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Faculty Elections

Faculty Elections

Why should you get involved?

Faculty governments are student run organizations that aim to bring together students within their faculty and provide academic supports in a variety of ways that include:  

  • hosting student events like conferences, academic & profession skills workshops, and panel discussions
  • amplifying and representing student voices on faculty matters
  • facilitating peer mentorship programs
  • providing opportunities to engage with professionals in their fields of study
  • support for academic clubs aligned with the faculty

Faculty Election Information

Election Timeline

Nomination PeriodN/A
Position Interest Sign-up periodMarch 1 - 8
All Candidates MeetingMarch 9
Campaign PeriodMarch 14 - 17
Debate and Voting PeriodMarch 18

Positions Up For Election

The EUCSA Executive Council shall consist of the following positions:

  • Chair (1)
  • Co-Chair(s) (1)
  • Chief Financial Officer (CFO) (1)
  • Chief Public Relations Officer (CPRO) (1)
  • Chief Campaigns and Advocacy Officer (CCAO) (1)
  • Chief Communications Officer (CCO) (1)
  • Chief Returning Officer (CRO) (1)
  • Chief Events Planner (CEP) (1) 

The EUCSA General Membership shall consist of the following positions (no limitation to the number of people sitting in each position):

  • Events Coordinator (EC) 
  • First Year Representative 
  • Second Year Representative 
  • Third Year Representative
  • Fourth Year Representative
  • Committee Representatives
  • Associates/Volunteers
  • Unity Coordinator
  • Public Relations Ambassador
  • Communications Ambassador
  • Finance Ambassador

Who are the eligible voters for each position?

Any undergraduate student enrolled in the Faculty of Environmental and Urban Change, regardless of graduation status. 

Descriptions of Positions

Executive Membership Roles:

The CHAIR and/or CO-CHAIR shall:

  1. Act as signing authority on the Association's behalf.
  2. Coordinate regular meetings of the Executive Council.
  3. Chair all Executive and General Meetings or appoint a delegate.
  4. Find candidates to fill the EUCSA seats on committees in the Faculty and the University.
  5. Act as a liaison between EUCSA and other student groups, Faculty members and the EUC administration.
  6. Assist in the elections process and mentoring the members of the new Executive Council.

The CHIEF FINANCIAL OFFICER shall:

  1. Act as second signing authority on behalf of the Association’s financial matters and holds the bank account in official conjunction with the Chair/Co-Chair.
  2. Responsible for providing financial updates and overseeing fundraising initiatives.
  3. Reports following major events that may require fundraising or donations, as requested by the Executive Council of EUCSA.
  4. Complete the annual club audit through SCLD to ensure the levy is prepared for the Fall semester.
  5. Maintaining financial records of all incoming and outgoing transactions of the Association.

The CHIEF PUBLIC RELATIONS OFFICER shall:

  1. Responsible for coordinating with the Chief Communications Officer regarding the creation and distribution of posters and emails for advertisement of EUCSA events and other important notices.
  2. Assist the Chair and/or Co-Chair with liaising between EUCSA and other student groups, Faculty members and the EUC administration.
  3. Act as a liaison between EUCSA, GESSA, and Founders College as well as other student groups. 
  4. Responsible for creating and maintaining content for EUCSA's social media platforms including Facebook, Twitter, Instagram, and YUConnect.

The CHIEF OF CAMPAIGNS AND ADVOCACY OFFICER shall:

  1. Act as a liaison between EUCSA and other student governments, associations, organisations and federations both within and outside of the York community.
  2. Act in conjunction with the Chair(s) and the YFS Representative, as a liaison between  EUCSA and the YFS.
  3. Advise the Association on which campaigns to initiate and/or support, and act upon the decision of the Association to implement/support relevant campaigns in a manner that ensures student engagement.
  4. Act as a representative on behalf of the Association to construct statements on notable global events and important issues.
  5. Be responsible for initiating and maintaining EUCSA’s positive relations with faculty and staff unions within the University and the province.

The CHIEF COMMUNICATIONS OFFICER shall:

  1. Assist the Chief Public Relations Officer (CPO) in updating EUCSA’s promotional pages.
  2. Responsible for maintaining EUCSA's email accounts, forwarding emails and replying to incoming mail as necessary and in a timely manner.
  3. Notify the membership of all meetings and events; responsible for interacting with General Members through all communication platforms.
  4. Take minutes at all meetings; include being present at all meetings.
  5. Assisting in the creation of an agenda for all meetings ahead of time and administrating meetings to stay on task.

The CHIEF EVENTS PLANNER shall:

  1. Be responsible for the planning of all events hosted by the Association. 
  2. Plan social events for the EUC undergraduate students and may work in conjunction with Founders College, Graduate Environmental Studies Students Association (GESSA) and any other on-campus organization that expresses genuine interest and is in keeping with the mission and goals of the Association.
  3. Designate and enlist the help of Event Coordinators and interested members to plan events for the Association and its membership.

The CHIEF RETURNING OFFICER shall:

  1. Be responsible for overviewing all electoral processes and executive/general membership functions as it relates to voting and/or democratic decision-making processes.
  2. Responsible for delegating tasks associated with developing and implementing elections and finalizing decisions.
  3. Responsible for ensuring the EUCSA is aligned with the SCLD Student Code of Conduct at all times.
  4. Responsible for reporting to EUC, SCLD and/or York University of any wrong-doings on executive/general members’ behalves. 

The DUTIES FOR ALL MEMBERS OF THE EXECUTIVE COUNCIL:

  1. Attend the transitional meeting and/or provide a thorough and informative transition package for the new member obtaining each position.

GENERAL MEMBERSHIP DUTIES

The EVENT COORDINATOR(S) shall:

  1. Assist the Chief Event Planner in planning activities during orientation and throughout the year.
  2. Hold General Membership.

The FIRST-YEAR REPRESENTATIVE(S) shall:

  1. Advertise EUCSA activities to the first-year student body.
  2. Communicate the needs and interests of first year students to the Executive Council.
  3. Hold General Membership.

