Difference between revisions of "Engineering Undergraduate Support Fund Bylaws"

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===Article 1: Definitions and Purpose===
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{{BylawInfobox|1=2013-03|2=2018-08|3=https://drive.google.com/file/d/1ZTEK0tzGRDCdrsL5t1i9UoxTQZ5Zbpcl/view|4=The '''''{{PAGENAME}}''''' go over the approval process, requirements, distributions, and more of the [[EUSF]].}}
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<poem>
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==Article 1: Definitions and Purpose==
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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
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:1.1 The Engineering Undergraduate Society of McGill University (hereafter “EUS”) is the registered name of the not-for-profit corporation representing the engineering and architecture undergraduate students at McGill University.
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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
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:1.2 The Board of Governors of the EUS (“Board of Governors”) is the administrative board of the Engineering Undergraduate Society of McGill University which is composed of Administrators as defined by the EUS Constitution.
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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
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: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.
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1.4 The Engineering Undergraduate Support Fund (“ Support Fund ”) is an emergency fund composed of fees paid by engineering undergraduate students, whose purpose is to provide those students with additional human resources to that normally supplied by the University, including but not limited to TA hours, lab technician hours and funding for staff from the McGill Engineering Student Centre (“MESC”) and staff for departmental offices.
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:1.4 The Engineering Undergraduate Support Fund (“Support Fund” or “EUSF”) is an emergency fund composed of fees paid by engineering undergraduate students, whose purpose is to provide those students with additional human resources to those normally supplied by the University, including: teaching assistant hours, lab technician hours, and funding for staff from the McGill Engineering Student Centre (“MESC”) and departmental offices.
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1.5 The Support Fund Committee (“ SFC ”) is a committee of the Engineering Undergraduate Society that normally administers the Support Fund.
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:1.5 The Support Fund Committee (“SFC”) is an EUS committee which normally administers the Support Fund.
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1.6 These bylaws govern both the Engineering Undergraduate Support Fund and the Support Fund Committee.
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:1.6 These bylaws govern both the Engineering Undergraduate Support Fund and the Support Fund Committee.
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</poem>
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==Article 2: Function of the Support Fund Committee==
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===Article 2: Function of the Support Fund Committee===
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:2.1 The Support Fund Committee shall coordinate the expenditure of the Engineering Undergraduate Support Fund monies in such a manner that it most benefits the Engineering Undergraduate Society’s members in their academic environment and professional development.
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<poem>
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:2.2 The Support Fund Committee shall determine a list of proposals for support acquisition in the manner outlined in article 8.
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2.1 The Support Fund Committee shall coordinate the expenditure of the Engineering Undergraduate Support Fund monies in such a manner that it most benefits the Engineering Undergraduate Society’s members in their academic environment and professional development.
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==Article 3: Timeline of the Support Fund==
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2.2 The Support Fund Committee shall determine a list of proposals for support acquisition in the manner outlined in section :2.2.1, and shall present that list to the EUS Council for ratification.
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:3.1 The Support Fund’s deadlines shall be as follows:
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:2.2.1 Proposals are eligible only if:
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::3.1.1 The opening of the application period by the Vice President Academic of the EUS shall occur twice, once in the Fall semester and once in the Winter semester.
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::2.2.1.1 They are coming from one of the eight (8) departments listed in section 3.1, from MESC, or from one of the departmental societies;
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:::3.1.1.1 Opening the application period shall consist of the Vice President Academic of the EUS releasing the Support Fund application form as well as the predicted departmental and Faculty allotments as per 10.4.
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::2.2.1.2 They are to fund human resources only;
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::3.1.2 The deadlines for the opening of the application period shall be the third Monday in the month of October for the Fall allocation, and the first Monday in the month of March for the Winter allocation.
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::2.2.1.3 They are to fund academic or professional development activities organized by the faculty, the departments, or departmental societies.
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::3.1.3 The deadlines for the submission of applications shall be the second Monday in the month of November for the Fall allocation, and the fourth Monday in the month of March for the Winter allocation.
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:2.2.2 The Support Fund Committee shall vote on the proposal using the following criteria:
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::3.1.4 The latest possible date for the SFC to meet and vote on proposals submitted in the Fall shall be the first Monday in the month of December, and the third Monday in the month of April for proposals submitted in the Winter.
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::2.2.2.1 The priority and level of urgency of the proposal;
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::3.1.5 Monies allotted in the Fall semester must be spent in the following Winter semester.
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::2.2.2.2 How budget cuts affected the proposal;
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::3.1.6 Monies allotted in the Winter semester must be spent in the following Summer or Fall semester(s).
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::2.2.2.3 The number of students affected by the proposal;
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==Article 4: Duties of Departmental Societies==
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2.3 The Support Fund Committee shall review the expenditures of the previous fiscal year, in a meeting at the end of the semester, to ensure that the fund was spent in such a way that it has benefited the Engineering Undergraduate Society, and shall present a report to the EUS Council.
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:4.1 Departmental Vice Presidents Academic shall:
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</poem>
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::4.1.1 Meet with the Chairperson of their department, or their appointed representative, to review proposals.
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===Article 3: Members of the Committee===
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::4.1.2 Complete a preliminary budget to be signed by themselves and the Chairperson following their meeting as per 4.1.1.
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<poem>
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::4.1.3 Submit their department’s applications and preliminary budget to the Vice President Academic of the EUS for review.
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3.1 The eight (8) departments recognized by the SFC are:
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::4.1.4 Provide their council with a list of the department’s expenditures in the prior year as they pertain to the EUSF.
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:3.1.1 Bioengineering
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::4.1.5 Amend the proposed budget as per 4.1.2 to reflect the results of their council’s vote on the proposals.
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:3.1.2 Chemical Engineering
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::4.1.6 Send the finalized budget to the Vice President Academic of the EUS directly following the application submission deadline(s) as per 3.1.2.
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:3.1.3 Civil Engineering
