Health Sciences Undergraduate Student Union (HSUSU)

Constitution
Updated: March 5, 2013

Table of Contents
Article I: Name...................................................................................................................................................... 1 Article II: Mission ..............................................................................................................................1 Article III: Membership ................................................................................................................................... 1 Article IV: Executive .........................................................................................................................2 Article V: Meetings............................................................................................................................7 Article VI: Decision-making and Voting Procedures ...............................................................8 Article VII: Elections.........................................................................................................................8 Article VIII: Recall of Executives ...................................................................................................6 Article IX: Amendments to the Constitution .......................................................................... 10 Article X: Dissolution .................................................................................................................... 10

Article I: Name A. The name of the organization shall be the Health Sciences Undergraduate Student Union (HSUSU). HSUSU is constituted as a student union as defined by the administrative policies of the Simon Fraser Student Society (SFSS). B. The name of the organization under which a bank account is registered shall be the Simon Fraser Student Society - Health Sciences Undergraduate Student Union. Article II: Mission A. To promote and represent the interests of undergraduate students in the Faculty of Health Sciences (FHS) and to provide opportunities for personal and professional development. B. To fulfill this mission, we shall endeavour to: 1. Advocate for undergraduate student issues at the faculty and university level. 2. Maintain communication with and provide information regarding the activities of the Simon Fraser Student Society, other student unions and clubs, the Faculty and other University organizations. 3. Offer resources and organize activities of educational, social, recreational and career/professional value for the membership. 4. To undertake projects which reflect objective(s) and/or interests of members. C. The aims and objectives of the Health Sciences Undergraduate Student Union shall be consistent with those of the Simon Fraser Student Society (SFSS) constitution and policies. Article III: Membership A. Automatic membership in the Student Union shall be extended to all undergraduate students in the Faculty of Health Sciences who qualify as: 1. Majors 2. Minors 3. Honours B. All students enrolled in Health Sciences courses in the current semester. C. No individual membership fees or levies pertaining to membership shall be assessed or collected at any time, including those charged by organizations external to the Simon Fraser Student Society to which the HSUSU may be associated. Article IV: Executive

A. The Executive shall carry out their duties to the best of their ability in accordance with the mission of HSUSU. B. The Executive shall be composed of the following positions: 1. 2. 3. 4. 5. 6. 7. 8. 9. Chair Treasurer Secretary Event Planner Undergraduate Studies Committee Representative - Science Undergraduate Studies Committee Representative - Arts SFSS Forum Representative External Relations Representative Lower Division Representative

C. The duties of all members of the Executive shall be: 1. To convene at all general meetings, having ensured that an agenda has been prepared and that adequate notice has been given. 2. To ensure that the directives of this constitution and decisions made by general meetings are honoured. 3. To ensure the organization of the student union and that the mandate is respected. 4. To produce accurate and timely documentation of their activities during their term as requested by the membership. 5. To represent the HSUSU membership in a positive and professional manner. D. The powers and duties of the Chair shall be: 1. To carry out the business of HSUSU as directed by decisions of the membership, and in accordance with this constitution, by delegation of duties to other members of the Union as necessary in order to ensure functioning of the Union. 2. To chair all meetings and facilitate the decision-making process 3. To represent HSUSU in the Faculty in general, or to any Faculty Committee where a representative has not been elected, or cannot attend. 4. To monitor projects funded by the Union and coordinate the activities of HSUSU. 5. To maintain communication with the Faculty and its representatives of HSUSU events and concerns. 6. To act as a signing authority for the Union, including the Unions bank account. 7. To represent the union at faculty and university functions. 8. In the case that an immediate and urgent decision needs to be made, the chairperson shall have the authority to make that decision (all decisions shall

