Congress Delegate Selection Committee Policy
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- 1 Article 1: Definitions
- 2 Article 2: Purpose
- 3 Article 3: Membership
- 4 Article 4: Advertising of the Selection Committee
- 5 Article 5: Applications
- 6 Article 6: Interview Protocol
- 7 Article 7: Deliberations
- 8 Article 8: Presentations of Results
- 9 Article 9: Appeal Process
- 10 Article 10: Confidentiality
- 11 Article 11: Amendments
- 12 Article 12: Interpretation
ENGINEERING UNDERGRADUATE SOCIETY OF MCGILL UNIVERSITY CONGRESS DELEGATION SELECTION COMMITTEE Policy Adopted October 2007, Amended August 2015, August 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 Canadian Federation of Engineering Student Congress, hereafter called CFES Congress is the Annual General Meeting organized by the CFES typically held the first week of January of each year
- 1.5 Selection Period : The period between October 1st and November 30th, ending no later than
- 1 week before the CFES Congress delegate registration deadline.
- 1.6 Member-at-Large : A Regular member of the Engineering Undergraduate Society, hereafter referred to as the EUS, chosen by the EUS Council to sit on the CFES Congress Delegate(s) Selection Committee during the Selection Period.
Article 2: Purpose
- 2.1 The CFES Congress Delegation Selection Committee shall select CFES Congress McGill Delegate(s) such that:
- 2.1.1 There will be at least one CFES Congress McGill Delegate who has experience with the EUS and be able to both contribute to the CFES, as well as bring information pertaining to the current state of the CFES and its activities back to the EUS in the form of a brief report, to be submitted to the Vice President External
- 2.1.2 There will be at least one CFES Congress McGill Delegate who has little or no experience with the EUS who will be expected to bring ideas back from the CFES Congress that will benefit the EUS in the form of a brief report, to be submitted to the Vice President External
- 2.1.3 The remainder of the CFES Congress McGill Delegation shall be up to the discretion of the CFES Congress Delegate Selection Committee and the Vice President Finance
- 2.1.4 Applicants having announced an intent to apply for an Executive or Commissioner position to the CFES shall be given priority consideration over applicants falling under item ::3.1.2, at the discretion of the CFES Congress Delegation Selection Committee.
- 2.1.5 Any Regular Member (s) having attended the President’s Meeting will be expected to attend CFES Congress as part of the McGill Delegation.
- 18.104.22.168 The McGill representative to the President’s Meeting shall be decided by the Executive Committee, and priority shall be given according to the following list:
- 22.214.171.124.a VP External
- 126.96.36.199.b President
- 188.8.131.52.c External Relations Director
- 184.108.40.206.d Regular Member with prior CFES experience, with priority given to a member of the EUS Executive Committee
- 220.127.116.11.e Regular Member who intends to have future involvement with the CFES
- 18.104.22.168 Should no EUS representative be able to attend the President’s Meeting, item
- 3.1.6 is invalidated.
- 2.1.6 In the event that the McGill Delegation to CFES Congress shall consist of 5 or more members, the Executive Committee may send another member of the Executive Committee to CFES Congress
- 22.214.171.124 This selection must be approved by EUS Council before the selection of the remainder of the CFES Congress Delegation.
Article 3: Membership
- 3.1 The CFES Congress Delegation Committee shall be composed of
- 3.1.1 The EUS Vice-President External, who shall act as Head Delegate
- 3.1.2 One other member of the Executive Committee who shall not submit a CFES Congress Delegate Application, who shall act as chair
- 3.1.3 Any number of Member-at-Large, who shall not submit a CFES Congress Delegate Application, as deemed appropriate by the Chair
- 3.2 Quorum shall be half the number of committee members plus one
- 3.3 Each member shall have 1 vote
Article 4: Advertising of the Selection Committee
- 4.1 There shall be a CFES Congress Delegation Selection Advertising Campaign for a minimum of one week to publicize available CFES Congress McGill Delegate position(s).
- 4.2 The CFES Congress Delegation Selection Committee Advertising Campaign will include the following activities:
- 4.2.1 Articles including information about CFES Congress and how to apply in the Pipeline;
- 4.2.2 To make available sufficient copies of the CFES Congress McGill Delegate Application Form as prepared by the Vice President External.
