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Psychology Students' Association - Constitution

As Per Sunday January 8th, 2017

ARTICLE ONE: NAME AND GENERAL AFFAIRS
1.1 We shall officially be referred to as the “Psychology Students' Association”;

1.1.1 Within this document, the Association shall be referred to as the “Psychology Students' Association” and shall be abbreviated as the “PSA”;

1.2 The PSA shall be represented under the umbrella of the Student Federation of the University of Ottawa and is a federated body thereof;

1.2.1 Within this document, the Student Federation of the University of Ottawa shall be abbreviated as “SFUO”;

1.2.2 The PSA shall be considered a federated body of the SFUO and as such shall be bound by the policies and bylaws stipulated in the SFUO constitution. Where there is overlap, the SFUO constitution will overrule that of the PSA;

1.3 Within this document, “student” or “students” shall refer to any student enrolled in the Honours or Major undergraduate program of Psychology;

1.4 The PSA shall represent all full and part-time students enrolled in the program of Psychology;

1.5 Membership in the PSA consists of all full-time and part-time undergraduate students enrolled in the program of Psychology;

1.6 Within the terms set out in this document, the PSA is the decision-making and representative body for its members as defined by article 1.5;

1.7 Within this document, the use of the feminine pronoun includes all genders;

1.8 Within this document, the Elected Executive Committee and Directors shall be referred to as “the Executive”

 

ARTICLE TWO: GENERAL MANDATE

2.1 The mandate of the PSA is to:

2.1.1 Promote the interests of its members before different bodies including, but not limited to, the Faculty of Social Sciences, the School of Psychology, and the administration of the University of Ottawa;

2.1.2 Encourage students to become involved with their university community (with particular emphasis on active involvement in the affairs of the PSA) and the community at large;

2.1.3 Promote a bilingual environment amongst all students;

2.1.4 Offer information to its members on subjects related to the field of Psychology and to student life;

2.1.5 Promote awareness of career opportunities to its members;

2.1.6 Stimulate dialogue and cooperation between students and the professors from the program;

2.1.7 Promote amongst students a sense of belonging to the PSA and to the School of Psychology;

2.1.8 Become actively involved in campaigns that reflect the values of the PSA students;

2.1.9 Promote fair and equal rights among all students including women; the LGBTQ+ community; students with disabilities; First Nations, Inuit and Metis people; international students; racial and ethnic minorities; and other underrepresented groups and causes;

2.1.10 Oppose the use of inappropriate and/or oppressive language (e.g., “psychos”) in all PSA activities including, but not limited to 101 Week, emails, Psych Wear, etc.;

2.1.11 Consistently maintain a level of integrity and decorum that demonstrates respect and professionalism for both the PSA and its affiliates;

2.1.12 Act independently and autonomously from the SFUO when deemed appropriate by the PSA and the administration of the University of Ottawa.

 

ARTICLE THREE: THE ELECTED EXECUTIVE COMMITTEE

3.1 The elected Executive Committee of the PSA shall consist of the following seven members:

3.1.1 President

3.1.2 Vice President of Internal Affairs

3.1.3 Vice President of Financial Affairs

3.1.4 Vice President of University Affairs

3.1.5 Vice President of Social Affairs

3.1.6 Vice President of Philanthropy and Activism

3.1.7 Vice President of Communications

3.2 The mandates of all elected Executive members begin on May 1st following the election and end on April 30th of the following year;

3.2.1 For the position of Vice President of Financial Affairs, their mandate will end after the deadline for the final audit of the academic year as designated by the SFUO;

3.3 In the case of appointed positions due to a vacancy, mandates will begin at the time of appointment and end the following April 30th;

3.4 All Executive members will have voting power;

3.5 Only the President and the Vice President of Financial Affairs may have cheque-signing authority for the PSA unless otherwise voted upon by the current Executive;

3.5.1 Any position that is allocated a budget is prohibited from having signing authority;

3.5.2 When necessary, the Vice President of Internal Affairs can be added on as a tertiary signing authority provided that all transactions are approved by a majority vote of the elected Executive members;

3.6 Only the President and the Vice President of Financial Affairs may have access to the safe for the PSA.

 

The President

3.7 The President will be responsible for the following:

3.7.1 Acting as the official spokesperson for the PSA;

3.7.2 Promoting a positive image of the PSA;

3.7.3 Managing and assisting with the PSA’s responsibilities;

3.7.4 Planning and completing, with the Vice President of Financial Affairs, a budget for the PSA before the second Friday of August;

