – Ryan Harley d) Vice-President, External Affairs Report – Ian Smith e) Vice-President, Campus Life Report – Heather Webster f) Vice-President, Finance and Operations Report – Josh Outerbridge g) Vice-President Communications Report – Matt Ranson h) Executive Summer Recommendations – Melissa O’Rourke i) NBSA Report – Josh Outerbridge j) Draft Human Resources Policy – Josh Outerbridge
6. Unfinished Business 7. New Business
a) Motion on HR Policy – Josh Outerbridge b) Motion on Insurance Withdrawal – Josh Outerbridge c) Review Committee By-law Amendment – Josh Outerbridge d) Social Media Operating Procedure – Matt Ranson
8. Other Business 9. Reminders
a) It’s MASU Month of Healthy Living – lots of events going on all month long b) Clubs and Societies Funding Deadline – November 1, 2013 c) Mock MCAT – 9:00 AM on November 2, 2013 in Crabtree M14
10. In-Camera Session
a) Academic Enrichment Funding b) MAFA Submission c) Hiring
11. Adjournment
Office of the Chairperson
October 21, 2013 To: Students’ Administrative Council
Re: Minutes – October 7, 2013 !
COUNCIL MINUTES FOR MONDAY, OCTOBER 7, 2013 ATTENDANCE Those in attendance were: Eilish Elliott, Chair; Katie Clarke, Deputy Chair; Melissa O’Rourke, President; Ryan Harley, VP Academic Affairs; Ian Smith, VP External Affairs; Heather Webster, VP Campus Life; Josh Outerbridge, VP Finance and Operations; Matthew Ranson, VP Communications; Maria Wilson, Science Senator; Hillary Thomson, Social Science Senator; Allison Morrison, Social Science Senator; Kyle Nimmrichter, Arts Senator; Piper Riley Thompson, Arts Senator; Sydney Embury, North Side Councillor; Ryan MacRae, North Side Councillor; Krystel Murphy, South Side Councillor; Hannah Wright, South Side Councillor; Liam St. Louis, South Side Councillor; Yolanda Gallant, Off-Campus Councillor; Annie Sherry, Off-Campus Councillor; Rayan Bouhlel, Off-Campus Councillor; Sean Yerzy, Off-Campus Councillor; Graham Muise, Off- Campus Councillor; Daniel Murphy, First Year Councillor; Dylan Wooley-Berry, First Year Councillor; and Ben Kropp, MASU Ombudsperson Guests: Kevin Levangie Regrets: Nikki Bhatia, Board of Regents Rep; John Fraser, Science Senator
AGENDA 1. Call to Order 2. Approval of Agenda – October 7, 2013 3. Approval of Minutes – September 30, 2013 4. Time and Place of Next Meeting
• Our next meeting will be held Monday, October 21, 2013 at 7:00 in AVDX 111 5. Reports and Presentations
a) President’s Report – Melissa O’Rourke b) Vice-President, Academic Affairs Report – Ryan Harley c) Vice-President, Communications Report – Matt Ranson d) Ad-Hoc Committee Report – Josh Outerbridge e) Communications Strategy – Matt Ranson f) Report from the Elections Office – Erika Maxwell
6. Unfinished Business 7. New Business
a) Student Union Space Policy – Melissa O’Rourke b) ASCARS Commission By-law Amendment – Heather Webster
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c) Facility Accessibility Policy – Heather Webster 8. Other Business 9. Reminders
a) Complete the Council Retreat Survey! b) It’s MASU Month of Healthy Living – lots of events going on all month long c) This week is Catalysts MTA Pride Week – full event info on the calendar d) Ghosts of Violence Ballet – Tuesday, October 8th from 5:30 – 9:00 at Con Hall e) Academic Enrichment Grant Deadline – Wednesday, October 9th f) Imaginus Poster Sale – Wednesday, October 9 through Friday, October 11 g) Relay for Life – Friday, October 18 beginning at 7:30
10. In-Camera Session a) Academic Enrichment Funding b) Hiring c) Report
12. Adjournment
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CALL TO ORDER Approval of the agenda
• Motion – I move to amend the agenda to add under “New Business” an item D: an amendment to a by-law.
o Moved by: Ian o Seconded by: Krystel o All in favour - Motion Carries
• Motion - I move to amend the agenda to add under “New Business” an item E: an amendment to a by-law.
o Moved: Heather o Seconded: Annie o All in favour – Motion Carries
• Motion – I motion to approve the agenda as amended. o Moved by: Josh o Seconded by: Kyle o All in favour - Motion Carries
APPROVAL OF MINUTES – SEPTEMBER 30, 2013 • Amendments to be made:
o Clarifications to Councillor Riley Thompson and Councillor Smith’s comments on pages 5 & 6
o Add new councillors to attendance • Motion – I move to approve the minutes as amended.
o Moved by: Dylan o Seconded by: Rayan o All in favour – Motion Carries
REPORTS AND PRESENTATIONS
a) President’s Report – Melissa O’Rourke • Melissa: I don’t think there is anything to highlight, when I wrote the
report we had not gone to the NBSA retreat. • No questions.
b) Vice-President, Academic Affairs Report – Ryan Harley • Ryan H.: Good evening everyone, welcome. Happy to take any questions.
Some takeaways: Mock MCAT registration opens today. Happy to take any question on our submission to our MAFTA negotiating team. Other
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than that I am happy to take questions on our policy propositions for the evening.
• Maria: Are we planning on making a social media statement to attract more people to the MCAT?
• Ryan H.: We have actually purchased an ad for an issue of the Argosy. • Dylan: How will the long weekend - the fall reading week - affect the
semester? • Ryan H.: They have sorted out the schedule. The MASU could make a
stance making it clear about what our organization thinks ought to happen.
• James: I have two questions: how do you feel the mock LSAT went overall? And has it been talked about where the extra days will come from for our fall reading week?
• Ryan H.: I am happy to share the schedule with you from back in May. The way it would be going is the fall semesters would be starting sooner anyways so it’s really not that big an issue. Mock LSAT went well, 25 people signed up and more than half showed up, Princeton Review was please. In a place as small as out community it takes some time for these things to pick up. The MCAT is huge. Hilary and I went to a Health Care Outreach presentation on MCAT preparation and a lot of our members have an interest in medicine.
• Daniel: Is there limited space to the mock MCAT? And is there a preference for upper years versus younger students, if it comes down to that.
• Ryan H.: I plan to order more exams than necessary just in case. There should not be a problem.
• Liam: Will we see the submission to MAFA on the 21st before it is submitted?
• Ryan H.: Yes. I plan to share that with council as a gesture of transparency. You can imagine what it says though since I brought these policy proposals forward.
• Motion – I motion that the proposed academic policies be adopted as they appear in the appendices of the Vice-President, Academic Affairs report.
o Moved by: Ryan H. o Seconded: Rayan o Ryan H: Integral to the negotiating team and our lawyer. Through
research I believe we have some of the strongest policies in the country.
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o Dylan: I will be abstaining from the vote since my father is on university’s side.
o Motion - I move to divide the question ! Moved By: Kyle ! Seconded by: Sean ! Eilish: With that we will consider each policy individually.
o Motion – I motion that the proposed policy on Student Evaluations of Teaching be adopted as it appears in the appendices of the Vice-President, Academic Affairs report.
! Moved: Ryan H. ! Seconded: Rayan ! Ryan H: In the future the student in my role will encourage
the university to take on a policy that outlines these three points.
! Kyle: Evaluations are important and I would like to see midterm evaluations as well because it would improve the course for student.
o Motion – to amend A to say teaching evaluations be conducted in each course “in the middle and end of each academic semester”
! Moved: Kyle ! Seconded: Sydney ! Kyle: I think midterm course evaluations are something the
MASU should advocate for, it would help students during their courses.
! Ryan: One thing I will caution to this amendment is that the president and I have constructed around how the right way for the argumentation and are waiting on advice that is coming from our PRAO. I think this amendment weakens the overall strengths of the policy – we have tangible goals and outlines here. I think it is worth keeping these elements in mind.
! Melissa: I appreciate the spirit of the amendment, but I agree with Councillor Harley that the amendment might be premature.
! Melissa: I would suggest a motion that would mandate policy research on midterm evaluations.
! James: I know that personally sometimes my friends do not take the evaluations seriously and I am not sure adding another one will be helping.
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! Ian: I agree with Melissa and Ryan. ! Ryan H.: I am happy to bring forth an additional policy about
how council feels about mid term course evaluations. It would be a policy of attitudes not research, as the research does not exist yet. Happy to see programming initiative on program evaluations.
! Question – amending section A on student evaluations of teaching to add the words “in the middle of”.
• Failed to passed – return to discussion on teaching policy.
o Sean: I was wondering about B, what is the specific rationale behind this point, as I see it as being very punitive.
o Ryan: There are all sorts of offices around the university – for example, Purdy Crawford – I think that teaching evaluations are first and foremost for development, not to take punitive actions but if punitive action is required that it should be taken. Our policy should be sustaining advocacy efforts. I don’t think any teachers are going to lose tenure for wearing ugly sweaters. SETs are personal development.
o Melissa: Not all student unions have policies on SETs, but it is common to ask for it.
o James: You mention that there is literature on that “widely recognized by”.
o Harley: When I say the literature, it is other institutional policy. Student evaluation of teaching results are important. A lot of faculty are excited, they can distinguish themselves around their colleges. It is the older, more senior faculty that show aversion, and I am happy to chat about the literature review I have done.
o Question on policy as it appears in the report – Motion Carries • Motion – Approval of policy on third party negotiations as it appears in
the appendices o Moved by: Ryan H. o Seconded by: Sean o Rayan: I understand the importance, but what impact does the
MASU bear on the negotiations? o Ryan H: This is the spirit of the policy. When the university
approaches a third party for a contract, the MASU are included as a stakeholder. Gesture to the university and says that we feel our membership is huge stakeholder.
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o James: Why is the word “encourage” used? o Ryan H: I am happy to talk about semantics. “Encourage” was
chosen because of course there are initiatives that the university and third parties will take part in where consultation with the student union would be inappropriate. “Encourage” reinstates that we feel we are a stakeholder, and an important one at that.
o Question – Motion Carries • Motion – Approval of the policy on Fall Reading Week as it appears in the
appendices of the VPAA report. o Moved by: Ryan H. o Second: Allie o Ryan H.: Happy to take questions. o Friendly amendment made to change the lowercase f on line four
to a capital F. o Kyle: The time that we would have to devote to break days would
take away from classroom time. Time off is not necessarily good in reading week because many people do not use that time to read. Time management is one of the most fundamental things university teaches you, and adding extra days off in the fall semester would detract from a student experience.
o Ryan H.: This is an issue that is already underway. MTA Senate has struck an ad-hoc committee. Spring Reading Week was initially in response to SAD, and now research is saying it could be just as useful in the first semester. Fall reading weeks show an increase in retention. Growing research on the mental health benefits of having a second reading week. This committee has found the days, and I am asking council how to best allocate those days as found, and I am suggesting to do so in a week.
o Matt: Beyond the research and academic support, a professor at Trent who also teaches here said they realize that students are burnt out and it is a beneficial addition.
o Liam: What kind of social programming and academic programming are envisioned?
o Ryan H: I do not think our policy should deal with programming; that should be left to the university.
o Annie: How many other universities across Canada similar to our size have the breaks?
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o Melissa: If you look at the MacLean’s article in the argumentation, Ryerson, U of A, University of Ottawa, etc. are having a fall reading week.
o Ryan H: A comment on that: I am not sure if size has any direct correlation or impact on the spirit of the policy.
o Kyle: I was wondering if you could elaborate more about the studies that you had referenced. Are there studies that show an increase in mental health issues?
o Ryan H: The spirit of the policy is that the student union takes a stance on a mental health crisis. Growing trend in the post-secondary education field in the country. I look forward to more concrete evidence coming to light.
o Dylan: Do you know the retention rate for first year students? o Ryan H: No. But not good. o Motion to call the question
! Moved by: Ian ! Seconded by: Rayan ! Motion passes
o Question – 3 opposed – Motion Carries
c) Vice-President, Communications Report – Matt Ranson • Matt: Go wild. • No questions.
d) Ad-Hoc Committee Report – Josh Outerbridge • Josh: Report has been distributed. If you have any questions, let me
know. At the next council meeting I will bring the bylaws to discuss. • Allie: It says students at large have no affiliation with the MASU... • Josh: I was implying them not being sitting members of council or
employees of the organization. • James: What is the purpose of the review committee? • Josh: Apply pressure to councillors to do their jobs. Accountability. • Dylan: Can you clarify how you would appoint? • Josh: Appointments will be made by the chairperson.
e) Communications Strategy – Matt Ranson • Matt: Internal document that I had written at the end of August and I have
updated it since. Outline of how I would envision whoever has the job after me will be doing their job. Drafting operating procedure about social
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media use in council. If you want the document (the Communications Strategy) I can e-mail it to you. It’s 14 pages, and a big appendix written by Pat Joyce.