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:4.2 Departmental Presidents shall:
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:3.1.4 Electrical, Computer and Software Engineering
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::4.2.1 Organize a vote by their councils on the proposals.
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:3.1.5 Materials Engineering
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::4.2.2 Sign the finalized proposal budget.
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:3.1.6 Mining Engineering
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::4.2.3 Complete the duties outlined in 4.1 in the absence of the departmental Vice President Academic.
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:3.1.7 Mechanical Engineering
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:4.3 Departmental councils shall review and vote on the proposals suggested by the departmental Vice President Academic.
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:3.1.8 School of Architecture
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::4.3.1 A two-thirds (2/3) majority shall be necessary for proposals to proceed to the EFC.
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3.2 The SFC shall be composed of twenty (20) members as follows:
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==Article 5: Membership of the Committee==
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:3.2.1 The President of the EUS (“President”), who shall chair the SFC (“Chair”).
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:5.1 The eight (8) departments recognized by the EFC are:
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:3.2.2 The Vice President Academic of the EUS (“VP Academic”)
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::5.1.1 Bioengineering;
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:3.2.3 The Dean of the Faculty of Engineering (“Dean”)
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::5.1.2 Chemical Engineering;
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:3.2.4 The Director of MESC (“MESC Representative”)
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::5.1.3 Civil Engineering;
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:3.2.5 President and VP Academic from each of the eight (8) departments defined in §3.1
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::5.1.4 Electrical and Computer and Software Engineering;
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(“departmental student representatives”)
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::5.1.5 Mechanical Engineering;
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3.3 The departmental Presidents and VP Academics identified in §:3.2.5 may appoint another student in their respective departmental councils to represent them.
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::5.1.6 Mining Engineering;
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3.4 The faculty (i.e. non-student) members may appoint another faculty member to represent them.
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::5.1.7 Materials Engineering;
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</poem>
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::5.1.8 School of Architecture.
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===Article 4: Duties of the Committee Members===
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:5.2 The SFC shall be composed of ten (10) voting members as follows:
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::5.2.1 The Vice President Academic of the EUS, who shall chair the EFC (“Chair”);
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4.1 The EUS President shall:
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::5.2.2 The President of the EUS;
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:4.1.1 Chair the SFC meetings.
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::5.2.3 The Dean of the Faculty of Engineering (“Dean”);
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:4.1.2 Set and distribute the agenda for the SFC meetings, and inform all members as to the dates and times for these meetings at least five (5) school days in advance.
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::5.2.4 Five (5) members of the EUS Board of Governors;
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:4.1.3 Coordinates all actions taken between meetings, and keep all members informed as to these actions.
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::5.2.5 Two (2) members-at-large appointed by the EUS Council.
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:4.1.4 Advise and instruct all members, to insure that they are able to perform their duties, and enable the SFC to be as effective as possible.
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:::5.2.5.1 The two selected members should be from different departments.
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:4.1.5 Oversee the financial management of the Support Fund Accounts.
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==Article 6: Duties of the Committee==
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:4.1.6 Verify and channel the requisitions made as a result of approved SFC proposals.
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:6.1 The Vice President Academic of the EUS shall:
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:4.1.7 Take action in the event that the allocated amount in any previous year is not used for its intended purpose.
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::6.1.1 Propose motions to the EUS Council and Board of Governors seeking committee members.
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:4.1.8 Report all SFC actions to the EUS Council, including budgeting, proposals, voting results, and expenditures.
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::6.1.2 Chair the SFC meetings.
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:4.1.9 Present to the first regular EUS Council meeting of each November a description of the previous year’s expenditures in the Support Fund accounts.
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::6.1.3 Set and distribute the agenda for the SFC meetings, and inform all members as to the dates and times for these meetings at least five (5) school days in advance.
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4.2 The EUS VP Academic shall:
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::6.1.4 Coordinate all actions taken between meetings, and, when relevant, keep all members informed as to these actions.
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:4.2.1 Assist the EUS President in overseeing the Support Fund accounts.
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::6.1.5 Advise and instruct all members to ensure that they are able to perform their duties, and enable the SFC to be as effective as possible.
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:4.2.2 Prepare and distribute any documents necessary for SFC meetings and prepare and distribute reports to the EUS Council.
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::6.1.6 Oversee the financial management of the Support Fund Accounts.
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:4.2.3 Determine what support is needed by undergraduate students from services provided by MESC that have been affected as a result of budget cuts, in consultation with the MESC representative.
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::6.1.7 Verify the requisitions made as a result of approved EFC proposals.
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:4.2.4 Collect proposals from students and faculty for MESC spending (“MESC Proposal”).
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::6.1.8 Following the SFC meeting, the Vice President Academic of the EUS shall communicate the approved proposals and finalized EFC budget to the Faculty financial services team.
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:4.2.5 Act as an advisor to departmental student representatives, who will collect proposals for departmental spending.
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::6.1.9 Verify that the previous term’s approved proposals have been fulfilled .
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4.3 The departmental student representatives shall:
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::6.1.10 Take action in the event that the funds allocated in any previous year are not used for its intended purpose.
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:4.3.1 Determine what support is needed by the undergraduate students in their department. This determination shall be done in consultation with the chairperson of the department, or his or her appointed representative.
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::6.1.11 Present to the first regular EUS Council meeting of each November a description of the previous year’s expenditures in the Support Fund accounts.
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:4.3.2 Collect proposals from students and faculty in their respective department for departmental purchases (“Departmental Proposal”).
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:6.2 The President of the EUS shall:
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:4.3.3 Verify the allocated funds through the Support Fund from the previous year to insure that they were put to correct use.
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::6.2.1 Take minutes of the SFC meetings.