3.7.5 Presiding over, preparing the agenda for, and encouraging consensus at Executive meetings;

3.7.6 Representing PSA members at the President Roundtable meetings of the SFUO;

3.7.7 Meeting with the members of the SFUO, Executive members of the SFUO, the Dean of the Faculty of Social Sciences, the Director of the School of Psychology, administrators in the Faculty of Social Sciences, professors and members as necessary;

3.7.8 Inviting, before September 1st, each of the Vice Presidents to submit their projects for the year in progress, and in turn presenting them to members to encourage involvement in the activities on the PSA;

3.7.9 Ensuring the PSA’s events are inclusive, accessible, and sustainable, to a reasonable extent;

3.7.10 Calling and chairing regular meetings of the Executive;

3.7.11 Chairing the General Assembly, unless otherwise determined by the Executive;

3.7.12 Ensuring that the PSA follows constitutional guidelines;

3.7.13 Being responsible for relations with other student groups on campus including, but not limited to, SFUO clubs and services;

3.7.14 Ensuring that members of the Executive are fulfilling their mandates, as per the constitution, and intervene as necessary;

3.7.15 Assisting with the preparation and execution of 101 Week;

3.7.16 Ensuring that she is available to fulfill her mandate during the summer months, including attending meetings in Ottawa;

3.7.17 Writing a transition report for her successor before the end of her term, even if returning for a second term;

3.7.18 Holding a minimum of three office hours per week during the fall and winter terms, in order to meet with students, unless determined otherwise by the Executive;

3.7.19 Maintaining correspondence with PSA members by means of her official PSA email address;

3.7.20 Ensuring promotion campaigns are implemented for all elections, by-elections and General Assemblies;

3.7.21 Presenting a mandate to each executive member, outlining projects for which the member is responsible, and also outlining the expectations she has for the executive during her term;

3.7.22 Developing online initiatives to aid the Executive in the completion of their respective mandates;

3.7.23 Creating any documents to be used outside of the PSA, including, but not limited to, reference letters for Executives, letters to sponsors, and letters of support for various individuals/groups.

 

Vice President of Internal Affairs

3.8 The Vice President of Internal Affairs will be responsible for the following:

3.8.1 Fulfilling the duties of the President in her absence or when designated, including, but not limited to, acting as the official spokesperson and chairing meetings of the Executive;

3.8.2 When necessary, serve as a proxy at the President Roundtable meetings of the SFUO;

3.8.3 Coordinating the use of PSA resources, and resources external to the association, including, but not limited to, the university, faculty, SFUO rooms, materials, and resources;

3.8.4 Taking care of administrative tasks including, but not limited to, the PSA merchandise orders;

3.8.5 Ensuring transition reports and other important documents are kept in an organized and easily accessible manner;

3.8.6 Ensuring the PSA office is running efficiently;

3.8.7 Implementing a time and date for Executive meetings at the beginning of each term;

3.8.8 Developing and maintaining an Executive Office Hours schedule by the second week of the fall and winter terms;

3.8.8 Assuming residual responsibilities not specified in the constitution;

3.8.10 Drafting minutes of Executive meetings and submitting them to the Executive;

3.8.11 Managing, in concert with the President, the process to appoint PSA Executives for vacant positions and a Chief Electoral Officer. Such nominations are subject to ratification and discussion by the Executive;

3.8.12 Being aware of the structure and functioning of the SFUO and its services, as well as the services offered to students by the University of Ottawa;

3.8.13 Being the liaison between Conventions and Reservations and the Executive. She will be responsible for coordinating all room bookings and for understanding and ensuring the contracts for each room booking are upheld;

3.8.14 Coordinating at least one General Assembly per academic year

3.8.15 Ensuring that the Constitution of the PSA is kept up-to-date in concert with the President;

3.8.16 Actively recruiting and managing the PSA Volunteers;

3.8.17 Writing a transition report for her successor before the end of her term, even if returning for a second term;

3.8.18 Holding a minimum of three office hours per week during the fall and winter terms, in order to meet with students, unless determined otherwise by the Executive;

3.8.19 Maintaining correspondence with students by means of her official PSA email address;

3.8.20 Organizing one 101 Week guide appreciation event during the fall term, and one volunteer appreciation at the end of the winter term.