• Josh: The document does not affect the governance of the organization and council should not be voting on it.
• Matt: Just doing this report to prove it is real. • Maria: I commend you on your work. • Melissa: We are bringing this forward because Councillor Ranson was
mandated to do so in the Summer Mandate.
f) Report from the Elections Office – Erika Maxwell • Erika: There were a couple things I wanted to address: candidate turnout,
voter turnout, and attendance at speeches. I had a few ideas for next time. MASU all over social media or sending out e-mail with all of the dates. Events for speeches on the Facebook account and events for voting, because this could get more attendance and more voters. And the other thing was polling stations - they weren’t getting filled up. I can take questions.
• Allie: Is there any point in continuing the polling stations? • Erika: The importance is showing that you guys care about elections, and
if you care maybe they will care. • Ryan M.: A lot of people didn’t use them, but they noticed the stations
and it reminded them to vote online. • Melissa: Visually they are awesome and as part of our contract with the
university, people who want to vote on a paper ballot need to be able to. • Josh: Did you find the lost laptop? • Erika: Yes. • Maria: The station in the STUD was underused in the election. • James: Speculation, but the term speeches is kind of boring. Having a
different format with interaction with the electorate might help voter turnout.
• Erika: Calling it anything else would be misleading. • James: Speeches in the residences had a better turnout and something
to consider in the future is informal instead of formal speeches. • Hilary: While I was working the polling station they said they were not
eligible to vote, I am wondering if issues like that throw off, not sure how to phrase it but there is a question there.
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• Erika: Some of the students were registered as second year students os weren’t registered to vote for the first year councillors. Need to contact me.
• Melissa: To vote for a first year representative you need to have 24 credits or less. In terms of polling stations we brought it up late but it is in your mandate as councilors to work 2 shifts.
• Liam: At a different university they had hot chocolate at polling stations. Maybe moving speeches would also be helpful.
• Erika: We could do speeches at Gracie’s but it’s difficult because people also study there.
• Melissa: I think there are a lot of creative ideas that are being put forward right now but I think it would be best to email them to Erika so we can be cautious of the meeting’s length.
UNFINISHED BUISNESS NEW BUSINESS
a) Student Union Space Policy – Melissa O’Rourke • Melissa: Part of my fall mandate, basically the outline of the policy is we
don’t own or rent the office space. We have our lease up for review this year, and this is policy saying that we should acquire a permanent space for members and staff whenever possible. Consider partnering in order to improve quality of life for member on campus.
• Motion – To adopt student union space policy o Moved by: Melissa o Seconded by: Dylan o Josh: Great initiative to improve our autonomy from the university. o Rayan: I understand it is important to have our own space, but our
location is prime. It affords us exposure to students. How will this help us do our job better?
o Melissa: We are not necessarily moving out of our office space, but when our lease is up they can kick us out if they wish.
o Josh: Additionally we want to annex the safety booth. o Matt: No other university has a lease in good faith, which is
dangerous for us. o Melissa: I plan on submitting the report being written on office
space use to council. o Question – All in Favour - Motion Carries - Policy Adopted
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b) ASCARS Commission By-law Amendment – Heather Webster • Motion – to make the changes to the by-law on the ASCARS Committee
as they appear in the Council Package. o Moved by: Heather o Seconded: Matt o Heather: I guess to explain, the ASCARS has not been a
committee, council does not ask the ASCARS to do council tasks. It is not changing how the ASCARS operates but changing the by-laws to reflect how it really is.
o Dylan: Is it moved off the website because it is a commission? o Heather: No, the ASCARS is still for the students. o Rayan: Should we change the by-laws to add commissions and
committees to councillors’ committee requirements? o Eilish: It can be looked at in future years but for now we will leave
committee appointments as they stand. o Ryan H.: Just as a clarification, a commission is a group of staff at
the direction of the chair. o Question – All in Favour – Motion Passes
c) Facility Accessibility Policy – Heather Webster • Motion - adopt the policy on Facility Accessibility as it appears in the
Council Package. o Moved by: Heather o Seconded by: Sean o Heather: There are problems with accessibility on campus and we
should have a policy on how to make it more accessible. o James: How would you feel about amending it to ask the university
to start making changes as soon as possible? Some building will not be changed for 15 – 20 years.
o Heather: Saying as soon as possible would be nice but we want it to be considered in future renovations.
o Maria: Update on gender-neutral washrooms, any news? o Heather: We are just waiting for the signs to be put on doors at this
point. 10 bathrooms will be signed as gender neutral washrooms. o Graham: It really would be nice to do something about it (facility
accessibility) now. o Melissa: As a policy lover, if I were to amend this statement to
make these concerns heard it would likely say something along the lines of “in an expedient manner”.
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o “In an expedient manner” added as a friendly amendment. o Question – All in favour - Motion Carries
d) Amendment to the Off Campus Affairs Committee By-Law – Ian Smith
• Motion – to amend the Off Campus Affairs Committee by-law to read “five students at large”
• Moved by: Ian • Second: • Ian: I have been holding interviews all week and I see this
committee as a driving force of council for the next couple months. I would like the individuals that I interviewed to all be voting members.
• Question – All in Favour - Motion Carries
e) Amendment to the Campus Life Committee By-law – Heather Webster • Motion – to amend the Campus Life Committee by-law to read
“eight students at large” • Moved by: Heather • Seconded by: Maria • Heather: I had a great deal of interest and I have a lot of work to
be done, so it would be good to increase the number by one • Melissa: If we did not receive that may applications next year,
those spots can be filled until April 30th of that year or left open. • Question – All in Favour – Motion Carries
OTHER BUSiNESS • James: First, yesterday I sat in on the Campbell Hall House Council
meeting and they expressed dissatisfaction with the room draw in October, and they want something done about it.
• Heather: I have made a trip to housing and am working on it. Aspects of the room draw such as AcMen and executive have not been decided upon.
• James: And second, when you send the Council Package, could the pages be numbered or hyperlinked?
• Eilish: I actually merge a bunch of PDF documents to make the Council Package that goes out and I don’t know how to hyperlink, but Councillor Ranson and I can work on it.
• Matt: It will take me five minutes, I’ll handle it.
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• Heather: As our contract holds with the poster sale we need to provide staff, paid staff though! Just speak with me after if you’re interested.
• Matt: I was hoping to have a report from the Board of Regents Representative, is there a reason why that’s not on the agenda?
• Melissa: I guess unfortunately our Board of Regents Rep was not able to attend council, and she was not able to make the Board of Regents meeting on Friday.
• Ian: If any of you are wondering I do not have a report on the landlord fair, ever though it went spectacularly.
• Ryan H: I wanted to highlight two councillors this past week that have done a lot of work for our organization. Annie Sherry for her hard work on the landlord fair, and Allie Morrison for proctoring the LSAT.
REMINDERS
a) Complete the Council Retreat Survey! o Melissa: Please complete as soon as possible.
b) It’s MASU Month of Healthy Living – lots of events going on all month long o Heather: Tomorrow there is a blood typing event; full details are on
the calendar. c) This week is Catalysts MTA Pride Week – full event info on the calendar
o Katie: Please attend! d) Ghosts of Violence Ballet – Tuesday, October 8th from 5:30 – 9:00 at
Con Hall o Heather: Attend? o James: someone said it started at seven.
e) Academic Enrichment Grant Deadline – Wednesday, October 9th o Ryan: tell your friends
f) Imaginus Poster Sale – Wednesday, October 9 through Friday, October 11
g) Relay for Life – Friday, October 18 beginning at 7:30 h) Learning partnership in Moncton on post-secondary education.
o Melissa: I encourage you to go if you are in first or second year. i) Ian: reminder to off-campus councillors, respond to my e-mails please.
IN-CAMERA SESSION Adjournment
• Motion – to Adjourn
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o Moved by: Eilish o Seconded by: Krystel
MOUNT ALLISON STUDENTS' UNIONFINANCIAL STATEMENTS
APRIL 30, 2013
INDEX
Page
INDEPENDENT AUDITOR'S REPORT 1
FINANCIAL STATEMENTS
Statement 1 - Statements of Financial Position 2
Statement 2 - Statements of Changes in Net Assets 3
Statement 3 - Statements of Operations 4
Statement 4 - Statements of Cash Flows 5
Notes to the Financial Statements 6 - 10
Schedules of Revenues 11
Schedules of Expenditures 12 - 13
INDEPENDENT AUDITOR'S REPORT
To the Members of Mount Allison Students' Union
We have audited the accompanying financial statements of Mount Allison Students' Union,which comprise the statements of financial position as at April 30, 2013, April 30, 2012 andMay 1, 2011, and the statements of operations, changes in net assets and cash flows for theyears ended April 30, 2013 and April 30, 2012, and a summary of significant accounting policiesand other explanatory information.
Management's Responsibility for the Financial Statements Management is responsible for the preparation and fair presentation of these financialstatements in accordance with Canadian accounting standards for not-for-profit organizations,and for such internal control as management determines is necessary to enable the preparationof financial statements that are free from material misstatement, whether due to fraud or error.
Auditor's Responsibility Our responsibility is to express an opinion on these financial statements based on our audits.We conducted our audits in accordance with Canadian generally accepted auditing standards.Those standards require that we comply with ethical requirements and plan and perform theaudit to obtain reasonable assurance about whether the financial statements are free frommaterial misstatement.
An audit involves performing procedures to obtain audit evidence about the amounts anddisclosures in the financial statements. The procedures selected depend on the auditor'sjudgment, including the assessment of the risks of material misstatement of the financialstatements, whether due to fraud or error. In making those risk assessments, the auditorconsiders internal control relevant to the masu's preparation and fair presentation of thefinancial statements in order to design audit procedures that are appropriate in thecircumstances, but not for the purpose of expressing an opinion on the effectiveness of themasu's internal control. An audit also includes evaluating the appropriateness of accountingpolicies used and the reasonableness of accounting estimates made by management, as wellas evaluating the overall presentation of the financial statements.
We believe that the audit evidence we have obtained is sufficient and appropriate to provide abasis for our audit opinion.
Opinion In our opinion, the financial statements present fairly, in all material respects, the financialposition of Mount Allison Students' Union as at April 30, 2013, April 30, 2012 and May 1, 2011,and the results of its operations and its cash flows for the years ended April 30, 2013 and April30, 2012 in accordance with Canadian accounting standards for not-for-profit organizations.
Riverview, NBTo be determined Chartered Accountants
1
Statement 1
MOUNT ALLISON STUDENTS' UNIONSTATEMENTS OF FINANCIAL POSITIONAPRIL 30, 2013, APRIL 30, 2012 AND MAY 1, 2011
May 1,2013 2012 2011
ASSETS
Current:Cash (Note 4) $ 649,071 $ 482,612 $ 393,683Accounts receivable 27,439 3,105 6,907Prepaid expenses 8,456 70,686 9,051Due from Mount Allison University - 7,641 6,981
684,966 564,044 416,622
Property and equipment (Note 5) 59,760 25,165 32,851
$ 744,726 $ 589,209 $ 449,473
LIABILITIES
Current:Accounts payable and accrued liabilities $ 61,563 $ 17,267 $ 19,579Deferred revenue - health & dental 135,235 113,308 -Deferred liability - Allisonian 81,232 19,607 36,893Due to Mount Allison University 8,906 - -
Excess (deficiency) of revenues over expendituresfor the year - Statement 2 $ (289) $ (11,455) $ 35,788
4.
