McMaster Life Science Society Constitution

Preamble

This document contains the constitution of the McMaster Life Science Society (LSS), a student-run society made up of undergraduate students of the Life Sciences Program in the Faculty of Society at McMaster University. This document is binding on the LSS and supersedes all previous constitutions, bylaws, policies, or related documents.

The McMaster Life Science Society was ratified Fall 2006 to enhance the undergraduate experience of full-time students in the Life Science Program. The LSS has grown and will continue in a variety of facets to better serve and represent its membership with these initial founding goals in mind.

1. Name

1.1. The club shall be known as: The McMaster Life Science Society, an MSU constituted club

2. Purpose

2.1. The Life Science Society aims to involve students within the Life Science Program. In doing so, these students will acquire academic skills, learn how to network, take part in volunteering opportunities as well as learn more about their own career goals and opportunities. This society will cater to the needs of students in the Honours and Bachelors of Life Science programs, to help guide them throughout their upper years of study. This society will also function as a source of knowledge and student experience for Level I Life Science students seeking to learn more about the Life Science Program. The purpose of creating the Life Science Society is to bring together students and to create a sense of unity where students may rely on us for help and guidance.

3. Definitions

  1. 3.1.  “Academic Term” shall refer to each four-month term during the Academic Year (September to December, and January to April)

  2. 3.2.  “Core Executive Member” shall refer to elected and hired positions that retain voting rights

  3. 3.3.  “Ex-Officio Member” shall refer to a student representative at McMaster University who

    represents the LSS’ General Members

  4. 3.4.  “Executive Member” shall refer to both Core and Peripheral Executive Members

  5. 3.5.  “Faculty” shall refer to the Faculty of Science

  6. 3.6.  “Honorary Member” shall refer to an individual who is ineligible to be a General Member, but

    wishes to contribute positively to the MSS, but does not have the privileges of a General

    Member

  7. 3.7.  “Notice of Motion” shall refer to the act of informing voting members (either Executive or

    General Members depending on whether it is a By-Law/Policy or the Constitution) of the

    proposal or motion to vote on changes to documentation

  8. 3.8.  “Peripheral Executive Member” shall refer to positions that are hired by the Core Executive

  9. 3.9.  “Peripheral Executive Team” shall refer to a group of positions that operate an LSS service

  10. 3.10.  “Student” shall refer to a “a person who is registered in a course of study approved by the

    Senate”, as described in the McMaster University Act

4. Membership

  1. 4.1.  Membership in the club shall be open to all members of the MSU who support the purpose of the club.

  2. 4.2.  Honorary Membership shall be granted to an interested party (non- MSU members) upon approval by the Executive or membership committee of the club.

  3. 4.3.  Honorary Members may not hold Executive positions, expend funds, or have voting status at meetings.

  4. 4.4.  Members are accepted within the Honours and Bachelors of Life Science Program and within any level of program study.

  5. 4.5.  Members are able to receive discounts on sponsorship services.

5. Executive

5.1.

The Club Executive will consist of: 2 Co-Presidents and at least one of each of the following: VP Internal, VP Finance, VP Communications, VP Social & Fundraising, VP Academic, MIREx Conference Coordinator, Peer Mentorship Program Coordinator, Life Science Formal Coordinator, Peer Mentorship Program Sessions Planner, MIREx Budgeting and Sponsorship Representative, MIREx Logistics Representative, Life Science Formal Budgeting and Sponsorship Representative, Life Science Formal Logistics Representative, Life Science Formal Entertainment Planner, Social Events Planner, Promotions Representative and Level I Representative

  1. 5.1.1.  The Core Executive will consist of: Co-Presidents and all Vice Presidents and Coordinators. Core Executive members have voting rights at all Executive meetings

  2. 5.1.2.  The Peripheral Executive will consist of all other members of the Executive team; peripheral Executive members are not granted voting rights at all Executive meetings

  3. 5.1.2.1. The Core Executive may grant voting rights to the Peripheral Executive membership for a single voting matter or the duration of a meeting by affirmative vote of 3/4 of the core Executive membership at a quorum meeting.

  4. 5.1.3. All motions passed by a majority vote of the Executive Committee at quorum meetings are binding.

2.2. The Co-Presidents shall

  1. 5.2.1.  Preside over all meetings of the club and shall be an ex-officio member of all committees

    within the club.

  2. 5.2.2.  Call all Executive meetings and general meetings.

  3. 5.2.3.  Handle the day-to-day operations of the club and oversee finances.

  4. 5.2.4.  Ensure the club’s adherence to MSU policies.

