SA Bylaws

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BYLAWS OF THE

CANADIAN UNIVERSITY COLLEGE STUDENT ASSOCIATION

Voted: February 1994 Amended: February 2002; March 2010; October 6 2010; November 11 2010; April 2011; December 2012

Table of Contents ARTICLE I - GENERAL ASSEMBLY............................................................................................... 3 Para. 17: Membership and Fees.................................................................................................................... 3 Para. 18: Meetings........................................................................................................................................ 3

ARTICLE II - SA EXECUTIVE CABINET ....................................................................................... 3 Para. 19: Composition of the SA Executive Cabinet .................................................................................... 3 Para. 20: Purpose.......................................................................................................................................... 3 Para. 21: Procedure ...................................................................................................................................... 3 Para. 22: Authority of the SA Executive Cabinet ......................................................................................... 3 Para. 23: Inauguration of the SA Executive Cabinet .................................................................................... 4 Para. 24: Staffing Authority ......................................................................................................................... 4

ARTICLE III - SA EXECUTIVE CABINET OFFICERS ................................................................... 5 Para. 25: Authority of the SA Executive Cabinet Officers ........................................................................... 5 Para. 26: Tenure of SA Executive Cabinet Officers ..................................................................................... 7 Para. 27: Conflict of Interest ........................................................................................................................ 8

ARTICLE IV - THE SENATE ............................................................................................................ 9 Para. 28: Senate Membership ....................................................................................................................... 9 Para. 29: Changed Residency/District Status................................................................................................ 9 Para. 30: Senate Responsibility .................................................................................................................. 10 Para. 31: Senate Administrative Duties ...................................................................................................... 10 Para. 32: Senators on CUC Committees ..................................................................................................... 11

ARTICLE V - ADVISORS .................................................................................................................. 11 Para. 33: CUCSA Faculty/Staff Advisors................................................................................................... 11

ARTICLE VI - ELECTIONS ............................................................................................................... 12 Para. 34: Qualifications for SA Executive Cabinet Officers ....................................................................... 12 Para. 35: Campaign Procedure ................................................................................................................... 12 Para. 36: Election Procedure ...................................................................................................................... 12 Para. 37: The Chief Returning Officer & Polling Regulations ................................................................... 13 Para. 38: New Officer Orientation .............................................................................................................. 13

ARTICLE VII - COMMUNICATIONS .............................................................................................. 14 Para. 39: The Communications Media ....................................................................................................... 14 Para. 40: Appointment of Editors ............................................................................................................... 14 Para. 41: Authority of the Publications Editors .......................................................................................... 15 Para. 42: Administrative Control ................................................................................................................ 16 Para. 43: Financial Accountability and Editor Evaluation .......................................................................... 16

ARTICLE VIII - FINANCES .............................................................................................................. 17 Para. 44: Accounts ..................................................................................................................................... 17 Para. 45: Budget ......................................................................................................................................... 19 Para. 46: Accountability and Financial Appellate Action ........................................................................... 19 Para. 47: Fee Allocation and Adjustment ................................................................................................... 20 Para. 48: Executive Stipends and Senate Evaluations ................................................................................ 21 Para. 49: Receipting and Reimbursing ....................................................................................................... 22

2 of 27 Para. 50: Fundraising ................................................................................................................................. 22

ARTICLE IX - PARKVIEW ADVENTIST ACADEMY (PAA) ........................................................ 23 Para. 51: Relationship ................................................................................................................................ 23 Para. 52: Sharing of Funds ......................................................................................................................... 23 Para. 53: Communications ......................................................................................................................... 23

ARTICLE X - SPIRITUAL LIFE ON CAMPUS ................................................................................ 24 Para. 54: Campus Ministries ...................................................................................................................... 24

ARTICLE XI - ADVENTIST INTERCOLLEGIATE ASSOCIATION.............................................. 24 Para. 55: AIA Membership ........................................................................................................................ 24 Para. 56: Annual Conference...................................................................................................................... 24 Para. 57: Conference Costs ........................................................................................................................ 26 Para. 58: Delegate Authority ...................................................................................................................... 26

ARTICLE XII - BYLAW AMENDMENTS........................................................................................ 26 Para. 59: Amendments to these Bylaws ..................................................................................................... 26

3 of 27 ARTICLE I – GENERAL ASSEMBLY Para. 17: Membership and Fees A. All undergraduate students shall automatically be members.

B. All undergraduate students will be charged the appropriate CUCSA fee, based on a percentage of the cost of one academic credit at Canadian University College. The cost of one academic credit is mandated by the University College, but the percentage applying to the CUCSA fee is stated in Article X. Para. 18: Meetings A. There shall be two types of meetings of the General Assembly: program meetings and business meetings.

B. Meetings of the General Assembly may be called by the President or by the Financial Vice President in the absence of the President or by appellate action.

C. Notices for all meetings must be posted at least three (3) days in advance. Minutes shall be kept by the Secretary for permanent record and posting.

D. The General Assembly shall operate according to the latest edition of the Robert’s Rules of Order.

ARTICLE II – SA EXECUTIVE CABINET Para. 19: Composition of the SA Executive Cabinet A. The SA Executive Cabinet shall consist of the elected and appointed officers of the CUCSA as designated in Para. 9 with the President serving as chairperson. A CUC faculty/staff shall be appointed as Advisor.

Para. 20: Purpose A. The purpose of the SA Executive Cabinet shall be to carry out all administrative and executive functions of the CUCSA in accordance with the CUCSA Constitution and Bylaws in the keeping of the best interests of the CUCSA members.

Para. 21: Procedure A. Each executive officer shall have one vote on the SA Executive Cabinet.

B. A quorum shall be the majority of elected officers.

C. A regular meeting of the SA Executive Cabinet shall be called at least (3) times a month by the chairperson.

D. A regular meeting of the SA Executive Cabinet Committee shall operate according to the latest edition of Robert’s Rules of Order.

Para. 22: Authority of the SA Executive Cabinet A. Initiate and recommend legislation to the Senate.

B. Shall have protective custody of this Constitution and Bylaws.

C. Forward all initiative actions concerning interpretation and or violation of this Constitution and Bylaws.

4 of 27 Para. 23: Inauguration of the SA Executive Cabinet A. The incoming SA Executive Cabinet officers shall be invested upon taking the oath of the CUCSA administered by the outgoing President: We the Canadian University College Student Association SA Executive Cabinet affirm that we will strive to fulfill the duties and responsibilities of our appointed positions and to abide by the Constitution and Bylaws of the Canadian University College Student Association.