Statement 4
MOUNT ALLISON STUDENTS' UNIONSTATEMENTS OF CASH FLOWSFOR THE YEARS ENDED APRIL 30, 2013 AND 2012
2013 2012
Cash flows from operating activities:Excess (deficiency) of revenues over expenditures $ (289) $ 35,788Adjustment for non-cash item:
Depreciation 15,623 7,686 15,334 43,474
Change in non-cash working capital balances:Accounts receivable (24,334) 3,802Prepaid expenses 62,230 (61,635)Accounts payable and accrued liabilities 46,302 1,628Deferred revenue - health & dental 21,927 113,308Deferred liability - Allisonian 61,625 (17,286)Due from/to government agencies 2,554 -
Cash flows from operating activities 185,638 83,291
Cash flows from investing activities:Purchase of property and equipment (50,218) -Cash flows used in investing activities (50,218) -
Cash flows from financing activities:Due to Mount Allison University 16,547 (660)Deferred employee severance payable 718 811Increase in trust funds held 12,937 10,060Increase (decrease) in funds held for grad class 5,397 (633)Increase (decrease) in Green Investment Fund (4,560) (3,940)Cash flows from financing activities 31,039 5,638
Net increase in cash 166,459 88,929
Cash, beginning of year 482,612 393,683
Cash, end of year - Statement 1 $ 649,071 $ 482,612
5.
MOUNT ALLISON STUDENTS' UNIONNOTES TO THE FINANCIAL STATEMENTSAPRIL 30, 2013, APRIL 30, 2012 AND MAY 1, 2011
Description of major business activity:
Mount Allison Students' Union (hereafter MASU) was incorporated under the laws of New Brunswick byprovincial legislation and operates the Students' Union activities at Mount Allison University, Sackville,New Brunswick. It was incorporated as a non-profit organization and is therefore exempt from incometax.
1. Significant accounting policies:
These financial statements are prepared in accordance with Canadian accounting standards fornot-for-profit organizations. The significant policies are detailed as follows: (a) Fund accounting restricted -
The MASU follows the fund method of accounting as allowed for not-for-profit organizations.The MASU has segregated its operations into five funds for financial statement purposes.
The Unrestricted fund accounts for the MASU's operations and day to day income andexpenditure activity.
The Restricted Operational Reserve fund was established during the 1998 fiscal year. TheMASU passed a resolution to establish an operational reserve of $100,000 which will be setaside to provide working capital for future operational activities and safeguard against futurelosses.
The Investment in Capital Asset fund reports the assets, liabilities, revenues andexpenditures related to the MASU's capital assets.
The Green Investment fund is used to financially support green capital projects as aninitiative to reduce carbon emissions in the Sackville area.
The Bike Co-Op fund is a program initiated to provide students and members of theSackville community with an efficient and environmentally friendly mode of transportation.
(b) Property and equipment -
Property and equipment are recorded at cost. The MASU provides for depreciation usingthe following methods at rates designed to depreciate the cost of the property andequipment over their estimated useful lives. The annual depreciation rates and methods areas follows:
Furniture and fixtures 20% diminishing balanceComputers 45% diminishing balanceSystems development 45% diminishing balance
(c) Revenue recognition -
Commutation fees are recognized evenly throughout the semesters to which they relate,being fully recognized by the end of the academic year. Other activities revenue isrecognized at the time the activities occur and funds are received.
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MOUNT ALLISON STUDENTS' UNIONNOTES TO THE FINANCIAL STATEMENTSAPRIL 30, 2013, APRIL 30, 2012 AND MAY 1, 2011
1. Significant accounting policies (cont'd)
(d) Financial instruments -
Measurement of financial instruments
The MASU initially measures its financial assets and liabilities at fair value, except for certainrelated party transactions that are measured at the carrying amount or exchange amount, asappropriate.
The MASU subsequently measures all its financial assets and financial liabilities at cost oramortized cost, except for investments in equity instruments that are quoted in an activemarket, which are measured at fair value. Changes in fair value are recognized in netincome.
Financial assets measured at amortized cost include cash, term deposits and accountsreceivable.
Financial liabilities measured at amortized cost include accounts payable, deferred revenue,deferred liability, due to Mount Allison University, administered trust funds and deferredemployee severance payable.
The MASU has not designated any financial asset or financial liability to be measured at fairvalue.
Financial instrument risks
Unless otherwise noted it is management's opinion that the MASU is not exposed tosignificant interest, currency, market, liquidity or credit risks arising from these financialinstruments.
(e) Deferred revenue -
Deferred revenue represents the health and dental fees received in advance of students'coverage subsequent to year end for the period from May 1 to August 31.
(f) Yearbook (Allisonian) -
The deferred liability of $81,232 ($19,607 in 2012) shown on Statement 1 of these financialstatements reflects the estimated costs of providing the students enrolled in the MASU forthe 2012/2013 and 2011/2012 academic years, respectively, with yearbooks. These booksare normally delivered seven months after the end of the relevant fiscal and academic year.
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MOUNT ALLISON STUDENTS' UNIONNOTES TO THE FINANCIAL STATEMENTSAPRIL 30, 2013, APRIL 30, 2012 AND MAY 1, 2011
2. Impact of the change in the basis of accounting:
The MASU has elected to apply the standards in Part III of the CICA Accounting Handbook fornot-for-profit organizations in accordance with Canadian accounting standards for non-profitorganizations.
These financial statements are the first financial statements for which the union has appliedCanadian accounting standards for not-for-profit organizations hereafter referred to as"ASNFPO".
The financial statements for the year ended April 30, 2013 were prepared in accordance with theaccounting principles and provisions set out in first-time adoption by not-for-profit organizations,for first-time adopters of this basis of accounting.
The impact of adopting these standards has not resulted in any material changes to the openingfinancial statements for the current or previous year end.
Elective exemptions
The rules for transition to Canadian Accounting Standards for Not-for-profit organizationsnormally require that an enterprise prepare its opening balance sheet using the standards thatwill be followed thereafter. However, certain elective exemptions from this rule are available. Inpreparing the opening balance sheet shown above, the MASU used none of the electiveexemptions.
3. Prior period adjustment:
In the previous financial year the fees representing the month of August 2012 were recogized inincome. Upon further review, these fees should have been deferred and recognized in the fiscalyear in which they where applied.
As a result, prior year revenues and unrestricted net assets were reduced by $24,333 anddeferred revenue was increased by the same amount.
4. Cash:
2013 2012
Restricted cash:
Administered trust funds $ 94,268 $ 75,934Operational reserve 100,000 80,000Green investment fund 43,485 38,090Bike Co-op fund 1,191 -
Unrestricted cash 410,127 288,588
$ 649,071 $ 482,612
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MOUNT ALLISON STUDENTS' UNIONNOTES TO THE FINANCIAL STATEMENTSAPRIL 30, 2013, APRIL 30, 2012 AND MAY 1, 2011
5. Property and equipment:
2013 2012
CostAccumulateddepreciation
Net BookValue
Net BookValue
Furniture and fixtures $ 59,573 $ 31,884 $ 27,689 $ 22,704Computers 23,156 14,669 8,487 2,461Systems development 30,431 6,847 23,584 -
$ 113,160 $ 53,400 $ 59,760 $ 25,165
6. Deferred employee severance payable:
As a result of changes in employee contracts a liability has been recognized for severancepayable for amounts owing to date for employees' service. The total of $16,333 includes $15,615for past years of service to April 30, 2012 and $718 for the current years service.
7. Administered trust funds:
2013 2012
Graduation Classes
Balance, beginning of year $ 3,820 $ 4,453
Class grants transfer 3,100 3,100Graduation class underspending - (1,496)Trust fund receipts 22,302 12,560Trust fund disbursements (20,005) (14,797)
Balance, end of year 9,217 3,820
Clubs & Societies
Balance, beginning of year 72,114 62,054
Clubs & societies transfer 8,286 10,499Seven Mondays transfer 7,482 7,407WUSC refugee student transfer 19,952 9,876Trust fund receipts 107,992 117,703Trust fund disbrusements (130,775) (135,425)
Balance, end of year 85,051 72,114
$ 94,268 $ 75,934
9.
MOUNT ALLISON STUDENTS' UNIONNOTES TO THE FINANCIAL STATEMENTSAPRIL 30, 2013, APRIL 30, 2012 AND MAY 1, 2011
8. Lease commitments:
The MASU's total commitments, under various operating leases and a property lease agreement,exclusive of occupancy costs, are as follows:
2014 $ 2,5122015 628
9. Credit risk:
Credit risk arises from the potential that a debtor will be unable to meet its obligations. The groupconducts a thorough assessment of its debtors prior to granting credit, and actively monitors thefinancial health of its debtors on a continuing basis. As determined by management, theaccounts receivable approximates fair market value.
10. Green investment fund:
Starting in the 2009/2010 year, each student contributes $10 annually to a Green InvestmentFund which is incorporated into their student fees. As of April 30, 2013 the balance in the GreenInvestment Fund is $43,484.
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Schedules 1
MOUNT ALLISON STUDENTS' UNIONSCHEDULES OF REVENUESFOR THE YEARS ENDED APRIL 30, 2013 AND 2012
2013Actual
2013Budget
2012Actual
(Unaudited)
ASCARS $ 3,639 $ 1,000 $ -Advertising 6,790 8,000 6,475Airport shuttle program 4,075 - -Bike Co-op program 4,191 - -Class of 2012 underspending - - 1,496Commutation fees 373,190 384,555 358,843Government grant 3,880 3,712 3,658Green investment fund 25,050 - 24,690Health & dental management fee 6,475 6,000 6,138Health & dental plan benefits 727,595 585,600 536,347Homecoming 1,962 - -Housing directory 2,429 1,500 2,343Interest 2,471 1,700 2,364Miscellaneous 4,247 200 1,584Orientation 57,659 50,000 59,707Photocopy & fax - 235 152Safety and security - status of women grant 62,199 - -Shinerama 50,649 20,000 50,763Social Justice committee 2,214 - -Students' activities office 4,196 15,000 10,115Vending commission 1,500 1,000 944Winter carnival - 4,000 2,212
$ 1,344,411 $ 1,082,502 $ 1,067,831
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Schedules 2
MOUNT ALLISON STUDENTS' UNIONSCHEDULES OF EXPENDITURESFOR THE YEARS ENDED APRIL 30, 2013 AND 2012
To: Students’ Administrative Council Re: Report to Council
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Summer executive recommendation • A full report was completed with details about the summer executive
work initiative. • All Vice-Presidents and the Office Administrator were interviewed to
ensure a thorough investigation. • The report and findings will be presented to council this evening.
Executive restructure
• A portion of my fall mandate is the completion of an executive restructure report. This has grown to become a larger organizational restructure report that will be presented to council in the coming weeks/months.
• The Executive met to finalize draft details of the executive restructure section on October 19th.
Transition document
• I have started the process of sorting through the content of a transition document for future executives.
• As part of the digitization of past reports project, that is currently being conducted by the office staff, I have been able to begin sourcing materials I believe should be included.
Research
• I have started research on the Emergency Bursary Fund program that is a partnership between the President and the Vice-President Academic.
• I have started research on additional coverage for Mental Health that is a partnership between the President and Vice-President Finance and Operations.