 

Vice President of Financial Affairs

3.9 The Vice President of Financial Affairs will be responsible for the following:

3.9.1 The sound management of PSA funds;

3.9.2 Preparing and presenting a PSA financial statement at the first Executive meeting of each month;

3.9.3 Planning, with the President, a budget for the PSA before the second Friday of August;

3.9.4 Representing PSA members at the Money Roundtable meetings of the SFUO;

3.9.5 Demonstrating the financial constraints on the PSA when necessary during Executive meetings;

3.9.6 Upon the event of a contract being signed by another Executive member, ensuring that all clauses have been read and that legal and financial implications have been carefully considered;

3.9.7 Meeting with each member of the Executive on an as-needed basis in order to determine the amount of funds needed for projects;

3.9.8 Knowing the deadline for submitting the financial statements of the PSA to the SFUO Comptroller General for auditing purposes and for being aware of the dates of transfers of student levies from the SFUO to the PSA;

3.9.9 Respecting PSA regulations concerning financial control and the biannual presentation of assets;

3.9.10 Ensuring the levy from the Faculty of Social Sciences is received in a timely manner;

3.9.11 Ensuring that the PSA is never in a position of financial deficit;

3.9.12 Ensuring that all PSA financial documents, books, and files are kept up-to-date at all times;

3.9.13 Assisting with the preparation and execution of 101 Week;

3.9.14 Writing a transition report for her successor before the end of her term, even if returning for a second term;

3.9.15 Holding at least three office hours per week during the fall and winter terms, in order to meet with PSA members, unless determined otherwise by the Executive;

3.9.16 Maintaining correspondence with students by means of her official PSA email address;

3.9.17 Depositing all funds or other valuable effects in the name, and to the credit, of the PSA in a bank designated by the executive, within a period of two weeks after fund acquiescence;

3.9.18 Should the Vice President of Financial Affairs, through reasonable fault of her own, fail to submit the audit by the due date outlines by the SFUO, she will be removed from her position by the PSA Executive;

3.9.19 Presenting the completed audit to the Executive prior to the due date as outlined by the SFUO;

3.9.20 Presenting the 101 Week Budget to the Executive by June 1st in concert with the Vice President of Social Affairs;

 3.9.21 Maintaining a scholarship system in concert with the Vice President of University Affairs provided that the PSA budget allows for it. See Clause 3.10.18.

 

Vice President of University Affairs

3.10 The Vice President of University Affairs will be responsible for the following:

3.10.1 Assisting students with grade reviews, academic appeals, questions related to course selection or programs, and academic problems related to the administration or teaching staff by means of resources and/or support;

3.10.2 Attending a training session of the Student Appeals Centre of the SFUO;

3.10.3 Representing PSA members at the University Affairs Roundtable meetings of the SFUO;

3.10.4 Sitting with the President at departmental meetings when necessary;

3.10.5 Promoting the improvement and development of the Psychology program;

3.10.6 Promoting the creation of courses that respond to the interests of students;

3.10.7 Consulting with members regarding the quality of courses, teaching, and administration within the School of Psychology and the Faculty of Social Sciences by means of annual survey, report, and General Assembly;

3.10.8 Informing students of opportunities for academic exchanges abroad;

3.10.9 Ensuring the PSA offers opportunities to participate in conferences and/or speaker series that reflect the academic interests of its members. This includes, but is not limited to, events hosted by the Faculty of Social Sciences and the School of Psychology;

3.10.10 Acting as the official coordinator for Psychology Week with the support of the rest of the Executive;

3.10.11 Organizing grad photos for graduating students;

3.10.12 Assisting with the preparation and execution of 101 Week;

3.10.13 Writing a transition report for her successor before the end of her term, even if returning for a second term;

3.10.14 Holding a minimum of three office hours per week during the fall and winter terms, in order to meet with students, unless determined otherwise by the Executive;

3.10.15 Maintaining correspondence with students by means of her official PSA email address;

3.10.16 Organizing one Wine and Cheese event with professors and students per term;

3.10.17 Organizing an orientation meeting during 101 Week for first year Psychology Students in the Bachelor of Arts and Bachelor of Science programs;

3.10.18 Maintaining a scholarship system in concert with the Vice President of Financial Affairs provided that the PSA budget allows for it;

3.10.18.1 Providing an outline of the scholarship system within the transition report;

3.10.18.2 Implementing the scholarship system in accordance to Article Twelve;

3.10.19 Delegating appropriate tasks to the Director of Logistics.

 

Vice President of Social Affairs
3.11 The Vice President of Social Affairs will be responsible for the following:

3.11.1 Planning and executing 101 Week activities to welcome new students and encouraging their integration into the university community;

3.11.2 Proposing social activities for the year in progress before the fall term commences, in order to provide students with opportunities to participate in the planning of these events and to encourage their involvement;

