Regulations

BYLAW II – MEMBERSHIP

2. Members of the Students’ Union shall be any student currently registered in at least one credit course at the University who has been assessed the Students’ Union Fees for the current University semester.

REGULATION VIII – STUDENT ASSOCIATIONS

1. In this Regulation, unless the context otherwise requires:
a. “Club” means any organization ratified by the Student Union in accordance with this Regulation, except for a Course Union;
b. “Council” means the governing body of a Course Union;
c. “Course Union” means a department-specific organization of Members, ratified by the Student Union in accordance with this Regulation;
d. “President” means the Executive Officer and primary contact of a Student Association;
e. “VP Finance” means the Executive Officer responsible for the finances of the Student Association;
f. “VP Events” means the Executive Officer who is the main contact for event planning;
g. “Event” is any gathering of 2 Members or more for the purpose of a meeting or social gathering in relation to the purpose of the specific Student Association;
h. “Department” means any academic field available for study at the University;
i. “Executive member” means any duty elected or appointed governing member of a Club or Course Union;
j. “Student Association, per Bylaw 1, shall mean clubs or, course unions groups ratified by the Student Union.

General Provisions

2. The Vice President Internal, or their designate, shall be responsible for the implementation, enforcement, and oversight of this Regulation.

3. It is the responsibility of the Vice President Internal to organize, advertise, and facilitate at least one Orientation/Student Association Council meeting per semester.

4. Student Associations are formed under and subject to this Regulation.
Ratification of Student Associations

5. New Student Associations applications will only be accepted during the periods of August 1 to the first (1st) Friday of October; and January 1 to the first (1st) Friday of February. New Student Association applications may only be ratified in the months of August, September, October, January and February.

6. Members may establish a new Student Association or bring forward an existing organization for ratification into the Student Union as a Student Association by following the established application process and meeting the requirements of this Regulation. A proposed Student Association must satisfy all the following criteria:
a. designates at least three Executive members, including a President, VP Finance, and VP Events;
b. submit a completed registration form in a timeframe in accordance with the guidelines in Part 4 of this regulation;
c. does not have purposes inconsistent with the Constitution and Bylaws of the Student Union;
d. not overlapping with the scope of an existing Student Association;
e. allows for membership in accordance with this Regulation; and
f. does not engage in supporting any unlawful activity.

7. Course Unions must also submit to the Membership Outreach Coordinator a constitution which shall include, but is not limited to, all articles and bylaws listed in the Sample Constitution provided by the Office of the Vice President Internal.

8. There may be up to one (1) Course Union for every Department.

9. Two of the three signing authorities of a student association shall be the President and the VP Finance.

10. A student may be a signing authority to a maximum of one Student Association per academic year.

11. An application for ratification of a proposed Student Association must include:
a. the proposed name;
b. the name of the first President, VP Finance and VP Events;
c. the name and signatures of three signing authorities;
d. the purposes of the Student Association;
e. A petition of at least thirty-two (32) Members who are currently attending UBCO in support of the proposed Student Association; and
f. the Student Association Code of Conduct signed by the three signing authorities.

12. The Vice President Internal and Membership Outreach Coordinator shall receive all proposed Student Association applications, and the Student Association Oversight Committee shall review them and make recommendations to the Board of Directors.

13. The Vice President Internal may require the applicants of a proposed Student Association to provide any additional information that they believe to be necessary to make a decision with respect to the ratification of the proposed Student Association.

14. The Student Union may reject any application for, or rescind at any time, the ratification of any Student Association if the Student Association does not meet the requirements of the Bylaws or this Regulation or if the Student Association, or its Members in connection with the conduct of the Student Association, has been sanctioned by the University.

Effect of Ratification

15. All Student Associations’ assets, including membership fees and proceeds from their activities, shall be held by the Student Union.