NOTABLE Meetings
• NBSA Board of Directors • CASA Policy Committee • Auditors • Mental Health Coverage Provider • Senate • Day at MTA Parents Meeting • Dave Stewart • University Budget
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Notes A significant portion of my time lately has been spent producing reports and completing research. This is both incredibly time-consuming and incredibly important. I’m hoping to produce some tangible outputs in the coming weeks. Respectfully Submitted,
Melissa O’Rourke
Office of the Vice-President, Academic Affairs
Monday, October 21, 2013
To: Students’ Administrative Council Re: VPAA Report
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MAFA/Employer Submission
• The Mount Allison Students’ Union submission to the faculty association and the university has been drafted and is ready for submission
• I will be sharing the submission with Council later this evening
Professional School and Standardized Test Preparation
• The Mock MCAT is happening Saturday, November 2nd at 9:00 a.m. in Crabtree M14
• The scores and results of the Mock LSAT will be returned to participants sometime this week
• I am currently working on an operating procedure to ensure the partnership between the MASU and The Princeton Review remains as positive and mutually beneficial as it has been this semester
• I am negotiating the possibility of a GMAT/GRE preparation event • Stay tuned for more advising/preparation events to follow next semester
Test Bank/Academic Resource Bank
• Upon reviewing the written analysis and opinion of our lawyers regarding the operation of the Mount Allison Students’ Union Academic Resource Bank, it is clear to me that there is a discrepancy between our intended understanding of “course materials” and the understanding presupposed by the analysis and opinion received
• Whereas the Academic Resource Bank was certainly one of our most used and marketable services, and considering that I witness almost daily interest in the service from our membership, I recommend that the President seek further clarification from our lawyers about the legal implications of the service—making clear that “course materials” refers to quizzes, tests, midterms, exams, practice assignments, and handouts written by the faculty member and not “course readings” excerpted from copyrighted publications used by the faculty member for instructional purposes
• In the instance that additional legal fees are required, I would still recommend seeking the clarification necessary to ensure the legality of this highly valuable service
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Academic Enrichment Grant Program
• Pending the approval of this evening’s Academic Enrichment Grant recommendations from the Grants & Awards Committee, I will be adding those recipients to the portfolio of projects and events we have sponsored to present to the Provost
• I intend on making similar presentations to appropriate university offices with the hope of soliciting contributions to this VERY popular program
Faculty Society Tutoring/advising
• I did a quick survey of our faculty societies to find out how many of them offer tutoring or advising services
• We have had an abnormal amount of traffic in the office from members looking for tutors, and I see this as a great opportunity to support our clubs & societies
• I will be compiling contact information and centralizing all our societies’ tutoring and advising services in one place on masu.ca
Respectfully submitted,
Ryan Harley Vice-President, Academic Affairs !!!!!!!!!!!
Office of the Vice-President, External Affairs
October 21st, 2013
To: Students’ Administrative Council Re: VP External Report
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Office Hours for Councilors and Senators
• After listening to feedback from the off-campus affairs committee, the idea of an on-campus office hour was put forward to members of council who responded positively to the idea. Thus I would like to make an amendment to Law IV – Powers and Duties for Senators, Off-Campus Councillors, and On-Campus Councillors.
• Pursuant to Law IV – Power and Duties, Sections 8, 9 and 10, I will motion to amend said laws to include the following: “Shall hold at least one office hour in a public space on campus, chosen in conjunction with the Chair of council.”
Landlord Fair
• Thank you to all who came out and supported the landlord fair, it was undoubtedly a huge success. Please see Appendix A for a detailed look at the student use of the fair. I would strongly recommend that this event continue to occur. Recommendations for the next event are as follows:
1. That Student Life be included in the fair, thus changing the name of the
event from the landlord fair to the Housing Fair. 2. Requiring all landlords to prove that they are abiding by all New
Brunswick tenancy laws. 3. Off-Campus councilors play more of a role in communication to students
and landlords ensuring a greater attendance. 4. Holding the event during the week, and for a shorter duration, thus
allowing the Rentalsman to be present and to answer questions. (They do not do presentations outside of business hours).
Transportation for tantramar
• I am pleased to announce that the Transportation for Tantramar committee has come to an agreement with Enterprise Rent-A-Car and as a result Sackville will be the home of New Brunswick’s first Carshare. A Carshare is a community
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owned car program in which “members” each pay a membership fee and then have access to a shared vehicle for use around NB. The Mount Allison Students’ Union did not contribute financially to this project due to the rule that to be a member you must be 21 years of age or older, excluding a large percentage of our members. The project was funded by $3000 grant from Renaissance Sackville. To begin, there will only be one car in Sackville and depending on its uptake, more may be added. Please see appendix B of this report for more information.
ENTERPRISE CARSHARE Community comments Affordability
1. Small risk for community members 2. Don’t like that the profits don’t remain
in the community 3. Very close to a rental, and not terribly
cheap 4. Good weekend rates
Accessibility
1. I would like access to electric and/or hybrid vehicles
2. Easy use 3. Will they provide access to hybrid or
electric vehicles 4. At $9.99 weekend rates the vehicles
would be gone 5. Low use principal wouldn’t apply here
as we are a rural community traveling longer distances regularly
6. Will there be accessibility in outlying regions i.e. Dorchester
7. Enterprise offers ease of start up and good fee structure
8. I want to make transportation more accessible to lower income families
Time
1. Speedy set-up, model is always established
2. I like that they could start more quickly than other models
3. Less personal involvement and/or time commitment in start-up
Ethics 1. This opportunity appears as a marketing tool
for car rental 2. Less community ownership and focus 3. Corporate owned and controlled 4. Environmental options: electric + hybrid
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• Annual Membership Fee: $40.00 • Hourly Usage: $10.00 (200 km per usage and additional kms @ $0.45/kms) • Maximum Charge 24 hour: $80.00
o Local Price Point with Enterprise Rent-A-Car: $40.00 (24 hours rental- Intermediate Sedan with unlimited kms….Fuel, taxes and driver protection products not included)
• Weekend Specials: $ 9.99 (3 day weekend-specials are also available on economy size vehicles….Fuel and driver protection products not included) !
Office of the Vice-President, Campus Life
Monday, Oct. 21st, 2013
To: Students’ Adminstrative Council Re: Report to Council
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MASU Month of healthy living
• Ghosts of Violence on Oct. 8th was very well attended and a great deal of positive feedback was received from students and members of the community.
• MTA Sex-Ed is doing very well. More people are liking it everyday and they are still getting lots of questions.
• Nutrition Posters went up last week in Jennings and Gracie’s outlining what portions should look like and what types of food are good for different aspects of health.
• Campus Life Committee planned and is executing the Dodgeball tournament taking place Sunday the 20th.
• On the 22nd from 7-8 there will be Water Zumba at the Pool as well as Mental Health Support Groups run through Change your Mind. A second one will be done on Thursday the 24th.
Entertainment • CHMA Acoustic Night is taking place on Tuesday the 22nd. • The Pat LePoiveden show on Oct.4th was a success. • Tuesday, the 22nd Best Friends + Chairs at the Pond for a free
Wet/Dry Event • Friday, the 25th, The River and the Road, Michael Duguay, and
Woodpigeon, at the Pond. • Saturday, the 26th, MASU Massacre Halloween Party. Wet/Dry
Event at the Pond. This year the Entertainment Director, Jordan, and I really wanted to
support and offer events that appeal to all students at this school. A lot of our events in the past have appealed to one type of student. I think this report really demonstrates that this goal has been met, as this week alone there are acoustic concerts, small events to give students a break from studying such as Water Zumba, and a big Wet/Dry Halloween Party. Scarefeast
This year MASU is partnering with Free the Children to put on ScareFeast: We Scare Hunger. The event will be taking place on
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Halloween from 6-7:30. Free the Children is taking care of community relations, which involves contacting the schools in Sackville to let families know that students will be collecting non-perishable food items on Halloween. We have also invited students from the Middle School and High School to take part this year. The residences will also have boxes in their residence for collecting the food. It has not yet been determined if this will go towards House Points or not. Be sure to dress up on Halloween and come out to this great event! Grad Class I am currently working closely with the Grad Class to partner on a surprise event for January 11th. More details to come! Athletics Athletic Affairs Committee has three main projects on the go. The first is to increase Mountie Pride on Campus among students who are not athletes. One way they plan to do this is through Mountie Pride Clothing Sales. The second is to publicize when games are by creating attractive posters to put around campus. These will have a team picture and the calendar of events. Finally, Athletic Affairs is hoping to have the first Fan Bus go to a women’s soccer game on Nov. 1st in Moncton. Details for this are currently being worked out, but this would be a great initiative to get more students out to games. Students Rights What to Expect: A Summary of Policies and Procedures for Student Governance at Mount Allison was sent to Ron Byrne and Gayle Churchill on Oct. 4th to provide them with the opportunity to give feedback before this goes online on Oct. 25th. A reply to the e-mail was not received and no feedback has been given. This will go online Friday so that students have the resource should they need it. It can be found in the Appendix of this report. Notable Meetings
• Student Life • Social Caucus • Campus Life Committee • Athletic Affairs Committee Meeting
Respectfully Submitted, Heather Webster Vice-President, Campus Life
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What to expect
A summary of policies and procedures for student governance at mount Allison
University
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Prepared by: Heather Webster, MASU Vice-President, Campus Life Melody Petlock, Mount Allison University Sexual Harassment Advisor
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Table of Contents !
Basic Things You Should Know………………………………………..4 Student Governance Structure…………………………………………5 Basics of the Hearing Process: Rights and Responsibilities………..6 What Happens When an Incident Report is Filed……………………7 Rights and Responsibilities in Cases of Sexual Harassment at Mount Allison……………………………………………………………………..8 !
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What to Expect
A Summary of Policies and Procedures for Student Governance at Mount Allison
!The purpose of this document is to assist students in understanding the
policies and procedures that Mount Allison has in place for student governance. This is a summary of the document “Policies and Procedures for Student Governance” from the University Student Governance Committee, published on September 1,, 2004. The entire policy can be found on the Mount Allison Website under Student Life. The philosophy behind student governance is that “at Mount Allison the academic education of students is complemented by their social, emotion, and physical development” and that “it is important to maintain an environment that is conducive to both academic study and extra-curricular activities.” The governance structure that is in place seeks to:
1. “Ensure each individual’s safety, security and other basic human rights”; 2. “Foster within the campus community an atmosphere conducive to
scholarship and the academic aims of the university”; 3. “Preserve the interests of the wider university community”.
Basic things you should know:
• Students are responsible for their achievement in both academic and extra-curricular dimensions of the University, and neglect of these responsibilities may “result in suspension of privileges in both”.
• Students are responsible to behave appropriately, and those that do not may have their academic privileges withdrawn.
• “The University is not a refuge. Students are subject to the laws of the land like other citizens.”
• The university has the right to “take action in cases, whether or not the police or other authorities take action”.
• “Non-academic disciplinary sanctions do not become part of a student’s official record unless the student is suspended or dismissed from the university.”
• Students have the right to approach the office of Student Life when wishing assistance in the presentation or investigation of complaints.
• Students have the right to confidential meetings with student life, however “it must be understood that a judicial committee can only proceed on the basis of evidence given in the presence of the parties.”
• Students have the right to choose an automatic payment option in certain Judicial cases.
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Student Governance Structure There are 3 types of Judicial committees:
1. The University Judicial Committee a. This committee will hear all cases of non-academic infractions,
except those specifically reserved for House Judicial Committees, and assign appropriate sanctions. This committee is made up of chair, one member of the board, one faculty or librarian, and two students nominated by the MASU and elected by senate.
2. The Academic Judicial Committee
a. This committee will hear cases which involve major infractions of university academic policy and assign appropriate sanctions. Hearing requests can be made by students, instructors or other members of the University community and may grant a hearing regarding allegations of academic dishonesty. This committee is made up of the University Registrar, two faculty or librarian member and two student members nominated by the MASU and elected by the Senate.
3. The Residential Judicial Committees
a. These committees will be established in each residence. The committees will hear cases involving infractions of House rules. This committee is made up of a student chair selected by the House and a minimum of five other members of the House selected at large.
There are also appeals committees for each of these judicial committees. For more information on appeals and under what circumstances they can take place, see the Policies and Procedures for Student Governance.
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Basics of the Hearing Process: Rights and Responsibilities
• The aim of the judicial process is to ensure a speedy resolution of cases
as is consistent with due process. • Each student involved in the hearing has the right to receive sufficient
notice of the Judicial or Appeals hearing, in writing, to allow for preparation of the case, which is typically a mutually agreeable time within one week of the charge.
• The student accused has the right to know the allegations forming the basis of the charges against him/her.
• The student accused has the right to hear and to respond to evidence presented against him/her.
• Each student involved in the hearing has the right to a spokesperson and has the right to be heard. It is the responsibility of the student to find a spokesperson who is a member of the Mount Alison community. The MASU ombudsperson is one option.
• Students have the right to have evidence presented without reference to a previous record. If guilty, the previous record may be considered in determining the sanctions.
• It is the responsibility of students to read over and abide by the summary of policies and procedures for student governance that is circulated to all students in information packages in September.
