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Departmental Trips Fund Policy

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ENGINEERING​ ​UNDERGRADUATE​ ​SOCIETY​ ​OF​ ​MCGILL​ ​UNIVERSITY Departmental​ ​Trips​ ​Fund​ ​Policy Adopted​ ​February​ ​2012 Amended​ ​October​ ​2014,​ ​November​ ​2017
===Article 1: Definitions===
:1.1 The Engineering Undergraduate Society of McGill University (hereafter referred as “EUS​”) is the registered name of the non-for-profit corporation representing the engineering and architecture undergraduate students at McGill University
:1.2 The Board​ ​of​ ​Governors​ of the EUS is the administrative board of the Engineering Undergraduate Society of McGill University which is composed of Administrators as defined by the EUS Constitution
:1.3 The EUS shall recognise all Departmental Societies, Clubs, and Design Teams set forth in the relevant articles of the EUS Constitution as EUS​ ​Groups
:1.4 A “trip​” shall be defined under one of following categories:
::1.4.1 A conference,
::1.4.2 A sports trip,
::1.4.3 A day trip industry tour.
:1.5 A “conference​” shall be defined as an overnight event in a location outside of McGill campus that offers academic, social, and/or professional programming to students
:1.6 A “sports​ ​trip​” shall be defined as an overnight event in a remote location, outside of Montreal, offering sporting and social programming
:1.7 An “industry​ ​tour​” shall be defined as academic learning experience outside the classroom that offers exposure to industry and application of classroom knowledge. Industry tours must involve academic and professional programming
===Article 2: Purpose===
:2.1 This policy shall offer extra funding to trips taken by Departmental Societies of the EUS that offer programming that furthers the purpose of the EUS
:2.2 The Departmental Trips Fund shall be composed of funds allocated from the operating budget of the EUS
===Article 3: Allocation===
:3.1 The Departmental Trips Fund shall be allocated on an ad-hoc basis by the Executive Committee of the EUS
::3.1.1 A simple majority vote is required for every application for funding
:3.2 EUS Committees, Clubs and Design Teams are not eligible for Departmental Trips Funding
:3.3 The per-head allocation shall only be offered to EUS Members, including associate members
::3.3.1 The maximum per-head allocation shall be as follows:
::: Conferences: Maximum of 75$ per student Up to $25 per night per student
::: Sports Trips: 5$ per student
::: Industry Tours (day-trip): 5$ per student
===Article 4: Requests​ ​for​ ​Funding===
:4.1 Applications for funding shall be sent to the Funds Director of the EUS on an ad-hoc basis, at least one week before the departure for the trip by the trip organizer
:4.2 The applications must include the following items:
::4.2.1 A purpose statement,
::4.2.2 A detailed itinerary,
::4.2.3 A budget for the trip,
::4.2.4 A list of participants, their student id, and their respective department
===Article 5: Responsibilities===
:5.1 The Funds Director shall:
::5.1.1 Keep proper records of all applications for funding,
::5.1.2 Provide the Vice President Finance with applications to approve at Executive Meetings.
:5.2 The Vice President Finance of the EUS shall:
::5.2.1 Transfer the approved requests to the Departmental Society’s internal account, at the end of the Fall and Winter semester.
:5.3 Trip organizers shall:
::5.3.1 Produce an one (1) page report within one (1) month after the last day of the trip
::5.3.2 The written report shall include a 300 (three hundred) words summary of the event and at least one (1) picture
===Article 6: Amendments===
:6.1 Amendments to this policy must be approved by a simple majority vote of the Board​ ​of Governors​ of the EUS
===Article 7: Interpretation===
:7.1 In the case of a conflict between this policy and the following documents, the following documents prevail in the order they are listed in:
::7.1.1 The Quebec Companies Act
::7.1.2 The EUS Letters Patent
::7.1.3 The EUS Constitution
::7.1.4 The EUS Bylaws

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