  5. 5.2.5.  Perform club duties with equal responsibilities.

  6. 5.2.6.  Oversee all Executive members in the planning and execution of events.

  7. 5.2.7.  Generate and update a transition report at the end of each presidential term to be used by

    the incoming Co-Presidents.

5.3. The Vice President Internal shall:

  1. 5.3.1.  Record meeting minutes for all Executive meetings, to be utilized for club for record

    keeping.

  2. 5.3.2.  Be responsible for the maintenance of all club records on the Club Google Drive

  3. 5.3.3.  Coordinate meetings as needed between members of the club (ex: room bookings for

    meetings, meeting minutes for various subcommittee meetings).

  4. 5.3.4.  Generate and update a calendar of all club events.

  5. 5.3.5.  Be Responsible for organizing and maintaining the office space and updating the Society

    Bulletin Board as needed.

  6. 5.3.6.  Generate and/or update a transition report at the end of each year to be used by the

    incoming VP Internal.

  7. 5.3.7.  Serve as interim President for the Society should re-call of one or both of the Co-

    Presidents be initiated.

  8. 5.3.8.  Facilitate at-large elections of the society’s Co-Presidents

  9. 5.3.9. Perform other such duties that are from time to time assigned by the Presidents.

  10. 5.3.10. Generate and/or update a transition report for this position at the end of each year to be used by the incoming Vice President.

5.4. The Vice President Finance shall: 5.4.1.

5.4.2. 5.4.3.

5.4.4. 5.4.5.

5.4.6.
5.4.7. Perform other such duties that are from time to time assigned by the Presidents.

The Vice President Academic shall: 5.5.1.

  1. 5.5.2.  Oversee events hosted by club sponsors, as requested by the sponsors.

  2. 5.5.3.  Assist in the planning and facilitation of the annual McMaster Interdisciplinary Research

    Exposition (MIREx) in conjunction with the MIREx Conference Coordinator and

    MIREx planning Committee

  3. 5.5.4.  Assist in the planning and facilitation of the Peer Mentorship Program (PMP) in

    conjunction with the PMP Coordinator and PMP planning Committee

  4. 5.5.5.  Hold weekly meetings with the academic Committee consisting of all Academic

    Committee members, including the Peer Mentorship planning Committee and MIREx

    planning Committee.

  5. 5.5.6.  Plan and host other academic related events related to the expressed interest of the

    membership.

5.5.7.

5.5.8. Perform other such duties that are from time to time assigned by the Presidents.

Keep the account books of the club, shall arrange for the custody and distribution of

funds pursuant to the Executive and general membership's direction.

Give a report to the finances of the club at each Executive meeting and have the books

available upon the request of any member of the club.

Liaise with the Vice President - Finance of the McMaster Science Society and The Clubs

Administrator of the McMaster Students Union to arrange for funding requests pursuant

to the goals of the Society.

Oversee correspondence with club sponsors via club e-mail.

Work closely with the Budgeting and Sponsorship Representatives from the various sub-

Committees on the society.

Generate and/or update a transition report for this position at the end of each year to be

used by the incoming Vice President.

5.5.

Work closely with academic services provided by the university to ensure students are

made aware of them.

Generate and/or update a transition report for this position at the end of each year to be

used by the incoming Vice President.

5.6.

The Vice President Social & Fundraising shall:

  1. 5.6.1.  Plan events to connect students within the society and the program.

  2. 5.6.2.  Raise funds for the society or charity voted upon by the Executive Team.

  3. 5.6.3.  Assist in the planning and facilitation of the Life Sciences Formal (LSF) in conjunction

    with the LSF Coordinator and LSF planning Committee

  4. 5.6.4.  Hold weekly meetings with the Social & Fundraising Team members, including the LSF

    Coordinator, and Social Events Planners.

  5. 5.6.5.  Plan and facilitate fundraising initiatives to raise funds to support the expenses of the

    Society, as well as those to be donated to the Executives charity of choice.

5.6.6.

5.6.7. Perform other such duties that are from time to time assigned by the Presidents.

The Vice President Communications shall:

  1. 5.7.1.  Maintain the club website.

  2. 5.7.2.  Will oversee a team of Promotions Representatives.

  3. 5.7.3.  Will delegate all marketing and promotions tasks to this group.

  4. 5.7.4.  Develop all digital and printed promotional materials for the society.

  5. 5.7.5.  Hold weekly meetings with the Communications Team members, including the

    Promotions Representatives.

  6. 5.7.6.  Take care of the ordering of Life Science attire, making arrangements with the

    manufacturer.

5.7.7.

