Cube Management Policy

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Adopted 2015-11
Last Modified 2017-08

ENGINEERING UNDERGRADUATE SOCIETY OF MCGILL UNIVERSITY THE CUBE MANAGEMENT Policy Adopted November 2015, Amended October 2016, 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 Cube : An EUS service committee operating multiple 3D printing hubs across campus.
1.4 The Additive Manufacturing Lab (AML ): the Cube’s primary hub, located in MD 264.

Article 2. Purpose/Mission

2.1 The purpose of The Cube shall be to:
2.1.1 Provide students and staff with affordable, convenient, and efficient 3D printing, scanning, and consultation services.
2.1.2 Operate and maintain 3D printers owned by the Mechanical Engineering Department, as well as those owned by other departments, faculties and groups.
2.1.3 Give students an opportunity to gain experience in operating a business.
2.2 The purpose of the The Cube manager(s) shall be to:
2.2.1 Ensure The Cube does not end the fiscal year with a deficit.
2.2.2 Ensure that The Cube maintains an above average rating from McGill students and researchers in regards to affordability, convenience, and professionalism, as measured by continuing customer feedback and an annual year-end survey.

Article 3. Management

3.1 The Cube management shall have at least one (1) person employed by EUS and functioning as student manager.
3.2 The manager(s) will remain at their post for one (1) full year, from May 1st to April 30th of the following year, including the summer, unless otherwise arranged by the Vice President Service of the EUS.
3.2.1 The manager(s), if unavailable during the summer, is/are responsible, along with the Vice President Service of the EUS, for finding an appropriate summer manager.
3.3 The manager shall be chosen by the Services Selection Committee.
3.3.1 Precedence shall be given to applicants who have previously been employed at The Cube.
3.4 The duties of the manager(s) are non-remunerative.
3.4.1 The managers shall only be paid for work done within the capacity of a regular employee.

Article 4. Responsibilities

4.1 The manager(s) shall carry out the following human resource duties:
4.1.1 Fairly advertising job openings and hiring new employees.
4.1.2 Arranging for and / or conducting the training of new employees.
4.1.3 Submitting employee payroll to the Vice President Service of the EUS on time.
4.1.4 Ensuring employees perform duties as specified in the EUS Part-Time Employee by-laws.
4.1.5 Coordinate Cube operations amongst employees toward successful operation of the service.
4.2 The manager(s) shall maintain relations with suppliers or service technicians, to ensure the upkeep of all equipment and minimize downtime.
4.3 The manager(s) shall maintain communications with the Vice President Service of the EUS, through formal meetings or otherwise.
4.4 The manager(s) shall maintain communications with the Mechanical Engineering department, as well as with other academic faculties / groups that own machines operated by The Cube service. This includes:
4.4.1 Keeping track of the quantities of material donated, and the costs of all course-related prints or other department-/ group-related expenditures.
4.4.2 At the end of the year, informing the departments / groups how much of their credit remains or what they owe.
4.4.2.1 The EUS Vice President Service of the EUS will arbitrate in the event of a disagreement between The Cube and the Mechanical Engineering department, or between The Cube and other departments or groups.
4.5 The manager(s) shall maintain communication with Copi-EUS to ensure all orders have been picked up and paid for and the corresponding monthly revenue has been transferred internally to The Cube.
4.6 The manager(s) shall be responsible for the following operational duties:
4.6.1 Maintaining the inventory and ordering supplies.
4.6.2 Having a consistent physical presence in the lab.
4.6.3 Ensuring technicians operate in a professional manner when interacting with clients.
4.6.4 Promptly responding to emails, addressed to the cube@mcgilleus.ca account, and using the cube@mcgilleus.ca account to communicate externally with EUS and academic departments and groups.
4.7 The manager(s) shall coordinate advertising and determine a general marketing strategy for the services rendered to both staff and students.
4.8 The manager(s) shall submit a year end committee report and fiscal report, no later than the deadline set by the Vice President Service of the EUS.
4.9 The manager(s) shall conduct an end-of-term survey no later than April 30th in order to obtain customer feedback regarding the affordability, quality, and professionalism of the service.

Article 5. Employees

5.1 Employees are to be hired by The Cube manager(s).
5.2 Manager(s) will conduct interviews to hire new employees.
5.3 Vice President Service of the EUS must be notified of, and approve of all, employee hiring and termination processes.
5.4 All employees are subject to the EUS Part-Time Employee Policy.
5.5 If the employee is also a manager, termination of employee status, according to Article 12.5 of the EUS Part-Time Employee Policy, automatically ends the managerial status.

Article 6. Financial

6.1 The manager(s) must submit financial budgets to the Vice President Finance of the EUS, no later than the date set by the Vice President Finance of the EUS. Revised budgets shall be submitted at the beginning of the Winter semester.
6.2 The manager(s) must compile monthly statements in accordance with the Vice President Finance of the EUS. This includes managing Internal and External accounts receivable and controlling accounts payable.
6.3 The manager(s) shall formulate a price list and pricing policy for the entire year and have it approved by the Vice President Service of the EUS.

Article 7. Amendments

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

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:
8.1.1 The Quebec Companies Act
8.1.2 The EUS Letters Patent
8.1.3 The EUS Constitution
8.1.4 The EUS Bylaws