• It is the responsibility of the Sexual Harassment Advisor to assist a member of the university community to report to the police any allegation of sexual harassment, including sexual assault, which may amount to a criminal offence, and to require written confirmation if such person does not want the matter reported to the police.
• Students involved in the hearing have the right to request that the hearing be closed.
• Students have the right to call witnesses. It is the responsibility of students to notify their own willing witnesses of the time and place of the hearing. It is the responsibility of the students to inform the secretary of the Judicial Committee by noon on the day of the preceding of the hearing of the names of any unwilling witnesses so that a notice of hearing can be delivered to such witnesses.
• The student defendant in the case has the right to access the case against them and to the names of the plaintiff’s witness, provided the request is made a reasonable amount of time in advance.
• Students are responsible for following the Student Code of Discipline.
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What Happens When an Incident Report is filed?
Note: Formal Resolution involves a hearing in front of the University Judicial Committee whereas an Informal Resolution would usually involve a meeting with student life where it is decided whether or student is responsible or not. In cases of sexual harassment or assault, formal mediation can be an alternative to a hearing before the judicial committee.
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RIGHTS AND RESPONSIBILITIES IN CASES OF SEXUAL HARASSMENT AT
MOUNT ALLISON UNIVERSITY Members of the University community have the right to determine for themselves the nature of their consensual relationships and social interactions. This right includes a responsibility not to engage in activities that are offensive to others and to be free from sexual harassment or sexual assault within a consensual relationship. All members of the university community have a responsibility to:
1. discourage other members of the University community from engaging in conduct which constitutes sexual harassment or sexual assault;
2. encourage those who experience sexual harassment or sexual assault to seek the advice of the Sexual Harassment Advisor;
3. encourage those who experience sexual harassment or sexual assault to make a complaint under the policy;
4. report incidents of sexual harassment or sexual assault to the Sexual Harassment Advisor at [email protected];
5. cooperate with those responsible for dealing with the investigation of (a) complaint(s); and
6. assist in maintaining the confidentiality and privacy of parties involved in a complaint.
A person making a complaint has the right:
1. To have their complaint handled in accordance the Policies and Procedures with Respect to Sexual Harassment and Sexual Assault available at http://www.mta.ca/sh/sh_policy.pdf;
2. To be accompanied by another member of the university community, of their own choosing, during any proceedings related to the complaint;
3. To have their complaint, and any references to the complaint, excluded from any personal file* unless the complaint was frivolous or vexatious;
4. To be kept informed of the status of any proceedings under the policy; and
5. To receive the results of an investigation in writing.
A respondent has the right: 1. To receive a copy of the complaint in writing without undue delay; 2. To reply to any complaint made against them before any decision
adverse to their interest is reached on the complaint; 3. To be accompanied by another member of the university community, of
their own choosing, during any proceedings related to the complaint;
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4. To have the complaint, and any reference to the complaint, excluded from any personal file* unless they are found to have committed an offence under this policy;
5. To be kept informed of the status of any proceedings under this policy; and
6. To receive the results of an investigation in writing.
*In the case of a student, normally there is only one personal file and that is located in the Registrar’s Office and contains the student’s academic record. That file would have information placed in it concerning a matter dealt with under this policy if the student were suspended or expelled from the university. August 6, 2013 !!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!!
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Office of the Vice-President, Finance & Operations
October 21th, 2013
To: Students’ Administrative Council Re: Vice-President Finance & Operations Report
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Insurance
• Insurance is now up and running. • So far, over 500 students have activated their health plan. • The university is providing us with names and a unique identifier known
as a MASU number. • We still have yet to officially sign an agreement, but there is an
understanding that one will be signed. • Met with the Campus Trust and received an update on the plan usage. • A copy of this report can be supplied on request, it is summary of both
the nature and amount of claims. Internal Documentation
• Draft HR policy manual has been completed as was submitted to council for review.
• I would recommend that the authority over the policy manual be given to the executive committee as it mostly deals with staff issues and is not related to governance concerns.
• Further policies need to be added, but the current draft manual is a good foundation.
Audit
• The auditors have concluded their audit and will present it to council. • Overall it went well, without major issue.
Budget Meeting
• The executive met with administration to receive an update on the budget.
• As previously reported to council, enrolment is down by approximately 100 students, which will have a budgetary impact of about $17,000.
• The university is pessimistic about future enrolment numbers, and suggested that the enrolment drop will be a significant challenge for the university in the upcoming years.
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• As a union, we will have to adjust our finance to recognize the change in student body population and be prepared for any possible of university policies to counter this issue.
background In the summer of 2013, the MASU Executive remained in Sackville to work for the union for the first time. This came under the recommendation of an Organizational Review completed by the external agency Peak Experiences. The review advised that the MASU should “Increase Executive Spring / Summer hours to Strengthen and Advance Collaboration and Team Building”
• Their recommendation further explained that work throughout the summer months “would provide the best platform for ensuring ample planning time and solidifying team functioning”.
This sentiment was supported anecdotally by members of previous executives, who believed time spent on the Union in the summer would prove invaluable to function throughout the year. The following report outlines the success of this initiative and provides recommendations for summer executive employment in the future.
Summer review methodology To review the practice of employing the executive during the summer and provide feedback on whether this initiative should remain a permanent feature of the union in the future, the President conducted interviews with each Vice-President and the MASU Administrator. The President additionally completed the questionnaire. The questions asked are as follows:
• Do you see the value in having the Executive stay during the summer months?
• What changes would you like to see in the future? • What would you like to see remain the same? • Are there alternatives to “staying over the summer” that you would
prefer? • Other comments and/or recommendations?
The findings were reviewed and summarized in this report. They were additionally used to complete a detailed recommendation.
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Summer review findings The value First and foremost, it became incredibly clear that there was considerable value in having the Executive stay during the summer months. Every respondent in the questionnaire stated their firm belief that having the executive stay during the summer was key in preparation for the academic year, team cohesion and combating the SU learning curve. Some of the comments were as follows: “I cannot convey the value of having the Executive stay over the summer. We have seen the fruits of the Vice-Presidents staying in the quality of programming that has been completed thus far. The summer has been key in ensuring every portfolio has exceeded it’s capacity.” “I can’t comprehend how past executives were successful without working [for the MASU] in the summer. The learning curve for this job is tremendous. If we started these jobs in September, it would be December before we fully understood our role.” “No time is more valuable in preparing for the year than the summer. I genuinely believe that the reason the MASU has been able to produce tangible projects so early in the semester was because each Vice-President was given the opportunity to work during the summer months. I believe it is imperative that this become the precedent in future years if the MASU is to continue to grow.” Some of the projects mentioned that the Executive believed were made possible because of their ability to stay during the summer included: The LSAT/MCAT Prep Courses, the Online Used Bookstore, the Bike Co-op, Improved Residence Relations (Executive Training, House Points, etc). The changes While there was an overwhelmingly positive response to the executive staying employed by the union during the summer, there were recommendations for improvements as well. The notable recommendations were as follows:
• The executive should be employed as full-time staff
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• Pay should be improved to (at least) minimum wage • Office hours should be explicitly defined • Vacation time should be explicitly defined • A formalized “summer work” operating procedure/policy should be
created to clarify expectations • Existing summer positions should be reviewed (ex: Shine Chair/Summer
Office Manager) and possibly combined with executive positions • More substantial summer mandate/accountability measures should be
created These recommendations were made for a variety of reasons, however, the consensus seemed to be that in future years summer work should be formalized in a procedure to account for things such as permanent office hours, vacation, and pay. Another area that was mentioned for improvement was pursuance of coursework during the summer. A decision was made in May that the President would pursue four courses (two spring, two correspondence) to lighten the academic workload during the year and “free-up” time to aid the Vice-Presidents with projects while they undertook full course loads. There has been concern voiced over this practice (ex: inability to attend Orientation events such as the Garnet and Gold Rush because of exam commitments), however, a recommendation will be made to the incoming executive in February when the impact of this effort has been genuinely reviewed. The status quo In terms of what should “remain the same”, the overwhelming response was simply that the practice of summer executive employment should continue. It seemed to be the general feeling of all parties that “what worked, worked well”. The alternatives Overall, there was not a clear, desirable alternative to “staying in the summer”. Some suggestions included:
• Two month terms (July and August) • Employment partnerships with the University (half-time at the union, half-
time at the university) • Have half the executive stay as full-time employees • Pay for executive to travel in for weekend training
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While these suggestions were put forward, it was noted that the optimal option was still to have the entire executive be fairly compensated to stay for the entire summer. Other comments Any “other comments” made in the closing portion of the interview reiterated the value of having the Executive stay for the summer and spoke positively of the experience. Recommendations With the above findings in mind, the President would like to make the following recommendations:
• That the executive be mandated to stay in Sackville and work for the Student Union in the summer months.
• That the executive be employed as full-time staff during the summer. • That the executive be compensated fairly for their full-time work. • That the VP Finance and Operations draft a procedure, in partnership with
the President, that outlines summer employment and addresses issues such as:
o Executive Summer Compensation o Office Hours o Vacation Time o Summer Mandate Creation/Accountability
• That the Finance Committee includes these recommendations in their budget draft and makes recommendations to council on how such an endeavor will be sustainable in the future.
• That the President reviews our existing summer positions, with this report in mind, when drafting the document on Executive Restructure.
BE IT RESOLVED THAT the Vice-President Finance and Operations amend the by-laws to mandate executive members to work for the Union during the summer months. BE IT RESOLVED THAT the Vice-President Finance and Operations, in partnership with the President, draft an operating procedure that outlines summer employment. BE IT RESOLVED THAT the Finance Committee include the Summer Recommendation Report in their drafting of the budget and make a specific
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recommendation to council, no later than November 18th, on how such an endeavor is sustainable. BE IT RESOLVED THAT the President consider the findings of the Summer Executive Recommendation Report in the drafting of an Executive Restructure.
Conclusion While it has become incredibly apparent that having the executive stay in the summer is a valuable endeavor, there are some serious issues that need to be addressed: the most notable being the sustainability of such a venture and the finances required to fund it. It is the hope of the President that the Finance Committee can provide a plan for sustainability so the proper steps can be taken to make this initiative permanent. Respectfully submitted,
Melissa O’Rourke, President
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Appendix I: student union summer practices A notification was sent to student unions’ across Canada asking if members of the executive stayed during the summer months. Seventeen responses were received and the answers were as follows. Acadia students’ union There are five members of the Executive. All five members work during the summer. Concordia students’ union There are eight members of the Executive. All eight members work during the summer. dalhousie students’ union There are five members of the Executive. All five members work during the summer. Fédération des associations étudiantes du campus de l'Université de Montréal There are nine members of the Executive. All nine members work during the summer. Mcmaster students’ union There are four members of the Executive. All four members work during the summer. St. Thomas students’ union There are four members of the Executive. The President and one VP work during the summer. students’ association of mount royal university There are four members of the Executive. All four members work during the summer. “the u” (St. Fx Students’ union) There are seven members of the Executive. All seven members work during the summer. The university of lethbridge students’ union There are five members of the Executive. All five members work during the summer.
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University of Calgary students’ union There are five members of the Executive. All five members work during the summer. University of fraser valley students’ union society There are five members of the Executive. All five members work during the summer. University of new Brunswick students’ union There are five members of the Executive. All five members work during the summer. University of prince Edward island students’ union There are five members of the Executive. The President and two VP’s work during the summer. University of Saskatchewan students’ union There are five members of the Executive. All five members work during the summer. University students’ council of western There are six members of the Executive. All six members work during the summer. University of victoria students’ society There are five members of the Executive. All five members work during the summer. University of Waterloo Federation of Students There are four members of the Executive. All four members work during the summer.
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Appendix II: Summer Mandate results A reiteration of the Summer Mandate Completion. More detail can be found in the Council Package distributed on September 16th, 2013. president Organize computers: have every office computer set up appropriately for staff usage, equipped with Microsoft Office suite, and connected to sacdata shared drive. Status: Complete. All read through all executive reports since 2008. Status: Complete. Read through and organize emails from predecessors (since 2010). Status: Complete. Write and publish history of the organization on masu.ca/who/about 9 Status: Complete. Draft response to Peak Experiences’ Organizational Review Status: Complete. Attend every Town Council meeting - May 14, June 10, July 8, August 12 Status: Complete. Executive retreat and full report of activities Status: Complete. Calendar of events for 2013-2014, including dates for elections, funding deadlines, major events, and executive/staff project timelines. Status: Complete. Plan Council retreat/training. Status: Complete. Draft annual plan based on Strategic Plan and expansion of this summer plan Status: Complete.
