By-Laws – CSGSA

Revised April 15, 2020

The Executive
1. President
  1. The President shall co-ordinate all business with Representatives of the Association.
  2. The President shall be one of the Representatives of the Association at meetings of the Computer Science Department.
  3. The President shall chair all meetings of the Association and of the Executive at which he is present.
  4. The President shall be, ex officio, a voting member of every Committee of the Association and shall co-ordinate all business with Committees of the Association.
  5. The President shall be the Representative of the Association at meetings of the Department of Computer Science Finance Committee.
  6. Where a Representative of the Association to an organization, committee, or association external to the Department of Computer Science has not been designated, the President shall be the Representative of the Association, or delegate this role to another member.
2. VP Finance
  1. [Deleted]
  2. [Deleted]
  3. In the absence of the President the VP Finance shall act in their place.
  4. The VP Finance shall be responsible for keeping account of all income and expenditure of the Association and shall present a statement of such to a meeting of the Association on request or at least semi-annually.
3. VP Social
  1. The VP Social shall coordinate the social gatherings and outings of the Association.
  2. The VP Social shall work with the president to organise the annual Orientation Week held for incoming graduate students at the start of each Winter Session.
  3. [Deleted]
  4. Up to two VP socials may be in office simultaneously
4. VP Student Support
  1. The VP Student Support should also be a representative on the Graduate Affairs committee.
  2. The VP Student Support serves as the first point of contact for student issues, concerns, and questions – to provide answers, recommend resources, and pass on concerns, as appropriate.
5. General Administration
  1. Any member of the executive shall conduct the official correspondence of the Association, report such to the Association at the first meeting thereafter, and issue notices and agenda of meetings of the Association and of the Executive.
  2. Any member of the executive shall keep minutes of the meetings of the Association. Any Constitution or By-Laws amendments shall be distributed to the membership as soon as possible after they are passed.
  3. The CSGSA shall oversee the purchase and maintenance of items in shared graduate student space (e.g., pool tables, ping-pong tables, foosball tables).
Representatives of the Association
1. Other than those Representatives of the Association already specified within By-Law I, the following shall be open for election by the Association:
  1. Representative(s) to each of the following Departmental Committees (the maximum number to be elected is indicated in parentheses):
    - Colloquium (1)
    - Communications (2)
    - Faculty Recruiting – Research Stream (2)
    - Faculty Recruiting – Educational Leadership Stream (2)
    - Teaching and Peer Evaluation (1)
    - Graduate Affairs (3)
    - Computing Support (1)
    - Outreach, Diversity, and Equity (4)
    - Program Experience (1)
    - Reading Room (1)
    - Space and Safety (1)
    - Student Development (4)
    - Classroom Operations (1)
  2. The following additional representative(s) and officer(s) (the maximum number to be elected is indicated in parentheses):
    - Graduate Student Society Councillors (2)
    - Graduate Student Wellbeing Network Representatives (2)
    - Union Representatives (4)
    - Department Meeting Representatives (2)
    - UDLS Organizers (2)
    - Tea Czar (1)
    - Sports Representatives (2)
2. None of the Union Representatives shall be the Department of Computer Science TA Coordinator. If, after electing the Union Representatives, any Union Representative is hired as the TA Coordinator, this Union Representative must resign.
Meetings
1. The Association shall meet one time per academic year, and more often if deemed necessary by the Executive.
2. The meeting of the Association to elect Members of the Executive and Representatives of the Association shall be held in March or April.
3. Prior to any meeting of the Association at which elections or by-elections are to be held, at least one weekʼs notice must be given during which time, nominations shall be accepted by the current Executive. Nominees may nominate themselves. Nominations shall also be called for at the meeting. No nomination shall be accepted without consent of the nominee.
4. A quorum at any meeting of the Association shall consist of fifteen percent of the current membership, or 20 members, whichever is lower.
5. For any meeting of the Association the agenda shall be distributed to all members of the Association and to all Representatives to the Association at least twenty-four hours prior to the meeting.