3.11.3 Creating committees and/or appointing project coordinators for specific activities, as necessary;

3.11.4 Representing PSA members at the Social Roundtable meetings of the SFUO;

3.11.5 Working with SFUO Services to ensure PSA events are as accessible, sustainable, and inclusive as possible;

3.11.6 Ensuring that she is available to fulfill her mandate during the summer months, including attending meetings in Ottawa;

3.11.7 Having contract signing authority pertaining to all 101 Week expenses under directive of the President and Vice President of Financial Affairs;

3.11.8 Actively recruiting Francophone and Anglophone members for leadership and organizational roles within the PSA;

3.11.9 Ensuring that all events organized by the Executive include a component in the French language and/or take into account Francophone participants;

3.11.10 Writing a transition report for her successor before the end of her term, even if returning for a second term;

3.11.11 Holding at least three office hours per week during the fall and winter terms, in order to meet with PSA members, unless determined otherwise by the Executive;

3.11.12 Maintaining correspondence with students by means of her official PSA email address;

3.11.13 Organizing and carrying out a minimum of three social events for all psychology students per fall and winter terms, respectively. These events include, but are not limited to, 101 Week and the end of the year formal;

3.11.14 She coordinates events with the other student associations and the SFUO;

3.11.15 Delegating appropriate tasks to the Director of Logistics.

 

Vice-President of Philanthropy and Activism

3.12 The Vice-President of Philanthropy and Activism will be responsible for the following:

3.12.1 Ensuring the PSA is an active participant in all philanthropic endeavours and campaigns of the SFUO and others as agreed upon by the PSA Executive;

3.12.2 Liaising between the PSA Executive and the SFUO Philanthropic Coordinator on an ongoing basis;

3.12.3 Proposing philanthropic initiatives that reflect the mandate of the PSA;

3.12.4 Proposing activism initiatives that reflect the mandate of the PSA;

3.12.5 Coordinating at least one fundraiser in her term in support of a cause as decided upon by the Executive, separate from SFUO initiatives;

3.12.6 Coordinating at least one activism event in her term in support of a cause as decided upon by the Executive;

3.12.7 Representing students at the Philanthropic Roundtable Meetings of the SFUO;

3.12.8 Coordinating student participation in all days of action, vigils, and ceremonies of the SFUO and others as agreed upon by the PSA Executive;

3.12.9 Meeting with the SFUO Campaigns Coordinators on an ongoing basis in order to collaborate events and stay updated on campus initiatives;

3.12.10 Writing a transition report for her successor before the end of her term, even if returning for a second term;

3.12.11 Ensuring that she is available to fulfill her mandate during the summer months, including attending meetings in Ottawa;

3.12.12 Holding a minimum of three office hours per week during the fall and winter terms, in order to meet with students, unless determined otherwise by the Executive;

3.12.13 Maintaining correspondence with PSA members by means of her official PSA email address;

3.12.14 Organizing and executing all Shinerama initiatives on behalf of the PSA;

3.12.15 Organizing and executing all Relay for Life initiatives on behalf on the PSA;

3.12.16 Promoting all philanthropic endeavours to PSA members.

3.2.17 Delegating appropriate tasks to the Director of Logistics.

 

Vice President of Communications

3.13 The Vice President of Communications’ responsibilities will consist of the following:

3.13.1 Managing the circulation of information between the Executive and PSA members;

3.13.2 Establishing a communications strategy for the year;

3.13.3 Ensuring that the PSA website is maintained and updated on a regular basis; 

3.13.4 Ensuring that the minutes from each Executive meeting are posted on the PSA website as soon as they are available;

3.13.5 Updating and maintaining the PSA electronic mailing list and sending out newsletters on a monthly basis;

3.13.6 Working in tandem with the Director of Bilingualism and Translation to ensure all electronic communications are available in both official languages of the University of Ottawa;

3.13.7 Writing a transition report for her successor before the end of her term, even if returning for a second term;

3.13.8 Representing PSA members at the Communications Roundtable meetings of the SFUO;

3.13.9 Holding at least three office hours per week during the fall and winter terms, in order to meet with PSA members unless determined otherwise by the Executive;

3.13.10 Maintaining correspondence with PSA members by means of her official PSA email address;

3.13.11 She must be proficient in both official languages of the University of Ottawa;

3.13.12 Obtaining the incoming Psychology Students mailing list for 101 Week purposes;

3.13.13 Sending emails and updating the PSA website in accordance to the deadlines designated by the Executive. Repeatedly failing to do so, through reasonable fault of her own, will result in impeachment.