The SECOND-YEAR REPRESENTATIVE(S) shall:

  1. Advertise EUCSA activities to the second-year student body.
  2. Communicate the needs and interests of second-year students to the Executive Council.
  3. Hold General Membership.

The THIRD-YEAR REPRESENTATIVE(S) shall:

  1. Advertise EUCSA activities to the third-year student body.
  2. Communicate the needs and interests of third-year students to the Executive Council.
  3. Hold General Membership.

The FOURTH-YEAR REPRESENTATIVE(S) shall:

  1. Advertise EUCSA activities to the fourth-year student body.
  2. Communicate the needs and interests of fourth-year students to the Executive Council.
  3. Hold General Membership.

The ASSOCIATES/VOLUNTEERS shall:

  1. Be responsible for General Member duties.
  2. Support other members of the Executive Council with ongoing duties 

The COMMITTEE REPRESENTATIVES shall:

  1. Students appointed to be on committees within the Faculty or University who are not a part of the Executive Council are required to maintain communication with EUCSA regarding committee work and/or attend meetings to share information.

The UNITY COORDINATOR(S) shall:

  1. Students appointed to this crucial role will be tasked with organizing and coordinating between all clubs represented by EUCSA, and those that wish to partner/collaborate with EUCSA.
  2. Be responsible for ensuring clear lines of communications, marketing, and promotions between respective clubs/associations.
  3. Be responsible for elucidating event details to the Chief Event Planner (CEP).

The PUBLIC RELATIONS AMBASSADOR shall:

  1. Be responsible for assisting the Chief Public Relations Officer (CPRO) in all external communications.
  2. Managing relations with third-party or external groups and parties interested in partnerships and participating with EUCSA in government/club activities.
  3. Drafting e-mail and documentation to develop relations with external and/or third-party partners.

The COMMUNICATIONS AMBASSADOR shall:

  1. Be responsible for assisting the Chief Communications Officer (CCO) in internal and external communications efforts associated with York University and the EUC undergraduate student-body.
  2. Managing communications to York University and EUC clubs interested in partnerships and participating with EUCSA in government/club activities.
  3. Drafting e-mail and documentation for communications with internal or York university and EUC clubs. 

The FINANCE AMBASSADOR shall:

  1. Be responsible for assisting the Chief Financial Officer (CFO) in all financial documentation and/or reporting efforts.
  2. Managing transparency and accountability alongside the CFO to ensure that expenses are well-documented and prepared for end-of-year audits.
  3. Recording transactions, e-mails, and financial documentation via QuickBooks or other financial measurement tools necessary for documenting expenses.  

Rules for Campaigning

All candidates must agree to and abide by the following:

  1. Be respectful of all candidates and Faculty membership, and their opinions. We all come from different backgrounds and experiences, and it is important for all to feel heard, safe, and respected.
  2. No tolerance for discrimination, language that harms, or stereotypes on groups of people. This includes discrimination based on: ability, gender, race/ethnicity, sexual orientation, religion, class, etc.
  3. No tolerance for harassment.

Penalties for Violating Rules

Nomination subject to review pending the seriousness of the violation. Review will be held by the current sitting council members and a decision will be made within 48 hours. If the violation is committed by a current sitting member, then an impartial student and faculty member will take their place in the deliberations. 

Rules for receiving complaints

All complaints should be directed towards the Chief Returning Officer (CRO) email cro.eucsa@gmail.com to be dealt with in a timely manner. If the complaint is directed towards the CRO, alternatively the complaint can be directed to the Faculty Chair email: eucsa.chair@gmail.com

Rules regarding candidate promotion (including if/how council members can support candidates)

  1. Candidates are permitted to disseminate the promotional materials provided to them by the current sitting council; conduits include social media and word of mouth.
  2. Candidates are permitted to share promotional materials in group chat settings as well as through private messaging.
  3. Candidates are NOT permitted to share promotional materials, or promote for their election in any classroom setting; this includes during lectures, tutorials, seminars, etc. 
  4. Candidates are NOT permitted to create their own platforms strictly for campaigning i.e., social media accounts

What happens if there are concerns regarding how a candidate won?

Should there be any concerns regarding how a candidate was elected, those concerns should be directed to the CRO email address and will be raised with the current sitting executive council members. In the case of a valid breach of election rules, the role may be subject to a re-election period for the position of concern.

Alternatively, wherever a tie may occur, a by-election must be held to identify the winning candidate.

How to appeal?

All appeals made within reasonable grounds must be brought to the CRO email address and if required, taken to the Dean’s office. 

Election Timeline

Saturday, March 19, 2022 at 9am to Monday, March 21, 2022 at 11:59pm.

Positions Up For Election

  • VP Finance
  • Civil Representative
  • Mechanical Representative
  • Software Representative
  • Electrical Representative
  • Computer Representative
  • Space Representative
  • Geomatics Representative

Who are the eligible voters for each position?

  • VP Finance (BEng students)
  • Civil Representative (BEng specializing in Civil)
  • Mechanical Representative (BEng specializing in Mechanical)
  • Software Representative (BEng specializing in Software)
  • Electrical Representative (BEng specializing in Electrical)
  • Computer Representative (BEng specializing in Computer)
  • Space Representative (BEng specializing in Space)
  • Geomatics Representative (BEng specializing in Geomatics)