5.7.8. Perform other such duties that are from time to time assigned by the Presidents.

The MIREx Conference Coordinator shall:

  1. 5.8.1.  Work closely with the VP Academic and MIREx Planning Committee to plan and

    facilitate the annual McMaster Interdisciplinary Research Exposition.

  2. 5.8.2.  Develop the format and theme(s) of the conference.

  3. 5.8.3.  Be responsible for contacting and recruiting speakers for the event.

  4. 5.8.4.  Work with the Communications Team to develop promotional material for the event

  5. 5.8.5.  Generate and/or update a transition report at the end of each year to be used by the

    incoming Coordinator.

  6. 5.8.6.  Perform such other duties that are from time to time assigned by the Presidents.

The MIREx Budgeting and Sponsorship Representative shall:

  1. 5.9.1.  Work closely with the VP Academic and MIREx Conference Coordinator

  2. 5.9.2.  Aid in the planning and facilitation of the McMaster Interdisciplinary Research

    Exposition

5.9.3.

5.9.4.
5.9.5.
5.9.6. Perform other such duties that are from time to time assigned by the Presidents.

5.7.

5.8.

5.9.

Generate and/or update a transition report for this position at the end of each year to be

used by the incoming Vice President.

Generate and/or update a transition report for this position at the end of each year to be

used by the incoming Vice President.

Work closely with the VP Finance to allocate monetary funds and coordinate sponsorship

for the Life Science Formal

Contact and liaise with sponsoring organizations including but not limited to the

McMaster Science Society.

Generate and/or update a transition report for this position at the end of each year to be

used by the incoming Representative.

5.10. The MIREx Logistics Representative shall:

  1. 5.10.1.  Work closely with the VP Academic and MIREx Conference Coordinator

  2. 5.10.2.  Aid in the planning and facilitation of the McMaster Interdisciplinary Research

    Exposition.

5.10.3.

5.10.4. Contact and liaise with the catering companies, the event venue, and AV company 5.10.5.

5.10.6. Perform other such duties that are from time to time assigned by the Presidents.

5.11. The Peer Mentorship Program Coordinator shall:
5.11.1. Work closely with the VP Academic and members of the PMP Committee to plan and

facilitate the Life Sciences Peer Mentorship Program. 5.11.2.

5.11.3. 5.11.4.

  1. 5.11.5.  Be responsible for the development of promotional information to be utilized by the executive team for recruitment of mentees. Shall collaborate with Faculty partners on setting goals for this program.

  2. 5.11.6.  Work with the Communications team to develop promotional material for the event.

  3. 5.11.7.  Generate and/or update a transition report at the end of each year to be used by the

    incoming Coordinator.

  4. 5.11.8.  Perform such other duties that are from time to time assigned by the Presidents.

5.12. The Peer Mentorship Program Sessions Planner:

  1. 5.12.1.  Work closely with the VP Academic and Peer Mentorship Program Coordinator.

  2. 5.12.2.  Be responsible for the development and design of biweekly sessions that will be

    facilitated by the mentors of the Peer Mentorship Program

  3. 5.12.3.  Work closely with faculty members to organize sessions that will be open to all Life

    Science students regarding research, courses, resumes, and obtaining careers in Science.

  4. 5.12.4.  Be responsible for organizing and facilitating training for mentors.

5.12.5.

5.12.6. Perform other such duties that are from time to time assigned by the Presidents.

5.13. The Life Science Formal Coordinator shall:

  1. 5.13.1.  Work closely with the VP Social & Fundraising and Formal Planning Committee to plan

    and facilitate the Life Sciences Formal

  2. 5.13.2.  Develop the format and theme(s) of the first annual Life Sciences Formal

  3. 5.13.3.  Be responsible for contracting catering and event venue in conjunction with the Logistics

    Representative

  4. 5.13.4.  Work with the Communications team to develop promotional material for the event

  5. 5.13.5.  Generate and/or update a transition report at the end of each year to be used by the

    incoming Coordinator.

  6. 5.13.6.  Perform such other duties that are from time to time assigned by the Presidents.

Work closely with the VP Communications to organize promotional material for the

McMaster Interdisciplinary Research Exposition.

Generate and/or update a transition report for this position at the end of each year to be

used by the incoming Representative.

Be responsible for contacting and recruiting speakers for the sessions.

Be responsible for contacting booking services and event sponsors for the program

Be responsible for the recruitment of Peer Mentors from Levels 3 and 4 of the Honours

and Bachelors Life Science Program.

Generate and/or update a transition report for this position at the end of each year to be

used by the incoming Planner.