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::4.3.3.1 If irregularities are found, they shall promptly be reported to the EUS President, in agreement with §:4.1.7 and §:4.1.8
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:6.3 The members of the SFC shall:
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4.4 The MESC Representative shall:
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::6.3.1 Review all submitted proposals prior to the SFC meeting.
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:4.4.1 Determine what support is needed for MESC Staff that has directly affected undergraduate students as a result of budget cuts.
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==Article 7: Replacement of Members==
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:4.4.2 Collect proposals from MESC for MESC purchases (“MESC Proposal”).
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:7.1 If for any reason a member cannot continue their term, they shall be replaced as follows:
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:4.4.3 Present to the SFC members the proposals for MESC
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::7.1.1 The Dean shall appoint a replacement faculty representative.
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</poem>
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::7.1.2 The EUS Executive Committee shall appoint one of its members as a replacement for the Vice President Academic of the EUS.
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===Article 5: Replacement of Members===
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::7.1.3 The EUS Executive Committee shall appoint one of its members as replacement for the President of the EUS.
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<poem>
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::7.1.4 The Board of Governors shall appoint one of its members as a replacement for a Member-at-Large of the Board of Governors.
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5.1 If for any reason a member cannot continue his or her term, he shall be replaced as follows:
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::7.1.5 The Vice President Academic of the EUS shall appoint a replacement for a member-at-large.
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:5.1.1 The Dean shall appoint representatives
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==Article 8: Voting Procedure==
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:5.1.2 The EUS Executive Committee shall appoint a replacement for the President or the VP Academic
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:8.1 Each member as defined by 5.2 shall have one vote on the SFC.
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:5.1.3 The departmental society presidents shall appoint replacements for the departmental VP Academic of their respective department.
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:8.2 Quorum shall consist of eight (8) members of the SFC, provided the Dean, or their replacement as per 7.1.1, and the Vice President Academic of the EUS, or their replacement as per 7.1.2, are in attendance.
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:5.1.4 MESC shall appoint a replacement for the MESC Representative
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:8.3 Proposals from a department may only be voted on if that department’s chairperson and departmental Vice President Academic, or their respective representative(s), are present.
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5.2 Appointments made under §:5.1.2 and §:5.1.3 must be ratified by the EUS Council.
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:8.4 Proposals from MESC may only be voted on if a representative from MESC (“MESC Representative”) is present.
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</poem>
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:8.5 A two-thirds (2/3) majority is required for a departmental proposal to pass, otherwise the proposal is rejected for the current year.
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===Article 6: Voting Procedure===
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:8.6 A two-thirds (2/3) majority plus the Dean is required for a MESC proposal to pass, otherwise the proposal is rejected for the current year.
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<poem>
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:8.7 Proposals dismissed in 8.4 and 8.5 may be submitted again, with or without modifications, in subsequent years.
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6.1 Departmental Proposals shall be voted on in the respective Departmental Council before being submitted to SFC
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:8.8 An online approval process may be initiated at the discretion of the Vice President Academic of the EUS. It shall operate as follows:
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:6.1.1 Proposals submitted to the Departmental Council must be approved by the Department Chair and one other member of Faculty within that department.
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::8.8.1 An email shall be sent to the committee members by the Vice President Academic of the EUS detailing the circumstances of the vote, and shall include the proposals being reviewed.
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:6.1.2 A two-thirds (2/3) majority of the Departmental Council is required for the Departmental Proposal to pass; otherwise the proposal is dismissed.
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::8.8.2 A deadline shall be set and the vote shall be considered complete after this period of time has elapsed.
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:6.1.3 A dismissed proposal may be submitted to the SFC for further consideration; otherwise the proposal is rejected for the current semester.
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::8.8.3 If quorum has not been reached, the deadline shall be extended until eight (8) members of the EFC have submitted their votes.
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6.2 MESC Proposals shall be voted on by the SFC
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::8.8.4 All proposals under consideration through this online approval process are subject to the voting requirements per 8.2.
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6.3 Each member as defined in §3.2 shall have one vote on the SFC
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==Article 9: Reporting Procedure==
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6.4 Quorum shall consist of twelve (12) members of the SFC , provided the Dean (or his or her representative), the MESC Representative, one (1) student representative from each of the eight (8) departments, the VP Academic, and the President are all in attendance.
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:9.1 The department’s Vice President Academic shall present a report to the SFC at the end of the semester, detailing how every departmental proposal was spent.
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6.5 A two-thirds (2/3) majority is required for a MESC Proposal to pass; otherwise, the proposal is rejected for the current semester.
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::9.1.1 Professors whose courses have benefitted from EUSF Funding should obtain feedback from their students, through a course evaluation or some other anonymous polling method, which shall be shared with the departmental and EUS Vice Presidents Academic.
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6.6 The SFC shall honour the decisions made by the Departmental Councils (“departmental decision”) on the Departmental proposals submitted, provided the proposals fall in line with the purpose and intent of the Support Fund .
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:9.2 The MESC Representative shall present a report to the SFC at the end of each semester detailing how every MESC proposal was spent, and a quality report with testimonials from students who benefited from services received as a result of the Support Fund.
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:6.6.1 The departmental representatives shall present all the departmental decisions made by the Departmental Councils to the SFC
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==Article 10: Support Fund Finances==
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:6.6.2 In the case that a departmental decision is called to question by the SFC , two-thirds majority is required for the departmental decision to be dismissed; otherwise, the departmental decision will be honoured.
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:10.1 The Support Fund shall be composed of two (2) distinct accounts: one account shall receive all monies collected from students and shall serve to make purchases (“main account”), and another account shall receive all other contributions to the Support Fund (“contribution account”).
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6.7 A departmental proposal which was dismissed by the respective Departmental Council may be submitted to the SFC in which case a two-thirds majority vote of the SFC is required for that proposal to pass; otherwise the proposal is rejected for the current semester.
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:10.2 Support Fund fees and the collection of those fees shall be as follows:
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6.8 Proposals dismissed in §6.5, §6.6 and §6.7 may be submitted again, with or without modifications, in subsequent semesters.
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::10.2.1 Every student registered in an Undergraduate Engineering program and taking nine (9) credits or more (“full-time students”) shall contribute thirty-five dollars ($35) per semester to the Engineering Undergraduate Support Fund.
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</poem>
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::10.2.2 Every student registered in an Undergraduate Engineering program and taking less than nine (9) credits (“part-time students”) shall contribute per semester one half of the amount stipulated in 10.2.1 to the Engineering Undergraduate Support Fund.
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===Article 7: Reporting Procedure===
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::10.2.3 The fees per 10.2.1 and 10.2.2. shall be collected by McGill University as as a mandatory student fee, and deposited into the main account of the Support Fund.
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<poem>
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::10.2.4 Any contributions other than those per 10.2.1 and 10.2.2 shall be collected by University Advancement and deposited in the contribution account of the Support Fund.
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7.1 The department representatives shall present a report to the SFC at the end of the semester, detailing how every departmental proposal was spent, and a quality report from the students who benefitted from services received as a result of the Support Fund .
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::10.2.5 Transfers from the contribution account to the main account shall be initiated by the Vice President Academic of the EUS whenever necessary, provided that the transfer is ratified by the Board of Governors.
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7.2 The MESC Representative shall present a report to the SFC at the end of the semester, detailing how every MESC proposal was spent, and a quality report with testimonials from students who benefited from services received as a result of the Support Fund .
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:10.3 For a given year, the gross amount available for allocation (“gross amount”) shall consist of the sum of the collected fees as per 10.2.1 and 10.2.2, of the funds transferred from the contribution account, if any, and of the monies not spent in the previous year(s) that were returned to the main account.
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</poem>
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::10.3.1 Monies in the main account that exceed the gross amount shall be considered excess funds.
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===Article 8: Support Fund Finances===
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::10.3.2 In the event that the total value of excess funds shall reach or exceed fifty thousand dollars ($50,000), they shall be allocated for Support Fund proposals from the EUS, its groups, and other members of the Faculty of Engineering.
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<poem>
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::10.3.3 Proposals to the excess funds shall be managed by the Vice President Academic of the EUS and ratified by the Board of Governors.
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8.1 The Support Fund shall be composed of two (2) distinct accounts; one account shall receive all monies collected from students and shall serve to make purchases (“main account”), and another account shall receive all other contributions to the Support Fund ( “contribution account”).
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:10.4 The gross amount per 10.3 shall be allotted in the following manner:
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8.2 Support Fund fees and the collection of those fees shall be as follows:
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::10.4.1 Fifty percent (50%) shall be allotted only for MESC proposals (“MESC allotment”).
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:8.2.1 Every student registered in an Undergraduate Engineering program and taking nine
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::10.4.2 Twenty percent (20%) shall be evenly divided between the departments defined in 5.1 (“base departmental allotment”).
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(9) credits or more, shall contribute thirty-five dollars ($35) per semester to the Engineering Undergraduate Support Fund.
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::10.4.3 The amount remaining after subtracting amounts allocated in 10.4.1 and
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:8.2.2 Every student registered in an Undergraduate Engineering program and taking less that nine (9) credits shall contribute per semester one half of the amount stipulated in
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::10.4.2 from the gross amount (“net amount”) shall be split between departments based on an allocation ratio:
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§:8.2.1 to the Engineering Undergraduate Support Fund.
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:::10.4.3.1 The allocation ratio for each department shall correspond to the fraction of the total number of students in that department over the total number of students in the Faculty of Engineering.
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:8.2.3 The fees outlined in §:8.2.1 and §:8.2.2 shall be collected by McGill University as part of the normal payment process, and deposited into the main account of the Support Fund .
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:::10.4.3.2 The total number of students shall be calculated as the sum of part-time students, divided by two, and all full-time students in a given department or the Faculty.
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:8.2.4 Any contributions other than those outlined in §:8.2.1 and §:8.2.2 shall be collected by the EUS and deposited in the contribution account of the Support Fund .
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:::10.4.3.3 The allocation ratio times the net amount shall be the proportional departmental allotment for each department.
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:8.2.5 Transfers from the contribution account to the main account shall be initiated by the EUS President whenever necessary, provided that the transfer is ratified by the EUS Council.
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::10.4.4 The total allotment for a department shall consist of the sum of the base departmental allotment of 10.4.2, the variable allotment of 10.4.3, and any surplus or misevaluated funds from the previous year.
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8.3 For a given year, the gross amount available for allocation (“gross amount”) shall consist of the sum of the collected fees as outlined in §:8.2.1 and §:8.2.2, of the funds transferred from the contribution account, if any, and of the monies not spent in the previous year(s) that were returned to the main account.
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:10.5 The MESC allotment shall be used for purchases which benefit students from all departments.
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8.4 No money shall be allotted for the support, upkeep, or business of the Support Fund .
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:10.6 The MESC allotment may not be used to pay for departmental purchases that have gone or will go over their allotted budget.
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8.5 All expenses incurred by members of the SFC for the legitimate business of the Support Fund , such as its promotion, shall be paid for by the SFC operating budget as approved by the EUS Council, provided that these expenses have been authorized by the President
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:10.7 If a department agrees to allocate money from its own accounts toward a Support Fund proposal, then a letter covering the agreement and signed by that department’s Chairperson must be presented to the SFC before a vote on that proposal can be initiated.
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8.6 If a department agrees to allocate money from its own accounts toward a Support Fund proposal, then a letter covering the agreement and signed by that department’s Chairperson must be presented to the SFC before that proposal can be voted on.
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:10.8 If the Faculty of Engineering agrees to allocate money from its own accounts toward a MESC proposal, then a letter covering the agreement and signed by the Dean must be presented to the SFC, before a vote on that proposal can be initiated.
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8.7 If the Faculty of Engineering agrees to allocate money from its own accounts toward a Support Fund proposal, then a letter covering the agreement and signed by the Dean must be presented to the SFC , before that proposal can be voted on.
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:10.9 In the event that a partially funded purchase can no longer be bought due to budget cuts on the side of MESC or a department, the monies set aside by the Support Fund shall be returned to the main account in full.
