New Initiatives Policy

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Adopted July, 2016

ENGINEERING UNDERGRADUATE SOCIETY OF MCGILL UNIVERSITY NEW INITIATIVES Policy Adopted July 2016 , Amended July 2017

Article 1: Definitions

1.1 The Engineering Undergraduate Society of McGill University (hereafter referred as “ EUS ”) is the registered name of the non-for-profit corporation representing the engineering and architecture undergraduate students at McGill University
1.2 The Board of Governors of the EUS is the administrative board of the Engineering Undergraduate Society of McGill University which is composed of Administrators as defined by the EUS Constitution
1.3 The EUS shall recognise all Departmental Societies, Clubs, and Design Teams set forth in the relevant articles of the EUS Constitution as EUS Groups
1.4 New initiatives shall be defined as any new projects requiring either the establishment of a new committee or directorship
1.5 Mover shall refer to the EUS Councillor who instigates a new initiative
1.6 Permanent Directorships shall refer to directorships defined by EUS Bylaws
1.7 Temporary Directorships shall refer to directorships created at the discretion of the EUS Executive Committee
1.8 Temporary director shall refer to the individual selected to hold a temporary directorship
1.9 Large-Scale External Events shall refer to events or activities of the Canadian Federation of Engineering Students (CFES) or the Quebec Confederation of Engineering Student Outreach (QCESO) such as the Quebec Engineering Competition, the Canadian Engineering Competition, the Conference on Diversity in Engineering, CFES Presidents Meeting or CFES Congress.

Article 2: Purpose

2.1 The purpose of this policy is to serve as guidelines for the creation of new initiatives
2.2 The policy shall, in accordance with the EUS Constitution and Bylaws, allow for flexibility in the creation of new initiatives while ensuring institutional memory

Article 3: Regular Process

3.1 New initiatives shall follow the regular process
3.1.1 The mover should ensure that proper consultation is conducted
3.1.1.1 Any new initiatives launched by an EUS Executive should require the approval of the EUS Executive Committee
3.1.1.2 Any new initiatives launched by any other EUS Councillor should first be presented at EUS Council as a discussion item
3.1.2 The mover shall write the necessary Policy to structure the new initiative
3.1.3 The mover shall present the new initiative’s Policy at an EUS Council meeting in the form of a motion
3.1.4 The new initiative shall be considered valid once its Policy is adopted by the EUS Council
3.1.4.1 The Policy has to be further ratified by the Board of Governors
3.2 To ensure flexibility, the following exceptions may apply
3.2.1 Temporary directorships due to their nature
3.2.2 New committees may possess a year-long trial period before undergoing the regular process

Article 4: Organizing and Service Committees

4.1 New Organizing Committees and Service Committees may possess a year-long trial period to ensure flexibility and provide a framework to test the feasibility of the mandate
4.2 The Executive Committee may create a new Organizing Committee or a Service committee with a trial period under the supervision of an EUS Executive for a specific mandate and purpose
4.2.1 Any financial obligations shall be assumed by the Exec-in-Charge’s budget
4.2.2 The selection of the chair shall be approved by the Executive Committee
4.3 The EUS Council may create a new Organizing Committee or Service Committee with a trial period under the supervision of an EUS Executive
4.3.1 The motion creating the committee shall contain the committee’s purpose and mandate
4.3.2 The committee shall operate through an account of the EUS and submit a budget to the Vice President Finance of the EUS
4.3.3 The chair of the committee shall be selected through a Selection Committee
4.4 At the end of the trial period, the chair of the committee or the Exec-in-Charge of the committee shall establish the necessary Bylaws under which the committee shall operate
4.5 The List of Organizing Committees and Service Committees undergoing a trial period shall be presented at first EUS Council of each semester but shall not require a ratification

Article 5: Standing Committees

5.1 Standing Committees may possess a year-long trial period to ensure flexibility and try out and provide a framework to test the feasibility of the mandate
5.2 The EUS Council may create a new Standing Committee with a trial period under the supervision of an EUS Executive by passing a motion outlining the purpose and mandate of the committee
5.2.1 The motion creating the committee shall contain the committee’s purpose and mandate
5.2.2 The committee finances shall operate through an account of the EUS and submit a budget to the EUS
5.2.3 The chair of the committee shall be selected through a selection committee
5.3 At the end of the trial period, the chair of the committee or the Exec-in-Charge shall establish the necessary Policy under which the committee shall operate
5.4 Standing Committees established to host Large-Scale External Events shall be subject to these additional rules
5.4.1 An Activity Agreement outlining the relations between the EUS and the committee shall be signed between the committee chair and the Board of Governors
5.4.2 The committee shall disband upon the submission of an Exit Report by the committee chair
5.4.3 Financial surplus or deficit shall be handled according to the relevant external organization’s guidelines

Article 6: Temporary Directorships

6.1 Temporary directorships may be created at the discretion of Executive Committee for a specific mandate under the supervision of an EUS Executive
6.2 The selection process of temporary directors shall be conducted at the discretion of the Executive Committee
6.2.1 The Exec-in-charge of a temporary directorship shall determine the tasks associated with the position. The tasks must be in accordance with the aforementioned mandate
6.2.2 Temporary directors may not be a financial officer of the EUS and all revenues/expenses related to the performance of the aforementioned tasks shall be covered by their respective Exec-in-Charge budgets.
6.3 Temporary directors may not oversee EUS Committees or manage funds
6.4 The term of temporary directors may not go beyond the end of the academic year in which it was created
6.5 Temporary director shall submit an exit report to their relevant Exec-in-Charge before the end of the academic year
6.6 There shall be no more than two successive temporary directorships with similar mandate.
6.6.1 Policy defining the directorship shall be passed at EUS Council, and further ratified by the Board of Governors, in order for the position to continue existing.

Article 7: Amendments

7.1 Amendments to this policy must be approved by a simple majority vote of the Board of Governors of the EUS

Article 8: Interpretation

8.1 In the case of a conflict between this policy and the following documents, the following documents prevail in the order they are listed in:
8.2 The Quebec Companies Act
8.3 The EUS Letters Patent
8.4 The EUS Constitution
8.5 The EUS Bylaws