Para. 24: Staffing Authority A. The Executive Cabinet shall have the authority to hire any individual, through fair and equal application processes, to a staff position in order to accomplish tasks that are extraneous to existing Executive responsibilities, as outlined in these bylaws.

1. A fair and equal process includes adequate advertisement of the position to the Student Association for at least one (1) week, final selection by the President, and approval of this selection by vote of the Executive Cabinet.

2. This authority and its requirements include volunteer positions.

B. There shall be two staff positions that the current Executive Cabinet shall be required to hire, before the end of September. Each of these positions has their own responsibilities designated.

1. Secretary General: a. Attends all SA Executive meetings. b. Keeps detailed minutes of SA Executive meetings and ensures the transfer of minutes to the SA files, Library, and CUC Student Services within one week of the meeting date. c. Is responsible for internal communications, at the request of the SA President. d. Reports directly to the SA President for all other administrative oriented tasks. e. Aids in and attends all SA functions and events. f. Is not a voting member of the SA Executive.

2. Director of Student Life: a. Attends SA Executive meetings on an as-needed basis at the request of the President. b. Is responsible for maintaining all attendances, documents, and records relating to students serving on CUC committees. c. Is responsible for the maintenance and operation of Broose the Moose, the official Student Association mascot, at the direction of the Executive Cabinet. d. Collects and present any student requests for Community Worship exemption to the Executive Cabinet for approval and conducts any related follow-up work as instructed by the Executive Cabinet.

5 of 27 e. Is responsible for any SA sponsored recreational activities. f. Reports directly to the President for other Student related tasks. g. Aids in and attends all SA functions and events. h. Is not a voting member of the SA Executive.

3. Director of Religious Affairs a. Attends all SA Executive meetings b. Serves as a liaison for the SA concerning the events and plans of the different ministries on campus. c. Attends general Campus Ministry meetings. d. Coordinates and run at least 1-2 vespers per semester. e. Communicates and promotes spiritual events or programs in a timely manner to the Student body. f. Is responsible for worships at the start of every meeting or SA event. g. Is not a voting member of the SA Executive.

ARTICLE III – SA EXECUTIVE CABINET OFFICERS Para. 25: Authority of the SA Executive Cabinet Officers A. All SA Executive Cabinet officers are responsible for those functions specified in these Bylaws as well as such additional duties as are generally considered consistent with their office or as specified by the General Assembly or SA Executive Cabinet.

B. The President shall: 1. Be the chief representative and spokesperson for the CUCSA. 2. Have full executive authority and responsibility for the operation of the CUCSA. 3. Call and preside at all meetings of the SA Executive Cabinet and General Assembly.

4. Be a member of the Campus Life Committee and the CUC Board of Trustees.

5. Upon recommendation of the SA Executive Cabinet, appoint officers to fill vacancies on the SA Executive Cabinet subject to ratification of the General Assembly.

6. Appoint CUCSA members to the CUCSA standing and ad hoc committees and University College administration committees upon recommendation and approval of the SA Executive Cabinet.

7. Call and chair a meeting of all CUC Sponsored student organizations ant least once during each of the Fall and Winter semesters.

8. Arrange and chair the Constitutional Commission and appoint someone to maintain the current Constitution and Bylaws.

9. Have access to the CUCSA account in the event that the Financial Vice President is absent.

6 of 27 10. Appoint Senators no less than one week prior to the General Assembly elections, subject to ratification by the General Assembly at election time.

C. The Incoming President shall: 1. Have a comprehensive understanding of this Constitution and Bylaws and the general operation of the CUCSA. 2. Work with the incoming Financial Vice President to develop a proposed budget for the coming year by the second Monday in the Fall Semester.

3. Call the incoming SA Executive Cabinet together to decide upon a SA Executive Cabinet Advisor and then submit a written proposal of their request along with all recommendations from respective officers to the University College President before the end of the Winter semester.

D. The Financial Vice President shall: 1. Be responsible to the SA Executive Cabinet for all funds administered by the CUCSA. 2. Present a proposed operating budget for the current year to the SA Executive Cabinet by the second Monday of the Fall semester.

3. Present the proposed CUCSA budget at the first business meeting of the General Assembly held no later than the fourth week of the Fall semester.

4. Present monthly income and cash flow statements to the SA Executive Cabinet.

5. Be the only CUCSA officer with the SA Executive Cabinet Advisor to have access to the CUCSA account (Except in Article III, Para. 24, A, 9).

6. Be responsible for fund-raising by the SA Executive Cabinet.

7. Review budgets of all organizations, executive and standing committees that are under CUCSA jurisdiction.

8. Assume the duties of the President in the absence of the President.

9. Be responsible for the transfer of books to the incoming Financial Vice President within ten (10) days after the end of the Winter semester.

E. The Incoming Financial Vice President shall: 1. Work with the incoming President to develop a proposed budget by the second Monday in the Fall semester.

F. The Academic Vice President shall: 1. Be responsible for CUC student academic concerns.

2. Be a member of the CUC Academic Committee and Faculty Council.

3. Keep an inventory of all CUCSA items and insure the safe keeping of such items.

4. Chair the Senate and attend all such meetings.

G. The Incoming Academic Vice President shall:

7 of 27 1. Ensure all appropriate Senate positions are filled before the end of the winter semester.

2. Meet with the incoming Senate before the end of the semester and ensure the Senate-appointment of a Faculty Member and Chief Senator. The Chief Senator shall be an already elected Senetor.

H. The Communications Vice President shall: 1. Be responsible facilitating communication and good will between the CUCSA, student publications and organizations, faculty and staff, and Lacombe and the surrounding areas.

2. Keep the CUCSA membership informed of all SA Executive Cabinet events and programs.

3. Call and preside as chairperson of the CUC Student Publications Board.

4. Present a budget of The Aurora and The Aurora Borealis, upon approval of the CUC Student Publications Board, to the SA Executive Cabinet for recommendations by the second Monday of the Fall semester.

I. The Social Vice President shall: 1. Be responsible for the planning and execution of social functions and programs sponsored by the SA Executive Cabinet.