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Research archived policy for approval by Council. Status: Complete. Compile all past executive, staff, and Council reports into accessible database. Status: Ongoing. Vice-President Academic affairs Draft submission to Mount Allison University and Mount Allison Faculty Association. Status: Complete.
Draft Charter of Student Rights and Responsibilities. Status: Complete. Reorganization/digitization of Academic Resource Status: Pending lawyer response. Preperation of LSAT/MCAT/GRE resource Status: Complete. Online used book store Status: Complete. Additional Policy Development Status: Complete. Vice-President external affairs Policy Development Status: Ongoing. Provincial Election Planning Status: Postponed. CASA Status: Complete. Housing Directory Improvements Status: Ongoing.
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Landlord/Housing Fair Status: Complete. Green Investment Fund Status: Complete. Garbage System Status: Incomplete. Environmental Audit + Sustainability OP Status: Incomplete. Housing Information Package Status: Complete. Bus-Stop Rezoning Status: Ongoing. Bike Co-op Status: Complete. NBSA Status: Complete. Vice-president campus life Create residence executive training modules and sessions on governance, event planning, budgeting, and MASU resources Staus: Complete. Develop a Mount Allison Student Governance Policy Status: Complete. Work with Gayle Churchill to bring a psychologist and adequate services for students suffering from mental illness to the centre. Status: Ongoing. Work with Gayle Churchill to improve efficiency of the Wellness Centre for all students Status: Ongoing.
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Work with Health Intern into the Wellness Centre to prepare for Health Living Residence Challenge Status: Ongoing (Complete by end of October). MASU to do its own vs. cost to include as option for insurance Status: Moved to VP Finance and Operations. Rejected. Start Health and Dental Review Process Status: Moved to VP Finance and Operations. Ongoing. Work with Safety and Security Project Manager to begin implementation Status: Moved to President. Ongoing. Work with Athletic Affairs Coordinator and International Orientation Coordinator to prepare presentations about athletics at Mount Allison for International Orientation. Status: Complete. Work with Athletic Affairs Coordinator to prepare policy about Athletics at Mount Allison. Status: Ongoing.
Vice-President finance and operations Draft job descriptions Status: Ongoing. Cost assessment of club management software Status: Complete. Development of clubs coordinator positions. Status: Moved to Vice-President Campus Life. Training paradigm for club executives. Status: Moved to Vice-President Campus Life. On Fall Mandate. Draft and “operationalize” new hiring processes Status: Draft Complete.
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Draft evaluation criteria for review committee Status: Complete. Create a list of sponsorship opportunities Status: Incomplete. Commission external consultants to draft a growth strategy Status: Rejected. Provide a succinct breakdown of MASU budget Status: Complete. Draft recommendations for amendments to governing documents Status: Complete. Move accounting systems digital Status: Complete. Cost-assess cheque printer Status: Complete. Study yearbook options Status: Ongoing. Vice-president communications Finalize use of MailChimp for regular MASU newsletters Status: Complete. Review online materials and delete any references to SAC that should be MASU on mta.ca or other external websites Status: Complete. Add all documents/forms to masu.ca website Status: Complete. Purchase promotional materials for usage throughout the year; source promotional materials for inclusion in Orientation packages Status: Complete/Ongoing.
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Format all policy and governing documents, place on MASU-branded letterhead, add to masu.ca Status: Complete. Draft Communications Strategy Status: Complete. Develop templates for digital documents, including digital letterhead, slideshow template, etc. Status: Complete. Redesign all physical office supplies, including business cards, physical letterhead, envelopes, etc. Status: Complete. Acquire license for use of @masu.ca email domain Status: Ongoing. Update and maintain MASU media directory; store on sacdata shared drive Status: Complete. Develop Annual Student Academic Experience Survey (see UBC AMS/McGill SSMU for examples) and compile all results into public report Status: Moved to Fall Mandate/Ongoing. Develop timelines for ‘town-hall’ style sessions to encourage interaction between MASU executive and students Status: Complete. Communications Office outline/job descriptions – graphic designer, photographer, videographer, social media manager, writer/webmaster Status: Complete. Develop Visuals for all MASU services (e.g. C&S, H&D, Housing Directory, GIF, etc.) Status: Complete.
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Appendix III: Peak experiences recommendations Exert from the organizational review Increase Executive Spring / Summer hours to Strengthen and Advance
Collaboration and Team Building Option 1: VP’s work throughout the summer months. As mentioned earlier, VP’s on board throughout the summer would provide the best platform for ensuring ample planning time and solidifying team functioning. This may not be feasible or even desirable in the shorter term until positions are reviewed to ensure that the workloads justify the change. Option 2: VP’s work first two weeks of May to engage in Leadership Development Training, get some grounding in their portfolio responsibilities and begin initial formulation and ensure alignment between broader executive goals and portfolio specific objectives. VP’s maintain some part-time hours throughout the summer in order to allow for regular check-ins with the team to track progress goals and to receive updates from President on key activities during the summer month and implications for the upcoming year. VP’s return to work in Mid-late August to attend an executive planning retreat to fully flesh out goals, reflect upon LSI feedback and deliberate around how to work most effectively as a team. Option 3: VP’s work first two weeks of May to engage in Leadership Development Training, get some grounding in their portfolio responsibilities and begin initial formulation and ensure alignment between broader executive goals and portfolio specific objectives. VP’s return to work in Mid-late August to attend an executive planning retreat to fully flesh out goals, reflect upon LSI feedback and deliberate around how to work most effectively as a team.
Office of the Vice-President, Finance & Operations
October 21th, 2013
To: Council Re: NBSA Retreat
!!
!
NBSA Retreat: October 5th – 6th ! Over October 5th and October 6th the President; the Vice-President, Communications; and myself, the Vice-President, Finance & Operations attended the NBSA retreat held in Mactaquac. The retreat focused on organizational development and setting a direction for the NBSA for the current academic year. Most members of the board were in attendance and many felt that overall it was a very positive and productive meeting for the NBSA. The first day was divided into three sections: developing expectations for the board of directors, conducting a governance review, and concluded with a strategic planning session. The bulk of the day was spent on the strategic plan and went an additional three hours over schedule. During this session, the board identified goals for the NBSA to pursue in the foreseeable future. The suggested goals included expanding services to member unions, modifying internal governance, and engaging better with member associations and New Brunswick students in general. Furthermore, in the strategic planning session, the board examined the vision of the NBSA and conducted a SWOT (strengthes, weaknesses, opportunities, and threats) analysis. Through this, the board was able to identify challenges faced by the organization and the possibilities for improvement. With a vision and new goals, the board set priorities for the NBSA to pursue and metrics to evaluate the accomplishment of these goals. The second day of the retreat started with a discussion on policy. Overall there was a consensus that the current policy manual was outdated and would require significant work to reflect current issues faced by students. The conversation was dominated by tuition and ancillary fees, the SEED program, and mental health for students. The board then identified the policies requiring the highest priority and delegated the work to the recently hired PRO’s (policy research officers). Originally, the board was meant to discuss long term financial planning, however in the interest of time, this was removed from the agenda. Financial planning will be discussed at a later date and will include a discussion on student fees. Despite this item being removed from the agenda, the board did end up determining a new budgeting timeline.
The final discussion item was on the upcoming provincial election. Conversation points included iniatives to mobilize the student vote, strategy for party relations, and making post-secondary education a major talking point. Overall the board recognized possibility to
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achieve results given the recent political climate and the necessity to get post secondary issues on the radar. The board casually discussed different campaigns that could be undertaken by the NBSA to draw attention to student issues.
The retreat concluded with a board meeting with the objective of appointing a new president. After a series of questions direct towards a candidate and a lengthy discussion, ultimately the board decided against appointing a president. Some raised questions over the necessity of a president given the newly hired executive director, so there did not appear to be a great sense of urgency in filling the vacancy.
In the end, the board solved a lot of questions regarding the direction the NBSA is going to head in the upcoming year and near future. More work will need to be done regarding policy and financial planning. However the board has identified some key goals and opportunities for the organization to pursue and has positioned itself well to strengthen the resources that it provides to members associations and effectively lobby in the upcoming provincial election. Respectfully submitted, Joshua Outerbridge Vice-President, Finance & Operations
Employment Appointment: Policy 1.01
Page 1 of 2
Purpose: Where the MASU strives to be inclusive and provide opportunities for all students of Mount Allison University to be involved in union operations and aims to do so in a way that is transparent and fair, this policy will outline the process for appointing an individual to a position within the union. Policy: This policy will be divided into two sections:
Section 1: The appointment process for hired executives, the ombudsperson, and the chairperson of council; and Section 2: The appointment process for committee members, coordinator positions, and other staff members.
Section 1: Appointment of hired executives, the ombudsperson and the chairperson of council Upon completion of the hiring process, the hiring board will submit recommendations for the aforementioned positions to the President of the MASU. Upon receipt of these recommendations, the President will motion at the next meeting of council to approve each of these appointments. The President will present a report summarizing the findings of the hiring process and must include an explanation of the merits of the individual to serve in the recommended role. The report and all subsequent discussion must occur in camera. Once discussion has ceased, the appointment will be put to a vote. Appointments must receive a 2/3 majority of council to be validated. In the event that an appointment should fail, the hiring process for that position will re-open. Section 2: Appointment of committee members, coordinator positions, and other staff members. Upon completion of the hiring process, the hiring board will submit recommendations for the aforementioned positions to the President of the MASU. Upon receipt of these
recommendations, the President will present the findings to the Executive Committee at the next regular meeting. The President will present a report summarizing the findings of the hiring process and must include an explanation of the merits of the individual to serve in the recommended role. The report and all subsequent discussion must occur in camera. Once discussion has ceased, the appointment will be put to a vote. Appointments must receive a 2/3 majority of the Executive Committee to be validated. In the event that an appointment should fail, the hiring process for that position will re-open.
Employment Hiring Board: Policy 1.02
Page 1 of 4 Purpose: Where the MASU requires employees to carry out duties to ensure the continued operations of the organization, there will be a hiring board who will be responsible for organizing and conducting interviews for applicants to these positions. Policy: The hiring board will be comprised of individuals who, through their expertise or previous experience, are able to adequately evaluate the eligibility of a candidate. As each position is unique, the composition of the hiring board will also be unique for each position being contested. The hiring board will be composed of the following individuals depending on the position being contested. Vice-President, Finance & Operations
• Outgoing Vice-President, Finance & Operations • President • Chairperson • Office Administrator • Incoming President
Vice-President Communications
• Outgoing Vice-President, Communications • President • Chairperson • Office Administrator • Incoming President
Accessibility Affairs Coordinator
• Vice-President, Campus Life • Incoming Vice-President, Campus Life • Chairperson • Outgoing Accessibility Affairs Coordinator
Excluding the chairperson, each member of the hiring board will be given a vote in any decisions. The chairperson will only be allowed to vote in the event of a tie or in the event that consensus cannot be met.
Employment Equal Opportunity: Policy 1.03
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Purpose: Where the MASU strives to be inclusive to all students of Mount Allison University and to provide a fair and just workplace environment, it shall work towards eliminating all barriers for individuals wishing to become involved. Wherever possible, the MASU will ensure equal opportunity for all individuals to participate without the fear of prejudice or discrimination. Policy: Individuals will be selected for positions within the MASU on their individual merit and ability to perform the duties of office. All selection processes will be free of bias based on: race, cultural and ethnic heritage, gender, personal identity, political affiliation, religion, faith, creed, physical characteristics, disability, or sexuality. Furthermore, all opportunities available to individuals working with the MASU will be open to all agents of the organization. Guidelines: 1. Recruitment, Selection, Review, Appointment, Hiring, Development and Training
will be as free as possible from barriers arising from the aforementioned characteristics
2. Resources will be available to all agents of the organization so that each individual
is able to work in their position to the best of their ability. 3. The competencies and responsibilities of all agents of the organization will be
available to them so that they are aware of the organization’s expectations. 4. Any opportunities for development or training provided to agents of the
organization will be awarded to individuals based on the benefit to the organization.