5.14. The Life Science Formal Budgeting and Sponsorship Representative shall:

  1. 5.14.1.  Work closely with the VP Social & Fundraising and Life Science Formal Coordinator.

  2. 5.14.2.  Aid in the planning and facilitation of the Life Science Formal.

  3. 5.14.3.  Work closely with the VP Finance to allocate monetary funds and coordinate sponsorship

    for the Life Science Formal.

  4. 5.14.4.  Contact and liaise with sponsoring organizations including but not limited to the

    McMaster Science Society.

5.14.5.

5.14.6. Perform other such duties that are from time to time assigned by the Presidents.

5.15. The Life Science Formal Logistics Representative shall:

  1. 5.15.1.  Work closely with the VP Social & Fundraising and Life Science Formal Coordinator.

  2. 5.15.2.  Aid in the planning and facilitation of the Life Science Formal.

  3. 5.15.3.  Work closely with the VP Communications to organize promotional material for the Life

    Science Formal.

  4. 5.15.4.  Contact and liaise with the catering companies, the event venue and AV company

5.15.5.

5.15.6. Perform other such duties that are from time to time assigned by the Presidents.

5.16. The Life Science Formal Entertainment Planner shall:

  1. 5.16.1.  Work closely with the VP Social & Fundraising and Life Science Formal Coordinator.

  2. 5.16.2.  Aid in the planning and facilitation of the Life Science Formal, with specific regard to the

    event décor and entertainment.

  3. 5.16.3.  Contact and liaise with the entertainment companies and décor providers.

5.16.4.

5.16.5. Perform other such duties that are from time to time assigned by the Presidents.

5.17. The Social Events Planner shall:

  1. 5.17.1.  Work closely with the VP Social & Fundraising.

  2. 5.17.2.  Aid in the planning and facilitation of all social events, particularly events other than the

    Life Science Formal.

  3. 5.17.3.  Work closely with the VP Finance to allocate monetary funds and coordinate sponsorship

    for social events.

5.17.4.

5.17.5. Perform other such duties that are from time to time assigned by the Presidents.

5.18. The Promotional Representatives shall:

  1. 5.18.1.  Work closely with the Communications.

  2. 5.18.2.  Be in charge of all classroom announcements and promotional tasks for all society events.

  3. 5.18.3.  Maintain Facebook group, Twitter and Instagram account updates.

  4. 5.18.4.  Be responsible for posters, banners and other promotions-related tasks for all events.

5.18.5.

5.18.6. Perform other such duties that are from time to time assigned by the Presidents.

Generate and/or update a transition report for this position at the end of each year to be

used by the incoming Representative.

Generate and/or update a transition report for this position at the end of each year to be

used by the incoming Representative.

Generate and/or update a transition report for this position at the end of each year to be

used by the incoming Planner.

Generate and/or update a transition report for this position at the end of each year to be

used by the incoming Planner.

Generate and/or update a transition report for this position at the end of each year to be

used by the incoming Representative.

5.19. The Level I Representatives shall:

  1. 5.19.1.  Make classroom announcements catered to their year, and in the classes that they attend.

  2. 5.19.2.  Provide executive team with schedules for all first year classes.

  3. 5.19.3.  Will inform executive of any events being held by first year professors.

5.19.4.

5.19.5. Perform other such duties that are from time to time assigned by the Presidents.

6. Election

  1. 6.1.  All officers shall be MSU members.

  2. 6.2.  Presidential election shall be conducted by preferential vote by Full-time McMaster Students

    registered in the following programs: Honours Life Sciences, Honours Life Science (Co-op), Bachelor of Life Sciences. Elections will be conducted in conjunction with the MSU Elections Committee.

    1. 6.2.1.  Voting shall be by anonymous electronic ballot, and remain open for a period of 24 hours.

    2. 6.2.2.  The two individuals who place in first and second place in the election shall be elected as

      Co-Presidents.

    6.2.2.1. In the case of a tie between two first runner ups, polls will be re- opened to all

    students who did not cast a vote in the previous election and remain open for 24

    hours.
    6.2.2.2. In the case of a second tie, the current executive members will vote on the two tied

    candidates, the winner will be decided by simple majority vote

    1. 6.2.3.  In order to be eligible for Presidency, the candidate must have been a member of the

      Executive Team (Core or Periphery) for at least two (2) full academic terms during the

      academic year in which the current election is being held.

    2. 6.2.4.  If only two candidates intend to run for presidential elections, the vacant positions shall

      be acclaimed, unless the majority of ballots cast abstain from the election, two Presidents

      must be elected.