2. Call and preside as chairperson of the Associated Student Activities Committee.

3. Present a budget of the Associated Student Activities Committee to the SA Executive Cabinet for recommendation by the second Monday of the Fall semester.

4. Be a member of the CUC Calendar of Events Committee.

J. The Incoming Social Vice President shall: 1. Appoint a CUCSA Secretary/Treasurer and CUCSA Public Relations Director to the Associated Student Activities Committee before the end of the Winter semester.

2. Submit a recommendation to the CUCSA President for an Advisor of the Associated Student Activities Committee before the end of the Winter semester.

3. Work with the Secretary/Treasurer to develop a proposed budget for the coming year for the Associated Student Activities Committee before the second Monday of the Fall semester.

4. Provide a list of CUCSA sponsored events to the CUC Calendar of Events Committee for the upcoming school year.

Para. 26: Tenure of SA Executive Cabinet Officers A. SA Executive Cabinet officers shall hold office for one academic year beginning ten (10) days after the end of the Winter semester. However, prior to taking office, the

8 of 27 newly elected officers will be expected to participate in a transition period commencing immediately following the spring election and continuing until they formally take office. During the transition period, the newly elected officers shall attend all CUCSA executive committee meetings and assist the current executive with the planning and executive of all CUCSA sponsored events.

B. The SA Executive Cabinet officers shall be rewarded for their services by a stipend determined in the CUCSA budget to be signed in contract at the beginning of the Fall semester. See Art. VIII for more information.

C. Through an SA Executive Cabinet action, taken upon recommendation from the Senate, the chairperson of the SA Executive Cabinet may request the resignation of any SA Executive Cabinet officer.

D. Upon recommendation for the resignation of the current SA President, the current Financial Vice President shall act as chairperson of the SA Executive Cabinet and request the President’s resignation. The current President’s resignation shall be submitted to the current Financial Vice President.

E. The officer whose resignation is requested may resign or make an appeal to the Senate, through appellate action.

F. In the event that the current President resigns, the Financial Vice President shall become interim President. The SA Executive Cabinet shall appoint a CUCSA member or a current SA Executive Cabinet officer, to the position, subject to ratification of the General Assembly.

G. In the event that a current SA Executive Cabinet officer resigns, other than the President, notification of resignations and notice of vacant positions shall be made public to CUCSA members within one (1) week and applications will be accepted for a period of one (1) week by the SA Executive Cabinet. The SA Executive Cabinet shall appoint a CUCSA member to the position, subject to ratification of the General Assembly.

H. All resignations of current or incoming SA Executive Cabinet officers shall be made in writing, duly setting forth the reason for resigning, and shall be submitted to the current President of the CUCSA. No resignation shall be considered valid until accepted by the current SA Executive Cabinet with the exception of academic related resignations.

I. In the event that an incoming elected officer resigns, the vacancy shall be filled by an appointment, by the current SA Executive Cabinet, in consultation with the incoming SA Executive Cabinet.

Para. 27: Conflict of Interest

9 of 27 A. No person shall hold two appointed or elective offices within the SA Executive Cabinet concurrently.

ARTICLE IV – THE SENATE Para. 28: Senate Membership A. Membership to the Senate automatically disqualifies membership to the SA Executive Cabinet or other SA Sponsored Committees. The one exception is the Academic VP, who chairs Senate meetings, and does not carry a vote except in case of a tie.

B. Senators are to be nominated by the outgoing SA President at the yearly election time.

C. For each district, there shall be x+1 Senate nominees, where x indicates the number of Senator positions open for that district. The districts shall be: 1. Lakeview Hall (Women) 2. Lakeview Hall (Men) 3. Maple Hall (Women) 4. Maple Hall (Men) 5. Riverton Hall (Women) 6. Riverton Hall (Men) 7. Community/Married (Female) 8. Community/Married (Male) D. In addition, each incoming Senate shall elect to request a Faculty or Staff member of the University College to serve as a Faculty Senator. This position shall not be considered an advisor position, but shall fall under the same responsibilities and requirements of other Senators.

E. Senators shall be elected from the nominees by the General Assembly at a rate of 1 Senator per 50-70 constituents in each district during normal election time. The current Academic VP will decide the exact number. Each district must have a minimum of one (1) Senator represented in the Senate, regardless of population.

F. Senators shall hold office for twelve (12) consecutive months following April convocation weekend.

G. Senators may be required to undergo an orientation program between the date that they are elected and the beginning of their tenure in office, to be designed by the current Academic VP, to be approved by the outgoing Executive cabinet.

Para. 29: Changed Residency/District Status A. Senators must maintain their district status throughout a majority of each of their terms. If their status changes, and a majority of the term has not been reached, the SA Executive shall ask for their resignation. If their status changes and a majority of the term has been reached, they may remain in office for the remainder of the term only.

10 of 27 B. In case of Senator resignation, the current Academic Vice President shall nominate a qualifying student to fill the vacancy, to be ratified by the Executive cabinet and General Assembly.

C. Following appointment of one individual, the Academic Vice President must notify all candidates of the outcome.

Para. 30: Senate Responsibility A. To act as the student body representatives for all legislative changes to the constitution, bylaws, or other governing documents pertaining to the Student Association or the Senate.

B. To approach the SA Executive regarding concerns of the General Assembly. Since the SA Executive, by leadership of the SA President, is the direct liaison with the University College, the Senate shall not take action on concerns of the General Assembly except through requests to the SA Executive, or by special permission from the SA President.

C. Draw up contracts for incoming SA Executive positions, including publication editors, and have them signed before the end of the Winter Semester.

D. To evaluate student petitions based on their importance to the student body, determining the most appropriate action to take, if necessary.

E. To make semesterly evaluations of the current Student Association Executive, including publications editors, and make recommendations to its members. The Academic VP shall not be present for these evaluations, and the Chief Senator shall chair the meeting in his/her place.

F. To elect a Chief Senator, who shall coordinate the business of the Senate, including: 1. Receiving student petitions and ensuring their validity before forwarding them to the Academic VP as an agenda item.

2. Record Senate meeting minutes and an attendance record of each Senator, or appoint a secretary to do so. This secretary shall not carry a vote on the Senate unless they are an elected Senator.