6. No meeting of the Association shall be longer than ninety minutes in duration.
7. The Faculty of the Department of Computer Science may designate two Representatives to meetings of the Association.
Finances
1. All finances belonging to the Association shall be kept by the VP Finance, by any means judged appropriate (e.g., through a bank account), given the amounts managed.
2. Any event with expense exceeding $200 must be advertised to all members of the association at least one week prior to its occurrence. If at least 10 members or 10% of the student population, whichever is lower, (documented in signatures) of the association petition for a meeting in contest of the expense, the expense must be postponed until such a meeting can be held in which members approve it.
3. Any single purchase (not pertaining to an event) exceeding $500 must be advertised to all members of the association at least one week prior to being made. If at least 10 members or 10% of the student population, whichever is lower, (documented in signatures) of the association petition for a meeting in contest of the expense, the expense must be postponed until such a meeting can be held in which members approve it.
Space
1. The CSGSA, in conjunction with the departmental space committee, is responsible for the management of graduate student space. This task comprises the following duties for the space committee representative:
  1. Determination of cubicle (bullpen) and office demand in August preceding the September intake of students.
  2. Communicating with the graduate secretary and the department’s space administrator regarding office locations.
  3. [Deleted]
  4. [Deleted]
  5. Meeting with a subcommittee of the department’s space committee to process requests for seat/office changes.
  6. Coordinating access to view any graduate student offices, if one (or more) are available.
  7. [Deleted]
  8. [Deleted]
  9. The CSGSA shall resolve any disputes regarding office space in the bullpen or graduate lounge.
2. The following outlines the department’s seating process, as it affects the CSGSA:
  1. New first year graduate students entering in September are allocated to the bullpen (ICICS 108) or a seat in an available office if necessary.
  2. [Deleted]
  3. [Deleted]
  4. [Deleted]
  5. Students will relocate from group offices to research labs by June 1.
  6. [Deleted]
  7. Graduate students are responsible for cleaning up the work area and leaving it as it was found.

Revised April 15, 2020

The Executive
1. President
  1. The President shall co-ordinate all business with Representatives of the Association.
  2. The President shall be one of the Representatives of the Association at meetings of the Computer Science Department.
  3. The President shall chair all meetings of the Association and of the Executive at which he is present.
  4. The President shall be, ex officio, a voting member of every Committee of the Association and shall co-ordinate all business with Committees of the Association.
  5. The President shall be the Representative of the Association at meetings of the Department of Computer Science Finance Committee.
  6. Where a Representative of the Association to an organization, committee, or association external to the Department of Computer Science has not been designated, the President shall be the Representative of the Association, or delegate this role to another member.
2. VP Finance
  1. [Deleted]
  2. [Deleted]
  3. In the absence of the President the VP Finance shall act in their place.
  4. The VP Finance shall be responsible for keeping account of all income and expenditure of the Association and shall present a statement of such to a meeting of the Association on request or at least semi-annually.
3. VP Social
  1. The VP Social shall coordinate the social gatherings and outings of the Association.
  2. The VP Social shall work with the president to organise the annual Orientation Week held for incoming graduate students at the start of each Winter Session.
  3. [Deleted]
  4. Up to two VP socials may be in office simultaneously
4. VP Student Support
  1. The VP Student Support should also be a representative on the Graduate Affairs committee.
  2. The VP Student Support serves as the first point of contact for student issues, concerns, and questions – to provide answers, recommend resources, and pass on concerns, as appropriate.
5. General Administration
  1. Any member of the executive shall conduct the official correspondence of the Association, report such to the Association at the first meeting thereafter, and issue notices and agenda of meetings of the Association and of the Executive.
  2. Any member of the executive shall keep minutes of the meetings of the Association. Any Constitution or By-Laws amendments shall be distributed to the membership as soon as possible after they are passed.
  3. The CSGSA shall oversee the purchase and maintenance of items in shared graduate student space (e.g., pool tables, ping-pong tables, foosball tables).