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8.8 In the event that a partially funded purchase can no longer be bought on the side of the Faculty or department, the monies set aside by the Support Fund shall be returned in full to the department or Faculty account for the following year’s purchase. The SFC must verify the Faculty’s or department’s claim before the above is approved.
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:10.10 Definitions:
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8.9 The gross amount outlined in §8.3 shall be distributed as follows:
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::10.10.1 Surplus Funds are defined as the amount of money awarded to a department for which no proposals are submitted.
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:8.9.1 MESC shall be allotted 50% of the gross amount (“MESC allotment”) for the current fiscal year.
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::10.10.2 Unspent Funds are defined as funds that arise when approved proposals have not been completed by the deadline set in 3.1.4.
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:8.9.2 One thousand five hundred dollars ($1500) shall be allotted to each of the departments of §3.1 (‘fixed departmental allotment”).
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::10.10.3 Misevaluated Funds are defined as funds that arise when an item costs less than the amount approved by the SFC.
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:8.9.3 The remaining amount (“net amount”) shall be allotted so that each department is provided with a variable allotment corresponding to the fraction of the total number of students enrolled in that department at the beginning of the Fall semester over the total number of students in the Faculty of Engineering times the net amount determined (“department allotment”). General engineering students will not count towards the number of students in the Faculty of Engineering or towards any of the departments
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:10.11 Surplus Funds less than or equal to ten percent (10%) shall be added to the following term’s allotment for that department as calculated in 10.4.4. Any of the surplus above ten percent (10%) shall be returned to the following term’s main account as per 10.3.
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:8.9.4 The total allotment for a department shall consist of the sum of the fixed departmental allotment of §:8.9.2 and of the variable allotment of §:8.9.3.
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:10.12 Unspent funds as defined by 10.11.3 shall be returned to the main account in the term following the deadline to spend the allotted funds.
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8.10 The MESC allotment shall be subject to MESC proposals only.
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:10.13 Misevaluated funds as defined by 10.11.4 shall be awarded to the department from which the funds arise in the term following the misevaluation.
−
8.11 The department allotment shall be subject to the respective Departmental proposals only
+
:10.14 In the event that the cost of an approved proposal increases by ten percent (10%) or less, the purchase may be made with no additional approval. Should the increase exceed ten percent (10%), an online approval process shall be completed as per 8.8.
−
8.12 The MESC allotment and department allotment division for the following year shall be decided at the end of semester SFC meeting, after the committee reviews the expenditure from the previous year.
+
==Article 11: Identification of the Support Fund==
−
</poem>
+
:11.1 In any course that has hired personnel as a result of the Support Fund, an acknowledgement to the Support Fund should be presented on the course syllabus.
−
===Article 9: Identification of the Support Fund===
+
:11.2 Any EUS Group or member of the Faculty of Engineering having received financial support from EUSF that cannot be reflected on a syllabus should make an announcement or otherwise acknowledge this source of funding.
−
<poem>
+
==Article 12: Termination of the Support Fund==
−
9.1 In any course that has hired teaching assistants or graders as a result of the Support Fund , representatives of the respective department shall make an announcement to the students in that class that their teaching assistant hours have been granted and funded by the Support Fund .
+
:12.1 The Support Fund shall terminate after two (2) years.
−
</poem>
+
:12.2 A general referendum must be passed to extend the Support Fund fees past the two (2) years of its planned existence.
−
===Article 10: Termination of the Support Fund===
+
:12.3 Following the termination of the Support Fund, whether by spontaneous referendum or by termination as per 12.1, then the following shall apply:
−
<poem>
+
::12.3.1 The SFC shall be rendered obsolete and dismissed.
−
10.1 The Support Fund shall terminate after two (2) years.
+
::12.3.2 Any allocations that were approved by the SFC prior to the dismissal of the Support Fund fees shall be honoured.
−
10.2 A general referendum must be passed to extend the Support Fund fees past the two (2) years of its planned existence.
+
::12.3.3 Any allocations from the excess funds that were approved by the Board of Governors prior to the dismissal of the Support Fund fees shall be honoured.
−
10.3 Following the termination of the Support Fund , whether by spontaneous referendum or by termination as per §10.1, then the following shall apply:
+
::12.3.4 Any outstanding fees that were assessed prior to the dismissal of the Support Fund fees shall be deposited into the main account of the Support Fund.
−
:10.3.1 The SFC shall be rendered obsolete and dismissed.
+
::12.3.5 Notwithstanding 10.2.1 and 10.2.2, the clause outlined in 10.2.4 shall remain in full effect.
−
:10.3.2 Any allocations that were proposed by the SFC and duly ratified by the EUS Council prior to the dismissal of the Support Fund fees shall be honoured.
+
::12.3.6 Notwithstanding 10.6, 10.7, and 10.8 and its subsections, any surplus shall be returned to the main account of the Support Fund.
−
:10.3.3Any outstanding fees that were assessed prior to the dismissal of the Support Fund fees shall be deposited into the main account of the Support Fund .
+
::12.3.7 The administration of the Support Fund shall be transferred to the trust of the Board of Governors.
−
:10.3.4Notwithstanding §:8.2.1 and §:8.2.2, the clause outlined in §:8.2.4 shall remain in full effect.
+
::12.3.8 The Board of Governors shall administer the Support Fund in agreement with 2.1.
−
:10.3.5Notwithstanding §8.6, §8.7, and §8.8 and its subsections, any surplus or forwarded monies shall be returned to the main account of the Support Fund .
+
:12.4 A general referendum must be passed to reinstate the Support Fund fees in the case that the Support Fund fees had previously been suspended, as per 12.2.
−
:10.3.6 The administration of the Support Fund shall be transferred to the trust of the EUS Executive Committee, who may delegate this function to a Trustee Committee
+
:12.5 In the case of a passing referendum as per 12.2, then:
−
(“trustee”).
+
::12.5.1 The trusteeship defined in 12.3.7 shall be rendered obsolete and terminated.
−
:10.3.7 The trustee shall administer the Support Fund in agreement with §2.1
+
::12.5.2 The SFC shall be reinstated.
−
:10.3.8.Any actions to be taken by the trustee involving or leading to the expenditure of Support Fund monies shall be ratified by a two-thirds majority of the EUS Council.
+
::12.5.3 Any proposals that were ratified by the Board of Governors prior to the reinstatement of the Support Fund fees shall be honoured.
−
10.4 A general referendum must be passed to reinstate the Support Fund fees in the case that the Support Fund fees had previously been suspended as outlined in §10.2.
+
==Article 13: Superseding Clause==
−
10.5 In the case of a passing referendum as outlined in §10.3, then:
+
:13.1 This document completely supersedes any anterior versions of the Support Fund Bylaws.
−
:10.5.1The trusteeship defined in §:10.2.6 shall be rendered obsolete and terminated.
+
==Article 14: Amendments==
−
:10.5.2The SFC shall be reinstated.
+
:14.1 Amendments to these Bylaws must be approved by a simple majority vote of the Board of Governors of the EUS.
−
:10.5.3Any proposals that were proposed by the trustee and duly ratified by the EUS Council prior to the reinstatement of the Support Fund fees shall be honoured.
+
:14.2 Amendments to these Bylaws must additionally be ratified by a general referendum.
−
</poem>
+
==Article 15: Interpretation==
−
===Article 11: Superseding Clause===
+
:15.1 In the case of a conflict between these Bylaws and the following documents, the following documents prevail in the order they are listed in:
−
<poem>
+
::15.1.1 The Quebec Companies Act;
−
11.1 This document completely supersedes any anterior versions of the Support Fund Bylaws.
+
::15.1.2 The EUS Letters Patent;
−
</poem>
+
::15.1.3 The EUS Constitution.
−
===Article 12: Amendments===
+
=Appendix I: Engineering Undergraduate Support Fund Financial Flowchart=
−
<poem>
+
[[Image:EUSF_chart.png|frameless|500px]]
−
12.1 Amendments to §2.1, §:8.2.1, §:8.2.2, §10.1, and §12.1 must be approved by the EUS Council and ratified by a general referendum.
+
[[Category:President Bylaws]]
−
12.2 Amendments to sections other than those specified in §12.1 must be approved by a simple majority vote of the Board of Governors of the EUS
+
[[Category:VP Academic Bylaws]]
−
</poem>
 