3. When approved by the SA Executive, preside over Senate meetings in the Academic Vice President’s absence.

4. Coordinate advertising tasks of the Senate.

Para. 31: Senate Administrative Duties A. The Senate shall meet as necessary, at a pre-set weekly time or by notification of the Academic Vice President, any Senator who has received and decided to sponsor a bill from a constituent, or the SA President. The Senate must meet before the 3 rd week in September of the Fall semester to decide the pre-set weekly time.

11 of 27 B. The Senate must have a minimum of one (1) meeting per month to discuss student issues on campus.

C. The agenda for each Senate meeting shall be maintained by the Academic Vice President.

D. The Academic Vice President is responsible for notifying Senators of the exact date and location of each meeting.

E. Senators are expected to attend every Senate meeting to adjournment. If a Senator has intention of being absent, they must notify the Academic Vice-President reasonably in advance. An absence must be considered excused for school-approved events planned before the knowledge of the Senate meeting in question, or if the absence is considered an emergency by a majority of the Senate.

F. The SA Executive may request the resignation of any Senator who has accumulated more than three (3) unexcused absences.

G. A Quorum shall be three-fourths of the Senate (if three-fourths is not a whole number, the value shall be rounded to the nearest whole number).

Para. 32: Senators on CUC Committees A. Senators shall be nominated to serve on CUC Committees as representatives of the CUCSA when the positions are not filled by CUCSA Members.

B. Each Senator can hold a maximum of two (2) committee positions.

ARTICLE V – ADVISORS Para. 33: CUCSA Faculty/Staff Advisors A. There shall be CUC faculty or staff Advisors appointed by the University College President, upon recommendation from the CUCSA President. These CUCSA Advisors shall serve as liaisons between the CUCSA and University College Administration.

Each advisor shall offer their CUCSA committee guidance and assistance in their specific areas of concern.

B. A CUC faculty or staff shall be appointed to each of the following CUCSA departments: 1. SA Executive Cabinet 2. Associated Student Activities Committee 3. The Aurora Chronicles Newspaper 4. The Aurora Borealis Yearbook C. The SA Executive Cabinet Advisor shall: 1. Have been employed at CUC for a minimum of one year.

2. Be in attendance at all SA Executive Cabinet and General Assembly meetings and shall not carry a vote.

3. Be present when CUCSA election ballots are being counted.

12 of 27 ARTICLE VI – ELECTIONS Para. 34: Qualifications for SA Executive Cabinet Officers A. Any student running for an SA Executive Cabinet office shall: 1. Be a current CUCSA member taking a minimum of (9) credits.

2. Have and maintain a cumulative GPA of 2.50 or above on a 0-4 point scale. At the discretion of the President and CUC Vice-President of Student Services, consideration may be given to individuals with a cumulative GPA of less than 2.50 in the case that they: a. have been a full-time student for three (3) or less complete Semesters at CUC and have demonstrated a significantly improved GPA above 2.50 in the most recently completed academic semester, or, b. have been a full-time student for more than three (3) complete Semesters at CUC and have demonstrated a significantly improved GPA above 2.50 in the most recently completed two (2) academic semesters.

3. Have a non-probationary standing.

4. Have been a CUCSA member for at least one complete Fall or Winter semester immediately prior to running for office.

B. SA Executive Cabinet candidates shall file an application with the current SA Executive Cabinet and shall be subject to approval by the Campus Life Committee and before campaigning, within a time line established by the current SA Executive Cabinet.

Para. 35: Campaign Procedure A. No current SA Executive Cabinet officer shall endorse, or in any way show favour towards any candidate running in the election.

B. Candidates shall not campaign in any form until they have received notification from the CUCSA President upon approval from the Campus Life Committee and the University College President’s Cabinet.

C. All campaign posters must conform to regular CUC policy regarding posters with respect to content and placement. In accordance with that policy, posters making offensive or derogatory statements or insinuations against an opposing candidate shall not be allowed, as being unsuited to the Christian atmosphere of the campus.

D. Each candidate must have a platform and present it to the student body at a General Assembly meeting, held prior to the election.

E. All election posters must be removed prior to election day.

Para. 36: Election Procedure A. The CUCSA election shall be held no later than the first week of March and in the case of a tie, a second election will be held one week later.

13 of 27 B. Advanced polls will be arranged by the current SA Executive Cabinet.

C. Each ballot shall contain the names of all candidates and the position sought. Candidates names shall be arranged alphabetically in order of surnames and if two (2) or more candidates have the same surnames, the names of those candidates shall be arranged alphabetically in order of their given names.

D. Ballots shall be printed after names have been approved by the Campus Life Committee and the University College President’s Cabinet. In the event of a candidate withdrawal after the ballot printing: 1. if time permits, ballots will be reprinted.

2. if time does not permit ballot reprinting, notice of changes will be posted at the polling stations.

E. Elections shall be held by secret ballot, on the basis of first past the post.

F. The ballot counters and a Chief Returning Officer shall be appointed by the SA Executive Cabinet and shall exclude candidates.

G. Results of the election shall be posted within one (1) week of the election date.

H. In the case of a position only receiving one application, subject to that applicant meeting all of the normal requirements, the name shall be printed on the ballot, and the vote shall be for ‘Yes’ or ‘No’. To be successfully elected, the candidate must achieve a minimum two-thirds ‘Yes’ vote, calculated from the number of actual voters.

Para. 37: The Chief Returning Officer & Polling Regulations A. The Chief Returning Officer shall be in charge of the Polling Station on the day of elections and is responsible for carrying out all polling regulations.

B. The polling station is open for a minimum of eight (8) hours on election day.

C. Voting is permitted to occur electronically on a platform not originally programmed by the Student Association. If it is to occur electronically, with exception of advanced polls, it must be the only method of voting.

D. Voters must show valid student identification cards and student's names appear on the registrar's list. In the case of electronic vote, voters must gain access to the voting platform using an ID and password generated by the University College only. Voters shall receive one (1) ballot.

E. Counting of the election ballots takes place in a private room.

F. One (1) pre-authorized scrutinizer from each candidate may be present at the ballot counting.

G. The SA Executive Cabinet Advisor is present when ballots are counted.

H. Ballots are counted a minimum of two (2) times.

I. Any irregular marked ballots are rendered spoiled.

Para. 38: New Officer Orientation

14 of 27 A. The outgoing President shall be responsible for organizing an orientation program to ensure the transition from year to year takes place smoothly.

B. The program shall be approved by the outgoing Executive Cabinet.

C. If any candidate does not successfully complete the orientation they may be disqualified to become an officer for that year.

