Policies

Policy:     # 01


Topic:         Corporate Name


Statement:    

The intent of this policy is to inform members of the Student Association of a
change in the corporation’s name.

Procedures:

It was decided that changing the title “Student Administrative Council” to Student Association” would show that we are not trying to administrate the student body but that we are an association in which students have power and make decisions.

The change in the corporate name was decided on March 12, 1997 at a general meeting.





ENABLING INFORMATION:
Effective Date: April 1, 2006                                                       New ( ) Amendment ( )
Reference: 05/06 Executive
Effective Date of Previous Procedure: March 12, 2004
Date of Circulation: March 28, 2006                                            Replaces Serial #: N/A
Forms Required: Yes ( ) No (x)                                                   Number Attached:None







Policy:        # 02


Topic:          Professionalism


Statement:    All Student Association Members need to conduct themselves in a responsible, sociable, mature and professional manner; both at official activities and on an ongoing basis so as to provide an appropriate model for fellow students.
       
Procedures:

It is understood that if a member of the Student Association is carrying out his/her duties in an irresponsible or non-professional manner, then that person will be accountable to the President of the Student Association and the Board of Directors.

If it is the President whose conduct is in question, then he/she is responsible to the Board of Directors as a while as well as the students the Board represents.

It is understood that each Executive member will carry out his/her duties as assigned in their respective job descriptions.

It is understood that all Board of Directors and members will conduct themselves in an honest manner and be responsible for proper accounting of any funds issued to cover events involving the Student Association directly or indirectly.

Each Board of Director will conduct his/herself in a business-like manner when carrying out responsibilities of office duties.  This would include honouring appointments, being punctual, honest, integral, tactful and treating students with respect and confidentiality.

All Board of Directors of the Student Association need to be familiar with and have a working knowledge of the Constitution and policies, the Auk’s Lodge Manual, the Human Resources Manual, the Health and Safety Manual and the job responsibilities and restrictions.

All Board of Directors will conduct themselves in a capable and effective manner.  All Board of Directors need to demonstrate an appropriate attitude when working with fellow members and students and must not be impaired by any substance.

Each Executive member is required to fulfill all of his/her responsibilities in respect to each organized function.






ENABLING INFORMATION:
Effective Date: April 1, 2006                                                        New ( ) Amendment (x)
Reference: 05/06 Executive
Effective Date of Previous Procedure: March 12, 2004
Date of Circulation: March 28, 2006                                             Replaces Serial #:N/A
Forms Required: Yes ( ) No (x)                                                    Number Attached: None

 

 

Statement:        All Student Association Board of Directors are required to establish scheduled office hours and be available during these hours.  All Board of Directors must adhere to the following procedures.

 

Procedures:

 

1)             All Board of Directors will schedule their required office hours, as per their job description, according to their timetable, in which they will be in their office. Office hours will be posted on their door or mailbox for reference.

 

2)             These hours will be recorded with the Chair and disseminated to the student body.

 

3)             Board of Directors, upon committing to these hours, shall be in attendance or make their whereabouts known at these times.

 

4)             All Board of Directors shall realize the importance of checking with the Business Manager weekly.

 

5)             Board of Directors office hours will be for Student Association related business only.

ENABLING INFORMATION:

Effective Date: April 1, 2006                                                                    New ( ) Amendment (x)

Reference: 05/06 Executive

Effective Date of Previous Procedure: March 12, 2004

Date of Circulation: March 28, 2006                                                           Replaces Serial #: N/A

 

Topic:              Conflict Resolution

 

Statement:        If any Board of Director has a problem that interferes with their role in the organization, this policy outlines a conflict resolution process for them to remedy the problem.

 

Procedure:

 

1)     The complainant will initially try to address and resolve the problem they have with the other individual(s) involved.

 

2)     If this does not bring resolution, the complainant shall contact the President.  The President will meet with the Executive to attempt to resolve the situation.

 

3)     If it is the President whose conduct is in question, then he/she is responsible to the Board of Directors as a whole as well as the students the Board represents.

 

4)     Finally, if this does not bring resolution the issue may be brought forward by the complainant, in writing, to the Board of Directors (BOD).  The description to the BOD shall include previous steps taken, the issue and any other pertinent information.  The BOD will review the complaint and reach a decision within 14 days of receipt of written notice.

ENABLING INFORMATION:

Effective Date: April 1, 2006                                                                    New ( ) Amendment (x)

Reference: 05/06 Executive

Effective Date of Previous Procedure: March 12, 2004

Date of Circulation: March 28, 2006                                                           Replaces Serial #: N/A

 

 

Statement:        Each Student Association office member shall be allotted a key(s) for their term in which they are working for:

 

Procedures:

 

1)             Key distribution be should be conducted as follows:

·         Bar Manager/Supervisor and Business Manager – One master key

·         President – Access to all keys

·         Vice Presidents and Board Members – Individual office key, main office key,

Auk’s Lodge key, gate key.

