1. DEFINITIONS
1.1.
“Association” is the Graduate Students’ Association of the University of Calgary.
1.2.
“Departmental Graduate Association” (DGA) is a graduate organization composed of Active Members in a department at the University of Calgary; DGAs must meet the requirements of the Associations’ Departmental Graduate Students’ Association Policy.
1.3.
“Executive” is the decision-making body of the DGA composed of up to six (6) officers.
1.4.
“Commissioner” is a DGA member who assists the Executive in their duties.
1.5.
“Department” is the Biological Sciences Department at the University of Calgary.
1.6.
“GRC” is the Graduate Representative Council.
1.7.
“UCalgary” is the University of Calgary.
2. PREAMBLE
2.1.
The name of the organization shall be “Biological Sciences Graduate Student Association”, hereafter referred to as BGSA.
2.2.
The BGSA is a DGA affiliated with the Association according to the Association’s Bylaws and the DGA Policy. The Association’s Bylaws and DGA Policy of the Association Shall supersede any contravening bylaw therein.
2.3.
The purpose of this DGA shall be:
2.3.1.
To improve the overall educational experience for all the graduate students of the DGA;
2.3.2.
to promote the interaction of students through social, cultural, and academic events;
2.3.3.
to facilitate academic and professional networks through workshops, symposia, and/or information sessions;
2.3.4.
to represent the interests of graduate students to the Association and the department;
2.3.5.
to consult with the department on matters of interest to graduate students; and
2.3.6.
to represent members of the department at GRC and departmental meetings.
3. MEMBERSHIP
3.1.
All persons registered as graduate students in the Faculty of Graduate Studies in the Department at the UCalgary who pay full-or part-time fees shall be members.
3.1.1.
Charging membership dues is not permitted.
3.2.
Members of the DGA shall have the following rights:
3.2.1.
To be represented on those UCalgary committees, boards, and other bodies to which members are entitled or have been granted representation, through the DGAs duly elected or appointed representatives; and
3.2.2.
to participate in the DGA through its structures, services, and guidelines.
4. OFFICERS
4.1.
The officers shall:
4.1.1.
Act as representative and advocates of the DGA and its Constitution and Bylaws;
4.1.2.
be responsible for the administration of the affairs of the DGA; and
4.1.3.
always be accountable to the membership at large.
4.2.
The BGSA Shall have the following executive offices:
4.2.1.
President
4.2.2.
Vice President (VP) Internal
4.2.3.
Vice President (VP) Finances
4.2.4.
Vice President (VP) Communications
4.2.5.
Vice President (VP) Events
4.2.6.
Vice President (VP) Student Life
4.3.
At a minimum the BGSA must be composed of the following officers:
4.3.1.
President;
4.3.2.
VP Internal;
4.3.3.
VP Finance; and
4.3.4.
VP Communications
4.3.5.
In the event that this requirement is not met no business shall be conducted and no monies shall be spent until the above positions are filled. Interim GRC representatives and Graduate representatives at departmental meetings shall be appointed by the Department.
4.4.
Eligibility
4.4.1.
Officers must be active members as defined in the Association’s Bylaws.
4.4.2.
No officer shall hold more than one position at any time.
4.4.3.
No individual shall serve as an officer for more than two terms.
4.5.
Elections
4.5.1.
The officers shall be elected by ballot by a majority of the vote
4.5.2.
The election shall be held each year during the winter term beginning no later than twenty one (21) days prior to the final day of classes.
4.5.2.1.
The current Executive shall be responsible for planning and running the election.
4.5.2.2.
Any current officer who wishes to run for a second term may not be involved in planning and running the election.
4.5.3.
Candidates must submit a written statement summarizing their campaign platform no later than twenty-one (21) days before the election.
4.5.4.
Candidates may only run for one position on the Executive.
4.5.5.
BGSA members will vote via D2L for a single candidate for the positions of President, VP Internal, VP Communications, VP Finance, VP Events, and VP Student Life. Members may vote one (1) time during the seven (7) day election period.
4.5.6.
The candidate receiving the most votes for each Executive office shall be elected to that office. In the case of a tie, a forum may be held where the candidates involved will have an opportunity to answer questions from the BGSA members. A re-vote shall be held with only the candidates involved in the tie on the ballot.
4.5.7.
In the event that only a single eligible candidate has nominated themselves at the nomination deadline, the position will be filled by acclamation as per GSA regulations.
4.5.8.
In the event that no candidate nominates themselves for a position, the position shall be reopened for nominations for an additional seven (7) day period and candidates nominated for other positions may choose to run for the open position instead.