D. If the outgoing President fails to organize the orientation program, fifty (50) percent of their final stipend payment shall be withheld. The Senate shall be responsible for carrying this action out.

ARTICLE VII – COMMUNICATIONS Para. 39: The Communications Media A. The official communications media of the CUCSA shall be: 1. The Aurora Chronicles, the CUC student newspaper.

2. The Aurora Borealis, the CUC undergraduate yearbook.

B. In this section of Bylaws, these shall be referred to as ‘publications’.

Para. 40: Appointment of Editors A. Editors of the publications shall be appointed within two (2) weeks following the Executive Cabinet elections.

B. They shall be appointed by a committee consisting of the incoming and outgoing Communications Vice Presidents, and the incoming and outgoing Presidents. The outgoing President shall chair the committee, and at the committee’s discretion, nominate up to three (3) additional individuals that may be students, staff, faculty, or administration, to serve on the committee.

C. Applications for the positions of editors must be available to the CUC Student Association publicly for at least one (1) week before the committee can meet for selection. The committee must use a past or current Senate-approved application form.

The application forms are to be available for pick up and drop off at the Student Services office only. The application forms must include the following fields or information: 1. Name and Contact Information of Applicant 2. One (1) sample of previous work and/or one (1) reference that may be contacted regarding the applicants previous work.

3. A statement indicating that by filing the application form, the applicant agrees to accept the position if appointed and to all terms within these Bylaws.

4. A set of this section of Bylaws, stapled as an Appendix.

5. An optional section where the applicant may include any other information they feel pertinent to their application.

15 of 27 D. Applicants may, at their wish, choose to apply with up to one (1) other individual as co-editors. The decision whether to appoint one editor or co-editors is in the hands of the appointing committee, as described above. Once the applicant(s) decide to apply as co-editors and submit their application form, they cannot withdraw their application and apply as separate individuals. No individual can submit two applications, either as single or co-editor.

E. After appointment, the chair of the appointment committee shall notify all candidates of the status of their application within one (1) week.

F. The Editor’s official time of service will be from the day they are notified of appointment to the last day of school the following school year, as specified by the University College.

Para. 41: Authority of the Publications Editors A. The Aurora Chronicles Editor shall: 1. Be responsible for the publication of The Aurora Chronicles as described in Para.

44, A, B. 2. Appoint additional staff members as are necessary for this function and ensure contracts are signed before work is completed or payment is made.

3. Working with the Communications Vice President and Financial Vice President, present to the Senate a proposed budget for approval by the third week of the Fall semester.

4. Present monthly cash flow and income statements to the Communications Vice President.

B. The Incoming Aurora Chronicles Editor shall: 1. Appoint staff members as necessary before the end of the Winter semester.

2. Submit a recommendation to the CUCSA President for an Advisor for The Aurora before the end of the Winter semester in which they were appointed.

3. Develop a proposed budget for the coming year for The Aurora before the end of the Winter semester.

4. Create a semester action plan for the Aurora Chronicles.

C. The Aurora Borealis Editor shall: 1. Be responsible for the publication of The Aurora Borealis as described in Para. 40, A, D. 2. Appoint additional staff members as are necessary for this function and ensure contracts are signed before work is completed or payment is made.

3. Working with the Communications Vice President and Financial Vice President, present to the Senate a proposed budget for approval for The Aurora Borealis by the third week of the Fall semester.

16 of 27 4. Present monthly cash flow and income statements to the Communications Vice President.

D. The Incoming Aurora Borealis Editor shall: 1. Appoint staff members as necessary before the end of the Winter semester.

2. Submit a recommendation to the CUCSA President for an Advisor for The Aurora Borealis before the end of the Winter semester in which they were appointed.

3. Develop a proposed budget for the coming year for The Aurora Borealis before the end of the Winter semester.

4. Create a semester action plan for the Aurora Borealis.

Para. 42: Administrative Control A. Each publication shall operate within the guidance of the Communications Vice President and must each follow a semester action plan. Drafts of these plans must be created by each incoming editor in association with the incoming Communications Vice President and any other individual they feel necessary by the end of the Winter Semester, filed with the Executive Cabinet.

B. Regardless of Para. 42, A, editors have ultimate control over publication content. As long as content remains within the philosophical guidelines of the University College, the Executive Cabinet may only make suggestions regarding content via the Communications Vice President. Content is defined as the exact topic of any individual news article published in these publications. It does not include non-news items such as advertising, games, announcements, or similar.

Para. 43: Financial Accountability and Editor Evaluation A. The direction of all account finances related to the Aurora Chronicles and Aurora Borealis is described in the finance section of these Bylaws, Art. X. B. The Aurora Chronicles, the CUC student newspaper, shall be published at least twelve (12) times per academic year, with a minimum of six (6) issues being published and distributed at set dates during the Fall and Winter semester. The editor’s stipend will be divided equally between the number of issues, to be disbursed to the editor upon complete publication of each issue. The editor may choose to be paid monthly or semesterly and must inform the incoming Financial Vice President and Senate of their choice.

1. The Senate is responsible for an evaluation of the Editor each semester and ensuring that the stipend allocation process takes place. This includes overseeing the correct number of stipend payments, equal to the number of issues published, are dispersed to the editor. Since the Editor may choose to be paid per completed issue, the Senate should allow for Editor evaluation on a continuing basis, rather than on a semesterly basis.

17 of 27 2. The Senate will meet no later than then 3rd week in September to ensure that the Newspaper action plan has been made, including dates of publication, and that contracts have been signed by editors. The Senate does not approve the action plan, rather they only ensure its completion for evaluation purposes.

3. The Aurora Chronicles editor is encouraged to notify the Senate of any changes in publication dates or working policies.

4. The Senate shall not attempt to interfere with the content or design of the Aurora Chronicles.

C. The Aurora Borealis, the CUC student undergraduate yearbook, shall be published annually and distributed no later than one week before the close of the Winter semester. The Editor must set a minimum of four (4) content deadlines during the academic year and notify the Communications Vice President and Senate of these deadlines. The Editor’s stipend will be divided equally between the number of deadlines, to be given to the Editor upon successful completion of each.

1. The Senate is responsible for an evaluation of the Editor and ensuring that the stipend allocation process takes place. Since the Editor is to be paid per completed deadline, the Senate should allow for Editor evaluation on a continuing basis, rather than on a semesterly basis.