16. Student Associations are not permitted to accept any legal obligation for the Student Union including any of the following:
a. entering contracts either on behalf of the Student Union or the Student Association;
b. hiring employees;
c. open an account with a financial institution; or
d. use a personal account or external account with a financial institution to process Student Association transactions.

17. The VP Internal and Membership Outreach Coordinator shall provide the following support to Student Associations:
a. publish a list of Student Associations, including their contact information on its website;
b. assist Student Associations in booking space on campus where Student Union assistance is required;
c. designate and maintain space for promotion of Student Associations and/or their events; and
d. poster printing support.

18. Student Associations may apply in writing to the Student Union for financial or other extraordinary support in accordance with this Regulation.

19. Funding directly provided by SUO shall not be used for the following expenses:
a. alcohol and illegal substances;
b. wages such as but not limited to staff expenses and honorariums;
c. fundraising purposes such as but not limited to donations, activities, raffles or events that require a gaming license;
d. direct contributions to external organizations activities, operations or fundraisers related to groups not registered under the SUO Student Associations policy;
e. Off campus events held without prior approval through the Off-Campus Event Application request form;
f. events not Insured through the SUO;
g. lottery tickets and raffle tickets;
h. pre-paid gift cards; and/or
i. Entry tickets to the nightclub/pub, excluding the SUO Well Pub.

20. The Student Union shall refrain from considering or approving donations to charity organizations, including charitable organizations, public foundations, or private foundations unless they are duly registered with the Canada Revenue Agency.

21. A capital purchase is defined as a purchase of a tangible asset (equipment or inventory). A Student Association may make purchases of a tangible asset up to three hundred and fifty dollars ($350), per item, without requiring authorization from the Membership Outreach Coordinator, Vice-President Internal, or Vice-President Finance and Administration. A Student Association shall clarify their intent of purchase of a tangible item priced higher than three hundred and fifty (350) dollars on their Student Association term funding application to be considered for the authorization of purchase by the Membership Outreach Coordinator, Vice-President Internal, or Vice-President Finance and Administration with the Student Association required to provide a detailed written description of the item, need of the item for the Student Association, cost, storage plans, along with any other information requested by the Membership Outreach Coordinator and Vice-President Internal, or Vice-President Finance and Administration.

22. The combined value of pre-paid gift cards and prizes over two hundred (200) dollars, per event are ineligible for reimbursement. If a Student Association wishes to spend more than two hundred (200) dollars on pre-paid gift cards or prizes, they must submit an expense request to the SUO, through the Membership Outreach Coordinator, prior to purchase, the SUO may approve or deny requests. Upon approval, Student Associations must submit a completed Expense Reimbursement Form and a Pre-Paid Gift Card/Price Item Purchasing Record Form.

23. The Student Union shall not consider and approve applications for resources or funding for political or social causes, except those political or social causes which are consistent with and further the official Political Policies of the Student Union adopted by the Student Union in accordance with the Political Policies Regulation.

Responsibilities of Student Associations

24. Starting August 1st of every year, all Student Associations shall cease to receive support from the Student Union until:
a. notifying the Student Union of their intent to maintain their Student Association status;
b. submitting a Student Association renewal application form to renew this status after July 1st; and
c. maintaining a membership of a minimum of thirty-two (32) Members, excluding executives
d. Total membership is 100% current Students’ Union Members;
e. Course Unions ratified before April 1, 2023, can renew each academic year with a minimum membership of three (3) executives and fifteen (15) Members;
f. Course unions may submit their renewal application form starting May 1, once the Course Union annual election has been carried out and results confirmed by VP Internal or Membership Outreach Coordinator during Term 2.

25. A Student Association which accomplishes the above requirements and is approved by the Board shall receive support from the Student Union until August 1st of the next academic year.

26. If by the 1st (first) Friday of Term One Classes of each year a Student Association has not accomplished the requirements listed above, they shall not receive support from the Student Union for the First Winter Term, including but not limited to:
a. monetary support;
b. tabling and room booking privileges;
c. printing support; and
d. other forms of administrative support.