be made in the best interest of the union and all other executives must be informed). 9. Write a continuity report at the end of their term. E. The powers and duties of the Treasurer shall be: 1. To maintain all financial records of HSUSU, including an accounting of all funds received and expended from the Unions core and trust accounts through the Society. 2. To prepare budgets and financial proposals for special projects and events. 3. To make reports to the membership as requested of all funds received and expended in the name of the Union, as requested. 4. To act as a liaison between HSUSU and funding sources. 5. To ensure that the reimbursement of funds is carried out. 6. To act as a signing authority for the Union, including the Unions bank account. 7. Write a continuity report at the end of their term. F. The powers and duties of the Secretary shall be: 1. To ensure that proper notice of general and special meetings is given, as specified by this constitution. 2. To maintain a record of meeting minutes and written records of all decisions made, which are to be made available to the membership. 3. To email minutes to the SFSS Student Union Organiser (organiser@sfss.ca) after every meeting and upload minutes to the SFSS website. 4. To maintain the HSUSU website, social media accounts and membership email list, to be updated every semester. 5. To maintain records of all correspondence between the Union and other organisations. 6. To compile an executive contact list for the Union and the SFSS Student Union Organiser. 7. To act as a signing authority for the Union, including the Unions bank account. H. The duties of the Event Planner shall be: 1. To plan and organize events for HSUSU and delegate such responsibilities as necessary. 2. To inform executives and the membership of upcoming events. 3. To maintain communication with event partners. 4. To maintain a list of attendees at all events. 5. To maintain an organized records of events including planning forms and post-event evaluations. 6. To write a continuity report at the end of the term, containing procedures and contacts for all events organized for reference of future event planners. 5

7. To act as a signing authority for the Union, including the Unions bank account. I. The duties of the Undergraduate Studies Committee (UGSC) Representative Science shall be: 1. To advocate for and promote the best interests of undergraduate students in the Life Sciences and Population and Quantitative Health Sciences (PQHS) Areas of Emphasis, of the Bachelor of Science program, to the Faculty Undergraduate Studies Committee. 2. To attend all meetings of the UGSC throughout their term. 3. To report to and consult with the membership on a regular basis, during general meetings, concerning the activities of and issues arising from the UGSC. 4. To inform the Chair of any meetings to which he/she is unable to attend, to ensure that the membership may be represented by an alternate member of the society. 5. Write a continuity report at the end of their term which can be written in conjunction with the UGSC Representative - Arts. J. The duties of the Undergraduate Studies Committee Representative - Arts shall be: 1. To advocate for and promote the best interests of undergraduate students in the Bachelor of Arts program to the Faculty Undergraduate Studies Committee (UGSC). 2. To attend all meetings of the UGSC throughout their term. 3. To report to and consult with the membership on a regular basis, during general meetings, concerning the activities of and issues arising from the UGSC. 4. To inform the President of any meetings to which he/she is unable to attend, to ensure that the membership may be represented by an alternate member of the society. 5. Write a continuity report at the end of their term which can be written in conjunction with the UGSC Representative - Science. K. The duties of the SFSS Forum Representative shall be: 1. Act to further the best interests of HSUSU as directed by the membership, within the Simon Fraser Student Society Forum. 2. Report on the activities of the Simon Fraser Student Society Forum at general meetings and compile a short summary of the proceedings for circulation among the membership by the Secretary. 3. Follow all Simon Fraser Student Society requirements for a Student Union Forum Representative. i. Attending all regular Forum meetings and the SFSS Annual General Meeting. 6

ii. Attending and reporting Forum business back at Departmental Student Union meetings iii. Being accountable to students in the departments through the Department Student Union or Constituency Group iv. Attending regular meetings of SFSS Committees as an elected member or as a student-at-large. 4. Write a continuity report at the end of their term. L. The duties of the External Relations Representative shall be: 1. To report on the activities of the FHS Peer Mentorship program at general meetings 2. To report on the activities of the AIDS Awareness Network at general meetings 3. To report on the activities of all groups HSUSU is affiliated with 4. To attend two meetings per term, per organization. i. In the event the External Relations Representative cannot attend another groups meeting, she/he must notify all HSUSU executives. Other HSUSU executives may attend these meetings in the place of the External Relations Representative 5. Write a continuity report at the end of their term. M. The duties of the Lower Division Representative shall be: 1. To advocate for and promote the best interests of all lower division (firstyear and second-year) undergraduate students in the Faculty of Health Sciences. 2. To assist the event planners in organizing events. N. There are no hierarchical powers associated with any executive position. O. Terms of office shall be one year (from May to April of the following year). Article V: Meetings A. There shall be at least four general meetings in any given semester, the first of which shall occur within the first three weeks of classes and the last occurring within the final two weeks of classes. B. General meetings shall be called by the Chair or any other executive should the Chair be unable or unwilling. If an executive is unable or willing to call a general meeting at the request of the membership, any member may do so providing that proper notice be given. C. Notice of general meetings shall be distributed electronically to the membership (via hsusu-list@sfu.ca) and the SFSS Student Union Organizer at least five working days in advance. 7