- 4.3 The CFES Congress Delegation Selection Advertising Campaign is the responsibility of the Vice President External.
Article 5: Applications
- 5.1 All applicants must fill out the CFES Congress McGill Delegate Application Form and hand it in before the Application Deadline.
- 5.2 The application process shall last a minimum of five (5) school days
- 5.3 If the number of Applications handed in by the Application deadline does not exceed the number of positions available, the deadline must be extended by at least two (2) school days.
- 5.4 The CFES Congress Delegation Selection Committee may reject an applicant prior to the interview if it deems that applicant to have put insufficient effort into properly completing the application form
- 5.5 The Chair may call an Application Review Meeting if it is deemed necessary to review any applications for possible rejection prior to interview
- 5.6 Quorum for an Application Review Meeting shall be the quorum as set by article 3.3
- 5.7 Application Review Meetings shall be considered confidential.
- 5.8 The rejection of an applicant prior to interview shall require a two-thirds (2/3) majority vote in favor at an Application Review meeting
Article 6: Interview Protocol
- 6.1 All members of the CFES Congress Delegation Selection Committee shall be provided with a confidentiality waiver to be signed at the beginning of each of the sessions
- 6.2 Interviews shall be considered closed, and no record of the proceedings shall be published or made public.
- 6.3 Each candidate for a position shall be asked the identical set of questions. Only questions pertaining to specific information in a candidate’s application may be posed to one candidate and not all others.
Article 7: Deliberations
- 7.1 After the completion of all the interviews, the CFES Congress Delegation Selection Committee shall meet to deliberate and select from amongst the candidates
- 7.2 No records of the deliberations shall be kept, and no record of the proceedings other than the final decision of the CFES Congress Delegation Selection Committee shall made public
- 7.3 No member of the Selection Committee who was not present for the interviews with every candidate for a given position may vote in the proceedings
Article 8: Presentations of Results
- 8.1 The final decisions of CFES Congress Delegation Selection Committee shall be posted following the conclusion of its session
- 8.2 The decisions of the Selection Committee shall also be presented by the Vice-President External during the “Reports from Committees” agenda item at the next meeting of the EUS Council
- 8.3 Decisions made in favor of an Associated Member of the EUS shall be subject to ratification by EUS Council, as prescribed by the EUS Constitution
- 8.4 During meetings of the EUS Council, only procedural questions will be permitted regarding the Selection Committee, and those questions will be answered only by the Vice-President External
Article 9: Appeal Process
- 9.1 Applicants who were rejected shall have five (5) school days to appeal the decision of the CFES Congress Delegation Selection Committee by submitting an appeal to the Chair of the ASC. The grounds for the appeal must be specified.
- 9.2 The ASC shall then re-interview all applicants for the position in question. Applicants shall be made aware of the appeal and the grounds cited for the appeal, and the questions asked during the interview shall be limited to those pertaining to the appeal
- 9.3 No new applications will be considered at this time.
- 9.4 The decision of the ASC following appeal deliberations shall be posted following the conclusion of the deliberation meeting.
- 9.5 Should the appealing party wish to further pursue the appeal, both the appealing party and the party which was chosen by the ASC shall be given speaking rights at the meeting of the EUS council during which the ASC decisions are to be ratified.
- 9.6 Ratification by the EUS Council shall be final and binding, and no further appeal shall be considered
Article 10: Confidentiality
- 10.1 All members of the CFES Congress Delegation Selection Committee, and any person attending an interview with the exception of those people being interviewed, shall be required to complete, sign and submit a confidentiality agreement.
- 10.2 Violation of the confidentiality agreement will subject the offender to consequences to be determined by the EUS Council.
Article 11: Amendments
- 11.1 Amendments to this policy must be approved by a simple majority vote of the Board of Governors
Article 12: Interpretation
- 12.1 In the case of a conflict between this policy and the following documents, the following documents prevail in the order they are listed in:
- 12.1.1The Quebec Companies Act
- 12.1.2The EUS Letters Patent
- 12.1.3The EUS Constitution
- 12.1.4The EUS Bylaws