27. A Student Association which does not meet the First Winter Term deadline may receive support from the Student Union for the Second Winter Term if they accomplish the requirements under #23 of this regulation prior to the first Friday of the Second Winter Term.

28. A minimum of one (1) signing executive officer from each Student Association must attend Student Association Orientation meetings in Term 1 and Term 2 to apply for term funding and retain affiliated status for the academic year.

29. A Student Association must operate with a minimum financial balance of zero (0) to have access to SUO Student Association Services.

30. A Student Association which has been deemed inactive for a period of at least six (6) months may be dissolved by the Board of Directors.

31. Every Student Association must notify the Student Union of the name and personal contact information of their President, Vice-President Finance and Vice-President Events.

32. All Student Association executives and Members must, at all times, abide by the rules for student conduct established by the University.

33. Complaints about the conduct of a Student Association may be directed to the University.

34. If, upon the conclusion of an investigation of a complaint the University finds that misconduct has occurred, the Student Union may suspend or revoke the privileges of a Student Association or otherwise take remedial action in accordance with the findings of the University.

35. All Executive members of a Student Association have a fiduciary duty to report to the Student Union any activities by fellow Executives which violate any part of this Regulation. Executive members shall be held personally accountable if it is revealed they had knowledge of such an activity and chose not to report it to the Student Union, or if they were unfamiliar with this Regulation.

36. It is the responsibility of the SUO Board of Directors to determine the appropriate response to instances of wrongdoing by Executive members of Student Associations.

37. Each Student Association must delegate three signing authorities.

38. Only current UBCO undergraduate students with confirmed student numbers, whose names and information have been submitted to the Membership Outreach Coordinator, shall be recognized as signing authorities. Student Associations will only be eligible for funding once the Membership Outreach Coordinator confirms the receipt of the list of signing authorities.

39. All signing authorities of a Student Association are accountable to both their Student Association membership and the SUO for any activities of the Student Association, including financial mismanagement.

40. Each Student Association must submit an end-of-term report outlining events hosted and funding used to the Students’ Union by the first week of the following term to be eligible for funding for the following term.

41. If a Student Association is granted more than two thousand dollars ($2,000) in student association funding, they are expected to display the SUO logo on all promotional material. Evidence shall be provided to the Vice President Internal and Membership Outreach Coordinator upon request.

Clubs

42. A Club may be constituted for a purpose directly arising from the shared interests of students in connection with:
a. organizing and participation in social, leisure, and recreational activities; or
b. the expression of social, political, and religious opinions or causes.

43. Every SUO Member is eligible for, and entitled to, membership and participation in the activities of every Club, subject to this Regulation.

44. Clubs may require a membership fee of up to forty dollars ($40). Any amount exceeding forty dollars in membership fees must first be approved by motion in an SUO Executive Committee meeting.

45. Executive members shall either be elected or appointed in a manner consistent with their mandate and have the continued support of the majority of the Club’s members.

46. At least one Executive member shall have the power and duty to represent the Student Association when required by the Students’ Union.

47. Clubs are required to hold at least two meetings per semester.

Course Unions

48. The purposes of Course Unions are to:
a. assist the Student Union in advocating for the specific needs of the Members of a given Academic Department;
b. provide for extracurricular opportunities for members of the Course Union that:
i. enhance their learning experience;
ii. provide for social occasions; and
iii. create leadership opportunities; and
c. otherwise serve the purposes of the students.

49. Course Unions must have copies of their constitution available for Members upon request, and must be able to provide such copies through all of the following means:
a. hyperlink;
b. email;
c. paper copy; or
d. pdf.

50. Course Unions must submit an up-to-date copy of their governing documents such as but not limited to regulations and bylaws to the Membership Outreach Coordinator. If these documents are amended a revised copy must be provided to the SUO upon their ratification and/or approval.

51. Voting membership of a Course Union shall be available exclusively to every undergraduate student registered in a major and/or minor of the affiliated Department.

