Orientation Week Committee O-Week Policy

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What is a policy?
Important Documents
History
Adopted 2008-02
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 “ McGill Orientation Week ” refers to the collection of events aimed at incoming undergraduate students organized by McGill during the week prior to and the first week of classes of the fall semester.
1.5 “Campus Life & Engagement”, hereby referred to as CL&E , refers to the McGill entity which aids all faculties in O-Week planning.
1.6 “Orientation Week”, hereby referred to as “ O-Week ”, refers to the collection of events organized by the Orientation Week Committee. This week and its equivalents’ in other faculties may also be referred to as “Frosh Week”, or “Faculty Frosh”. In the following, “O-Week” always refers to Engineering Orientation Week, whereas “Frosh” may refer to any Faculty or Non-Faculty orientation activities.
1.7 “ Non-Faculty Frosh ” refers to any collection of events aimed at incoming undergraduate students which is not hosted by McGill or any of its faculty student associations (e.g. Outdoor Frosh, Fish Frosh, Rad Frosh, etc.).
1.8 “ Coordinator” refers to any member of the O-Week Committee.
1.9 “ Leader ” refers to an official Orientation Leader as selected by the O-Week Committee.
1.10 “ O-Staff ” refers to staff selected by the O-Week Committee.
1.11 “ Participant ” refers to any incoming student who has purchased an Orientation Week ticket. A participant may also be referred to as a “Froshie”.
1.12 “Orientation Planning Group”, hereby referred to as “ OPG ”, refers to the body chaired by CL&E and attended by all faculty student society representatives and faculty representatives which plans overarching factors of McGill Orientation Week for all faculties including but not limited to the McGill Orientation Week, overall dates of O-Week, Discover McGill, CSI day, and more.
1.13 “Internals’ Organization Committee”, hereby referred to as “ IOC ”, refers to the body chaired by the SSMU Vice President Internal and attended by all faculty student society’s Vice President Internals or equivalent.

Article 2: Purpose/Mission

2.1 The purpose of the O-Week Committee Shall be to:
2.1.1 Organize O-Week during, but not limited to, the dates defined by CL&E and ratified by IOC.
2.1.1.1 O-Week shall be no longer than 7 days and no shorter than 4 days.
2.1.2 Design and implement events for incoming engineering students that promote inclusivity, community-building, and engineering spirit.
2.1.3 Introduce incoming engineering students to the engineering community and facilitate the creation of lasting friendships with peers.
2.1.4 Provide a good balance of both drinking and non-drinking events to meet participants’ varied interests.
2.1.5 Maintain McGill’s reputation as having one of the best orientation week experiences of any high-ranking university in Canada.
2.1.6 Strive to create events that are accessible to all students regardless of age, sex, gender identity, physical ability, and any other physical or psychological factors.

Article 3: Membership

3.1 The Vice President Internal of the EUS shall automatically be considered as a coordinator and assume specific roles as defined in Article 4.1.
3.2 The O-Week Committee shall be composed of approximately twelve (12) coordinators, the structure of which should resemble the following:
3.2.1 The Vice President Internal of the EUS,
3.2.2 One (1) or two (2) Chief(s),
3.2.3 One (1) Head of Leaders,
3.2.4 One (1) Head of Staff,
3.2.5 One (1) Inter-faculty coordinator,
3.2.6 One (1) Sponsorship coordinator,
3.2.7 The following suggested sub-committees, which may be composed of any number of coordinators. Coordinators can and are encouraged to contribute to more than one sub-committee:
3.2.7.1 Day-Events
3.2.7.2 Night-Events
3.2.7.3 Pub Crawl
3.2.7.4 Communications
3.2.7.5 Merchandise
3.3 All members of the O-Week Committee, except for the Vice President Internal of the EUS, shall be selected as per the EUS Recruitment Policy.
3.3.1 The O-Week Committee shall be considered an Organizing Committee of the EUS.