−
===Article 13: Interpretation===
 
−
<poem>
 
−
13.1 In the case of a conflict between these Bylaws and the following documents, the following documents prevail in the order they are listed in:
 
−
:13.1.1The Quebec Companies Act
 
−
:13.1.2The EUS Letters Patent
 
−
:13.1.3The EUS Constitution
 

Latest revision as of 06:48, 13 October 2018

Policies
Bylaws
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Important Documents
History
Adopted 2013-03
Last Modified 2018-08

The Engineering Undergraduate Support Fund Bylaws go over the approval process, requirements, distributions, and more of the EUSF.

Article 1: Definitions and Purpose

1.1 The Engineering Undergraduate Society of McGill University (hereafter “EUS”) is the registered name of the not-for-profit corporation representing the engineering and architecture undergraduate students at McGill University.
1.2 The Board of Governors of the EUS (“Board of Governors”) 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 The Engineering Undergraduate Support Fund (“Support Fund” or “EUSF”) is an emergency fund composed of fees paid by engineering undergraduate students, whose purpose is to provide those students with additional human resources to those normally supplied by the University, including: teaching assistant hours, lab technician hours, and funding for staff from the McGill Engineering Student Centre (“MESC”) and departmental offices.
1.5 The Support Fund Committee (“SFC”) is an EUS committee which normally administers the Support Fund.
1.6 These bylaws govern both the Engineering Undergraduate Support Fund and the Support Fund Committee.

Article 2: Function of the Support Fund Committee

2.1 The Support Fund Committee shall coordinate the expenditure of the Engineering Undergraduate Support Fund monies in such a manner that it most benefits the Engineering Undergraduate Society’s members in their academic environment and professional development.
2.2 The Support Fund Committee shall determine a list of proposals for support acquisition in the manner outlined in article 8.

Article 3: Timeline of the Support Fund

3.1 The Support Fund’s deadlines shall be as follows:
3.1.1 The opening of the application period by the Vice President Academic of the EUS shall occur twice, once in the Fall semester and once in the Winter semester.
3.1.1.1 Opening the application period shall consist of the Vice President Academic of the EUS releasing the Support Fund application form as well as the predicted departmental and Faculty allotments as per 10.4.
3.1.2 The deadlines for the opening of the application period shall be the third Monday in the month of October for the Fall allocation, and the first Monday in the month of March for the Winter allocation.
3.1.3 The deadlines for the submission of applications shall be the second Monday in the month of November for the Fall allocation, and the fourth Monday in the month of March for the Winter allocation.
3.1.4 The latest possible date for the SFC to meet and vote on proposals submitted in the Fall shall be the first Monday in the month of December, and the third Monday in the month of April for proposals submitted in the Winter.
3.1.5 Monies allotted in the Fall semester must be spent in the following Winter semester.
3.1.6 Monies allotted in the Winter semester must be spent in the following Summer or Fall semester(s).

Article 4: Duties of Departmental Societies

4.1 Departmental Vice Presidents Academic shall:
4.1.1 Meet with the Chairperson of their department, or their appointed representative, to review proposals.
4.1.2 Complete a preliminary budget to be signed by themselves and the Chairperson following their meeting as per 4.1.1.
4.1.3 Submit their department’s applications and preliminary budget to the Vice President Academic of the EUS for review.
4.1.4 Provide their council with a list of the department’s expenditures in the prior year as they pertain to the EUSF.
4.1.5 Amend the proposed budget as per 4.1.2 to reflect the results of their council’s vote on the proposals.
4.1.6 Send the finalized budget to the Vice President Academic of the EUS directly following the application submission deadline(s) as per 3.1.2.
4.2 Departmental Presidents shall:
4.2.1 Organize a vote by their councils on the proposals.
4.2.2 Sign the finalized proposal budget.
4.2.3 Complete the duties outlined in 4.1 in the absence of the departmental Vice President Academic.
4.3 Departmental councils shall review and vote on the proposals suggested by the departmental Vice President Academic.
4.3.1 A two-thirds (2/3) majority shall be necessary for proposals to proceed to the EFC.