·         Office Administrator – Main office key, Auk’s Lodge key, gate key

·         Recreation Assistant – Main office key

·         Morning Food Service – Auk’s Lodge key and cooler key

 

2)             The office keys are for the use of the above mentioned only and are not to be given to anyone (e.g. Friends, other members of the executive or spouse) anyone found to have lent a key to anyone for any reason other than the above, ill have their key privileges withdrawn.

 

3)             If any of the above mentioned key holders loses their key, they must report it immediately to the General Manager.  If keys are lost a second time, the key holder must pay for lock changes. 

 

4)             All persons must sign a key authorization form in order to receive keys for their term.  At the end of the above mentioned key holder’s contract or term, the keys to the home office must be returned immediately.

 

If the Board of Directors are not expected to return for the summer, keys will by temporarily surrendered to the General manager and re-issued upon return in the fall semester.

ENABLING INFORMATION:

Effective Date: April 1, 2006                                                                    New ( ) Amendment (x)

Reference: 05/06 Executive

Effective Date of Previous Procedure: March 12, 2004

Date of Circulation: March 28, 2006                                                           Replaces Serial #: N/A

 

 

Statement:        There are to be no personal long distance telephone calls with exception of an emergency.  If long distance calls are made, the following procedures will apply.

 

Procedures:

 

1)     In the case of using the Student Association phone for long distance calls for personal reasons, all individuals will be required to submit costs incurred within 5 days of the General Manager receiving the bill.

 

2)     Failure to pay within 5 days will result in the incident being brought to the Board of Directors and dealt with accordingly

ENABLING INFORMATION:

Effective Date: April 1, 2006                                                                    New ( ) Amendment (x)

Reference: 05/06 Executive

Effective Date of Previous Procedure: March 12, 2005

Date of Circulation: March 28, 2006                                                           Replaces Serial #: N/A

 

 

Statement:        All travel associated with Student Association business that is beyond Board of Director Meetings shall be approved by the President or Business Manager. In the case that the costs of the travel associated with the Student Association exceeds the amount budgeted in the travel account, Board of Director’s approval is required.

 

Procedures:

 

1)     Requests for advancement of travel funds must be submitted as soon as possible at least 5 working days prior to the departure.  All requests for travel subsidies must contain a complete list of expenses, a travel advance request form, and a cheque request form.

 

2)     It is the responsibility of the individual to safeguard any travel advance until they have accounted for its use.

 

3)     All travel advances will be based on the cost ceilings outlined in this policy

 

4)     All travel shall be by economy fare. Rental of cars is approved where this is the most efficient and/or the most economical mode of transportation.  Rental cars must be the most economical type available.

 

5)     Kilometrage will be paid according to existing allowance rates.  Point to point kilometrage shall be clearly stated. Local kilometrage trips shall be lists separately.  Distance kilometrage shall not exceed equivalent airfare.  Expenses in excess of equivalent airfare will not be reimbursed (i.e. accommodations, meals and kilometrage enroute).

Kilometrage:

40 cents per kilometer (within reason distance)

 

6)     An individual shall be reimbursed for all expenses while using commercial accommodations.  The Student Association will generally authorize an accommodation which is conveniently located and comfortably equipped.

 

7)     While traveling on Student Association Business, an individual shall receive a stated allowance for meals.  No additional allowances will be paid for meals, laundry, other personal service, or personal telephone calls. There are no allowances for meals which are included in the cost of plane fares or conference registration fees etc.

Meal expenses:

Breakfast    $7.00

Lunch         $10.00

Dinner         $18.00

      (or receipts, whichever is less)

8)     Legible expense reports shall be submitted within 5 working days of the individual’s return from travel.  If more than one person is on the trip, each person must file a separate report. Each expense report must be signed by the Director of Finance and Fundraising and President.

 

9)     Each report must have attached all appropriate receipts.  Credit card receipts must be accompanied by a restaurant, hotel or business receipt for claim purposes.

 

An individual will be reimbursed for all approved expenditures above any advance. If the individual does not use the full amount of the advance, the balance owing to the Student Association will be submitted with the expense report.

ENABLING INFORMATION:

Effective Date: April 1, 2006                                                                    New ( ) Amendment (x)

Reference: 05/06 Executive

Effective Date of Previous Procedure: March 12, 2004

Date of Circulation: March 28, 2006                                                           Replaces Serial #: N/A

 

 

Statement:        Property owned by the Student Association is listed on attached inventory sheet to accompany the year end budget report.

