Article I: Name of the Organization
1.0 The Organization shall be known as The EngSoc Project, and herein
after shall be referred to as EngSoc.
2.0 EngSoc is an undergraduate student organization operating
under the authority of the Office of the Dean of Engineering at Carleton
University.
Article II: Purpose of the Organization
1.0 The organization shall work towards:
(a) offering advanced computer facilities to all members of EngSoc, and
(b) allowing Engineering, Industrial Design and Architecture students
and their societies to represent themselves electronically.
Article III: Structure
1.0 The General Membership shall be the legislative body of EngSoc.
2.0 The Board of Governors shall be the Administrative body of EngSoc and
shall be composed of members from the General Membership.
Article IV: Membership
1.0 There shall be two levels of membership within the organization:
(a) general membership,
(b) honourary membership,
(c) paid membership.
2.0 General membership shall
(a) be open to all students of Carleton University who are enrolled in an
Engineering, Industrial Design, or Architecture program.
(b) have the right
(i) to speak on all matters pertaining to the organization,
(ii) to have a vote at all general membership meetings,
(iii) to vote in all elections,
(iv) to seek nomination for any executive position,
(v) to partake in any events of the organization,
(c) be duly informed of any and all meetings, events and elections
of the organization.
3.0 Honourary membership shall
(a) be granted to any Carleton faculty or staff members by the Board of
Governors for a duration decided upon by the Board of Governors,
(b) be open to anyone wishing to partake in the events of the
organization,
(c) shall have the right to
(i) partake in events of the organization,
(ii) speak at general membership meetings of the organization.
4.0 Paid membership shall
(a) be granted to any Carleton student enrolled in a program not under
the Faculty of Engineering and Design who pays the yearly $10 fee,
(b) be granted all the rights of general membership.
5.0 Membership in the organization shall be valid for as long as the
member remains enrolled as an Engineering, Industrial Design, or
Architecture student at Carleton University.
6.0 An account may be given and thereby, membership granted, by the
signing of a user agreement and presentation of a valid Carleton
University Student Identification Card.
7.0 All members are required to abide by the EngSoc Constitution, the
rules outlined in the EngSoc User Agreement (Appendix A), and ONet
Regulations (Appendix B).
Article V: Finances
1.0 The fiscal year for EngSoc will begin concurrently with that of the
CSES, and the official takeover of the Board of Governors.
2.0 Financial responsibility for EngSoc falls under the CSES.
2.1 Signing authority for cheques are the responsibility of the
CSES and the CSES Treasurer.
3.0 Purchasing Authority
3.1 Petty Cash -- any single purchase less than $50 for items
required by EngSoc may be done so by any BOG member without BOG approval
to a total of $150 per term. A receipt must be given for reimbursement,
providing there are funds available.
3.2 Major Purchases -- any purchases over $50 must have BOG
approval.
4.0 Auditing
4.1 Any member of the Board of Governors, or any three members of
EngSoc may inspect the financial books provided that one week prior
written notice be given to the appointed CSES Technical Director.
4.2 The treasurer of the CSES may inspect the financial books at
any time under the same conditions as section 4.1.
Article VI: Officers
1.0 Board of Governors
1.1 The EngSoc Board of Governors is comprised of 5 members, four
of which are elected, and the fifth being the Carleton Student Engineering
Society.
1.2 The CSES and its EngSoc BOG vote are represented at BOG
meetings by the CSES Technical Director.
1.3 No EngSoc BOG member, nor the Technical Director of CSES, may
serve on the executive or Board of Governors of any other organization, as
identified by BOG majority, which may create a conflict of interest.
1.3.1 any BOG member found in conflict of interest as above, shall
be permitted two (2) weeks to sever ties with that organization. If
ties have not been severed within two weeks, the BOG member may be
declared as recalled by the EngSoc Board of Governors, and a
by-election held.
1.3.2 Should the CSES Technical director be found in conflict of
interest as above, the EngSoc BOG may, at its discretion, formally
request the CSES to review the matter and take whatever steps are
necessary to resolve the conflict of interest.
1.3.3 At no time will a BOG member or Technical Director, in such
a conflict of interest, be allowed to speak, write or act publically
as a representative of, or on behalf of, the EngSoc Project or Board of
Governors without the express consent of a majority of the EngSoc BOG.
1.3.4 A majority of BOG may elect to waive Article VI -
Sections 1.3 and 1.3.1, so long as the conflicting member abstains
from the vote.
1.4 No BOG member, nor the CSES Technical Director, will not have a
negative impact on any other student group or grant any special favours,
on behalf of EngSoc, to other iniatives without consensus from all
members.
2.0 Portfolios -- at the beginning of the term of the incoming BOG, they
must decide upon which of the following suggested portfolios they wish to
take on. BOG members are not necessarily expected to perform any of the
tasks, but are responsible for providing an environment for them to be
performed.
2.1 Financial -- Financial duties are carried out by the CSES
Technical Director; he/she is responsible for the books in conjunction
with the CSES Treasurer.
2.2 Operations -- This BOG member's responsibilities are grouped
into Accounts, Services and Office Administration.