2. The Senate will meet no later than the 3rd week in September to ensure that the Yearbook action plan has been made (described in Para. 40), including the deadlines for the year. The Senate does not approve the action plan, rather they only ensure its completion for evaluation purposes.

3. Changes in deadlines after the 3rd week in September require Senate approval.

4. Requests for changes in deadlines after the 3rd week in September must be presented a minimum of two (2) weeks prior to the original deadline.

5. The Senate will not attempt to interfere with the content or design of the Aurora Borealis.

ARTICLE VIII – FINANCES Para. 44: Accounts A. There are to be four (4) accounts under jurisdiction of the CUCSA: The General SA Account, The SA Reserve Account, the Aurora Chronicles Account, and the Aurora Borealis Account.

1. General SA Account a. A CUC General SA fund shall be carried over from year to year as an accumulative account. This account will be funded by a General SA Fee, to be charged semesterly to any CUC Student taking 9 or more credits.

18 of 27 b. The CUCSA Executive Cabinet shall review the General SA Fee allocation by the end of November of each year (see Fee Allocation and Adjustment).

When a decision is reached, a recommendation for fee allocation shall be forwarded to the CUC Vice President of Student Services and recommended to the University College President’s Cabinet. c. The CUC General SA fund shall only be used for expenditures approved by the CUCSA Executive. All planned expenditures must be included in the Senate approved SA budget. d. All funds shall be dispersed only on written authorization of the Financial Vice President and the SA Executive Cabinet Advisor (Except in Article III, Para. 24, A, 9).

2. CUCSA Reserve Account a. A CUCSA Reserve fund shall be carried over from year to year as an accumulative account. This account will be funded by an SA Reserve Account Fee, to be charged semesterly to any CUC student taking 9 or more credits. b. The fee will be maintained in the same manner as the General SA fee (Described in Art. X, Para. 41, A, 2). c. The CUCSA Reserve fund shall only be used to repair, replace old, or purchase new, physical assets for the CUCSA. d. All funds from the CUCSA Reserve fund shall be dispersed only on written authorization of the Financial Vice President and the Chief Senator.

3. Aurora Chronicles Account a. An Aurora Chronicles Account shall be carried over from year to year as an accumulative account. This account will be funded by an Aurora Chronicles Fee, to be charged semesterly to any CUC student taking 9 or more credits. b. The fee will be maintained in the same manner as the General SA Fee. c. The Aurora Chronicles Account shall only be used for SA Budget items related to the production or business of the Aurora Chronicles Newspaper. d. All funds from the Aurora Chronicles Account shall only be dispersed on written authorization of the Communications Vice President and Aurora Chronicles Editor.

4. Aurora Borealis Account a. An Aurora Borealis Account shall be carried over from year to year as an accumulative account. This account will be funded by an Aurora Chronicles Fee, to be charged yearly to any student who takes more than 9 credits for either of the Fall or Winter Semesters. This fee may be paid by any Faculty,

19 of 27 Staff, Alumni, or Friends of CUC who wish to order an Aurora Borealis Yearbook (see Art. IX, Para. 37, B). b. The Fee will be maintained in the same manner as the General SA Fee. c. The Aurora Borealis Account shall only be used for SA Budget items related to the production or business of the Aurora Borealis Yearbook. d. All funds from the Aurora Borealis Account shall only be dispersed on written authorization of the Communications Vice President and Aurora Borealis Editor.

Para. 45: Budget A. A tentative budget of all SA accounts for the coming year shall be prepared by the incoming President and incoming Financial Vice President upon approval by the incoming SA Executive Cabinet, before the second Monday of the Fall Semester.

B. A proposed budget of all SA accounts shall be presented to the Senate by the CUCSA Financial Vice President no later than the end of the third week of the Fall semester.

1. The budget must also be published in the Aurora Chronicles Newspaper no later than the end of the third week of the Fall semester.

2. The Senate must review the budget, with all final approvals/recommendations being made, before the end of the fourth week of the Fall Semester.

3. The Senate has the authority to approve the budget, or reject it with recommendations to the SA Executive Cabinet for revision. If the SA Executive Cabinet considers the recommendations unnecessary or unwarranted, the requested revisions will be presented to the Vice President for Student Services for mediation.

C. Expenditures of any amount from the CUCSA Reserve fund must be approved by the Senate.

D. Five (5) percent of the current CUCSA student fee allocation for the year must be in the CUCSA cash account at the end of the Winter semester. This must be provided for in the SA budget that is approved at the beginning of the fall semester. This amount is not subject to Para. 48, B. E. Any changes exceeding 5% of the current budget shall be approved by a simple majority of the Senate, and must be published in the Aurora Chronicles within one (1) week.

Para. 46: Accountability and Financial Appellate Action A. There shall be an auditor appointed by the Senate, by the second Monday of the fall Semester, who shall audit the financial books of the SA Executive Cabinet and all CUCSA directed organizations.

1. The auditor may be any one of the following:

20 of 27 a. A Faculty member of the CUC School of Business. b. A CUC student in their Senior (4th) year of a Business degree. c. Any individual considered qualified by the Senate and who is not a student, staff, or faculty member at CUC. 2. The audit report will be submitted for review to the Senate no later than the end of the 2nd week in January and one (1) week prior to Graduation for the reports of the Fall and Winter Semesters, respectively.

B. The CUC Student Association must be given fair notice of every financial approval decision or change to financial bylaws made by the Senate. Fair notice must constitute one of the following: 1. If of a change in financial bylaws, notice of the proposed change must be published in the Aurora Chronicles, with information on how to appeal the proposal, no sooner than 1 week prior to the Senate vote on the matter. The change must then be published in the soonest Aurora Chronicles issue following the Senate vote.

2. If of budgeting items or any other financial decision, the issue must be published in the Aurora Chronicles, with information on how to appeal the decision, in the soonest issue following the Senate vote.

C. Any member of the CUC Student Association may appeal financial decisions or financial bylaw changed through the following process: 1. Following notice of the change, a member of the Student Association may approach a Senator with their concern. If the member is still dissatisfied after speaking with a Senator, they may submit a petition, with a minimum of 50 signatures, to the Senate for review. Upon receiving the petition, the Senate must re-open the topic for discussion and make a final decision within two (2) weeks.