Descriptions of Positions

VP Finance

  • The Vice-President Finance shall be the Chief Financial Officer of the Society
  • The Vice-President Finance shall be a Member entering at least their third year of an engineering
  • undergraduate program in the Faculty in September of their term of office
  • In accordance with the Not-for-Profit Corporations Act of Ontario and generally accepted accounting
  • principles, the Vice-President Finance shall be responsible for the keeping of all accounting records with
  • respect to all finance and like transactions of the Society.
  • Without derogating from Section 5.3.3, the Vice-President Finance shall be responsible for the
  • maintenance of records of:
    • All the sums of money received and disbursed by the Society and the matters with respect to which receipt and disbursement took place;
    • All sales and purchases of the Society;
    • The assets and liabilities of the Society;
    • All other transactions affecting the financial position of the Society; and
    • Trademarks, copyrights, and other intellectual property.
  • The Vice-President Finance shall be responsible for the security of the financial records, property, and offices of the Society, and overseeing access thereto.
  • The Vice-President Finance is responsible for overseeing the commercial operations
  • The Vice-President Finance shall report, at all regular Meetings of the Board of Directors, the Society’s financial position, including but not limited to:
    •  A comparison of actual income and expenses pertaining to the budget; and
    • A statement of expected income and expenses.
  •  The Vice-President Finance shall, within two (2) weeks following the end of the fiscal year as defined in Bylaw 1, submit the Society’s accounts and year-end financial statements to the auditors.
  • The Vice-President Finance shall present the auditor’s report at the Annual General Meeting during their term of office.
  • The Vice-President Finance is responsible for cheque requisition and approval.
  • The Vice-President Finance, in conjunction with the Executive Committee and Finance Committee, shall prepare three budgets for Board approval:
    • Spring Budget presenting a general overview of the planned financial priorities which shall be presented at the June Board meeting;
    • Fall Budget containing detailed projections of planned revenues and expenditures which shall be presented at the September Board meeting;
    • Winter Budget derived from the Fall Budget including revisions based on actual revenues and expenditures which shall be presented at the January Board meeting

Program Representative

They will be responsible for the advocacy of academic issues of their respective student bodies. They will also have other critical duties that include:

  • Creating programs for their Declaration Week event
  • Assisting the YEC chair in developing the different challenges
  • Ensure various areas of their program are represented in the Engineering society (e.g. possible activities like space trivia, bridge building, LeetCode tournament, etc.)
  • Think of creative ideas and initiatives to support the LES Engineering community 
  • Sit on various LES standing committees, assisting with operations (Finance, Student Life, Communications, First Year, External)

Rules for Campaigning

Link to Bylaw 5 - Elections (Chapter 9: Campaigning)

Penalties for Violating Rules

Link to Bylaw 5 - Elections (Chapter 10: Penalties)

Rules for receiving complaints

Link to Bylaw 5 - Elections (Chapter 11: Appeals and Complaints)

Rules regarding candidate promotion (including if/how council members can support candidates)

Link to Bylaw 5 - Elections (Chapter 9: Campaigning)

What happens if there are concerns regarding how a candidate won?

Email speaker@lasengsoc.com with concerns.

How to appeal?

Email speaker@lasengsoc.com with concerns or appeal. Deadline is 24 hours after results come out.

Election Timeline

Blackout Period Begins and Nominations OpenMarch 7 at 12:30pm 
Nomination Period Ends/Forms Due
* If there are positions for which no student is nominated, nominations for that position only will be extended until March 19th at 21:00 EST. The CEO will advise students if this occurs.  		March 17 at 12:30pm
All-Candidates Meeting (Mandatory)March 18 at 12:30pm 
Blackout Period EndsMarch 21 at 12:30pm
Campaigning Period StartsMarch 21 at 12:30pm
All-Candidates Debate (Mandatory)March 23 at 12:30pm
Campaigning Period EndsMarch 25 at 12:30pm
Polls OpenMarch 25 at 12:30pm 
Polls CloseMarch 29 at 16:30

Positions Up For Election

Legal & Lit

  1. President
  2. Vice-President Internal
  3. Vice-President External
  4. Treasurer
  5. Secretary 
  6. Social Convener
  7. Equity Officer
  8. Second Year Representative
  9. Third Year Representative

Student Caucus

  1. Second Year Caucus Representatives (5 positions)
  2. Third Year Caucus Representatives (5 positions)

Who are the eligible voters for each position?

Legal & Lit

  1. President (all students)
  2. Vice-President Internal (all students)
  3. Vice-President External (all students)
  4. Treasurer (all students)
  5. Secretary (all students)
  6. Social Convener (all students)
  7. Equity Officer (all students)
  8. Second Year Representative (Only current first year students may vote for this position)
  9. Third Year Representative (Only current second year students may vote for this position.)

Student Caucus

  1. Second Year Caucus Representatives (Only current first year students may vote for this position)
  2. Third Year Caucus Representatives (Only current second year students may vote for this position.)