Representatives of the Association
1. Other than those Representatives of the Association already specified within By-Law I, the following shall be open for election by the Association:
  1. Representative(s) to each of the following Departmental Committees (the maximum number to be elected is indicated in parentheses):
    - Colloquium (1)
    - Communications (2)
    - Faculty Recruiting – Research Stream (2)
    - Faculty Recruiting – Educational Leadership Stream (2)
    - Teaching and Peer Evaluation (1)
    - Graduate Affairs (3)
    - Computing Support (1)
    - Outreach, Diversity, and Equity (4)
    - Program Experience (1)
    - Reading Room (1)
    - Space and Safety (1)
    - Student Development (4)
    - Classroom Operations (1)
  2. The following additional representative(s) and officer(s) (the maximum number to be elected is indicated in parentheses):
    - Graduate Student Society Councillors (2)
    - Graduate Student Wellbeing Network Representatives (2)
    - Union Representatives (4)
    - Department Meeting Representatives (2)
    - UDLS Organizers (2)
    - Tea Czar (1)
    - Sports Representatives (2)
2. None of the Union Representatives shall be the Department of Computer Science TA Coordinator. If, after electing the Union Representatives, any Union Representative is hired as the TA Coordinator, this Union Representative must resign.
Meetings
1. The Association shall meet one time per academic year, and more often if deemed necessary by the Executive.
2. The meeting of the Association to elect Members of the Executive and Representatives of the Association shall be held in March or April.
3. Prior to any meeting of the Association at which elections or by-elections are to be held, at least one weekʼs notice must be given during which time, nominations shall be accepted by the current Executive. Nominees may nominate themselves. Nominations shall also be called for at the meeting. No nomination shall be accepted without consent of the nominee.
4. A quorum at any meeting of the Association shall consist of fifteen percent of the current membership, or 20 members, whichever is lower.
5. For any meeting of the Association the agenda shall be distributed to all members of the Association and to all Representatives to the Association at least twenty-four hours prior to the meeting.
6. No meeting of the Association shall be longer than ninety minutes in duration.
7. The Faculty of the Department of Computer Science may designate two Representatives to meetings of the Association.
Finances
1. All finances belonging to the Association shall be kept by the VP Finance, by any means judged appropriate (e.g., through a bank account), given the amounts managed.
2. Any event with expense exceeding $200 must be advertised to all members of the association at least one week prior to its occurrence. If at least 10 members or 10% of the student population, whichever is lower, (documented in signatures) of the association petition for a meeting in contest of the expense, the expense must be postponed until such a meeting can be held in which members approve it.
3. Any single purchase (not pertaining to an event) exceeding $500 must be advertised to all members of the association at least one week prior to being made. If at least 10 members or 10% of the student population, whichever is lower, (documented in signatures) of the association petition for a meeting in contest of the expense , the expense must be postponed until such a meeting can be held in which members approve it.
Space
1. The CSGSA, in conjunction with the departmental space committee, is responsible for the management of graduate student space. This task comprises the following duties for the space committee representative:
  1. Determination of cubicle (bullpen) and office demand in August preceding the September intake of students.
  2. Communicating with the graduate secretary and the department’s space administrator regarding office locations.
  3. [Deleted]
  4. [Deleted]
  5. Meeting with a subcommittee of the department’s space committee to process requests for seat/office changes.
  6. Coordinating access to view any graduate student offices, if one (or more) are available.
  7. [Deleted]
  8. [Deleted]
  9. The CSGSA shall resolve any disputes regarding office space in the bullpen or graduate lounge.
2. The following outlines the department’s seating process, as it affects the CSGSA:
  1. New first year graduate students entering in September are allocated to the bullpen (ICICS 108) or a seat in an available office if necessary.
  2. [Deleted]
  3. [Deleted]
  4. [Deleted]
  5. Students will relocate from group offices to research labs by June 1.
  6. [Deleted]
  7. Graduate students are responsible for cleaning up the work area and leaving it as it was found.