Engineering Week Committee E-Week Policy
|What is a policy?|
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:
- 22.214.171.124 Day-Events
- 126.96.36.199 Night-Events
- 188.8.131.52 Sponsorship
- 184.108.40.206 Design Competitions
- 220.127.116.11 Pub Crawl
- 18.104.22.168 Communications
- 22.214.171.124 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:
- 126.96.36.199 Providing the assigned E-Week team’s captains with all pertinent information regarding E-Week.
- 188.8.131.52 Encouraging team captains to enforce participant diversity within E-Week events.
- 184.108.40.206 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.
- 4.1.7 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.
- 220.127.116.11 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.
- 18.104.22.168 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.
- 22.214.171.124 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.
- 126.96.36.199 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:
- 6.2 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