    6.2.4.1. Should a majority objection to election occur, temporary presidency will be granted

    to the VP Internal for a period of up to one (1) month, in which time the executive

    membership must decide how to proceed with elections.

  3. 6.3.  Term of office shall be one year commencing from May 1st following the term of election.

    Notice will be given to all club members and the Clubs Administrator of all executive changes.

  4. 6.4.  A vacant executive position shall be filled through written application and an interview process.

    Co-Presidents will have the final say in the hiring of new executive members.

  5. 6.5.  A vacant Executive position shall be filled through written application and an interview process. Co-Presidents will have the final say in the hiring of new Executive Members.

7. Recall and Termination

7.1.

7.2.

Members may be removed from positions on the Executive for reasons that include:

  1. 7.1.1.  Breach of Constitution, By-Law or Policy

  2. 7.1.2.  Use of the position held in contravention of the legitimate rights and interests of the

    McMaster Life Science Society.

Should the executive membership feel that an elected member is not fulfilling their duties, the Core Executive may initiate a recall to remove the member from their executive role.

7.2.1. A notice of recall of any elected member must by supported by a petition presented to the presidents and/or Vice President Internal containing the support, signature and student number of:

7.2.1.1. 2/3 of the Core Executive or
7.2.1.2. 15% of the total eligible voting membership

Generate and/or update a transition report for this position at the end of each year to be

used by the incoming Representative.

  1. 7.2.2.  The President or Vice President Internal shall provide notice to the elected member being recalled within twelve (12) hours upon acceptance of the petition

  2. 7.2.3.  Upon initiation of recall, an election must be held at the earliest date possible.

  3. 7.2.4.  Notice must be provided to all voting members during the election period of the reason(s)

    for initiation of recall.

  4. 7.2.5.  The member being recalled is permitted to run for re-election.

  1. 7.3.  Termination of any hired executive member will come with an initial verbal warning after their second offence, if continued then they will be given a formal written warning and/or asked to step down from their positions as per the consensus of Co-Presidents.

  2. 7.4.  Responsibilities of any and all vacancies on the Executive Team shall be distributed accordingly amongst the Core Executive, except for the responsibilities of the Presidents, for which the Vice President Internal is solely responsible for upholding as per article 4.3.7

8. Finances

  1. 8.1.  The Society may be eligible to solicit financing from the MSU

  2. 8.2.  The Society may determine an annual membership fee

  3. 8.3.  Monies received shall not involve any obligation of the MSU.

  4. 8.4.  The Society may use any means consonant with the constitutional purpose and in its

    membership to raise funds for its program upon advice of the Clubs Administrator.

  5. 8.5.  The clubs books may be subject to an annual audit by the MSU and shall be filed with the MSU auditor or Clubs Administrator within five (5) business days of the request for audit.

  6. 8.6.  All cheques shall be signed by the VP Finance and one of the Presidents

  7. 8.7.  All receipts for club expenditures should be submitted to the VP Finance for reimbursements.

9. Meetings

9.1. General

  1. 9.1.1.  General meetings shall be open to all members of the Society

  2. 9.1.2.  At least one general meeting shall be called by the Co-Presidents per school year (2

    academic terms)

  3. 9.1.3.  Upon receipt of five signatures with written reason from Society members requesting a

    General Meeting, a meeting shall be called by the Co-Presidents at the earliest possible

    date

  4. 9.1.4.  Voting procedure for regular business at a general meeting shall be by simple majority.

9.2. Executive

  1. 9.2.1.  At least one executive meeting shall be called by the Co-Presidents per week of each

    academic term, with the exception of major statutory holidays, or otherwise decided by

    the Co-Presidents.

  2. 9.2.2.  Upon the receipt of the Co-Presidents of written request for an executive meeting, signed

    by at least 50% of the executive, the President shall call an executive meeting at the

    earliest possible date.

  3. 9.2.3.  Voting procedure for regular business at an executive meeting shall be by simple

    majority.

9.3. Quorum

9.3.1. A quorum of 2/3 of the core executive is required for an executive meeting.

10. Amendments

10.1. Passage of amendments to the constitution shall be by 2/3 affirmative vote at a quorum meeting.

10.2. Each amendment shall be referred to the MSU Clubs Administrator and Speaker for approval, the to the SRA for its acceptance

11. Bylaws

11.1. The passage of bylaws shall be by at least 2/3 affirmative vote at a quorum Executive Meeting

12. Disclaimer

12.1. The views and actions of this Society in no way reflect the views of all members of the McMaster Students Union or McMaster Students Union Incorporated.