Employment Recruitment and Hiring: Policy 1.04
Page 1 of 3 Purpose: In order to maintain the operations of the organization, the MASU will be required to hire staff to delegate responsibility to. Recruitment and hiring should be conducted in a consistent manner to ensure the process was fair and based on an individual’s ability to perform the job. Policy: The policy will be divided into two sections: Section 1: The recruitment process Section 2: The interview process Section 3: The hiring process Section 4: Expectations of the hiring board Section 1: The recruitment process Recruitment will begin with public advertisement of the positions available within the MASU for a minimum amount of time as prescribed in the relevant bylaws and operating procedures The following pieces of information will be collected before an interview will be conducted:
1) The applicant’s name full name; 2) The applicant’s address; 3) The applicant’s Mount Allison Mailbox Number; 4) The applicant’s phone number; 5) The applicant’s email address; 6) The applicant’s faculty; 7) The applicant’s year of study; 8) The position the applicant is applying for; 9) A description of why the applicant is applying for the position; 10) A description of what the applicant can offer to the position; 11) A résumé, detailing the applicant’s work history and competencies.
Upon receipt of the needed information and documents, the hiring board will review the received materials and determine who will be given interviews. Whichever applicants
receive interviews will be informed of the offer of interview along with a list of possible times for the interview to be conducted. Those candidates who do not receive interviews will be informed in a timely manner of the board’s decision not to interview them. Section 2: The interview process The hiring board will meet with each interviewee and ask them a series of questions to determine the competency of the individual. The same questions will be asked to each candidate to ensure consistent interviews. Questions will be provided from a question bank, however the hiring board may approve to ask additional questions not in the question bank or to entirely draft their own. In addition to questions, the board may request that each candidate bring additional materials to the interview or to give a presentation to the hiring board. If the candidate allows it, materials should be kept for review during deliberations. During the process, interviewers should take notes to record the answers provided by the interviewee along with any other additional comments that might add to the deliberation process. Notes will only be compared during the deliberation process after every interview has been conducted. Upon completion of the interview process, deliberations will begin. The hiring board should give more weight to the opinions of interviewers present for every interview. Any interviewer not present for every interview may have an unintentional bias, and this should be accounted for in deliberations. In the event that a consensus cannot be reached, the hiring board will vote to eliminate candidates individually until one candidate remains. In the event of a tie or a stalemate, the chairperson of the hiring board has the final decision. Section 3: The hiring process Once the hiring process has concluded and a candidate or candidates have been selected, a recommendation will be submitted to the appropriate agent of the organization. Included in this recommendation will be a brief report summarizing the hiring process as well as the merits of the selected candidate(s) in regards to their ability to fulfill the requirements of their role. Upon submission and acceptance of the recommendation, the hiring board will disband and all notes or related materials will be destroyed. The two exceptions being 1) for the materials provided by the interviewee, which will be returned promptly, and 2) the
materials and notes from the successful candidate, which will be stored for archiving purposes. In the event that the recommendation is rejected, the hiring and recruitment process will provide up to at least two alternatives. Should the alternatives be rejected or the hiring board lack confidence in the other candidates, the hiring and recruitment process will re-open. All will be welcomed to participate, even previously unsuccessful applicants. Section 4: Expectations of the hiring board All discussion and materials created by the hiring board are to remain confidential. Under no circumstances should this confidential information be shared with outside parties. Board members found to be in breach of confidentiality may be dismissed from the hiring board by the chairperson and replaced with a suitable candidate as approved by the remaining board members. In compliance with the MASU’s policy of equal opportunity, board members are required to judge candidates solely on their ability to do the job. All personal information should be discarded and only materials officially submitted to the hiring board will be used in the deliberation process. All possible conflicts of interests should be made clear to the board at the beginning of the hiring process. Anyone with a conflict of interest may continue to participate as long as the board is fully aware of any biases that a board member may have due to a conflict of interest. Board members are expected to uphold the values of the MASU while acting in an official capacity. Ultimately the chairperson is responsible for the conduct of the board and has the power to dismiss board members found to be in breach of these expectations.
Employment Resignation: Policy 1.05
Page 1 of 1 Purpose: Should an employee or representative of the MASU choose to resign from their position; the organization has expectations for how their resignation is to be tendered. Policy: Employees and representatives of the organization are expected to tender resignations in a manner that is both professional and minimizes negative ramifications of their vacancy on the organization. Anyone tendering resignation ought to provide two weeks notice as a minimum. More time is preferred; however two weeks will be considered adequate forewarning from the organization’s perspective. Procedure:
1. A formal notice of resignation will be presented to either the immediate reporting supervisor or the president of the MASU. In the case of the President’s or elected representative’s resignation, it will be tendered to the chairperson of the SAC.
2. At the next meeting of council, the individual receiving the resignation will inform council of the resignation. Should the chairperson receive the resignation, they will delegate this responsibility to another sitting member of council.
3. In the case of a hired position not requiring approval from council, the executive committee may approve opening the hiring process for the vacancy at their convenience.
4. In the case of an elected or appointed member of council, a motion will be brought forward by the president to open up the appropriate process to fill the vacancy.
Employment Temporary Dismal: Policy 1.06
Page 1 of 1 Purpose: To minimize potential damage from the actions of a representative or employee of the MASU, the organization may put constraints upon the representative or employee. Policy: In the event that either a representative or a staff’s actions are deemed to be detrimental to the MASU, the organization reserves the right to temporarily revoke their privileges and relieve them from their duties. In regards to appointed or elected members of council, this decision will be made by council itself. In regards to staff of the MASU, this decision will lie with the executive committee. This policy should also be used when any serious allegations of misconduct against an employee or representative are being investigated. Procedure for a member of council:
1) A complaint against a member of council will be submitted to the review committee through the chairperson of council. The chairperson has the right to refuse to explore the complaint.
2) The review committee will convene before the next meeting of council and render a recommendation on whether or not a representative should be temporarily dismissed from office.
3) Council will then hear the recommendation of the review committee and vote to dismiss the individual. This motion will require a 2/3 majority vote of council to pass.
4) In the event of the review committee being unable to meet, council will have an in-camera discussion on the complaint and vote on whether or not to temporarily dismiss the councilor from office.
Procedure for a staff member:
1) A complaint against a staff member will be submitted to the executive committee through the president of the MASU. The president has the right to refuse to explore the complaint.
2) At the next meeting of the executive committee the matter will be discussed. 3) The executive committee may then vote to temporarily dismiss a staff from their
position. The motion to dismiss a staff requires a 2/3 majority vote of the executive committee.
Employment Temporary Leave: Policy 1.07
Page 1 of 1 Purpose: Through the MASU’s commitment to the well being of representatives or staff, an individual may request temporary leave from their position. Policy: In the event that either a representative or a staff’s requires temporary relief from their duties, they may do so at the discretion of the appropriate governing body. In the event of an appointed or elected member of council, this decision is at discretion of council. In the event of a staff person, this decision is at the discretion of the executive committee. Temporary Leave may only be granted for a maximum of a 2 month period. Reasons for temporary leave:
1) Death of a family member or other person of significance. 2) Either physical or mental health concerns. 3) Requirement to be physically out of Sackville for an extended period of time. 4) Or any other reason as deemed appropriate.
Procedure for a member of council:
1) A formal request for leave is submitted to the chairperson of council. 2) The chairperson may either approve or reject the request. 3) If the request is approved, the chairperson will inform council of the temporary
leave of the councilor. 4) Council will then appoint an interim councilor as per the Interim Appointment
Policy. Procedure for a staff member:
1) A formal request for temporary leave will be submitted to the executive committee through the president.
2) The president may immediately dismiss the request. 3) The executive committee will deliberate on any requests for temporary leave. 4) If the executive committee approves the temporary leave, then they will appoint a
replacement as per the Interim Appointment Policy at their convenience.
Employment Interim Appointment: Policy 1.08
Page 1 of 1 Purpose: Due to a variety of circumstances, a vacancy may arise and need to be filled for a temporary period of time. Policy: For any temporary vacancy, lasting up to a maximum of 2 months, an interim representative or staff may be appointed. For any vacancy lasting longer than this time frame, a hiring, appointment, or election process should be undertaken to replace the vacancy. During this time, the individual will sit with the full rights, duties, and responsibilities of the position. Procedure for a member of council or executive:
1) First council must decided if the vacancy will be filled. This will be done with a motion to fill the vacancy. The motion will require a 2/3 majority approval of council. Should the motion fail, the position will be left vacant.
2) Following approval to fill the position, council will advertise the vacancy to the student population for a minimum of one week.
3) For a period of one week following the advertising period, applications to fill the vacancy will be submitted to the chairperson. This process will be open to all students, including those with existing positions on the SAC or as staff.
4) Applications will be presented to council by a councilor as chosen by the chairperson.
5) Council will discuss the submitted applications in-camera. 6) Council will then fill the position with a 50% + 1 majority vote of council. Run off
votes will be held if necessary. Procedure for a staff member:
1) First the executive committee must decide if the vacancy will be filled. This will be done with a motion to fill the vacancy. The motion will require a 2/3 majority approval of the executive committee. Should the motion fail, the position will be left vacant.
2) Following approval to fill the position, the Vice-President, Communications will advertise the vacancy to the student population for a minimum of one week.
3) For a period of one week following the advertising period, applications to fill the vacancy will be submitted to the Vice-President, Communications. This process will be open to all students, including those with existing positions on the SAC or as staff.
4) Applications will be presented to the executive committee by the President. 5) The executive committee will discuss the submitted applications in-camera.
6) The executive committee will then fill the position with a 50% + 1 majority vote of the committee. Run off votes will be held if necessary.
Employment Orientation: Policy 1.09
Page 1 of 1 Purpose: In order to prepare staff and representatives of the MASU to fulfill the expectations of their roles to the best of their ability, the organization will provide resources and training to incoming individuals. Policy: Each individual who has a position with the organization will be entitled to receive an orientation. In this orientation, the individual will have their duties and responsibilities outlined for them, as well as any additional expectations that the organization may have. Further training will be provided at discretion of the MASU. Reports from previous holders of the position will be supplied. The individual is expected to review these to gain a better understanding of how their position fits within the organization. If the predecessor is available, the MASU will organize a formal meeting to discuss the position and provide insight and mentorship to the incoming individual. In addition to a meeting with the predecessor, the incoming individual will meet with their direct reporting superior as outlined in their job description. In this meeting the two individuals will discuss the working relationship between the positions and develop possible goals for the year. Any other questions or concerns should be brought up at this point and the reporting superior should do their best to address these questions and concerns. During this process, resources to fulfill their duties will be provided to the individual. Office space, computer permissions, email addresses, and other resources will be allocated within the first couple of weeks of their term. In consultation with the office administrator and office manager, the allocation of these resources will fall under the discretion of the executive committee. Should the incoming individual have any other requirements, they are to inform their reporting supervisor. In the case of councilors, they may request further assistance from the chairperson of council.
Employment Exit From Position: Policy 1.10
Page 1 of 1 Purpose: As an individual’s term ends with the MASU, the organization has expectation regarding how the relationship with the individual will terminate. Included in these expectations is a set of guidelines to provide a smooth transition to the incoming individual. Policy: As part of their obligations to the MASU, individuals finishing their terms will be expected to make the transition for the incoming person as smooth as reasonably possible. All outgoing individuals are expected to provide a final report summarizing their activities for the year. In this final report, there should be an outline of the position, the projects undertaken by the individual, successes and failures of the individual in regards to their position, passwords, email addresses, finished and ongoing projects to be handed off to the incoming individual, as well as any other suggestions for a successful term. This report should offer a comprehensive summary of any additional needed information and ultimately should serve as a resource for general inquiries. As an individual’s term comes to a close, the organization will invite the successor to shadow them for the remainder of their term. The individual should be prepared to answer questions regarding the position and arrange meetings to introduce the incoming individual to people that they will be working with. If possible, outgoing individuals should make an attempt to formally sit-down with their successors for an in person meeting to discuss the position. Much like the final report, this discussion should be a comprehensive overview of the position and the organization. Once an individual’s term concludes, they are expected to remove all personal items from the workspace they have provided with as well as any electronic property being stored on computers or email addresses. Their final portion of honorarium will be withheld until they have completed all of the expectations. The MASU will not take responsibility for any personal property left beyond the individual’s term with the organization.