Article 4: Responsibilities

4.1 The responsibilities of the Vice President Internal of the EUS shall be:
4.1.1 Preparing and maintaining the O-Week budget;
4.1.2 Representing O-Week Committee and EUS interests at IOC;
4.1.3 Negotiate terms of a Memorandum of Agreement amongst all Faculty Froshes and the SSMU;
4.1.4 Acting as liaison between engineering coordinators, leaders, and participants and other Faculty Froshes;
4.1.5 Acting as a representative of the Engineering Community to McGill bodies, the Milton Park Citizen’s Committee, the Service de Police de la Ville de Montréal
(SPVM) and any other external groups that interact with O-Week and its participants;
4.1.6 Oversee the O-Week Committee and ensure its proper functioning before, during, and after O-Week;
4.1.7 Personally sign-off on all expenses of the O-Week Committee;
4.1.8 Participate in negotiations with large venues shared between faculties (e.g. Olympia, Beach Club, Metropolis, Club Soda, New City Gas, etc.) and (if applicable) keeping the leader of the Night Events sub-committee (or equivalent) informed of final deals and logistics;
4.1.9 Communicating all non-confidential information related to O-Week with the Chief(s);
4.1.10 Communicating all non-confidential information which is relevant to the O-Week Committee with all O-Week coordinators;
4.1.11 Removing any participant, leader or staff from any Faculty Frosh event for improper conduct.
4.1.11.1 When removing an individual belonging to a Frosh other than O-Week, the Vice President Internal of the EUS (or equivalent) of the affected faculty shall be informed of the details of the disciplinary action taken as well as the justification for doing so.
4.2 The responsibilities of all members of the O-Week committee shall include:
4.2.1 Promoting engineering spirit at all O-Week events;
4.2.2 Contributing to the sub-committees that they assigned themselves to;
4.2.3 Upholding good relations with partners of the EUS such as venues, suppliers, sponsors, McGill bodies, and others.
4.3 The responsibilities of the O-Week Chief(s) shall include:
4.3.1 Acting as Chair(s) of the O-Week Committee;
4.3.2 Overseeing the general organization of the O-Week Committee;
4.3.3 Acting as financial officer(s) of the O-Week Committee, as per the EUS Financial Bylaws;
4.3.3.1 All cheque requisitions shall be signed by the Vice President Internal of the EUS.
4.3.4 Selecting O-Week coordinators as per the EUS Recruitment Policy;
4.3.5 Delegating tasks to all coordinators;
4.3.6 Communicating on a regular basis with the Vice President Internal of the EUS regarding progress, challenges and concerns of the O-Week Committee and its members;
4.3.7 Organizing meetings of the O-Week Committee at least once every two weeks;
4.3.8 Organizing the creation and submission of an exit report summarizing the organization and outcomes of O-Week.
4.3.8.1 The exit report shall be completed before the end of the fall semester and submitted to the Vice President Internal of the EUS before December 31st of the same year as the associated O-Week.
4.3.8.2 All coordinators shall contribute to the writing of the exit report.
4.4 The responsibilities of the Head of Leaders shall include:
4.4.1 Advertising leader positions and recruitment of leaders.
4.4.2 Organizing a Leaders’ Information and Training Session for all leaders.
4.4.2.1 This session shall be mandatory for all O-Week leaders.
4.4.3 Overseeing the creation of a leader’s information package.
4.4.4 Organizing various staff/leader socials alongside the Head of Staff.
4.4.5 Setting up groups of leaders by taking into account personal preference of leaders, preferably in groups of 4.
4.4.5.1 Each group of leaders should have at least one male and one female leader, if possible.
4.5 The responsibilities of the Head of Staff shall include:
4.5.1 Advertising staff positions and recruitment of staff.
4.5.2 Organizing a Staff Information and Training Session for all O-Staff.
4.5.2.1 This session shall be mandatory for all O-Staff.
4.5.3 Creating the staff schedule with feedback from expected staff.
4.5.4 Communicating with staff members for the duration of O-Week.
4.5.5 Providing the other coordinators with a staff list for each of their events.
4.5.6 Organizing various staff/leader socials alongside the Head of Leaders.
4.6 The responsibilities of the Inter-faculty coordinator shall include:
4.6.1 Representing O-Week Committee and EUS interests at IFC.
4.6.2 Providing the O-Week Committee with minutes from IFC, whether taken personally or provided by an IFC minute-taker.
4.6.3 Planning of inter-faculty events (e.g. Frosh Concert, Beach Day, Beach Day Buses) as delegated by the IFC.