Descriptions of Positions

Legal & Lit

  1. President:
    1. calls and presides over L&L meetings;
    1. is an ex-officio voting member of all boards and commissions appointed by the Executive;
    1. acts as a representative of the L&L at all official functions of Osgoode;
    1. acts as a representative of the L&L to York University;
    1. consults and meets with the administration regularly;
    1. sits as a member of Student Caucus;
    1. sits as a member on the Alumni Board;
    1. sits as a member of Student Representative Roundtable;
    1. may sit on standing committees of Faculty Council; and,
    1. is one of four signing officers.
  • Vice-President Internal:
  • acts on behalf of the L&L President, if absent;
  • sits as a member of Student Caucus;
  • sits as a member of Faculty Council;
  • oversees activities of all other Executive members;
  • responsible for JCR Bar activities;
  • maintains the L&L website;
  • keeps Summary Database up to date; and,
  • is one of four signing officers.
  • Vice-President External:
    • acts as general liaison between the Executive and all clubs and other organizations ratified by the L&L;
    • is responsible for the ratification of all student clubs and other organizations;
    • oversees operations of all clubs and other organizations ratified by the L&L and maintains records of club membership and constitutions;
    • collects funding requests from all clubs and other organizations ratified by the L&L and distributes funding according to the L&L’s budgetary constraints;
    • represents L&L on such committees, bodies, or councils as the President may designate;
    • is responsible for the L&L office spaces (rooms 0014 and 2007 in the Ignatt Kaneff Building) and for the clubs or other organizations who may temporarily use those office spaces;
    • approves withdrawals from the L&L’s cost centre, such as for parking passes, audio visual requests, etc.; and,
    • is one of four signing officers.
  • Treasurer:
    • oversees the L&L books and JCR finances;
    • presents L&L financial status to the executive;
    • prepares all club expenses and oversees club accounts;
    • is responsible for the coordination of audit accounts receivable; accounts payable; banking & deposits; reimbursement and gifts for clubs; payroll for hired positions; preparation of T4s; remittance of withholdings; quarterly GST remittances; bi-annual retail sales tax payments; and monthly bank reconciliation;
    • prepares the L&L budget; and,
    • is one of four signing officers.
  • Secretary:
    • is the Communication Officer for internal e-mailing;
    • is responsible for all communications of L&L;
    • keeps meeting minutes and posts them to the website;
    • prepares meeting agendas with the President; and,
    • aids in the scheduling of events.
  • Social Convener: 
    • works to implement the physically accessible events policy;
    • organizes, promotes, and oversees social-wide social events that foster the spirit of community;
    • sits on Orientation Committee;
    • coordinates Osgoode pub nights and social nights, including coordinating with JCR hired bar staff;
    • assists with L&L social media; and,
    • assists the Year Representatives in planning end of term parties.
  • Equity Officer:
    • promotes initiatives and activities that aim to raise awareness of discrimination on campus and in the community;
    • responsible for observing all activities of the L&L (and those supported by the L&L) to ensure that they are not exclusionary or discriminatory in nature and address any problems as they arise;
    • represents L&L when issues regarding discrimination and equity are raised in the York University and Osgoode Hall Law School community;
    • works with the President and Vice President External to develop equity-based and other relevant campaigns;
    • actively solicits the opinions of equity seeking groups and works with those groups and other partners for the promotion of a discrimination free, equitable, and safe campus; and,
    • sits on Student Caucus.
  • Second Year Representative: ONLY current first year students may run. Only current first year students may vote for this position.
    • acts as a liaison between the second-year class and the Executive;
    • coordinates the sales of Osgoode clothing;
    • coordinates the production of the yearbook; and,
    • organizes the 2L ‘informal formal.’
  • Third Year Representative: ONLY current second year students may run. Only current second year students may vote for this position.
    • acts as a liaison between the third-year class and the Executive;
    • coordinates the annual spring formal;
    • arranges for graduation photographs; and,
    • coordinates the end of the year social functions with the Social Convener.

Student Caucus

  1. Second & Third Year Caucus Representatives
  2. Bringing motions to Faculty Council on student issues including, but not limited to, tuition, bursaries, and other academic or administrative concerns;
  3. Identifying and acting on equity issues;
  4. Advocating for issues relating to the conduct of examinations, grading schemes, and methods of assessment; 
  5. Communicating student concerns regarding curriculum and pedagogy;
  6. Suggesting changes to existing clinical programs or course offerings, approving new clinical programs or courses; 
  7. Reviewing the admission process and applications;
  8. Assisting in faculty recruitment and selection; and 
  9. Proposing and reviewing changes to academic policy. 

Rules for Campaigning

Permitted Campaigning Methods

Candidates may perform the following actions while campaigning:

Speak to students: Candidates may speak to students in order to get across their message so long as this does not disrupt classes. Class talks at large are forbidden. 

Facebook: Candidates may create a Facebook event for their campaign. They may be as creative as they wish on this page, as well as their own personal Facebook page, including posting posters, videos, etc. Please see below for more clarification on Facebook campaigning.

Websites: Candidates may create a Website for their campaign. They may be as creative as they wish on this page, including posting posters, videos, etc.

Posters: During the campaign period, candidates are allowed to post posters on their own Facebook Event page as well as their own personal Facebook page. They cannot post posters on any section-wide Facebook page or any club or society Facebook page. 

Electronic messaging: Candidates may electronically message individuals whose contact information they already have already. 

Request to Perform Campaign Activities Not Explicitly Permitted

If a candidate would like to perform any activity not explicitly listed above, they must consult with the CEO first. A ruling will then be made to all candidates either permitting or prohibiting the requested activity. Candidates may be found in violation of election rules and appropriately reprimanded for performing any activity not listed above unless it is first explicitly permitted.

Prohibited Campaigning Methods

The following activities are expressly prohibited for candidates:

  • Class talks: even if done before or after class time.
    • Canvassing at student residences.
    • Distributing alcohol in exchange for votes.
    • Buying votes with money or in exchange for later favours.
    • Using Osgoode List-Serves: Sending mass e-mails to Osgoode students by using the Osgoode list-serve.
    • Facebook: Some activities on Facebook are prohibited, including:
      • The creation of Facebook Groups. Candidates are asked to note the difference between Facebook Groups and Facebook Pages. Facebook Groups are prohibited, since members can be force-added without their consent. Facebook Pages are allowed, since candidates can invite students to “like” the page but are not required to. 
      • Posting on the walls of associations, clubs, or other individuals. This includes a prohibition on campaigning through groups dedicated to specific sections or cohorts. Candidates are permitted to post on their own wall. 
      • Paid Facebook Ads.

Penalties for Violating Rules

Without limiting the discretion of, or options available to, the CEO, the CEO may respond to a violation or grievance by:

  1. dismissing the issue;
  2. privately raising the issue with all parties concerned;
  3. authorizing and distributing a rebuttal on behalf of a candidate, either to the original recipients, the entire electorate, or any part thereof;
  4. suspending privileges,
  5. taking any solution deemed equitable in the circumstances, at the CEO’s discretion; or,
  6. disqualifying a candidate.

Rules for receiving complaints

All complaints are to be emailed to the Chief Electoral Officer at studentelections@osgoode.yorku.ca

Rules regarding candidate promotion (including if/how council members can support candidates)

Current student government members cannot support or promote individual candidates. 

What happens if there are concerns regarding how a candidate won?

All complaints are to be emailed to the Chief Electoral Officer at studentelections@osgoode.yorku.ca

How to appeal?

