Engineering Week Committee E-Week Policy

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What is a policy?
Important Documents
History
Adopted 2008-03
Last Modified 2017-08

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 “Engineering Week”, hereby referred to as “ E-Week ”, refers to the collection of events organized by the Engineering Week Committee.
1.5 “ Coordinator ” refers to any member of the E-Week Committee.
1.6 “ Team ” refers to a group of participants which represent a specific engineering department, program, or alumni group.
1.7 “ Captain ” refers to a designated leader of a team. Each team is recommended to have four (4) captains.
1.8 “ Participant ” refers to any member of a team, including captains. To be considered a participant, the individual must have purchased an E-Week bracelet/ticket.

Article 2: Purpose/Mission

2.1 Design events such that all teams, regardless of size, department, or any other factors, are engaged, included and competitive.
2.2 Promote engineering spirit and inclusivity of all participants at every event.
2.3 Provide a good balance of both drinking and non-drinking events for E-Week participants.
2.4 Provide a generally better experience than Winter Carnival.

Article 3: Membership

3.1 The E-Week Committee shall be composed of approximately twelve (12) coordinators, the structure of which should resemble the following:
3.1.1 One (1) or two (2) Chief(s),
3.1.2 One (1) Head of Captains,
3.1.3 One (1) Head of Staff,
3.1.4 The following sub-committees, which may be composed of any number of coordinators. Coordinators can and are encouraged to contribute to more than one sub-committee:
3.1.4.1 Day-Events
3.1.4.2 Night-Events
3.1.4.3 Sponsorship
3.1.4.4 Design Competitions
3.1.4.5 Pub Crawl
3.1.4.6 Communications
3.1.4.7 Merchandise
3.2 The EUS VP Internal should strive to achieve equal representation of departments on the coordinator team through encouraging diversity among applicants. This should however not be a deciding factor of the selection process.
3.3 All members of the E-Week Committee shall be selected as per the EUS Recruitment Policy.
3.3.1 The E-Week Committee shall be considered an Organizing Committee as defined under the EUS Recruitment Policy.

Article 4: Responsibilities

4.1 The responsibilities of all members of the E-Week committee shall include:
4.1.1 Promoting engineering spirit at all E-Week events.
4.1.2 Deciding the official number of and represented group of each team.
4.1.3 Defining a clear, unambiguous scoring scheme for all E-Week events and publicize this scheme to all captains.
4.1.4 Acting as a liaison between the E-Week Committee and one (1) E-Week team. The responsibilities of a liaison are as follows:
4.1.4.1 Providing the assigned E-Week team’s captains with all pertinent information regarding E-Week.
4.1.4.2 Encouraging team captains to enforce participant diversity within E-Week events.
4.1.4.3 Accepting complaints or concerns of the assigned team’s captains regarding judging, scoring or any other point-related matter.
4.1.5 Judging and scoring of E-Week events in an unbiased manner.
4.1.6 Organizing a charitable collection (e.g. food drive, clothing drive) prior to E-Week.
4.1.6.1 The winning team shall be awarded the opportunity to host a Blues Pub during the Friday of E-Week.
4.1.6.2 The runners-up shall be awarded the opportunity to co-host a Blues Pub on the Thursday of E-Week with another group assigned by the Blues Pub Managers.
4.1.7 Contributing to the sub-committees which they assigned themselves to.
4.1.8 Upholding good relations with partners of the EUS such as venues, suppliers, sponsors, McGill bodies, and others.
4.2 The responsibilities of the E-Week Chief(s) shall include:
4.2.1 Overseeing the general organization of the E-Week Committee.
4.2.2 Acting as financial officers of the E-Week Committee, as per the EUS Financial Bylaws.
4.2.3 Selecting E-Week coordinators as per the EUS Recruitment Policy.
4.2.4 Delegating tasks to all coordinators.
4.2.5 Communicating on a regular basis with the Vice-President Internal regarding progress, challenges and concerns of the E-Week Committee and its members.
4.2.6 Chairing and organizing weekly meetings of the E-Week Committee.
4.2.7 Overseeing and ensuring fair, unbiased judging of all E-Week events.
4.2.8 Organizing the creation and submission of an exit report summarizing the organization and outcomes of E-Week.
4.2.8.1 The exit report shall be completed before the end of the winter semester and submitted to the Vice-President Internal before May 1st of the same year as the associated E-Week.
4.2.8.2 All coordinators shall contribute to the redaction of the exit report.
4.3 The responsibilities of the Head of Captains shall include:
4.3.1 Overseeing the selection of captains with the VP Internal (or equivalent) of each E-Week team’s represented group.
4.3.2 Assigning each coordinator as a liaison to one (1) E-Week team.
4.3.2.1 If possible, no coordinator shall be a liaison to an E-Week team of their own department.
4.3.3 Organizing a Captains’ Information and Training Session for all captains.
4.3.3.1 This session shall be mandatory for all E-Week captains.
4.3.4 Overseeing the creation of the captain’s package.
4.3.5 Organizing various captains’ socials.
4.4 The responsibilities of the Head of Staff shall include:
4.4.1 Advertising staff positions and recruiting of staff.
4.4.2 Creating the staff schedule with feedback from expected staff.
4.4.3 Communicating with staff members for the duration of E-Week.
4.4.4 Providing the other coordinators with a staff list for each of their events.
4.4.5 Selecting the winner(s) of and awarding the Staff of the Year award at closing ceremonies.
4.4.6 Organizing various staff member socials.

Article 5: General

5.1 E-Week shall take place on the first or second week of the winter semester.
5.2 E-Week shall be scheduled such that no more than one day of overlap occurs with the Quebec Engineering Games.
5.3 E-Week shall be no longer than 7 days and no shorter than 4 days.
5.4 The final day of E-Week shall be scheduled such that no regular McGill classes are scheduled on the following day.
5.5 Teams which surpass a threshold of participants defined by the E-Week Committee shall be required to submit two entries for qualifying events. Events which qualify for two entries shall be chosen by the E-Week Committee.
5.6 The Vice-President of Internal Relations of the EUS shall be the executive responsible for the E-Week Committee.

Article 6: Budget

6.1 Sources of funding for E-Week shall include but are not limited to:
6.1.1 Tickets sold to all participants.
6.1.2 Sponsorship solicited by the E-Week committee.
6.1.3 Fundraising initiatives conducted by the E-Week Committee.
6.1.4 Funding from the Engineering Undergraduate Society.
6.2 The budget for E-Week shall include a contingency of at least five percent (5%) of the total budget to account for unforeseen issues.

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