ARTICLE FOUR: DIRECTORS

4.1 There are three Director positions:

4.1.1 Director of Marketing and Promotion

4.1.2 Director of Bilingualism and Translation

4.1.3 Director of Logistics

4.2 The Directors are non-voting members on financial matters;

4.3 The Directors are to be appointed by the PSA Executive as soon as possible and within the first month of the Executive’s mandate;

4.4 The PSA Executive reserves the right to appoint, in exceptional circumstances, an additional Director with a specified portfolio, subject to ratification by the Executive;

4.5 The Executive may dismiss a director by a majority vote if she does not fulfill the duties as outlined by the Constitution;

4.6 The mandates of the Directors of Marketing and Promotion, Bilingualism and Translation, and Logistics begin at the time of their appointments and end on the following April 30th;

4.7 Directors must attend all PSA Executive meetings.

 

Director of Marketing and Promotion

4.8 The Director of Marketing and Promotion’s responsibilities will consist of the following:

4.8.1 Creating and distributing promotional materials for PSA initiatives on an as-needed basis;

4.8.2 Working in tandem with the Director of Bilingualism and Translation, when necessary;

4.8.3 Writing a transition report for her successor before the end of her term, including copies of all materials produced during her mandate, even if returning for a second term;

4.8.4 Holding a minimum of three office hours per week during the fall and winter terms, in order to meet with students, unless determined otherwise by the Executive;

4.8.5 Maintaining correspondence with PSA members by means of her official PSA email address.

4.8.6 Fostering a sense of community within the Executive and the students under the PSA;

4.8.7 Maintaining the PSA social media (including, but not limited to, Facebook, Snapchat, Instagram, Twitter);

4.8.8 Working closely with the Executive to promote the PSA website and all PSA initiatives;

4.8.9 Giving class talks as needed with regards to PSA events.

 

Director of Bilingualism and Translation

4.9 The Director of Bilingualism and Translation’s responsibilities will consist of the following:

4.9.1 She must be fluent in both official languages of the University of Ottawa in comprehension, oral, and writing;

4.9.2 Ensuring all PSA initiatives reflect both official languages of the University of Ottawa;

4.9.3 Ensuring that all documents released by the PSA are bilingual;

4.9.4 Writing a transition report for her successor before the end of her term, even if returning for a second term;

4.9.5 Holding at least three office hours per week during the fall and winter terms, in order to meet with PSA members unless determined otherwise by the Executive;

4.9.6 Maintaining correspondence with PSA members by means of her official PSA email address;

4.9.7 Promoting a bilingual community within the Executive and the students under the PSA;

4.9.8 Being readily available to translate for the members of the Executive;

4.9.8.1 Repeated failure to meet translation deadlines, through reasonable fault of her own, will result in impeachment;

4.9.10 Organizing and executing a Francophone-oriented event in tandem with other members of the Executive.

 

Director of Logistics

4.10 The Director of Logistics responsibilities will consist of the following:

4.10.1 Assisting the Vice President of Social Affairs with the planning, organizing and execution of 101 Week;

4.10.2 Assisting the Vice Presidents of Social Affairs, University Affairs, and Philanthropy and Activism with PSA initiatives;

4.10.3 Ensuring that she is available to fulfill her mandate during the summer period (May to August);

4.10.4 Writing a transition report for her successor before the end of her term, even if returning for a second term;

4.10.5 Holding a minimum of three office hours per week during the fall and winter terms, in order to meet with students, unless determined otherwise by the Executive;

4.10.6 Attending the Social Roundtable meetings of the SFUO at the request of the Vice President of Social Affairs;

4.10.7 Fulfilling the duties of the Vice President of Social Affairs in her absence or when designated;

4.10.8 Serving as proxy for the Vice President of University Affairs and the Vice President of Philanthropy and Activism when necessary;

4.10.9 Assisting the Vice President of Internal Affairs with room bookings, by using the Virtual EMS account.

 

ARTICLE FIVE: PSYCH COMMITTEE

5.1 The Psych Committee is the volunteer team for the PSA;

5.2 The Psych Committee is comprised of students who assist the PSA Executive with the execution and promotion of social, academic, and philanthropic initiatives on an as-needed basis;

5.3 The Psych Committee is to be directed primarily by the Vice President of Internal Affairs, with additional support from other relevant members of the Executive.  