D. Notice of general meetings must contain the following information: a. The time and place of the meeting b. The main points of business of the meeting c. A listing of any constitutional amendments to be adopted, elections to be conducted or funding allotments to be approved. E. Quorum during the Fall and Spring semesters shall be set at six executive members of the Union. F. Quorum during the summer semester shall be set at four executive members of the Union. G. The secretary shall keep a list of attendance to be included in the minutes. Article VI: Decision-making and Voting Procedures A. Each member of HSUSU is entitled to one vote per motion at any meeting at which they are present. B. The approval of motions shall be determined by a simple majority of members present and voting, except where a larger majority is called for by this constitution. C. By default, voting shall be by show of hands. However, any member in attendance may object to a show of hands and voting will proceed by secret ballot. D. No proxy voting is permitted. Article VII: Elections A. All executive terms of office shall be one year (from May to April 30 of the following year). B. All executives should be a declared student in the Faculty of Health Sciences as a major or minor, in either Bachelor program offered. C. Elections shall take place in April. D. Nomination period shall be no less than two weeks. E. Nominations shall remain open until 96 hours before the meeting for voting. F. Nominees are required to have attended at least two meetings or events. 1. If no nominees for a certain executive position have attended either a meeting or an event, then they may run for the position 8

G. Nominees will be required to send in a statement to the current Executive and to briefly motivate for the best candidate on voting day. H. Nominees who are unable to attend the meeting where voting will take place may provide a written statement to be read on their behalf. I. Voting shall be by secret ballot, with the person receiving a majority vote being elected. J. Should a person holding a yearly position be unable to perform their duties for a period exceeding a month, they may request leave and an interim replacement may be elected by a two-thirds majority vote at a quorate meeting. K. Should an Executive be unable to attend three consecutive meetings, they may be asked leave and an interim replacement may be elected by a two-thirds majority vote at a quorate meeting L. In the event that any of the yearly positions remain or become unfilled, an election for this position shall take place at the next scheduled general meeting and notice of the election will be included with notice of the meeting. M. No proxy voting shall be allowed. N. Electronic voting is permitted using the SFU survey system. Article VIII: Recall of Representatives A. Officers of the society may be recalled by a two-thirds (2/3) majority of the members present and voting at a general meeting. B. The union member(s) proposing a recall vote must give one weeks written notice (by email or otherwise) to the officer whose position is in question. C. Reasons for the recall vote must be put to the union membership before the vote. D. The questioned officer, if present, must be given opportunity to defend his or her actions before the vote. E. If an officer is recalled, the vacant position may be filled immediately by a simple majority vote of those present and voting. F. Notice of the proposed recall must be given in the notice of the general meeting at which the proposed recall is to be considered.

G. Should an executive fail to send regrets/notify the Chair for two meetings throughout the semester, at least 24 hours before the meeting is held, they will be recalled. Article IX: Amendments to the Constitution A. Amendments to this constitution shall be allowed if passed by a two-thirds majority of members present and voting at a quorate general meeting. B. The general nature of the proposed amendment must be clearly stated in the notice of meeting preceding that general meeting. C. Such amendment shall not be effective unless ratified by the SFSS Student Union Organizer. D. An amendment history and brief summary should be appended to the Constitution as appropriate. Article X: Dissolution A. In the event that HSUSU becomes inactive, all assets of the HSUSU become the property of the Simon Fraser Student Society. B. If, during this period, a new Health Science Undergraduate Student Union is formed to represent the interests of undergraduate students in the Faculty of Health Science or if HSUSU becomes active, the trust shall be dissolved and all assets shall become the property of the new HSUSU. C. After two years, if the trust has not been dissolved, the Simon Fraser Student Society may dispose of the assets as it sees fit. D. For the purpose of this Article, the Society shall have become inactive if, for two consecutive semesters, the membership does not hold the minimum number of quorate general meetings.

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