All appeals are to be emailed to the Chief Electoral Officer at studentelections@osgoode.yorku.ca within 24 hours of the announcement of the winners. 

Election Timeline

NominationsMarch 7 - March 18 
Elections (via zoom)March 24, 6 - 8pm
VotingMarch 25 - 31 

Positions Up For Election

Chair (1)

Vice-Chair of Engagement (1)

Vice-Chair of Governance (1)

Secretary (1)

Treasurer (1)

Director of Marketing and Promotions (1)

Director of Social Affairs (1)

Ian Greene Award Program Director (1)

Senate (2)

Who are the eligible voters for each position?

SCOLAPS Councillors 

You can become a councillor by filling up the form on our website and attending a GCM.

Descriptions of Positions

Duties of the Chair 

a. Shall serve as the Chief Executive Officer of SCOLAPS; b. Shall be the official representative and/or spokesperson of SCOLAPS on all suitable occasions; c. Shall preside at the meetings of the Executive Committee; d. Shall be an ex-officio member without vote on all Committees established by SCOLAPS; e. Is a member of the Student Senator Caucus; f. Shall act on their own authority if the Executive Committee or the Council cannot be called together within one week, provided that approval of either the Executive Committee or the Council is obtained as soon as possible; g. Shall co-sign all financial statements made to the Council, and also maintain signing privileges on the bank account of SCOLAPS. h. Shall officially be appointed as a Senator i. Shall be appointed as the Alumni Advisor after their term j. Shall have at least one academic year of experience while serving on the Executive committee or as a Director

Duties of the Vice-Chairs 

a. Shall serve as the Second Executive Officer; b. Shall, in the absence of the Chairperson, perform all duties pertaining to that office and shall succeed the Chairperson in the event that their office is vacated; c. Shall be an ex-officio member without vote on all SCOLAPS committees; d. Shall be the speaker (presiding officer) of all SCOLAPS regular, general and special meetings. e. Shall have at least one academic year of experience in SCOLAPS

Duties of the Treasurer 

 a. Shall be responsible for the policy and administration of all funds accruing to SCOLAPS; b. Shall act with the approval of SCOLAPS executive on all matters concerning finance; c. Shall handle all bookkeeping and maintain an accurate account of SCOLAPS funds, revenues and expenditures; d. Shall co-sign all cheques with the Chair; e. Must explore all possible avenues to generate funds in order to support the operations of SCOLAPS; f. Any transaction which exceeds $400 shall be brought forth for the approval of the council. If a meeting cannot be held, a written notice (via email) will be given to council members wherein councillors have no less than 48 hour to object to such expenditure; g. Must present expense reports at the halfway point as well as the end of their term.

Duties of the Secretary 

a. Shall keep an updated register of members; b. Shall call the roll of members at the beginning of a meeting when instructed by the presiding officer to do so, and keep a record of attendance and absence of members; c. Shall call the roll when a vote is conducted and count the yeas and nays; d. Shall read the minutes of the last previous meeting if called upon to do so; e. Shall keep a record of the proceedings of meetings and sign his/her name to such documents.

Duties of the Marketing and Promotions Director 

a. Manage marketing and advertising projects; b. Maintain and proliferate productive and promising working relationships with other organizations and groups; c. Operating and maintaining new and current informational channels directed towards membership and constituents at large; d. Creating and implementing marketing campaigns; e. Creating and dispersing promotional material; f. Working with LEAD and IGA Directors to promote and expand SCOLAPS projects. g. The Marketing and Promotion Director shall report to the chair and vice- chair once a week and shall answer to and take direction from the SCOLAPS Executive Committee. Be it further resolved that the Marketing and Promotions Director will be accompanied by a member of the executive at all meetings and events, unless otherwise specified, regarding the business of their respective duties as they relate to SCOLAPS. Be it further resolved that no decision will be made by the Marketing and Promotions Director without the consultation and approval of the SCOLAPS Executive Committee

Duties of the Social Affairs Director 

a. Develop and execute social events for SCOLAPS councillors and LA&PS students to increase social engagement and strengthen council solidarity; b. Create and implement all campaigns directed at social engagement; c. Work with all other program Directors to promote and expand SCOLAPS projects; d. Create taskforces to advance social engagement within SCOLAPS; e. Shall: i. Report to the chair and vice-chair on a bi-weekly – monthly basis; ii. Answer to and take direction from the SCOLAPS executive. f. Analyze the success of initiatives and provide recommendations for improvement in the form of a report to both the SCOLAPS executive and council on a timely manner; g. Provide a year-end report to council.

Duties of Senators

As defined by the York University Act, the Senate of York University (the Senate) is the highest academic body of the university. 15.2 SCOLAPS is bound by all decisions of the Senate that affect LA&PS Council. 15.3 SCOLAPS shall elect, from within itself, a number of student Senators as decided upon by Senate, filling any vacant seats on a yearly basis and as required. 15.4 Members elected by SCOLAPS to serve on the Senate of York University are responsible for attending both the meetings of the Student Senator Caucus and the Senate of York University. 15.5 Members elected to the Senate are responsible for representing Faculty of Liberal Arts & Professional Studies students in York University, as per their mandate as members of SCOLAPS. 15.6 All SCOLAPS members who stand for election to the Senate, shall have at least one full year of experience serving SCOLAPS. If there are not enough eligible candidates at the time of election, this requirement may be waived. 15.7 Members elected to Senate seats shall serve a two-year term as long as they remain a student affiliated with the Faculty of Liberal Arts & Professional Studies. 15.8 All elections of Senators shall be conducted.

Rules for Campaigning

Campaign Notes

Nominees may submit additional pieces of campaign material, but this is only to be circulated through the CRO.

Campaign material must not be circulated through any social media outlet e.g., Facebook, Twitter, etc. – absolutely no advertising is permitted outside of SCOLAPS.