 

ARTICLE SIX: EXECUTIVE MEETINGS

6.1 Meetings of the Executive shall be held weekly during the fall and winter terms;

6.1.1 The Executive reserves the right to meet as often as it deems necessary and in the manner it deems appropriate;

6.2 During the summer period (May to August), Executive meetings should be held on an as-needed basis;

6.2.1 Members of the Executive who are not residing in Ottawa during the summer period should make an effort to attend meetings online;

6.3 Executive meetings are conducted according to Robert’s Rules of Order, unless otherwise determined by a majority vote of the PSA Executive;

6.4 An adequate reason must be provided to the President if a member of the Executive fails to attend a meeting;

6.4.1 Failure to present adequate reasons for more than 3 absences during their mandate is justification for impeachment or other consequences deemed appropriate by the President;

6.5 To meet quorum at Executive meetings, the majority of Executive members must be present;

6.6 To the extent that it is feasible, Executive meetings are to be held at a set time and date, to be determined by the Vice President of Internal Affairs at the beginning of each term;

6.7 Executive meetings are open to all PSA students, unless otherwise determined by the Executive. Additionally, minutes will be made available on the PSA website, in both French and English;

6.8 Votes at Executive meetings are taken by a show of hands and are decided by a simple majority, that is to say 50% of eligible voters present and voting plus one;

6.8.1 For motions related to financial issues, eligible voters include only members of the elected Executive;

6.8.2 All members of the Executive have an equal vote on non-financial matters;

6.9 The President will submit the meeting agenda to the members of the Executive prior to the start of each meeting;

6.10 Anyone intervening at an Executive meeting may do so in English or in French and may request that any verbal intervention or written document presented at the meeting be explained to them in either of these languages;

6.11 Each executive member is individually responsible for implementing Executive decisions and duties assigned to her within the deadline set out at those meetings.

 

ARTICLE SEVEN: IMPEACHMENT PROCEDURES

7.1 Motives allowing the instigation of impeachment procedures against a member of the Executive must be among the following:

7.1.1 Mismanagement of PSA funds or assets;

7.1.2 Failure to fulfill constitutional duties without valid reason;

7.1.3 Failure to carry out specific directives adopted at an official Executive meeting without valid reason;

7.1.4 Abuse of power and/or position;

7.1.5 Use of discriminatory and/or oppressive language when representing the PSA;

7.2 The impeachment of an Executive member requires one of the following:

7.2.1 A 2/3 decision made by the Executive to dismiss the member;

7.2.2 The submission of a petition;

7.2.2.1 Signed by 50 members and including the student number of each signatory;

7.2.2.2 The petition must be submitted to the Executive and the parties involved in the complaint;

7.2.3 A vote of two-thirds of members present at a General Assembly.

7.2.3.1 This Assembly must be called within seven business days of the Executive’s receipt of the petition;

7.2.3.2 A quorum of twenty-five PSA members must be obtained for this Assembly to be duly constituted;

7.2.3.3 If a quorum is not reached the impeachment procedure will be withdrawn;

7.3 Any attempt to impeach a member of the Executive must specify the precise events and/or activities justifying impeachment;

7.4 Each party to the impeachment complaint may appeal the decision of the Constitution Committee of the SFUO in accordance with the provisions set out in the SFUO Constitution;

7.5 Once a member has been impeached from the PSA, they are no longer eligible for future positions on the Executive.

 

ARTICLE EIGHT: ELECTIONS

8.1 The PSA Elections are subject to Bylaw 11 of the SFUO Constitution;

8.2 The PSA Executive must remain neutral in the office and throughout all official PSA events unless it is a campaign of their own;

8.3 The elections of PSA Executive members must be completed by March 31st;

8.4 No person campaigning for a position on the PSA Executive may be a scrutinizer;

8.5 No person campaigning for a position on the PSA Executive may assist in the organization or execution of the election;

8.5.1 Should the incumbent Vice-President of Communications decide to re-run for a position on the Executive, she is still responsible for sending out unbiased communications on behalf of the PSA;

8.6 The Executive is responsible for elections promotions that include the following:

8.6.1 Class presentations;

8.6.2 Visual notification of the ongoing campaign, at least one (1) week before the campaign starts, these may include, but are not limited to, posters;

8.6.3 Visual notification must be present in the Faculty of Social Sciences building and a minimum of one other building;

8.6.4 Promotional information distributed electronically through at least two different services/formats; these must include the official PSA website and Facebook.