52. Course Unions shall be required to hold an Annual General Meeting (AGM) once every Winter Term, and executives shall advertise to members at least ten (10) days in advance the, location, date, agenda and time of this meeting. The following business shall be conducted at a Course Union AGM:
a. receiving and approving the preceding year’s financial statement;
b. presenting the annual operating budget of the Course Union;
c. receiving the report of the President with respect to the activities of the Course Union in the present academic year of the University;
d. special Resolutions and/or Ordinary Resolutions per the agenda; and
e. receiving motions from the floor.

53. Each Course Union must inform the Vice President Internal and Membership Outreach Coordinator of the time, date, location, and agenda of the AGM a minimum of ten (10) days prior the meeting. The Vice President Internal or another SUO Director will attend the AGM.

54. Quorum for a Course Union AGM shall be 25 members or 10% of Course Union membership, whichever is less, with at least two (2) executive members and two (2) general Course Union members present at the AGM.

55. Course Unions may only introduce levied membership fees through a referendum conducted through the Students’ Union referendum process. The threshold for such a referendum to succeed shall be in alignment with the Students’ Union Referendum policy as outlined in the SUO Bylaws.

56. If there are concerns that the introduction of levied membership fees by a Course Union was not conducted legitimately, the Board of Directors may vote to overturn this levied fee requirement or to order the Course Union to conduct a revote.

57. The course Union must hold an election during Term 2 for Council positions for the following fall school term but may not run these elections concurrently to the SUO election.

58. A Course Union that has not held an election in Term 2 may not renew active status in the following academic year until an election has occurred in partnership with the Students’ Union.

59. Every current member of a Course Union is eligible to:
a. seek election to any position within the Course Union;
b. exercise one (1) vote in the election of the Course Union President and for every other Executive member; and
c. vote for each vacant position on a Council, provided that they may only cast one (1) vote for any given Candidate.

60. Each candidate must be a voting member in accordance with this regulation and may only run for one position within the Course Union Executive Council.

61. A Course Union must make a reasonable effort to ensure that every member of the Course Union is aware of:
a. the time and location where the election of Executive members and Council members is to take place; and
b. how a member of the Course Union becomes a Candidate for election or appointment to Council or an Executive member position.

62. Every Course Union must have a Council consisting of at least three (3) Executive members, all of whom shall be elected by and from amongst the members of the Course Union.

63. Every Course Union must elect a Course Union President, VP Finance, VP Events, and any other Executive member listed in the governing documents, from amongst the members of the Course Union.

64. Executive members shall serve a twelve (12) month term starting May 1 to April 30 for each year.

65. If a situation arises where there is conflict between the Course Unions’ election bylaws and the SUO policies, the SUO election bylaws will take precedence.

66. Every Course Union must run their annual election in liaison with the SUO and their online voting system unless pre-approval has been secured by the Membership Outreach Coordinator and the Vice President Internal.

67. If a Course Union has secured approval to facilitate their own election, they must submit a detailed report within ten (10) days of the results being posted that includes the following:
a. name and contact information of the election facilitator or Chief Returning Officer;
b. list of Candidates with their full names and student numbers;
c. a list of the elected winners;
d. copy of Campaign Guidelines or Regulations;
e. summary of the Campaign period;
f. summary of how voter privacy was maintained and how the ballots were verified; and
g. a report on complaints or disqualifications.

68. Every Course Union with levied fees must have a Council consisting of at least three (3) Executive members and at least four (4) non-Executive Council members, all of whom shall be voted upon by the members of the Course Union.

69. The Council is responsible for conducting the business of the Course Union and ensuring that the requirements of this Regulation are satisfied.

70. A member of a Council must, in exercising their duties to the Course Union, act in the best interests of the members of the Course Union.

