Graduation Committee Policy

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Adopted 2018-09
Last Modified 2018-09

ENGINEERING UNDERGRADUATE SOCIETY OF MCGILL UNIVERSITY GRADUATION COMMITTEE Policy Adopted September 2018 by EUS Board of Governors

Article 1: Definitions

1.1 The Engineering Undergraduate Society of McGill University (hereafter “EUS”) is the registered name of the not-for-profit corporation representing the engineering and architecture undergraduate students at McGill University.
1.2 The Board of Governors of the EUS (“Board of Governors”) 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 The McGill Engineering Student Centre (“MESC”) is the student advising centre for the engineering students of McGill University.
1.5 The Graduation Committee (“Grad Comm”) is a committee of the EUS which oversees graduation logistics for the Regular Members of the EUS.

Article 2: Purpose

2.1 The Graduation Committee shall:
2.1.1 Coordinate graduation events in conjunction with MESC;
2.1.2 Organize at least one Iron Ring Wine and Cheese ceremony per semester;
2.1.3 Organize the annual Plumbers’ Ball.

Article 3: Membership and Selection of the Committee

3.1 The Graduation Committee shall consist of:
3.1.1 The Chair;
3.1.2 The Vice President Finance (“VP Finance”);
3.1.3 The Vice President Communications (“VP Communications”);
3.1.4 One (1) Wine & Cheese Event Lead;
3.1.5 At least one (1) Wine & Cheese Event Coordinator(s);
3.1.6 One (1) Plumbers’ Ball Event Lead;
3.1.7 At least one (1) Plumbers’ Ball Event Coordinator(s).
3.2 The Chair shall be selected in accordance with the Selection Committee Policy of the EUS by the current Chair, and the current and incoming Vice Presidents Student Life of the EUS prior to the end of the current Chair’s term.
3.3 The VP Finance and VP Communications shall be selected in accordance with the Selection Committee Policy of the EUS at the discretion of the Chair.
3.4 The Event Leads and Coordinators shall be selected at the discretion of the Chair.

Article 4: Duties of the Committee

4.1 The Chair shall:
4.1.1 Recruit and select committee members;
4.1.2 Call and chair committee meetings;
4.1.3 Coordinate the timeline of major events;
4.1.4 Plan and communicate tabling dates and times to the committee members and graduating students;
4.1.5 Oversee event planning operations;
4.1.6 Act as a Financial Officer of the committee;
4.1.7 Maintain clear lines of communication with MESC;
4.1.8 Report the committee’s activities to the VP Student Life of the EUS;
4.1.9 Complete duties outside of their mandate as necessary to ensure the success of the Graduation Committee.
4.2 The VP Finance shall:
4.2.1 Act as a Financial Officer of the committee;
4.2.2 Oversee the committee’s budget.
4.3 The VP Communications shall:
4.3.1 Maintain clear lines of communication with graduating students;
4.3.2 Promote the committee’s events through appropriate means;
4.3.3 Manage the Graduation Committee email.
4.4 The Wine & Cheese Event Lead shall:
4.4.1 Oversee the planning logistics and execution of Wine & Cheese ceremonies, including but not limited to:
4.4.1.1 Recruiting and organizing volunteers;
4.4.1.2 Booking musical performers;
4.4.1.3 Coordinating food, drink, and venue logistics;
4.4.1.4 Creating decorations;
4.4.1.5 Setting up and cleaning the venue.
4.4.2 Communicate all their activities to the Chair on a regular basis.
4.5 The Plumbers’ Ball Event Lead shall:
4.5.1 Oversee the planning logistics and execution of the Plumbers’ Ball, including but not limited to:
4.5.1.1 Choosing a theme for the event;
4.5.1.2 Coordinating food, drink, and venue logistics;
4.5.1.3 Creating decorations;
4.5.1.4 Coordinating attendees’ menu choices and table selection;
4.5.1.5 Setting up and cleaning the venue.
4.5.2 Communicate all their activities to the Chair on a regular basis.
4.6 The Event Coordinator(s) shall:
4.6.1 Execute the Wine & Cheese ceremonies and Plumbers’ Ball organization as directed by the Event Lead(s).

Article 5: Replacement of Members

5.1 In the event that the position of Chair is vacant, a replacement shall be chosen by the Vice President Student Life of the EUS and at least two (2) committee members in accordance with the Selection Committee Policy of the EUS.
5.2 In the event that the positions of VP Finance, VP Communications, or Event Lead are vacant, a replacement shall be chosen at the discretion of the Chair.

Article 6: Finances

6.1 The committee’s budget shall be maintained and presented as required in accordance with the Financial Bylaws of the EUS.
6.2 The budget of the Graduation Committee shall consist of:
6.2.1 Funding from the EUS;
6.2.2 Sponsorships solicited at the discretion of the Chair.

Article 7: Amendments

7.1 Amendments to this policy shall 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 in which they are listed:
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.