 

Timetables

8.7 The timetable for the elections must be established by the Executive and must include the following points:

8.7.1 The deadline for nominations for the Chief Electoral Officer;

8.7.2 The deadline for nominations for Executive positions;

8.7.3 The deadline to submit electoral platforms;

8.7.4 The dates of the campaign period, which shall span no less than one calendar week;

8.7.5 The date of the candidates’ debate;

8.7.6 The voting dates.

 

Chief Electoral Officer

8.8 Within this document the Chief Electoral Officer shall be abbreviated as “CEO”;

8.9 The CEO will be determined by simple majority vote of the PSA Executive;

8.9.1 The CEO must be a bilingual student of the University of Ottawa;

8.9.2 The CEO cannot be a student represented under the PSA;

8.10 The CEO is accountable to the Executive for the proper management of the electoral process;

8.11 The PSA Executive can vote to dismiss the CEO for favouring a candidate, not performing her duties as outlined, or demonstrating a lack of respect for electoral procedures;

8.12 All volunteers assisting the CEO during the PSA elections must remain neutral and follow the electoral guidelines;

8.13 The CEO is responsible for:

8.13.1 Announcing and publicizing the elections and the results, as well as all events and deadlines associated with the elections;

8.13.2 Ruling on all questions concerning the organization and the administration of the elections;

8.13.3 Drafting electoral regulations and ensuring that they are respected;

8.13.4 Obtaining and guarding as strictly confidential the official enrolment list of students in the Psychology program for the purpose of identifying valid voters on the date(s) of the election. Only the CEOs, their assistant(s), and the polling officers are authorized to view this list;

8.13.5 Coordinating the counting of ballots directly following the elections;

8.13.6 Disqualifying or penalizing candidates who contravene the rules of the election;

8.13.7 Handing out the official PSA electoral guidelines to all candidates;

8.14 The CEO must act in tandem with the President of the PSA on all matters concerning the election.

 

Cadidates

8.13 In order to be considered eligible, all requirements must be satisfied:

8.13.1 Candidates must either be in the Honours or Major Psychology program;

8.13.2 All candidates must submit their election form specifying the position selected by the designated deadline;

8.13.3 Candidates cannot form teams or slates nor may they combine resources or technical aid. This includes the sharing of labour or costs;

8.13.4 Candidates and any recognized members of their campaign who make or publish any false statement of fact in relation to the personal character or conduct of a candidate will be disqualified;

8.13.5 Candidates cannot run for more than one position on the Executive in any given election;

8.13.6 Candidates may only run in the election of one federated student body per term;

8.13.7 A member may not hold the same executive position for more than 2 years, unless voted in during a by-election in the winter term, in which case the remaining time frame will be considered a bye;

8.13.8 All candidates must be registered students for the upcoming term following the elections;

8.13.9 The candidate must not spend more than $50 on their campaign.

 

The Vote

8.14 Every member of the PSA has one vote that she must exercise in person.

8.15 Each student must present her student card or UPASS at the polling station to receive her ballot;

8.16 The ballot of the CEO must be sealed and opened only in the event of a tie;

8.17 The elections will be conducted by secret ballot;

8.18 Each ballot will be an official document on which the names of the candidates, as they appear on the successfully completed nomination forms, are listed alphabetically from A-Z according to their surnames;

8.19 In the case of there only being one candidate for a position, a vote of confidence will be used in the form of ‘yes’ or ‘no’ being placed next to their name;

8.20 In races with multiple candidates, the candidate receiving the most votes shall be declared elected to the position. In the case of there only being one candidate for a position, the candidate will be declared elected if she receives more ‘yes’ votes than ‘no’ votes.

 

Ballot Counting

8.22 Ballot counting will be the responsibility of the CEO and her assistant(s);

8.23 Both the ballots and official enrolment lists must not be destroyed until after five business days after the election results have been finalized;

8.24 There will be an automatic recount of the ballots if less than ten ballots separate the elected candidate from her opponent(s);

8.25 The CEO must be present during the official announcement of the election results on the same evening as the ballot counting;

8.26 Any candidate may demand a recount. In order to do so, they must submit a written request to the CEO within two business days of the initial ballot count;

8.27 The CEO must advise all other affected candidates for that particular position before the recount may take place;

8.28 Any member of the PSA may contest election results by submitting a request to the CEO within two business days of the official announcement of the results;

 

Vacancies

8.29 If a position has not been filled or becomes vacant, the Executive can appoint someone to fill that position by either running a by-election or holding interviews;

8.30 If a position cannot be filled by a non-elected member, the Executive may, upon unanimous consent, fill the position with an elected member (double position) or leave the position vacant in which case the Executive as a whole becomes responsible for those duties.