Article 5: Membership of the Committee

5.1 The eight (8) departments recognized by the EFC are:
5.1.1 Bioengineering;
5.1.2 Chemical Engineering;
5.1.3 Civil Engineering;
5.1.4 Electrical and Computer and Software Engineering;
5.1.5 Mechanical Engineering;
5.1.6 Mining Engineering;
5.1.7 Materials Engineering;
5.1.8 School of Architecture.
5.2 The SFC shall be composed of ten (10) voting members as follows:
5.2.1 The Vice President Academic of the EUS, who shall chair the EFC (“Chair”);
5.2.2 The President of the EUS;
5.2.3 The Dean of the Faculty of Engineering (“Dean”);
5.2.4 Five (5) members of the EUS Board of Governors;
5.2.5 Two (2) members-at-large appointed by the EUS Council.
5.2.5.1 The two selected members should be from different departments.

Article 6: Duties of the Committee

6.1 The Vice President Academic of the EUS shall:
6.1.1 Propose motions to the EUS Council and Board of Governors seeking committee members.
6.1.2 Chair the SFC meetings.
6.1.3 Set and distribute the agenda for the SFC meetings, and inform all members as to the dates and times for these meetings at least five (5) school days in advance.
6.1.4 Coordinate all actions taken between meetings, and, when relevant, keep all members informed as to these actions.
6.1.5 Advise and instruct all members to ensure that they are able to perform their duties, and enable the SFC to be as effective as possible.
6.1.6 Oversee the financial management of the Support Fund Accounts.
6.1.7 Verify the requisitions made as a result of approved EFC proposals.
6.1.8 Following the SFC meeting, the Vice President Academic of the EUS shall communicate the approved proposals and finalized EFC budget to the Faculty financial services team.
6.1.9 Verify that the previous term’s approved proposals have been fulfilled .
6.1.10 Take action in the event that the funds allocated in any previous year are not used for its intended purpose.
6.1.11 Present to the first regular EUS Council meeting of each November a description of the previous year’s expenditures in the Support Fund accounts.
6.2 The President of the EUS shall:
6.2.1 Take minutes of the SFC meetings.
6.3 The members of the SFC shall:
6.3.1 Review all submitted proposals prior to the SFC meeting.

Article 7: Replacement of Members

7.1 If for any reason a member cannot continue their term, they shall be replaced as follows:
7.1.1 The Dean shall appoint a replacement faculty representative.
7.1.2 The EUS Executive Committee shall appoint one of its members as a replacement for the Vice President Academic of the EUS.
7.1.3 The EUS Executive Committee shall appoint one of its members as replacement for the President of the EUS.
7.1.4 The Board of Governors shall appoint one of its members as a replacement for a Member-at-Large of the Board of Governors.
7.1.5 The Vice President Academic of the EUS shall appoint a replacement for a member-at-large.

Article 8: Voting Procedure

8.1 Each member as defined by 5.2 shall have one vote on the SFC.
8.2 Quorum shall consist of eight (8) members of the SFC, provided the Dean, or their replacement as per 7.1.1, and the Vice President Academic of the EUS, or their replacement as per 7.1.2, are in attendance.
8.3 Proposals from a department may only be voted on if that department’s chairperson and departmental Vice President Academic, or their respective representative(s), are present.
8.4 Proposals from MESC may only be voted on if a representative from MESC (“MESC Representative”) is present.
8.5 A two-thirds (2/3) majority is required for a departmental proposal to pass, otherwise the proposal is rejected for the current year.
8.6 A two-thirds (2/3) majority plus the Dean is required for a MESC proposal to pass, otherwise the proposal is rejected for the current year.
8.7 Proposals dismissed in 8.4 and 8.5 may be submitted again, with or without modifications, in subsequent years.
8.8 An online approval process may be initiated at the discretion of the Vice President Academic of the EUS. It shall operate as follows:
8.8.1 An email shall be sent to the committee members by the Vice President Academic of the EUS detailing the circumstances of the vote, and shall include the proposals being reviewed.
8.8.2 A deadline shall be set and the vote shall be considered complete after this period of time has elapsed.
8.8.3 If quorum has not been reached, the deadline shall be extended until eight (8) members of the EFC have submitted their votes.
8.8.4 All proposals under consideration through this online approval process are subject to the voting requirements per 8.2.

Article 9: Reporting Procedure

9.1 The department’s Vice President Academic shall present a report to the SFC at the end of the semester, detailing how every departmental proposal was spent.
9.1.1 Professors whose courses have benefitted from EUSF Funding should obtain feedback from their students, through a course evaluation or some other anonymous polling method, which shall be shared with the departmental and EUS Vice Presidents Academic.
9.2 The MESC Representative shall present a report to the SFC at the end of each semester detailing how every MESC proposal was spent, and a quality report with testimonials from students who benefited from services received as a result of the Support Fund.