4.5.9.
The names of the successful candidates for each position shall be made public at the earliest opportunity and a written report, prepared by the Executive, including election tallies, numbers of spoiled ballots, and any irregularities that may have taken place will be submitted to the membership.
4.5.10.
Should a vacancy in an elected Executive office arise following an election or during the usual term of office the BGSA may hold a special election according to the same procedure as the General election, with the vote occurring as soon as possible after the vacancy arises, while still providing time for candidates to campaign. In the meantime, members of the Executive and commissioners shall perform the duties of the vacant office.
4.5.11.
The term of office for the Executives elected in a special election shall commence immediately after the special election, and lasts until the next regular Executive is installed.
4.5.12.
A transition meeting between the incoming and the outgoing teams should take place within two (2) weeks of the election and no later than the start of the new officer’s term. The transition meeting will consist of verbal instruction and advice along with transfer of documents relevant to running the DGA.
4.6.
Term
4.6.1.
Officers shall serve for one year and their term of office shall begin once the new Executive is installed.
4.6.2.
The fiscal year shall be from May 1 to April 30.
5. DUTIES OF OFFICERS
5.1.
The duty of the President is to:
5.1.1.
Chair DGA Meetings;
5.1.2.
enforce due observation of the Constitution and Bylaws of the DGA and the Association;
5.1.3.
be the official representative of the DGA, responsible for the official correspondence of the DGA and the coordination with the DGA and the respective Department Head;
5.1.4.
attend GRC meetings, or delegate another member of the DGA as proxy;
5.1.5.
oversee the operation of the officers of the DGA;
5.1.6.
shall provide assistance to the VP Events in planning and running events; and
5.1.7.
sit on committees as necessary.
5.2.
The duty of the VP Internal is to:
5.2.1.
Ensure items and tasks voted on are executed;
5.2.2.
chair executive meetings in the President’s absence;
5.2.3.
take over the duties of the President in the event that the President is unable to perform them;
5.2.4.
shall provide assistance to the VP Events in planning and running events; and
5.2.5.
sit on committees as required.
5.3.
The duty of the VP Finance is to:
5.3.1.
Oversee the financial operations of the DGA, which includes keeping informed of the financial state of the DGA;
5.3.2.
create and maintain all financial records of the DGA;
5.3.3.
prepare and monitor purchases and expenditures of the approved budget from the prior meetings;
5.3.4.
form and chair meetings of the Finance Committee, if established by the DGA;
5.3.5.
compile and submit one (1) financial statement with the annual report to the Association and DGA membership;
5.3.6.
shall provide assistance to the VP Events in planning and running events; and
5.3.7.
sit on committees as necessary.
5.4.
The duty of the VP Communications is to:
5.4.1.
Take minutes during meetings of the Executive and make such minutes available to all members of the Executive;
5.4.2.
relay all correspondence within the Executive and from the Executive to members;
5.4.3.
shall provide assistance to the VP Events in planning and running events; and
5.4.4.
sit on committees as necessary.
5.5.
The duty of the VP Events is to:
5.5.1.
Oversee the planning of events hosted by the BGSA; and
5.5.2.
sit on committees as necessary.
5.6.
The duty of the VP Student Life is to:
5.6.1.
Promote events and their details to members;
5.6.2.
shall provide assistance to the VP Events in planning and running events; and
5.6.3.
sit on committees as necessary.
6. RESIGNATION AND REMOVAL OF OFFICERS
6.1.
Any officer may resign at any time by submitting a letter of resignation either in person or by electronic correspondence to the President or VP Internal. This resignation takes place effective the date specified in the letter.
6.2.
Any officer must resign from office upon the termination of his/her registration at UCalgary.
6.3.
If the President resigns or is no longer able to fulfill their duties, the VP Internal shall serve as interim President until a new President is installed via special election or acclamation.
6.4.
If a non-President officer resigns or is no longer able to fulfill their duties, the remaining officers must appoint an interim officer to fill the vacant position, if possible, until such a time as a special election can be held.
6.5.
An officer who behaves in a manner unbefitting of their position, including but not limited to missing two consecutive meetings or functions at which their attendance is required according to their duties, without communicating the intent to be or the reason for being absent, may be immediately removed from office by either:
6.5.1.
Unanimous vote in favor of removal by all other officers; or
6.5.2.
two-thirds majority vote for removal by the membership at a general meeting open to all members of the DGA.
7. MEETINGS
7.1.
Regular Meetings
7.1.1.