Conduct Office Violence, Harassment, and Sexual Harassment: Policy 1.01
Page 1 of 1 Purpose: As an organization, the MASU strives to provide a work environment that is positive, safe, and conducive to productive endeavors. Definitions: Violence is defined as any action that physically harms, or gives an individual reason to believe that they will be physically harmed. This includes exerting physical dominance, uttering threats, actions causing an individual to fear for their safety, and physical actions that cause injury or undue discomfort. Harassment is defined as any interaction between individuals that is both unwelcomed and can be reasonably be understood to upset or cause discomfort to an individual. This includes any unwelcomed physical contact, comments about an individual or their personal characteristics, putting an individual into a situation that causes undue discomfort, or any other action or series of actions that may put undue hardship onto an individual. Personal characteristics include: race, cultural and ethnic heritage, gender, personal identity, political affiliation, religion, faith, creed, physical characteristics, disability, or sexuality. Sexual harassment is defined as harassment that takes on a sexual nature and should be distinguished from other forms of harassment for the purposes of this policy. Policy: All forms of violence, harassment, and sexual harassment will be treated as serious breaches of professionalism. Any instances of violence, harassment, or sexual harassment perpetrated by a staff or representative of the organization are to be reported to the office administrator. A record of the complaint will be kept on file and depending on the severity of the transgression; the office administrator may launch an investigation into the alleged incident. If appropriate, official warnings will be issued to the individual. If the incident is deemed to be serious enough, or behavior does not improve after repeated warnings, the executive committee will be informed. The executive committee will then be tasked with taking the appropriate route to investigate the individual’s behavior and if necessary seek the dismissal of the individual from their position.
Conduct Confidentiality and Privacy: Policy 1.02
Page 1 of 1 Purpose: As a service providing organization for its members, the MASU collects and maintains confidential information that must be properly used by the staff. As an organization, the MASU also produces internal information that is essential for its continued operations. Policy: By necessity of their position with the MASU, certain staff members will have access to confidential material about both the organization and its members. Individuals who are privy to this information will be held accountable to maintaining confidentiality. Information falling under protection of the organization include: names, birthdates, and other personal attributes of members, financial documents, contracts, leases, and other legal documentation, information collected during the recruitment process, non public meeting minutes, records on staff and councilors, internal documentation, strategic plans, and unreleased reports or presentations. As the holder of this information, the MASU has legal liability over the release of the information to individuals. Where the disclosure of this information might be detrimental to the continued operations of the organization, the MASU will require confidentiality agreements with individuals who are given access to the information. These agreements will outline what information the individual has access to and the proper procedures to use and handle the information. The agreements will be held on file for the period of time the individual has access to the information.
Conduct
Conflicts of Interest: Policy 1.03 Page 1 of 1
Purpose: In ensuring the best interests of the organization are being represented, the MASU will require disclosure of all possible conflicts of interest of staff and other representatives. Definitions: A conflict of interest is defined as any personal interest or obligation to a third party organization which may unduly affect an individual’s ability to make decisions that are objectively in the best interest of the MASU. A decision making body of the organization is defined as any bodies with the authority to alter policy, governance, or operations of the MASU. This includes committees, council, and the executive. Policy: All representatives are expected to disclose conflicts of interest to the other members of a decision making body. As long as a conflict of interest is fully disclosed, the individual may participate in discussions, but must waive their right to any votes by abstaining. Individuals may opt to excuse themselves entirely if the feel that it is appropriate. Staff is also expected to disclose conflicts of interest to the executive committee. Should the executive committee feel that the conflict of interest is too great, they may dismiss a staff member from the particular duty. Procedure for a representative:
1) Preferably any disclosures of interest should be made in advance of any discussion of a decision making body.
2) This should be repeated during a representative’s first comment during any discussion.
3) If a vote is held, it should be made apparent to the chairperson that the individual is abstaining from the vote.
Procedure for a staff:
1) If a staff member feels that a conflict of interest exists, they are to bring it forward to the executive committee in a timely manner.
2) The staff member may request to be relieved of a duty if they feel they are unable to conduct it in an unbiased manner.
3) Ultimately, it is up the executive committee to decide whether or not an individual’s conflict of interest prevents them from carrying out their duty. If
consensus cannot be reached, a vote will be held. A simple majority is required to rule whether or not an individual is capable of carrying out their duty.
Conduct Working Hours: Policy 1.04
Page 1 of 1 Purpose: Where the staff of the MASU is paid to perform work on behalf of the organization, there are expectations to the amount of time that is dedicated to performing their duties. Policy: Individuals with office hours are expected to use these office hours to conduct official business on behalf of the organization. This includes being physically present in either the office or any other approved location, at the discretion of the executive committee. Meetings conducted on behalf of the organization in another location will count as time in the office. Expectations for the amount of office hours will be outlined in job descriptions. While generally at the discretion of the individual, office hours must occur during while the MASU office is open to the public. Should this not be possible, the individual will have to meet with the executive committee to discuss making alternative arrangements. Office hours are to be submitted to the office manager and will be publicly posted for members and other staff. Staff is expected to make time to meet with students if they request a meeting. These may be made either during or outside of office hours. However, there is an expectation that staff will do everything reasonably possible to make themselves available to answer questions or hear concerns from members. Should individuals be required to do work not associated with their position with the MASU, they are permitted to do so during office hours if the following conditions are met:
1) Work that was meant to be done is completed on the individual’s personal time in a timely manner; and
2) The individual is physically present in the office during their office hours to be available to staff or members who may require their assistance.
Motion I: Whereas the Mount Allison Students’ Union wishes to maintain a policy manual dealing with human resources issues; and Whereas the focus of council should be on governance issues and not internal policies of staff and property under direction of the executive; Be it resolved that the power to amend and the Human Resources Policy Manual lie exclusively with the executive committee. Motion II: Whereas the Mount Allison Students’ Union offers insurance to the convenience of students and to the extent reasonably possible; and Whereas logistical limitations allows the MASU only so much flexibility in delivery of this insurance; and Whereas a month is a reasonable amount of time to withdrawal from an insurance plan; and Whereas the decision of the previous council to allow for late withdrawals from the insurance plan was done without consideration of the aforementioned whereas clauses; Be it resolved that the MASU no longer provide an option for late withdrawal from any insurance plan beyond the blackout period for each academic year. Notes:
(1) The blackout period lasts from the first of September to the first of October in an academic year.
(2) The previous council approved to allow withdrawal from an insurance plan beyond October first in exchange for a $50 late fee.
(3) After speaking with the insurance provider, it is technically feasible; however it does complicate the administration of the health plan from the MASU’s end.
(4) This motion would supersede the motion passed by the previous council and make it invalid.
Motion III: Whereas an ad-hoc committee was formed to provide recommendations on the creation of a review committee; and Whereas the ad-hoc committee met and drafted recommendations for the committee which were distributed to council;
Be it resolved to amend Law XX – MASU Review Committee to read as distributed to council in order to reflect the recommendations of the ad-hoc committee.!
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LAW XX – MASU REVIEW COMMITTEE Membership
!" The Review Committee shall consist of: a. The Chair, who shall act as chair of the committee; b. The Deputy Chair, who shall act as recording secretary for the committee. The
Deputy Chair shall be a non-voting member of the committee; c. The Ombudsperson, who shall sit solely as a non-voting observer of the
committee; d. Four students-at-large, to be nominated by the Chair and elected by Council at the
first regular meeting of Council in May. #" If a member of the Review Committee conducts her or himself in a manner so as to not
fulfill their duties as a member of the Review Committee, or misses two consecutive, or three overall meetings without adequate justification, said member may be removed and replaced according to the following procedure:
a. the Chair will present a motion to remove said member to Council at the earliest convenience. Council may remove the member from the Review Board through a two-thirds (2/3) majority vote.
b. at the same meeting at which the member is removed, Council must make all reasonable efforts to replace her or him through the recommendation of the Chair.
Rights and Responsibilities
$" The Review Committee and its members shall: a. act impartially, in good faith, and in the best interests of the MASU; b. review all relevant reports concerning the performance and undertakings of
Executives and Councillors of the MASU with regard to their responsibilities and mandates;
c. any member of the MASU may submit a request for a performance review for the Committee’s consideration. The committee must consider each performance review individually;
d. each Councillor and Executive will be subject to a review at least once a semester; and
e. the Review Committee may present to Council any performance reviews which may aid the operation of Council.
%" The Review Committee Recording Secretary shall, alongside the aforementioned responsibilities:
a. document all questions and comments that are within the purview of the committee while a motion is pending;
b. shall keep accurate records of attendance of all committee members; and c. in the event of the absence of the recording secretary, the duty shall fall upon a
student-at-large member of the committee. Meetings
&" Regular meetings of the Review Committee shall be held as needed to fulfill its commitments to Council and will be called by the chair in coordination with the members of the committee.
'" Quorum for meetings of the Review Committee is four voting members, one of which must be the Chair.
a. In the event of a tied vote, the motion shall fail.
Orders
user� 13-10-19 10:57 AMDeleted: <#>enforce and interpret the Constitution, the By-laws, and the motions of the SAC and the MASU, as well as act as a resource for the Chair in performing their duties;
user� 13-10-19 10:54 AMDeleted:
user� 13-10-19 10:56 AMDeleted: twice monthly
user� 13-10-19 10:57 AMDeleted: ,
user� 13-10-19 10:58 AMDeleted: <#>Special meetings of the Review Committee shall be held at the request of the Chair and must relate to the upholding of the Constitution, By-laws, or motions of Council or the membership.
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(" The Review Committee may, at any time, administer an Order to any Executive or Councillor of the Union to attend a meeting of the Committee. The individual receiving the Order must:
a. attend a meeting of the committee within two (2) weeks of receiving an Order; and
b. make available to the Committee any reports or documents as requested by the Committee related to the Order.
OPERATING PROCEDURE XVI - Social Media Policy Purpose This Policy applies to all MASU employees, including Executives, part-time and full-time employees and other salaried student positions. The policy also applies to MASU volunteers, including all commissioners, coordinators, and committee members. This policy also applies to all other elected members of Council, those being voting members as defined by the by-laws, student Senators, and student Board of Regents representatives. This Policy specifically contemplates the use of blogs, Twitter, and Facebook, as these are presently the most popular tools of social media. However, the general principles established also extend to other avenues of social media. Principles Transparency: When posting comments or material related to your employment, volunteer or elected responsibilities with the MASU, you must identify your relationship to the MASU. It is unacceptable to assume an anonymous identity when initiating or responding to a topic related to the MASU. Accuracy: When publishing information related to the MASU ensure that you provide accurate information and clearly identify the source of that information. Also, keep commentary focused on your area of responsibility or expertise. Non-Discrimination: Do not transmit messages with derogatory remarks about a person’s race, colour, sex, age, disability, religion, national origin, physical attributes and/or sexual preference. Professionalism: While using social media as a MASU employee, volunteer or elected official, ensure your profile and content is consistent with how you would represent yourself with colleagues and clients. Confidentiality: No messages disclosing sensitive, confidential, restricted, non-public, or proprietary information involving trade secrets can be transmitted over social media. SEPARATION OF PERSONAL/WORK ACCOUNTS !If employees or volunteers use social media accounts in their capacity at the MASU, then it is expected that a dedicated account be created that is separate from an employee, volunteer or elected official’s personal accounts. All official
MASU social media accounts will be authorized and created at the discretion of the MASU Executive Committee. Council Conduct Staff members, volunteers and elected officials should not use their personal social media accounts to comment upon MASU related topics while in council. Responsibility for commentary upon MASU related topics shall be the responsibility of those with authorization to utilize official MASU social media avenues. !OWNERSHIP MASU social media accounts are property of the MASU. Employees, volunteers and elected officials have no ownership rights over content posted to social media accounts, account followers, or any other materials. The MASU may transfer accounts to other individuals, or may delete accounts upon the departure of an employee, volunteer or elected official as per established procedures.