 

ARTICLE NINE: GENERAL ASSEMBLY

9.1 The General Assembly is to be organized by the Vice President of Internal Affairs, unless otherwise determined by the PSA Executive;

9.2 The PSA President chairs the General Assembly, unless otherwise decided by the PSA Executive, and must do so in accordance with the most recent edition of “Robert’s Rules of Order”;

9.3 Quorum is set at 25 PSA members, including members of the Executive;

9.4 The General Assembly must be advertised by the PSA Executive at least one week in advance indicating in both English and French the date, time, and location of the meeting;

9.5 Motions must be submitted 48 hours prior to the General Assembly;

9.6 Votes on motions presented at a General Assembly, except as they pertain to the impeachment of an Executive member, are taken by a show of hands and are decided by a simple majority, which is 50 percent of students present and voting plus one. In the case of a tie, the motion is lost;

9.7 A General Assembly of the PSA must be held prior to the elections taking place in the winter term;

9.8 An emergency meeting of the General Assembly may be called by way of the submission of a petition to the Executive signed by at least 30 members of the PSA;

9.9 The Executive must call a General Assembly within five business days following the submission of such a petition.

 

ARTICLE TEN: CONSTITUTIONAL AMENDMENTS

10.1 Changes to the PSA Constitution may be done by way of either a majority vote of the Executive, General Assembly, or a referendum question;

10.2 Amendments to the PSA Constitution may be proposed with prior notice at a General Assembly held in accordance with Article 9;

10.3 Amendments proposed by way of a referendum must be announced and advertised at least twenty business days prior to the date of the referendum;

10.4 The SFUO is responsible for appointing a referendum convenor;

10.5 The referendum question will be placed on the ballot with the choice of voting “Yes” or “No” to the question;

10.6 Voting, ballot counting, and the announcement of the referendum results will take place in accordance with the elections rules enumerated in Article 8;

10.7 A simple majority (50 percent of votes cast plus one) is required for a referendum question to pass. In the case of a tie, the motion is lost.

 

ARTICLE ELEVEN: COUNCIL MEMBERS

11.1 A council member is a psychology student that has been elected to sit on the School of Psychology School Council. There are three council members;

11.2 She is required to attend all meetings of the School of Psychology School Council; If she misses more than 3 meetings without just cause, the PSA Executive may intervene;

11.3 Council members are required to give monthly updates to the PSA Executive at the beginning of each month. If council members cannot attend, they can give a summary to the President;

11.4 Council members must be elected by PSA members at the same time as the general Executive elections.

 

ARTICLE TWELVE: SCHOLARSHIPS

12.1 The Vice President of University Affairs must run the scholarship system in accordance with the following:

12.1.1 She must receive all applications through her PSA email address;

12.1.2 She, along with the President, must screen applications to ensure that no applicant is identifiable in any way;

12.1.3 She should compile all applications and send them to the Scholarship Selection Committee, as selected by the Vice President of University Affairs, President, and Vice President of Financial Affairs, including the PSAÉP Scholarship Grading Scale, as developed by the Vice President of University Affairs, President, and Vice President of Financial Affairs;

12.1.3.1 The PSAÉP Scholarship Grading Scale is not to be released to the public or any members of the Executive who are not the Vice President of University Affairs, President, or Vice President of Financial Affairs;

12.1.3.2 The PSAÉP Scholarship Grading Scale is subject to change under two circumstances. Changes must be voted and wholly approved by the Executive;

12.1.3.2.1 That there is a surplus or deficit of applicants;

12.1.3.2.2 That there are too many applications which receive the same score (within Z points);

12.1.4 She, along with the President or the Vice President of Financial Affairs, will calculate the average of the scores of each member of the Scholarship Selection Committee in a timely fashion;

12.1.4.1 Any recounting and recalculating will be done by the Vice President of University Affairs and the Vice President of Financial Affairs. A member of the Executive team is to be present to oversee the recounting process;

12.1.5 She is responsible for contacting, via her email address, all applicants. She is to be given 24 hours to do so; starting from the moment the decision was made. The Scholarship recipients should be notified prior to the awarding ceremony;

12.1.6 All members of the Executive are prohibited from applying to these scholarships during or after their term;

12.1.7 Any persons who have seen the PSAÉP Scholarship Grading Scale are strictly prohibited from applying to these scholarships;

12.1.7 No person may receive the PSAÉP Scholarship more than once.

 

ARTICLE THIRTEEN: GENERAL POINTS

12.1 The PSA should make use of the workshops made available by the SFUO services, including but not limited to Positive Space Training, Ally Training, Anti-O Training, and Active Listening, and ensure presentations of these workshops, and others that would be beneficial to achieving our mandate;

12.2 Promotional material for all events must include the following: “Accessibility accommodations will be made available upon request, to the best of the ability of the PSA”. A date by which the request must be made will be included on the material;

12.3 The Vice President of Social Affairs is to be allocated $160 for food expenditures during the course of 101-Week. This money will be reimbursed provided that receipts are given to the Vice President of Financial Affairs.