Departmental Trips Fund Policy

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History
Adopted 2012-02
Last Modified 2017-11

ENGINEERING​ ​UNDERGRADUATE​ ​SOCIETY​ ​OF​ ​MCGILL​ ​UNIVERSITY Departmental​ ​Trips​ ​Fund​ ​Policy Adopted​ ​February​ ​2012 Amended​ ​October​ ​2014,​ ​November​ ​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 A “trip​” shall be defined under one of following categories:
1.4.1 A conference,
1.4.2 A sports trip,
1.4.3 A day trip industry tour.
1.5 A “conference​” shall be defined as an overnight event in a location outside of McGill campus that offers academic, social, and/or professional programming to students
1.6 A “sports​ ​trip​” shall be defined as an overnight event in a remote location, outside of Montreal, offering sporting and social programming
1.7 An “industry​ ​tour​” shall be defined as academic learning experience outside the classroom that offers exposure to industry and application of classroom knowledge. Industry tours must involve academic and professional programming

Article 2: Purpose

2.1 This policy shall offer extra funding to trips taken by Departmental Societies of the EUS that offer programming that furthers the purpose of the EUS
2.2 The Departmental Trips Fund shall be composed of funds allocated from the operating budget of the EUS

Article 3: Allocation

3.1 The Departmental Trips Fund shall be allocated on an ad-hoc basis by the Executive Committee of the EUS
3.1.1 A simple majority vote is required for every application for funding
3.2 EUS Committees, Clubs and Design Teams are not eligible for Departmental Trips Funding
3.3 The per-head allocation shall only be offered to EUS Members, including associate members
3.3.1 The maximum per-head allocation shall be as follows:
3.3.1.1 Conferences: Maximum of 75$ per student
3.3.1.1.a Up to $25 per night per student
3.3.1.2 Sports Trips: 5$ per student
3.3.1.3 Industry Tours (day-trip): 5$ per student

Article 4: Requests​ ​for​ ​Funding

4.1 Applications for funding shall be sent to the Funds Director of the EUS on an ad-hoc basis, at least one week before the departure for the trip by the trip organizer
4.2 The applications must include the following items:
4.2.1 A purpose statement,
4.2.2 A detailed itinerary,
4.2.3 A budget for the trip,
4.2.4 A list of participants, their student id, and their respective department

Article 5: Responsibilities

5.1 The Funds Director shall:
5.1.1 Keep proper records of all applications for funding,
5.1.2 Provide the Vice President Finance with applications to approve at Executive Meetings.
5.2 The Vice President Finance of the EUS shall:
5.2.1 Transfer the approved requests to the Departmental Society’s internal account, at the end of the Fall and Winter semester.
5.3 Trip organizers shall:
5.3.1 Produce an one (1) page report within one (1) month after the last day of the trip
5.3.2 The written report shall include a 300 (three hundred) words summary of the event and at least one (1) picture

Article 6: Amendments

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

Article 7: Interpretation

7.1 In the case of a conflict between this policy and the following documents, the following documents prevail in the order they are listed in:
7.1.1 The Quebec Companies Act
7.1.2 The EUS Letters Patent
7.1.3 The EUS Constitution
7.1.4 The EUS Bylaws