Penalties for Violating Rules

Failure to follow these guidelines will result in automatic disqualification from all running positions.

Rules for receiving complaints

All Complaints will be going directly to the CRO. The executive council will not be responsible for any complaints to ensure a fair and equitable election. 

Rules regarding candidate promotion (including if/how council members can support candidates)

Current SCOLAPS executives and directors are told to not take part in any promotion or endorsement of current candidates. Everything that is circulated will be through a CRO to ensure an unbiased election.

What happens if there are concerns regarding how a candidate won?

The CRO will look into the details of the election process and voting. If suspicions do arise, there will another election for that particular position. 

How to appeal?

You can appeal by sending an email to the CRO - Councilcro@gmail.com

You have to state your reason for appeal, and other necessary information that the CRO will ask upon the request. 

Election Timeline

Information SessionMarch 11
NominationsMarch 12 - 20
All Candidates MeetingMarch 21 
Campaigning PeriodMarch 21 - 26
DebatesMarch 25
Voting PeriodMarch 28 - April 2
Results AnnouncementApril 4

Positions Up For Election

10 positions:

President

Vice President & Academic Affairs 

International Relations Director

Business Development Director

Student Affairs Director

Social Director

Athletics Director

Case Competitions Director

Wellness Director

Marketing Director

Who are the eligible voters for each position?

All currently enrolled master students in Schulich.

Descriptions of Positions

Not provided

Rules for Campaigning

  • The blackout period, where all campaigning must cease and all campaign materials must be taken down/offline
  • The maximum campaign budget is $150 (not reimbursed by the GBC).
  • Candidates are not required to devote any budgetary commitments to their campaigns.
  • All campaign-related receipts must be scanned and emailed to CRO Gartner at gbccro@schulich.yorku.ca.
  • All candidates are expected to campaign in good faith. Any breach of campaign rules as detailed in this document may result in disqualification. Keep in mind that candidates will be held responsible for the actions of their supporters.
  • Candidates may not run on a slate: confirmed candidates may not publicly support any other candidate.
  • Candidates may not hand out gifts, free swag, gift cards, or other incentives as part of their campaign

Penalties for Violating Rules

Not provided

Rules for receiving complaints

Giving a warning email. 

Rules regarding candidate promotion (including if/how council members can support candidates)

Campaign Materials - all candidates are required to submit the following materials through the online nomination form:

  • A write-up about you, your platform, and what makes you the best candidate for your position (maximum 300 words)
  • A video pitch (maximum 60 seconds)
  • A completed signature form
  • A photograph (in JPEG format)
  • Short speeches in classes are permitted with the permission of the professor, to be arranged ahead of class time. Please respect class time and keep pitches short (30-60 seconds).

What happens if there are concerns regarding how a candidate won?

OneSchulich has a full record of voting information which can be audited by school.

How to appeal?

Offline promotion and online promotion in February.

Election Timeline

Nomination PeriodFebruary 28 – March 4 
All Candidates Meeting March 6
Campaigning PeriodMarch 7 – March 13
DebateMarch 9
Voting PeriodMarch 14-March 16

Positions Up For Election

  1. President (1)
  2. Vice President Operation (1)
  3. Vice President Finance (1)
  4. Vice President Communications (1)
  5. Vice President Academics (iBBA) (1)
  6. Vice President Academics (BBA) (1)
  7. Vice President Student Life (1)
  8. Vice President Athletics (1)
  9. International Rep (1)
  10. BBA Second Year Rep (1)
  11. iBBA Second Year Rep (1)

Who are the eligible voters for each position?

All returning undergraduate students are eligible to vote in Executive elections. For positions that are program or year associated, only students in those programs or years can run for those positions.

Descriptions of Positions

PRESIDENT

  1. Act as a liaison between students and faculty by sitting on Committees (including Executive Council, Faculty Council, BBA/iBBA Committee, and Student Affairs Committee, Student Representative Roundtable)
  2. Define key stakeholders relevant to the President’s objectives. Examples of key stakeholders include (CPA, YODA, CABS, YFS, Schulich Administrative Units, Schulich Ratified Clubs, GBC)
  3. President should guide the direction of UBS in a way that considers stakeholders in their decision-making process
  4. President should advocate for their constituents needs to faculty, admin, and council
  5. Responsible for signing off on EPF’s for clubs
  6. Responsible for assigning Executive Members to sit on Schulich School of Business Committees including BBA/iBBA Program Committee, Executive Committee, and Faculty Council
  7. Responsible for cash deposits and signing authority on the Society account
  8. Responsible for scheduling meetings with the Dean
  9. Ensures all members are informed of the Articles and By-Laws presented within this document and setting their role definition at the beginning of their term and amending the bylaws to reflect this role definition set out by the current member in place
  10. The UBS President and the VP Finance are responsible for publishing two reports: The Fall Semi-Annual Report no later than February 1 of that winter term and the Final Annual Report by May 15. The Semi-Annual Report and the Final Report must include: 1) the detailed actual budget and projected budget, 2) the breakdown of the tasks accomplished by each UBS executive
  11. Responsible for hiring new O-Chairs Alongside the VP Operations and the previous O-Chairs
  12. Responsible for resolving conflict among council, alongside the VP of Operations

VP OPERATIONS

  1. Serve as CRO for first year rep elections (September) and UBS general elections (Feb/March)
  2. Coordinate Year End Formal
  3. Assist with event planning for other portfolios 
  4. Other Functions
    1. If financially possible, and desired by VP Operations, host Grad Lunch
    1. Assist in planning of the Graduating Class Gift (with President, if they so decide to have one)
    1. Facilitate the creation/ordering of Grad Sweaters
    1. Assist with participation/attendance at YODA if President unable to
    1. Assist in the planning of UBS retreats and development workshops/sessions
    1. Responsible for cash deposits and signing authority on Society account alongside the Vice President of Finance and the President
  5. Responsible for resolving conflict among council alongside the President, as well as conflicts among committees