2.2.1 Accounts -- creation, deletion, passwords, deactivation
2.2.2 Services -- mail, DNS, Virtual Web, file services
2.2.3 Office Administration -- filing, record-keeping,
room maintenance, inventory control
2.3 Documentation -- This BOG member's responsibilities are
grouped into Website, User Documentation, and System Documentation
2.3.1 Website -- maintenance of the website
2.3.2 User Documentation -- FAQ, online help, list of services
2.3.3 System Documentation -- documenting roles, policy and procedure
2.4 Public Relations -- This BOG member's responsibilities are
grouped into Human Resources, Sponsorship, and Seminars
2.4.1 Human Resources -- recruitment, volunteer coordination, training.
2.4.2 Sponsorship -- package creation, society partnerships
2.4.3 Seminars -- planning, coordination.
2.5 Technical -- This BOG member's responsibilities are grouped
into Projects, Administrative Support Tools, Hardware, and Emergency
Support.
2.5.1 Projects -- coordinate project groups
2.5.2 Administrative Support Tools -- creation and maintenance of tools.
2.5.3 Hardware -- control computer and network equipment use, failure
management.
2.5.4 Emergency Support -- management and coordination of
the EngSoc Technical Team
3.0 No BOG member can be paid for his/her services to the organization.
It is a volunteer organization, and no member may appropriate funds for
services rendered.
4.0 Faculty Advisor
4.1 The Faculty advisor
a) acts as a liaison between administration, and other computing
services or projects on campus,
b) advises the EngSoc BOG as to their political position, and role and
responsibilities as an on campus computer system.
c) is the representative of, and appointed by, the Office of the Dean of
Engineering.
Article VII: Meetings
1.0 BOG Meetings
1.1 The BOG shall hold meetings once every two weeks, at a time
agreed upon by the BOG.
1.2 Minutes will be taken by a delegated member, and distributed
at the discretion of BOG.
1.3 The BOG meetings are to follow an appropriate agenda.
2.0 General Meetings
2.1 There shall be at least one General Membership meeting held
per term.
2.2 General Meetings shall:
(a) be open to all members of the Organization,
(b) be advertised and General Members shall be given 6 (six)
days notice of any General Meeting,
(c) be called by the Executive, or
(d) be called by 25 (twenty-five) percent of the General
Membership.
2.3 All EngSoc General Members have voting power in the General
Meetings.
3.0 Administration Meetings
3.1 EngSoc may periodically be asked to discuss their issues with
other computing organizations on campus. A representative of the Dean's
office is suggested and regular meetings are recommended.
3.2 Should the CSES or the EngSoc BOG wish to challenge a vote cast by the
CSES Technical Director, such a vote may be reversed by a majority vote of
the executive of the Carleton Student Engineering Society.
Article VIII: Nominations and Electoral Procedures
1.0 The term of office is to be from April 1st through April 30th of the
following year. Outgoing BOG members are responsible for aiding the
incoming BOG members for the overlap period.
2.0 Nomination Schedule
2.1 Nominations open the first Friday of March.
2.2 Nominations for the four elected BOG positions must be
received by BOG on or before the second Friday of March.
2.3 All nominations must be received in a manner accordant with
the wished of the Chief Electoral Officer, signed by the nominee and ten
(10) other EngSoc members.
3.0 The Chief Electoral Officer will be selected by the Board of
Governors. This appointment must be made by the last Friday in
February.
3.1 The Chief Electoral Officer must release election regulations
by the first Friday of March. This includes nomination.
4.0 Nominee Regulations
4.1 All nominees must be active EngSoc members.
5.0 Voting Eligibility
5.1 All voting for any position will be conducted for three days,
and must be completed by the last Friday of March.
5.2 Exact dates and methods of voting will by posted in public
areas by the Chief Electoral Officer on the first Friday of March.
6.0 Polling
6.1 Polling will be by secret ballot.
6.2 Only one vote may be given for each nominee, to a maximum of four.
6.3 The specifics of balloting is at the discretion of the Chief
Electoral Officer.
6.4 In the event of a tie, a by-election will be held between the
tied candidates. The time of the aforementioned by-election will be
decided by the Chief Electoral Officer.
6.5 Names of the elected candidates will be posted no longer than
seven (7) days after the close of polls by the Chief Electoral Officer.
6.6 All campaigning must cease by 5:30 p.m. the day before the election.
6.7 Campaigning expenses must not exceed $5.
6.8 In the event that four or less candidates are running for BOG,
no election is needed and they will be acclaimed.
6.9 All questions, discussions, and nullifications are at the
discretion of the Chief Electoral Officer.
6.10 If a position on the Board of Governors becomes vacant during
the year a by-election shall be called to fill the vacancy within one
month of the seat becoming vacant. In this event, voting members are to
be given ten (10) days notice of the upcoming by-election.
Article IX: Impeachment
1.0 Any member of the Board of Governors shall be removed from office
(a) when said member ceases to be a General Member of EngSoc;
(b) for a violation of the EngSoc Constitution;
(c) if they are negligent, incompetent, or remiss in the performance
of their duties.
2.0 At least 10 (ten) days notice of impeachment must be given to the
BOG member in question and the General Members of the Organization.
3.0 During a motion of impeachment the BOG member in question shall
be given the opportunity to speak to the motion.
4.0 A Board of Governors position shall be deemed vacant if two-thirds of
the General Members present and voting vote in favour of impeaching the
BOG member in question.
Article X: Amendments
1.0 A motion for Constitutional Amendment may be heard if 10 (ten) days
notice has been given to the General Membership of the motion.
2.0 The Constitution shall be amended only upon a two-thirds vote in
favour of all General Members present and voting at a General Meeting.
3.0 A Constitutional Amendment shall be in full force and affect
immediately upon the above two-thirds vote of General Members in favour of
the amendment.
Article XI: Dissolution of the Organization
1.0 Should EngSoc dissolve for any reason, all assets will revert to the
Office of the Dean of Engineering.
