# Welcome! The Engineering Undergraduate Society is proud to represent over 4,500 engineering students across 13 different department clubs. Every engineering student at the University of British Columbia is a member of the EUS. Being entirely student-run, the EUS continually strives to make your time at UBC the best it can be! {% content-ref url="/pages/-LqrbdYv9I6EQbO50bOU" %} [Policy](/policy/1-preamble) {% endcontent-ref %} {% content-ref url="/pages/-Lqqkr3qKHMj5vorCTF7" %} [Budget](/budget) {% endcontent-ref %} # Budget The EUS strives for transparency in everything it does. Towards that end, this page contains the EUS Budget for the current year, so you can see how the EUS spends your student fees. Check out the breakdowns below for a summary of where your money goes! You can also view our complete [EUS Budget 2019-20](https://docs.google.com/spreadsheets/d/e/2PACX-1vRFxY0wzKVtL_h2kJwiHoRBxwccDaegDFSNMqcbf-rfm1dsKaBzP36QkBDLH17Zi0u1agepV_qLqQM5/pubhtml) as well as our[ EUS Working Budget 2020-2021](https://docs.google.com/spreadsheets/d/1pcmU56LwdqmMsm5feq6Hm8UwhPw1zwF7zBrvqy9u3po/edit?fbclid=IwAR0Vmf-oWY5XydEdU5vvYrIVMkmasnPAz7LkLo4TPTOSCAtloXKN0_6Kn1U#gid=2068262810). It contains the master budget, the student fee obligation breakdown, the executive portfolio breakdowns, and the ESC capital purchases breakdowns. Have a question about the budget? Contact the [VP Finance](mailto:vpfinance@ubcengineers.ca)! ### Student Fee Revenue The EUS makes about $45.09 for every student registered in an engineering program. This is our primary source of revenue, and is what enables us to manage, the ESC, run events and services, and fund other clubs (like program clubs). ### Student Fee Obligations In this case, student fee obligations refers to the obligations of the EUS that have been imposed by referenda run during EUS elections. The EUS currently has two student fee obligations: **EDTC Fund:** Imposed in 2014 for 5 years (meaning it's coming up for a vote this March), the EDTC fund collects $2 per student, and that UBC Engineering design teams can apply into for projects that benefit multiple design teams. **EWB Fee:** Imposed in 2015 for 5 years, $2 is collected from every student and given to UBC Engineers Without Borders (EWB). To opt out of these fees, please contact the [Engineering Design Teams Coordinator](mailto:team.engineering@ubc.ca) and the [EWB presidents](mailto:ewb@ubcengineers.ca) respectively. ### Club Funding The EUS has three kinds of funding available to program clubs. #### BASE FUNDING: $5 PER STUDENT Base funding is $5 per student recognized by that club (eg. # of students in civil engineering for Civil Club). This funding is transferred to program clubs twice per year (half in first semester, half in second semester) once we receive final enrollment numbers for each of the programs and student fees have been transferred to the EUS. #### PERFORMANCE FUNDING: $3.50 PER STUDENT, DIVIDED EVENLY Performance funding is a pool of $3.50 per student recognized by ANY club (i.e. in year 2+), divided evenly between the number of clubs (currently 11). This funding is distributed twice a year (once per semester), on a multiplier based on the clubs completion of a given list of tasks and attendance at EUS meetings (among other things). #### EVENTS FUNDING: $3.50 PER STUDENT, DIVIDED EVENLY Events funding is a pool of $3.50 per student recognized by ANY club, divided evenly between the number of clubs (currently 11). Events funding is distributed to clubs on an application basis by the EUS Finance Committee. This funding has 3 categories for events (academic, social, and industry + PD), each of which receive 1/3rd of a clubs funding to ensure a variety of events hosted by a club. ### Executives Each executives budget has their own individual events and services under it, with the exception of things which have been broken out into their own separate part of the budget (eg., Red Sales, Eatery, ESC). Below is a short summary of each of the executives major budget lines, for a full breakdown see the Executives tab in the full EUS budget. #### PRESIDENT Budgets for elections costs, executive costs (buying office supplies, exec retreat), and all conferences spending. #### VP ACADEMIC Budgets for tutoring, health and wellness, first year clubroom crawl, and buying food for major meetings with the Faculty. #### VP ADMINISTRATION Budgets for cairn maintenance supplies, executive meeting food, and sustainability initiatives. #### VP COMMUNICATIONS Budgets for the EUS publications (handbuk and slipstick), Iron Pin, digital costs (website expenses, google drive), advertisement (posters, facebook ads), and apparel (Week E^0 shirts, E-Week shirts). #### VP FINANCE Budgets for the EUS Career Fair, EUS vending machines (if they're operational), and the EUS' Industry + PD events. #### VP SPIRIT Budgets for Week E^0, E-Week, caroling, godiva band expenses, and many other traditional engineering spirit inducing events. #### VP STUDENT LIFE Budgets for all our charity, social, and sports events throughout the year, including OctoberfEUSt, movember, pi week, all sports tournaments, and genius bowl. ### ESC Operations The Engineering Student Centre (ESC) is a building the EUS (partially) owns and operates on UBC campus, next to Kaiser and CEME. It makes revenue from room and AV rentals, and we pay money to upkeep the space (cleaning supplies, printer ink, expo markers etc). ### EUS Board and Council Expenses This section of the budget accounts for all council expenses, including meeting food, council social, EUS council transition meeting, and council hoodies. ### Affiliations Currently the EUS' only affiliation is with the Canadian Federation of Engineering Students (CFES). These fees are $0.51 per student this year. ### Red Sales Red Sales is a physical store within the ESC, which sells assorted engineering themed clothing, our classic Reds and cardigans, and patches. ### Eatery The Eatery is a cafe which operates inside the ESC, and serves up cheap coffee and quick bites of food throughout the day. ### Subsidies The EUS has two subsidies on its budget currently. These expenses used to reside in the Red Sales block of the budget, but they repeatedly forced people to increase the price of the items at red sales to compensate for these losses. Now, they reside in their own separate part of the budget so Red Sales doesn't have to compensate for them and we could lower prices. #### DISCOUNTED REDS This subsidy is $5,000. The EUS sells 100 reds for $110 during Week E^0 to encourage engineering spirit in the first years, and 100\*50 = $5,000. #### EARNED PATCHES This subsidy costs about $3,000 every year. This is to account for patches which are earned by our volunteers (director, manager, and rep patches), as well as those earned through charity, sports, and other endeavors. ### Miscellaneous We receive revenue from a vending machine that exists somewhere on campus. Nobody is sure why we are receiving this revenue, or where this vending machine even is. One of those strange little wonders. The EUS also receives a $500 donation every year from Evangelos. # Policy The University of British Columbia Engineering Undergraduate Society is located on the traditional, ancestral, and unceded territory of the xwməθkwəy̓əm (Musqueam) People. As engineering students and leaders, we acknowledge that engineering, learning, and governance have been occurring at the site of our campus for millenia. The Policy Manual was developed to solidify the activities and policies of the University of British Columbia Engineering Undergraduate Society. The policies documented here are intended to accompany the Constitution of the University of British Columbia Engineering Undergraduate Society. This Policy Manual will assist in the transition of the Engineering Undergraduate Society from year to year, and will also clarify the policies and activities of the Society. The procedures for amending this document are set out in Policy on Policy Section 4.0. Overall, this document will help the Engineering Undergraduate Society to operate more effectively and efficiently in its effort to represent and serve the undergraduate engineering student body at the University of British Columbia.
# 2 - Table of Contents {% content-ref url="/pages/-LqrbsDU0Vv\_4vLd6iX1" %} [3 - Definitions](/policy/3-definitions) {% endcontent-ref %} {% content-ref url="/pages/-Lqrc6RIPBs4uyZW\_pnu" %} [4 - Policy on Policy](/policy/4-policy-on-policy) {% endcontent-ref %} {% content-ref url="/pages/-LqrcIrx9V3MWmShe40H" %} [5 - Roles](/policy/5-roles) {% endcontent-ref %} {% content-ref url="/pages/-LqrcOjcGjJ\_aI6CrIvU" %} [6 - Clubs and Affiliates](/policy/6-clubs-and-affiliates) {% endcontent-ref %} {% content-ref url="/pages/-Lqrc\_5qk14fRQoaYH6v" %} [7 - Organizations and Meetings](/policy/7-organizations-and-meetings) {% endcontent-ref %} {% content-ref url="/pages/-LqrckZSSjgr60V6vtd9" %} [8 - Services](/policy/8-services) {% endcontent-ref %} {% content-ref url="/pages/-LqrcoHjBzsHVK4AYJXi" %} [9 - Appointment Policies](/policy/9-appointment-policies) {% endcontent-ref %} {% content-ref url="/pages/-LqrcwAcNDvj5qvUGF4J" %} [10 - Financial Policies](/policy/10-financial-policies) {% endcontent-ref %} {% content-ref url="/pages/-Lqrd3eiv-N1C9gBMx8t" %} [11 - Operational