VP FINANCE

  1. Propose a strategic budget, that is in the best interests of all undergraduate students at the Schulich School of Business, to be published on the UBS website 
  2. Produce financial statements that are given to York University for levy purposes, after an unqualified audit opinion is achieved and to be published on the website
  3. Responsible for the completion of an interim and a final audit for the year in which the VP of Finance was in office. The VP of Finance CANNOT leave their post, or abandon responsibilities until their respective audit is completed and an audit opinion is issued 
  4. Record all transactions in a timely manner and maintain records and receipts for external audit purposes including but not limited to monthly bank statements, reconciliations, organized invoices and receipts 
  5. Keep all financial information strictly confidential until published
  6. Responsible for signing authority on Society account 
  7. Responsible for developing and maintaining proper internal controls
  8. Responsible for maintaining relationships with various stakeholders about UBS’ financial state, including but not limited to: Schulich administration, GBC, York SCLD, students, and other key stakeholders of UBS 
  9. Responsible for maintaining records of non-financial information for audit purposes
  10. The UBS President and the VP Finance are responsible for publishing two reports: The Fall Semi Annual Report no later than February 1 of that winter term and the Final Annual Report by May 31. The Semi-Annual Report and the Final Report must include: 1) the detailed actual budget and projected budget, 2) the breakdown of the tasks accomplished by each UBS executive. 
  11. Must attend the VP Finance round table at York to learn about other college financial decision-making processes

VP COMMUNICATIONS

  1. First point of contact for new club generation and proposals 
  2. Responsible for the creation and oversight of the UBS Survey
  3. Responsible for the promotion and recording attendance of Dean Lunches, 2 per semester.
  4. Responsible for organizing Club Week
  5. Responsible for overlooking meeting minutes at all meetings
  6. Responsible for maintaining connections with Alumni Relations and the Alumni Conference
  7. Responsible for maintaining a network of case competitions within external undergraduate programs
  8. Responsible for communicating with and attending workshops mandated by York University partners and Student Community & Leadership Development
  9. Responsible for overseeing the NOVA Conference and must hire 2 Co-Chairs who then hire their respective teams (supported by VP) to manage and execute the conference
  10. Help in developing and maintaining a UBS alumni database
  11. Responsible for updating and maintaining the Schulich Global Calendar and Moderating Schulich groups for Schulich sanctioned clubs
  12. Communicate with the Graduate Business Council (GBC)

VP ACADEMICS (BBA & iBBA)

  1. At least one of each must hold positions on committees such as the BBA/ iBBA Committee 
  2. Both must hold positions as Student Representatives on Student Affairs Committee
  3. Responsible for overseeing the creation and execution of internal case competitions and conferences in order to promote educational development including Spark & Rise Case Competitions 
  4. Responsible for overseeing the Spark and Rise Case Competitions and must hire 2 co-chairs per conference who then hire their respective teams (with support from VPs) to manage and execute the conference

VP ATHLETICS

  1. Coordinate intramural sports activities with Calumet College
  2. Responsible for attending Schulich intramural games and supporting our athletes 
    1. Must also play on a minimum of 5 intramural teams over the course of the school year
  3. Represent Schulich on the Student Intramural Recreation Council (SIRC)
  4. Responsible for organizing sporting events
  5. Responsible for organizing an appreciation event for all athletes
  6. Responsible for maintaining an independent budget with Calumet, with oversight from the VP of Finance
  7. Responsible for the coordination and execution of all athletic events where mandatory events, held unless prohibited from doing so by external circumstances or administrative restrictions include (at the discretion of council):
    1. Must host at least one Schulympics Tournament over the course of the year
    1. Must host at least one major sports event each Semester (E.g. Schulympics and tournaments)

VP STUDENT LIFE

  1. Responsible for the coordination and execution of all social events, including but not limited to pub nights, talent show, well-being initiatives, skate nights, and ski-trips, etc. Mandatory events, held unless prohibited from doing so by external circumstances or administrative restrictions include (at the discretion of council):
    1. HOCO Pub night
    1. Halloween Pub night/second Pub Night 
    1. Mental Health Week
    1. Frost Week
  2. Must coordinate with Schulich & York Risk to ensure smooth execution of events

INTERNATIONAL REPRESENTATIVE

  1. Work collaboratively with International Relations to best support international degree-seeking students, with a primary focus on first-year transition
  2. Assist in coordinating orientation and transitional events/activities, including but not limited to, pre-arrival webinars, orientation, mid-term check-in, etc.
  3. Responsible for organizing social events and developing student life resources for international degree-seeking students
  4. Responsible for working with International Relations to promote exchange opportunities

SECOND YEAR REP (BBA & iBBA)

  1. Serve as a link between UBS and the second-year student body
  2. Collaborate with the First Year Advisor in order to facilitate a smooth transition for incoming first year students 
  3. Responsible for creating and maintaining the incoming years’ group chats 
  4. Responsible for adding students to other relevant pages as well (Course exchange, Schulich chat, etc.)
  5. Responsible for hosting a summer event series dedicated towards getting first years acquainted with resources & Schulich information
  6. Responding to any and all questions posted by incoming first years in group/chat or directing questions to appropriate channels 
  7. Responsible for planning and organizing UBS Executive team and UBS Committee socials at least once a semester
  8. Represents the 2nd years through sitting on various committee members as a 2nd year voice

Rules for Campaigning

During the designated campaigning period, candidates may only post one poster (36” x 24”) on the Society poster board. A member of the Elections Committee must approve the poster; otherwise it will be taken down. At minimum a written warning will also be issued however, it is at the discretion of the Elections Committee.

Candidates are able to have one Campaign manager unless the candidate is on exchange where they are permitted to have two campaign managers from any year.

Candidates may only campaign during campaigning period in the designated campaigning area. Campaigning may not occur in classrooms, the library or the Society office.

Candidates are not permitted to distribute anything to the student body during campaigning and the voting period. This includes but is not limited to food, buttons, t-shirts. An infraction of this rule will result in an immediate disqualification from the elections.