71. A person who no longer meets the requirements of membership in that Course Union ceases to be a member of Council.

72. Council must meet at least once per month from September through April.

73. The time and location of Council meetings must be published at least seven (7) days in advance of the meeting.

74. Council meetings must be open to the members of that Course Union, and to the Directors, Executive Committee Directors, and the Vice President Internal or their designate.

75. If members of a Course Union raise concerns to the Board regarding actions by a Course Union Executive member, the Board shall delegate an individual(s) who will investigate these allegations and report their findings to the Board. If, at the conclusion of this investigation, the Board determines that it is in the best interest of the Course Union for the Executive members in question to be removed from office, they shall:
a. remove these Executive members from office; and
b. assist the Course Union in holding fresh elections for these positions in a timely manner.

76. The Course Union President or designate shall serve as a liaison between the Course Union and the Student Union.

77. The Course Union President may have other powers and duties, as determined by the members of the Course Union.

78. The Course Union President of a Course Union who no longer meets the requirements of membership in that Course Union ceases to be a member of Council.

79. Couse Unions are required to hold at least five (5) meeting and/or events with their membership per term.

80. At least one Course Union Executive member is required to attend every Course Union Council meeting.

Compliance

81. Each Student Association must be and remain in compliance with the following requirements in order to continue to be recognized and receive support from the Students’ Union:
a. adherence to all aspects of this policy;
b. adherence to the constitution and bylaws of the UBCSUO; and
c. adherence to all applicable policies of the University of British Columbia.

82. If a Student Association is found by the Board of Directors to be non-compliant with this regulation, the Student Association may be subject to discipline by the Board of Directors which may order any of the following in relation to the Student Association’s activities and status as a Student Association:
a. an order to cease the violation and to refrain from committing the same or a similar violation again;
b. public censure;
c. denial of funding or withdrawal of unspent funds for no more than one year;
d. withdrawal of tabling or room-booking privileges for no more than one year;
e. withdrawal of postering privileges for no more than one year;
f. withdrawal of Student Association status for no more than one year, at which point the Student Association may re-apply for status; or
g. other actions that the Board of Directors finds appropriate.

83. A Student Association shall automatically have all privileges temporarily revoked, and only restored at the discretion of the Board of Directors or by the Membership Outreach Coordinator, if they commit any of the following:
a. damage to UBCO property;
b. hosting an event outside of UBCO property without SUO permission;
c. forgery;
d. discovery of an external bank account linked to a Student Association; or a negative internal account balance.

School of Engineering Design Team (EDT)

84. An Engineering Design Team (EDT) may be ratified by the SUO Board of Directors as a student association for a purpose directly arising from the shared interests of students in connection with:
a. organizing and participation in social, leisure, and recreational activities; or
b. involvement of members who are UBCO students not registered undergraduates of the School of Engineering (SoE).

85. To access SUO services specific to student associations and qualify to operate under these regulations, each EDT must be ratified as a club under their design team name by the SUO Board of Director.

86. EDT clubs who are ratified Student associations are exempt from the SUO/UBC naming agreement for the following areas:
a. Email address;
b. Website domain;
c. Social media platforms/handles; and
d. Promoting materials

87. Every SUO Member is eligible for, and entitled to, membership and participation in the activities of every Club, subject to this Regulation.


88. All EDT assets, including PAF (Professional Activities Fund) fees, external sponsorship and proceeds from their activities, shall be held by the University of British Columbia.


89. All Student Associations assets, including membership fees and proceeds from their activities, shall be held by the Student Union and used for:
a. social, leisure and team bonding activities
b. travel for members not registered as an engineering student of UBCO
c. meetings for club related activities

90. Funding directly provided by SUO shall not be used for the following expenses:
a. Cost of materials for design team projects
b. Expenses related to research or events covered by PAF
c. Travel for engineering students to conferences or competitions covered by PAF
d. For-profit ventures

91. Executive members shall either be elected or appointed in a manner consistent with the EDT policies and have the continued support of the majority of the Club’s members.

92. At least one Executive member shall have the power and duty to represent the Student Association when required by the Students’ Union.