 

Procedures:    

 

1)             Inventory of all Student Association property shall be carried out annually at the end of every fiscal year by the Business Manager, Bar Supervisor/Manager and other Board members where necessary.

 

2)             Inventory report shall be dated and signed by the Business Manager and submitted to the Board of Directors to be kept on record.

 

3)             Any discrepancies shall be noted by the Business Manager and reported to the Student Association President.

 

4)             An inventory list must be submitted to the Accountant at year end by the Business Manager.

ENABLING INFORMATION:

Effective Date: April 1, 2006                                                                    New ( ) Amendment (x)

Reference: 05/06 Executive

Effective Date of Previous Procedure: March 12, 2004

Date of Circulation: March 28, 2006                                                           Replaces Serial #: N/A

 

 

Statement:        This policy has been developed to ensure the proper dissemination of information to all media (internal and external) and to assure that all opinions expressed are those of the Student Association Board of Directors.

 

Procedures:

 

1)             All inquires coming from the media are to be directed to the President.

 

2)             The President is the official spokesperson for the Student Association.  In the event that the President is unavailable, the Vice President of Athletics will act as the spokesperson for the Student Association.  Only the opinions of the Student Association Board of Directors should be presented.

 

3)             The advisors, Directors or members of the Student Association shall not speak on behalf of the Students Association to the media unless authorized by the President.

 

ENABLING INFORMATION:

Effective Date: April 1, 2006                                                                    New ( ) Amendment (x)

Reference: 05/06 Executive

Effective Date of Previous Procedure: March 12, 2004

Date of Circulation: March 28, 2006                                                           Replaces Serial #: N/A

 

 

Statement:        Any member or staff of the Student Association that attends any conference on behalf of the Student Association is required to conduct oneself appropriately at the conference and to prepare a written report after the conference.  Reports will be used in assessing the value of the conference and the necessity of continued attendance.  They will also provide valuable information for future Student Association Members.

 

Procedures:

 

1)     It is expected that individuals attending conferences will behave in a professional manner as outlined in Policy # 02.

 

2)     All reports must contain the following sections

a)         Conference title, date and place attended.

b)         Purpose of the conference

c)         Lectures/sessions/presentation attended.

d)         Contacts established

e)         Positive benefits of the conference

f)          Negative points of the conference

g)         Overall benefit with specific reference to the Student Association business

h)         Any recommendations

 

3)     The reports must be submitted to the Board of Directors no later than three weeks after attending the conference.

 

4)     The reports should be concise and informative.  Discretion as well a professional judgment should be used when writing and submitting these reports.

ENABLING INFORMATION:

Effective Date: April 1, 2006                                                                    New ( ) Amendment (x)

Reference: 05/06 Executive

Effective Date of Previous Procedure: March 12, 2004

Date of Circulation: March 28, 2006                                                           Replaces Serial #: N/A

 

 

Statement:        The Student Association prepares an operating budget each outgoing fiscal year.  The operating budget for the Student Association shall be approved by the Board of Directors before the end of the fiscal year.

 

Procedures:

 

1)     The new fiscal year Budget will be created by the Business Manager, working in conjunction with the Director of Finance.

 

2)     The Budget intended for discussion will be submitted to the Board of Directors no later than three weeks before fiscal year end.

 

3)     On-going budget reports and review will take place at the second board meeting of each month.

 

4)     Mid-year Budget changes will be addressed no later than the second week of the winter academic semester.  All discussions that result in proposed changes to the budget must then be brought to the subsequent meeting for approval by the Board of Directors.

ENABLING INFORMATION:

Effective Date: April 1, 2006                                                                    New ( ) Amendment (x)

Reference: 05/06 Executive

Effective Date of Previous Procedure: March 12, 2004

Date of Circulation: March 28, 2006                                                          Replaces Serial #: N/A

 

 

Statement:        The SAND-L policy has been created to outline how the Board may discuss and vote on motions in the event that a decision needs to be made prior to a regularly scheduled Board of Director weekly meeting.

 

Procedures:

 

1)     In the event a decision must be made prior to a regularly scheduled meeting, the Student Association Board of Directors may approve a decision using SAND-L.

 

2)     For a decision to be approved, a motion must be made and must be seconded with a majority vote among all Board of Directors is required.

 

3)     Following a vote on a motion using SAND-L, the results of the decision must be recorded in the minutes of the subsequent weekly Board of Directors meeting.  Text for such recording should be placed in old business and should include the request/motion and the results of the vote.