Candidates and Campaign managers are prohibited from using laptops in the campaigning area to solicit votes during the voting period.

Campaigning may take place through social media channels. Candidates and Campaign managers are not permitted to solicit votes through personal messaging of any kind on any social media platform. Campaigning posts are not permitted on any of the Schulich year pages as well as subject groups.

Candidates are not permitted to run in parties, groups, or slates, etc., and must campaign on individual platforms. An infraction of this rules will result in immediate dismissal from the elections process.

There will be no slander or defamation to the character of another candidate during the election period. 

Candidates are not able to use any paid promotion strategies including endorsements or paid cameos. This includes (but is not limited) using platforms such as “Cameo”. The interpretation of any paid promotion strategies or endorsements will be up to the discretion of the Elections Committee.

Candidates are not able to host any virtual events during nomination period, campaigning period OR voting period in order to promote themselves. This includes events that are not directly related to their campaign as well. The interpretation of any event held will be up to the discretion of the Elections committee. 

Candidates and Campaign Managers are not permitted to solicit votes through personal messaging of any kind on any social media platform. Nor are other students allowed to solicit votes on your behalf. Students are allowed to re-share campaign material from the candidate’s Facebook or Instagram campaign page, onto their personal Instagram story or Facebook page. Candidates are NOT allowed to personally message students to do so.

All candidates’ campaigns must abide by York/Schulich’s COVID-19 measures as well as the Provincial Government’s regulations.

Candidates are able to ask students if they are interested in doing a testimonial for them. Candidates are NOT permitted to pressure or force students into doing this, it must be the students own personal choice. Candidates are NOT allowed to create a pre-written script or testimonial for the student to use. The student must create the testimonial using their own thoughts and words.

There will be no social media blackout during the voting period, however, candidates and their campaign managers will not be allowed to post new content to their pages during the voting period

Facebook Guidelines

Candidates are allowed to share material from their designated Facebook event page onto their personal Facebook accounts ONLY during the campaigning period. Campaign managers and peers are also able to repost the material from the event page, onto their own personal page

If shared onto personal accounts, they must be taken down when the campaigning period ends.

Candidates are allowed to change their profile picture and cover photo during the campaigning period When the campaigning period is over, any promotional profile pictures and cover photos must be taken down and changed by the end of the campaigning period.

When the campaigning period is over, there must be ZERO activity on the designated Facebook event page, whether it be through the candidate, their campaign manager, or their peers

Activity can include (but is not limited to) comments on posts and other similar interactions.

Instagram Guidelines

Candidates are NOT able to post promotional content onto any student run Schulich Instagram pages or any other Schulich affiliated instagram page. 

Candidates may only post promotional material through a designated Instagram account during the campaigning period.

The use of Instagram reels will be permitted this year so long as the content is ONLY posted on the candidate’s designated campaign Instagram page.

Candidates may share posts from said designated Instagram account onto their personal Instagram Story during the campaigning period.

Candidates cannot post any promotional content directly onto their personal Instagram accounts.

Candidates and their campaign managers cannot repost/share promotional content posted by other candidates OR leave any comments.

Candidates cannot promote themselves in any way through their personal Instagram bio and handle.

Candidates are not allowed to post the voting link in their Instagram bios.

Candidates are ONLY allowed to promote voting by sharing the graphics created by UBS onto their stories during voting period. When sharing the graphic, candidates can encourage individuals to vote BUT they cannot promote or bring up their campaign in any way. 

Candidates that create a designated Instagram account for their platform must deactivate the account when the campaigning period is over.

Tiktok Guidelines

Candidates may only use Tiktok privately in order to create content that will either be posted on Instagram or Facebook.

Tiktoks that are created are not permitted to be published for others to view on the platform. They must be kept private and downloaded off the application and then shared to the candidate’s Instagram or Facebook page.

If a candidate is found to be promoting themselves on the platform, they will be given an infraction.

Discord and Online Chats

Candidates are not permitted to post any material that can be interpreted as relating to their campaign during the campaigning period AND voting period.

This rule is applicable to the Discord group and any other group chats, on any other platform.

Website

Candidates will be able to create a website to promote themselves and their campaign during the campaigning period.

This website MUST be made public and the link must be sent to the CEO (Madeline).

All other election rules apply to this platform and any rules tha tare broken will be counted towards an infraction.

The website must be taken down by the end of the campaigning period.

Penalties for violating rules 

For any individuals that have been dismissed from general elections, excluding first year representative elections, they will not be allowed to run in UBS elections for the following 2 years.

Following this, after the 1-year mark, the individual in question that has been dismissed from general elections for 2 years will have the opportunity to appeal it to that year’s UBS outgoing council, and pending a vote of majority, they will be allowed to run in elections that year.

All additional rules regarding the elections & penalties will be discussed at the All Candidates Meeting. These rules will be agreed on prior by the Elections Committee.

Rules for receiving complaints

The individual should bring their concerns to the current the Elections Committee. After which, the Committee will determine the appropriate course of action.

Rules regarding candidate promotion (including if/how council members can support candidates)

Sitting council members cannot support candidates in any capacity to enforce impartiality but they can clarify election rules should the candidate have any questions.

Campaigning may take place through social media channels. Candidates and Campaign managers are not permitted to solicit votes through personal messaging of any kind on any social media platform. Campaigning posts are not permitted on any of the Schulich year pages as well as subject groups.

During the designated campaigning period, candidates may only post one poster (36” x 24”) on the Society poster board. A member of the Elections Committee must approve the poster; otherwise it will be taken down. At minimum a written warning will also be issued however, it is at the discretion of the Elections Committee.

What happens if there are concerns regarding how a candidate won?

Concerns will be evaluated on a case-by-case basis.

In the event of a tie between candidates, a by-election must occur with only the two leading candidates on the ballot.

How to appeal

Candidates may appeal a dismissal by creating a chat with the elections committee to state their case.