Regular meetings shall be held once per month during the academic year or upon request by two (2) or more officers.
7.1.2.
Quorum shall consist of two-thirds of the officers.
7.1.3.
The agenda with its amendments shall be adopted at the beginning of each meeting.
7.1.4.
The agenda of the following meeting shall be formulated and adopted at the end of the meeting.
7.2.
General Meetings
7.2.1.
A general meeting shall be held once every academic year.
7.2.2.
A general meeting must be called no fewer than ten (10) days in advance.
7.2.3.
Additional meetings may be called by the President with the approval of a majority of the officers.
7.2.4.
Quorum shall consist of one-quarter of the membership.
7.2.4.1.
In the event that quorum is not met a second meeting shall be called with a reduced quorum of one-tenth of the membership.
7.2.4.2.
If this reduced quorum is not met whomever is present at the meeting following a fifteen (15) minute delay shall be considered quorum.
7.3.
Parliamentary Authority
7.3.1.
Robert’s Rules of Orders shall govern the DGA in all cases to which they are applicable an in which they are not inconsistent with these bylaws or those of the Association.
7.4.
Casual Consensus Voting
7.4.1.
A casual consensus occurs when no members present at the meeting object to the proposed decision.
7.4.2.
If a casual consensus is not reached by the Executive regarding any decision during meetings a vote shall be held by show of hands.
8. SIGNING AUTHORITY
8.1.
A minimum of one (1) signing authorities in addition to the VP Finance must be identified.
9. GRADUATE REPRESENTATIVE COUNCIL
9.1.
The number of GRC representatives shall be determined according to Association Bylaw
9.2.
GRC representatives may be officers of the DGA or appointed from DGA membership.
10. ANNUAL REPORT
10.1.
The president shall be responsible for submitting an annual report to the Association by April 15 of each year.
10.2.
The report shall contain the following: officer contact information, membership list, outgoing and incoming officers, list of activities, financial statements, and sanctioned agreement forms for upcoming year. Refer to Association DGA policy manual for detailed information.
11. AMENDMENTS
11.1.
These Bylaws may only be amended by a majority vote of the DGA membership in attendance at a General Meeting.
11.2.
The Executive will hold an internal first reading of the amendments at any Executive meeting where all officers are present.
11.3.
A proposed amendment shall move to a vote by the DGA membership upon two-thirds vote by the Executive.
11.3.1.
All DGA members shall receive advance notice of the proposed amendment at least two (2) weeks before the annual general meeting. Members must be given the full text of all proposed amendments. Voting will occur over a two (2) day period. The amendment will only be ratified with there is at least ten (10) percent voter turnout. Amendments shall be passed with at least fifty (50) percent of the vote.
11.3.2.
In the event of the tie the President shall cast the final vote.
11.3.3.
All ratified changes shall be announced to members as soon as possible.
12. COMMISSIONERS
12.1.
The duty of the Commissioners is to:
12.1.1.
Aid in planning and executing BGSA led events;
12.1.2.
serve as representatives of the general membership;
12.1.3.
attend at least fifty (50) per cent of meetings to which they are invited; and
12.1.4.
assist the Executive in whatever function they see fit.
12.2.
No more than nine (9) commissioners shall serve at any one time.
12.3.
Commissioners shall serve a term of one (1) year but may re-apply in subsequent years.
12.4.
If possible, the composition of the commissioners shall reflect the proportion of graduate students in each research cluster.
12.5.
DGA members are permitted to apply at the beginning of the Fall, Winter, and Spring terms.
12.6.
Commissioners do not have voting power at regular meetings.
13. ADVISOR
13.1.
There may be an advisor who shall be selected each year by the officers as they see fit.
13.2.
The following individuals may serve as an Advisor:
13.2.1.
A Departmental faculty member.
13.2.2.
A Departmental staff member.
13.2.3.
A previous Officer.
13.3.
The duty of the Advisor is to:
13.3.1.
Maintain an awareness of the activities and programs sponsored by the DGA;
13.3.2.
meet on a regular basis with the President to discuss upcoming meetings, long range plans, goals, and problems;
13.3.3.
attend meetings as often as schedule allows;
13.3.4.
assist in the orientation of new officers;
13.3.5.
explain and clarify campus policy and procedures that apply to the DGA;
13.3.6.
provide direction in the area of administrative procedure, meeting facilitation, group-building, goal setting, and program planning; and
13.3.7.
inform the DGA members of those factors that constitute unacceptable behavior on the part of the DGA members and the possible consequences of said behaviors.
13.4.
The extent of these duties is at the discretion of the Executive.