The Student Association President and Vice President for Student Services must be notified of the petition by the Senate before the Senate may proceed with reevaluation.

2. All appeals must be initiated within one (1) week of receiving notice of the change.

3. All matters involving theft other illegal acts in Student Association Finance matters will be handled by the CUC Vice President of Student Services.

Para. 47: Fee Allocation and Adjustment A. Fees shall be paid by each full time CUC student to the various accounts described in Art. X, Para. 42. Each fee amount shall be based on a percentage of the cost of one (1) Academic Credit. The cost of one (1) Academic Credit is set by the University College administration and can be found in the current Academic Calendar Finance section.

21 of 27 B. The current semesterly fee schedule is as follows: Account

Percentage (%) of one (1) Academic Credit

SA General Account

19.00

SA Reserve Account

0.75

Aurora Chronicles Account

7.00

Aurora Borealis Account

21.00

Para. 48: Executive Stipends and Senate Evaluations A. Each SA Executive Officer will be assigned a semesterly stipend amount, as specified in the SA Budget, approved by the Senate.

B. A record of budgeted and actual stipend payments will be kept in the Financial section of the SA files. Copies are also to be kept by the CUC Vice President for Student Services.

C. The Senate has the responsibility of evaluating the SA Executive and recommending stipend adjustments if necessary.

D. The Senate may not make adjustments to stipend amounts if contracts for the SA Executive have not been presented to the Executive by the Senate before the end of October for the Fall semester and before the end of February for the Winter semester.

In such a case, the Senate may only make an evaluation of each officer on a satisfactory or unsatisfactory basis. If a member is found to be unsatisfactory, the Senate may make a recommendation to the CUC Vice President of Student Services to evaluate that individual. The VP of Student Services, with the SA Executive Cabinet Advisor, will then make a decision regarding the officer’s stipend adjustment.

E. If adjustments are recommended by the Senate, they are to be forwarded to the CUC Vice President of Student Services, who, with the SA Executive Cabinet Advisor, will handle the disbursement of the stipend amounts.

F. If adjustments are made, the amount subtracted from an officer’s budgeted stipend amount will be returned to the SA General account, to be used at the SA Executive’s discretion.

G. Following any adjustments to any Officer’s stipend amount, the Senate must present a detailed report to the involved Officers on the basis for the adjustments. If the officer feels that the report is erroneous, they may appeal to the CUC Vice President for Student Services, who will then consult with the SA President, SA Executive Cabinet Advisor, Chief Senator, and the Senate Faculty member on the issue until it is resolved.

22 of 27 H. The Senate also has the responsibility of evaluating the Aurora Chronicles Editor and Aurora Borealis Editor through the same methods described in C., but on a deadline basis rather than a semester basis.

Para. 49: Receipting and Reimbursing A. When budget approved purchases are made by individuals for SA purposes, individuals making the purchases are eligible for reimbursement, pending proof of the purchase, in the form of a receipt.

B. Receipts must be original copies. Photocopies, scanned copies, or other non-original forms are not acceptable.

C. All receipts are to be given to the Financial VP, who will fill out the appropriate forms required by the CUC Finance Offices, and notify the individual of when their reimbursement is ready.

D. Receipts must be submitted within thirty (30) days of purchase. After this time period, the SA Executive may choose to disregard submitted receipts.

Para. 50: Fundraising A. There shall be a fifth account under CUCSA control referred to as the Fundraising Account. This account will not charge a regular fee to students. The purpose of the account is to collect funds for future major SA projects. Funds may not be dispersed without authorization from the CUCSA President and CUCSA Financial Vice President.

B. All funds remaining in the SA General Account at the end of each school year shall be deposited into this fund. This does not take effect on Para. 43, D. C. There is no limit on how much a SA Executive may fundraise into this account.

D. The account may not be withdrawn from for any reason until it reaches a minimum balance of $75,000.

E. Projects funded by the account will be compiled through SA Executive discussion only. It is recommended that the University College President’s Cabinet be included on all discussions regarding use of the account.

F. If and when a project is chosen by the SA Executive: 1. The proposed project will be presented to the Senate for approval by the CUCSA President. The project must contain the following elements: a. A stated purpose for use of the funds. b. The amount of funds to be used for the purpose. c. The current balance of the Fundraising account. d. A proposed timeline for usage of the funds.

2. The Senate may approve the project, or reject it on the grounds that the usage would not benefit CUC students. Modifications may be made subject to the SA

23 of 27 President’s approval. The Senate is not to interfere in SA Executive discussion on the specific usage of funds from the fundraising account.

3. After Senate approval, the SA President and SA Financial Vice President will authorize payment of the approved amount to Canadian University College as a donation with stated restrictions for usage in writing. These restrictions must include a detailed purpose and a timeline for completion of the described project and usage of funds.

4. CUC Administration may choose to accept or reject the donation. If it is rejected on the basis of the usage restrictions, Administration may request changes. All such changes must be approved by the Senate before the funds are to be used.

G. Funds in this account may be used for low risk short or long term investments. All investment strategies proposed by the SA Executive must be approved by the Senate and detailed in a separate report that will be filed in the SA Files and with the CUC Vice President for Student Services. It is recommended that these decisions be presented to the CUC Administration for feedback before final approval from the Senate.

H. Due to the amount of funds that may be in this account at any one time, in addition to Art. XIII (Amendments) of the CUCSA Bylaws, approval must be obtained from a majority of the SA Executive Cabinet before changes are made through the Senate.

ARTICLE IX – PARKVIEW ADVENTIST ACADEMY (PAA) Para. 51: Relationship A. The CUCSA and PAA and/or the PAASA, are separate organizations. While cooperation between Student Associations on certain campus social events is encouraged, the CUCSA is not required to include PAA or the PAASA in the planning or execution of any CUCSA event.

B. The official level of relationship that shall take place between the entities is to be dictated by written joint agreement between the CUCSA Executive and PAASA Executive only, and on a year to year basis only; no agreement shall automatically pass from one CUCSA Executive to the next.

Para. 52: Sharing of Funds A. The CUCSA shall not allow joint control of any financial account with PAA or the PAASA. B. For events that are coordinated under the conditions of Para. 53: B, details of cost sharing of the event(s) shall be placed into the written agreement, including cases where cost sharing is not applicable.