Article 5: Complaints and Misconduct

5.1 Any action or series of actions by a participant, leader, or staff member deemed unacceptable by the O-Week coordinators shall result in their immediate expulsion.
5.1.1 The following actions performed by a participant shall always be considered unacceptable and result in immediate expulsion.
5.1.1.1 Physical or sexual violence towards a member of the Frosh community;
5.1.1.2 Excessively pressuring a participant to consume alcohol or any other mind-altering substance;
5.1.1.3 Attempting to distribute or sell Frosh bracelets.
5.1.2 The following actions performed by a leader or staff member shall always be considered unacceptable and result in immediate expulsion.
5.1.2.1 Physical or sexual violence towards a member of the Frosh community;
5.1.2.2 Sexual contact of any nature with a participant;
5.1.2.3 Excessively pressuring a participant to consume alcohol or any other mind-altering substance;
5.1.2.4 The use or distribution of illegal drugs during O-Week;
5.1.2.5 Not complying with instructions from the SPVM;
5.1.2.6 Attempting to distribute or sell Frosh bracelets.
5.2 Once a member of Frosh has been expulsed for any of the reasons outlined in Articles
5.1.1 and :5.1.2, the member shall not be allowed to enter any Frosh events and shall not be selected to participate in any subsequent O-Week, either as a staff member or a leader.
5.3 Only O-Week Coordinators have the authority to expulse an individual from O-Week.
5.3.1 Should the individual in question be a member of a Frosh other than O-Week, the coordinator shall contact the Vice President Internal of the EUS (or equivalent) of that Frosh and obtain permission before expelling the participant, leader, or staff member.
5.4 All expulsions from O-Week must be reported to the Vice President Internal of the EUS and Chief(s) and documented for future O-Week Committees to enforce Article 5.2.
5.5 Complaints against O-Week and its events or members shall be communicated to the O-Week Chief(s) or Vice President Internal of the EUS. The Chief(s) and Vice President Internal of the EUS shall then decide whether a complaint is deemed as “High Risk” or “Low Risk”.
5.5.1 Action items based on Low Risk complaints shall be outlined by the O-Week Chief(s) and approved by the Vice President Internal of the EUS.
5.5.2 Action items based on High Risk complaints shall be outlined by the O-Week Chief(s), the Vice President Internal of the EUS, and the EUS Equity Commissioner and shall be approved by a second EUS Executive.

Article 6: Budget

6.1 Sources of funding for O-Week shall include but are not limited to:
6.1.1 Tickets sold to all participants, leaders, and staff.
6.1.2 Sponsorship solicited by the O-Week Committee.
6.1.3 Fundraising initiatives conducted by the O-Week Committee.
6.1.4 Blues Pubs hosted by the O-Week Committee.
6.1.5 Funding from the Engineering Undergraduate Society.
6.2 The budget for O-Week shall include a contingency of at least five percent (5%) of the total budget to account for unforeseen issues.
6.2.1 The contingency can be allocated on a per-day basis, in which case contingency dollars from previous days can be put towards logistical improvements for the following days.
6.3 O-Week shall not budget to make a profit.

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 these bylaws and the Memorandum of Agreement (MOA) signed by all faculty student societies and the SSMU, the MOA shall prevail.
8.2 In the case of a conflict between this policy and the following documents, the following documents prevail in the order they are listed in:
8.2.1 The Quebec Companies Act
8.2.2 The EUS Letters Patent
8.2.3 The EUS Constitution
8.2.4 The EUS Bylaws