Article 10: Support Fund Finances

10.1 The Support Fund shall be composed of two (2) distinct accounts: one account shall receive all monies collected from students and shall serve to make purchases (“main account”), and another account shall receive all other contributions to the Support Fund (“contribution account”).
10.2 Support Fund fees and the collection of those fees shall be as follows:
10.2.1 Every student registered in an Undergraduate Engineering program and taking nine (9) credits or more (“full-time students”) shall contribute thirty-five dollars ($35) per semester to the Engineering Undergraduate Support Fund.
10.2.2 Every student registered in an Undergraduate Engineering program and taking less than nine (9) credits (“part-time students”) shall contribute per semester one half of the amount stipulated in 10.2.1 to the Engineering Undergraduate Support Fund.
10.2.3 The fees per 10.2.1 and 10.2.2. shall be collected by McGill University as as a mandatory student fee, and deposited into the main account of the Support Fund.
10.2.4 Any contributions other than those per 10.2.1 and 10.2.2 shall be collected by University Advancement and deposited in the contribution account of the Support Fund.
10.2.5 Transfers from the contribution account to the main account shall be initiated by the Vice President Academic of the EUS whenever necessary, provided that the transfer is ratified by the Board of Governors.
10.3 For a given year, the gross amount available for allocation (“gross amount”) shall consist of the sum of the collected fees as per 10.2.1 and 10.2.2, of the funds transferred from the contribution account, if any, and of the monies not spent in the previous year(s) that were returned to the main account.
10.3.1 Monies in the main account that exceed the gross amount shall be considered excess funds.
10.3.2 In the event that the total value of excess funds shall reach or exceed fifty thousand dollars ($50,000), they shall be allocated for Support Fund proposals from the EUS, its groups, and other members of the Faculty of Engineering.
10.3.3 Proposals to the excess funds shall be managed by the Vice President Academic of the EUS and ratified by the Board of Governors.
10.4 The gross amount per 10.3 shall be allotted in the following manner:
10.4.1 Fifty percent (50%) shall be allotted only for MESC proposals (“MESC allotment”).
10.4.2 Twenty percent (20%) shall be evenly divided between the departments defined in 5.1 (“base departmental allotment”).
10.4.3 The amount remaining after subtracting amounts allocated in 10.4.1 and
10.4.2 from the gross amount (“net amount”) shall be split between departments based on an allocation ratio:
10.4.3.1 The allocation ratio for each department shall correspond to the fraction of the total number of students in that department over the total number of students in the Faculty of Engineering.
10.4.3.2 The total number of students shall be calculated as the sum of part-time students, divided by two, and all full-time students in a given department or the Faculty.
10.4.3.3 The allocation ratio times the net amount shall be the proportional departmental allotment for each department.
10.4.4 The total allotment for a department shall consist of the sum of the base departmental allotment of 10.4.2, the variable allotment of 10.4.3, and any surplus or misevaluated funds from the previous year.
10.5 The MESC allotment shall be used for purchases which benefit students from all departments.
10.6 The MESC allotment may not be used to pay for departmental purchases that have gone or will go over their allotted budget.
10.7 If a department agrees to allocate money from its own accounts toward a Support Fund proposal, then a letter covering the agreement and signed by that department’s Chairperson must be presented to the SFC before a vote on that proposal can be initiated.
10.8 If the Faculty of Engineering agrees to allocate money from its own accounts toward a MESC proposal, then a letter covering the agreement and signed by the Dean must be presented to the SFC, before a vote on that proposal can be initiated.
10.9 In the event that a partially funded purchase can no longer be bought due to budget cuts on the side of MESC or a department, the monies set aside by the Support Fund shall be returned to the main account in full.
10.10 Definitions:
10.10.1 Surplus Funds are defined as the amount of money awarded to a department for which no proposals are submitted.
10.10.2 Unspent Funds are defined as funds that arise when approved proposals have not been completed by the deadline set in 3.1.4.
10.10.3 Misevaluated Funds are defined as funds that arise when an item costs less than the amount approved by the SFC.
10.11 Surplus Funds less than or equal to ten percent (10%) shall be added to the following term’s allotment for that department as calculated in 10.4.4. Any of the surplus above ten percent (10%) shall be returned to the following term’s main account as per 10.3.
10.12 Unspent funds as defined by 10.11.3 shall be returned to the main account in the term following the deadline to spend the allotted funds.
10.13 Misevaluated funds as defined by 10.11.4 shall be awarded to the department from which the funds arise in the term following the misevaluation.
10.14 In the event that the cost of an approved proposal increases by ten percent (10%) or less, the purchase may be made with no additional approval. Should the increase exceed ten percent (10%), an online approval process shall be completed as per 8.8.

Article 11: Identification of the Support Fund

11.1 In any course that has hired personnel as a result of the Support Fund, an acknowledgement to the Support Fund should be presented on the course syllabus.
11.2 Any EUS Group or member of the Faculty of Engineering having received financial support from EUSF that cannot be reflected on a syllabus should make an announcement or otherwise acknowledge this source of funding.

Article 12: Termination of the Support Fund

12.1 The Support Fund shall terminate after two (2) years.
12.2 A general referendum must be passed to extend the Support Fund fees past the two (2) years of its planned existence.
12.3 Following the termination of the Support Fund, whether by spontaneous referendum or by termination as per 12.1, then the following shall apply:
12.3.1 The SFC shall be rendered obsolete and dismissed.
12.3.2 Any allocations that were approved by the SFC prior to the dismissal of the Support Fund fees shall be honoured.
12.3.3 Any allocations from the excess funds that were approved by the Board of Governors prior to the dismissal of the Support Fund fees shall be honoured.
12.3.4 Any outstanding fees that were assessed prior to the dismissal of the Support Fund fees shall be deposited into the main account of the Support Fund.
12.3.5 Notwithstanding 10.2.1 and 10.2.2, the clause outlined in 10.2.4 shall remain in full effect.
12.3.6 Notwithstanding 10.6, 10.7, and 10.8 and its subsections, any surplus shall be returned to the main account of the Support Fund.
12.3.7 The administration of the Support Fund shall be transferred to the trust of the Board of Governors.
12.3.8 The Board of Governors shall administer the Support Fund in agreement with 2.1.
12.4 A general referendum must be passed to reinstate the Support Fund fees in the case that the Support Fund fees had previously been suspended, as per 12.2.
12.5 In the case of a passing referendum as per 12.2, then:
12.5.1 The trusteeship defined in 12.3.7 shall be rendered obsolete and terminated.
12.5.2 The SFC shall be reinstated.
12.5.3 Any proposals that were ratified by the Board of Governors prior to the reinstatement of the Support Fund fees shall be honoured.

Article 13: Superseding Clause

13.1 This document completely supersedes any anterior versions of the Support Fund Bylaws.

Article 14: Amendments

14.1 Amendments to these Bylaws must be approved by a simple majority vote of the Board of Governors of the EUS.
14.2 Amendments to these Bylaws must additionally be ratified by a general referendum.

Article 15: Interpretation

15.1 In the case of a conflict between these Bylaws and the following documents, the following documents prevail in the order they are listed in:
15.1.1 The Quebec Companies Act;
15.1.2 The EUS Letters Patent;
15.1.3 The EUS Constitution.

Appendix I: Engineering Undergraduate Support Fund Financial Flowchart

EUSF chart.png

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