Para. 53: Communications

24 of 27 A. For matters regarding PAA, the CUCSA President or their designate shall communicate with the PAA Principal, or if the Principal is unavailable, the PAA VicePrincipal, only.

B. For matters regarding the PAASA, the CUCSA President or their designate shall communicate with the PAASA President or their PAA student designate only.

ARTICLE X – SPIRITUAL LIFE ON CAMPUS Para. 54: Campus Ministries A. The Campus Ministries organization, under the advisement of the Chaplain, is the organization responsible for spiritual programming on the CUC campus.

B. In order to facilitate communication between the CUCSA and Campus Ministries, a liaison person shall be appointed by the SA Executive Cabinet: 1. to meet with the Campus Ministries Committee.

2. to inform the SA Executive Cabinet of spiritual programming.

3. provide an avenue for Campus Ministries to present budget related information to the CUCSA. ARTICLE XI – ADVENTIST INTERCOLLEGIATE ASSOCIATION Para. 55: AIA Membership A. The Adventist Intercollegiate Association, hereinafter referred to as AIA, is a governing body with membership consisting of the student governments from all North American Seventh-day Adventist colleges and universities. The CUCSA is a member of AIA, and is responsible for paying annual dues as specified in the AIA Bylaws.

B. The CUC SA shall be a member of AIA until either group ceases to exist, or until a two thirds vote from the CUC Student Association decides to withdraw membership.

Such a vote may only proceed upon approval of a majority of the Senate.

C. The CUC SA is responsible for budgeting annual dues and other associated costs in the SA Budget created each September.

Para. 56: Annual Conference A. An annual conference is held each year to discuss AIA business and elect its executive officers. As part of its contribution to this Association, the CUCSA is responsible for sending pre-arranged delegates to take part in these conferences.

B. The CUC Vice-President of Student Services will take the place of the CUCSA General Advisor during this conference and will attend in their place, coordinating travel plans according to the AIA schedule and in conjunction with the outgoing CUCSA President. The VP for Student Services will also be responsible for local travel needs while attending the conference, and passing budgetary information onto the CUCSA, through the outgoing President, so proper reimbursements can be made.

25 of 27 C. There shall be four (4) CUCSA delegates, comprising of the incoming and outgoing Presidents, the incoming Social Vice-President, and the incoming Academic VicePresident.

1. The attending outgoing President shall be responsible for chairing the delegation and ensuring all scheduling information is passed on to the other delegates and the CUC Vice-President for Student Services. They shall be the official spokesperson of the delegation during the conference, including the AIA General Assembly.

They must attend the AIA President’s committee during the conference.

2. The attending incoming President shall be responsible for observing the structure and operations of AIA, contributing as much to it as possible. Upon return from the conference, they shall be responsible for informing the entire incoming CUCSA of the AIA business and any suggestions arising out of the conference.

This should be noted in SA minutes. They also must attend the AIA President’s committee during the conference.

3. The attending incoming Social Vice-President shall be responsible for initiating contact with each attending school’s SA. They are responsible for producing a short report of all social-type activities performed by each school’s SA, presenting the report to the incoming CUCSA upon return from the conference. This should also be noted in minutes. They must attend the AIA Social Vice-President’s committee during the conference.

4. The attending incoming Academic Vice-President shall be responsible for collecting information pertaining to legislative functions of each attending school’s SA. This includes, but is not limited to: legislative documents, Senate operations, elections processes, and accountability checks. A report on these items is to be presented to the incoming CUCSA and Senate upon return from the conference.

This should also be noted in minutes. They must attend the AIA Executive VicePresident’s committee during the conference.

D. Since most of the delegates above are incoming positions, the CUCSA Election must occur at least three (3) weeks in advance to the annual conference, with the internal Senate elections occurring two (2) weeks in advance of the conference.

E. In addition to the above delegates, the incoming Editors of both Aurora Chronicles and Aurora Borealis publications may also attend the conference. Although they or their departments are responsible for providing for costs for their attendance, if they attend the conference, they will be considered official delegates of the CUCSA and participate at the direction of the outgoing President. No outgoing Editor will be permitted to represent the CUCSA at the conference and no CUCSA funds shall be used out of any account to provide for their attendance.

26 of 27 F. If any of the CUCSA delegates are not able to attend the conference, ten percent of their stipend will be deducted from each semester of their term. The outgoing President will then be responsible for replacing their presence at the conference, if need be. If the outgoing President is not able to attend, 20% of their stipend will be deducted from their final semester in office and the Vice-President for Student Services will assume their responsibilities.

Para. 57: Conference Costs A. AIA conference-related costs shall be borne by the CUCSA, with some exceptions, and budgeted for in the CUC SA Budget produced in September for the following AIA conference.

B. Covered costs include: 1. AIA fees for delegates attending the conference.

2. Travel expenses for all CUCSA delegates to attend the conference.

3. Meals for delegates, including any attending publication Editor, when meals are not provided through the AIA fees.

4. Local travel costs while attending the conference, to be arranged by the CUC VicePresident of Student Services.

5. Travel insurance for delegates, if necessary, including any attending publication Editor, if necessary advised by the CUC Vice-President for Student Services.

C. Non-covered costs include: 1. Travel and accommodation expenses for the CUC Vice President of Student Services to attend the conference. This expense shall be provided for by CUC Student Services.

2. Travel expenses for any attending publication Editor. These costs shall be provided by each respective publication budget.

3. Personal spending money of attending delegates or CUC. These costs shall be provided by each individual.

Para. 58: Delegate Authority A. The CUCSA delegates attending the AIA conference, as a whole, have the authority to fully represent the CUCSA and to commit to any AIA initiative proposed at the conference. Although the CUCSA delegation must represent the interests of the CUCSA, attendance to the AIA conference does not require the delegation to commit to any proposed AIA initiative or take any action other than simply being present.

ARTICLE XII – BYLAW AMENDMENTS Para. 59: Amendments to these Bylaws

27 of 27 A. Amendments to these Bylaws may be submitted for Senate ratification by the following: SA Executive Cabinet, Senate referendum, and CUCSA membership by initiative or appellate action.

B. A proposed amendment(s) to these Bylaws shall be referred to the Campus Life Committee with recommendation to the University College President’s Cabinet and shall be sent to the members one (1) week prior to the meeting.

C. These Bylaws may be rescinded, altered, amended or added to by a simple majority of the General Assembly, on notice of not less than one (1) week, subject to a quorum.