Policies](/policy/11-operational-policies) {% endcontent-ref %} {% content-ref url="/pages/-LqrdCR54norIaiYY86k" %} [12 - Special Events](/policy/12-special-events) {% endcontent-ref %} {% content-ref url="/pages/-LqrdHej0lNeC2floI3m" %} [13 - APPENDIX A: EUS Community Contribution Award](/policy/13-appendix-a-eus-community-contribution-award) {% endcontent-ref %} {% content-ref url="/pages/-MT8VF6I0bLGHDD9VUEL" %} [14- APPENDIX B: Design Team and Program Club Engagement Award](/policy/14-appendix-b-design-team-and-program-club-engagement-award) {% endcontent-ref %} # 3 - Definitions ### 3.1 Constitutional Definitions In the EUS Constitution and Policy Manual, unless otherwise specified: 1. “UBC” shall hereafter refer to “the University of British Columbia Vancouver”. 2. “The Society” shall hereafter refer to “the Engineering Undergraduate Society of UBC”. 3. “EUS” shall be the equivalent of “the Society” 4. “Senate” shall hereafter refer to “the Senate of UBC Vancouver” 5. “Members” shall hereafter refer to “EUS members” 6. “Executive” shall be the equivalent of “Executive Officers of the Society” 7. “The Board” shall hereafter refer to “the EUS Board of Governors ” 8. “AMS” shall hereafter refer to “the Alma Mater Society of UBC” 9. “Constitution” shall hereafter refer to “Constitution of the EUS” 10. “Policy Manual” shall hereafter refer to “Policy Manual of the EUS” 11. “Appointed Volunteers” shall hereafter refer to “Directors, Managers and Representatives of the EUS” 12. “Program Clubs” shall hereafter refer to all “Department or Program Clubs.” ### 3.2 First Year Council Definitions 1. “FYC” shall hereafter refer to “First-Year Council” 2. “FY” shall hereafter refer to “First-Year” ### 3.3 General Policy Definitions 1. “Vice-President of Communications” shall be the equivalent of “VP Communications”. 2. “Vice-President of Administration” shall be the equivalent of “VP Administration”. 3. “Vice-President of Finance” shall be the equivalent of “VP Finance”. 4. “Vice-President of Academic Affairs” shall be the equivalent of “VP Academic”. 5. “Vice-President of Spirit” shall be the equivalent of “VP Spirit”. 6. “Vice-President of Student Life” shall be the equivalent of “VP Student Life”. 7. “The Executive” and “The Executive Committee” shall be equivalent and refer to a committee consisting of all seven Executive Officers. 8. An “affiliation”, unless otherwise defined, shall refer to a relationship between two organizations or positions where effort shall be made to work together and communicate on business relevant to both units, but in which neither group has direct control over the other. 9. A “proxy” shall refer to a member of the Society who does not hold a seat on the committee and or council in question. # 4 - Policy on Policy ### 4.1 General 1. The Policy Manual is a supporting document to the EUS Constitution. No part of this Policy Manual may be interpreted in a sense contrary to the EUS Constitution. 2. Policy amendments require a two-thirds (2/3) in-favour vote by the Board of Governors for adoption. 3. No provisions of Policy may be suspended except by two-thirds (2/3) Resolution of Council. When Council suspends a provision or provisions of the policy, such suspension shall only be in effect for the duration of the meeting at which it is made unless Council, by two-thirds (2/3) Resolution, sets some other fixed period of time for the suspension. 4. Changes to the Policy Manual’s structure, numbering, and format are not considered policy amendments and require a simple majority vote by the Board of Governors for adoption. ### 4.2 Timeline 1. Proposed additions or changes to policy must be provided to the VP Administration before the circulation of the Council Agenda. 2. The proposed policy changes, including a brief preamble, outlining the purpose of the addition or change, will be distributed to Council with the following Council agenda for the First Reading. 3. Council will conduct a First Reading discussion of the additions or changes at the following Council Meeting 4. The next Council Meeting, the updated policy changes will be circulated with the Council agenda and Council will conduct a Second Reading discussion of the additions or changes. 5. After the Second Reading has occurred, the Council may vote on the changes at that meeting. 6. Amendments to the proposed changes can be made at any time during the discussion. 7. The Policy Manual will be considered amended as of the date of the most recent addition or change to its contents. It will be dated accordingly. 8. The mover of the motion shall be recorded as the name for the change. # 5 - Roles ### 5.1 Executive #### 5.1.1 General 5.1.1.1 Description The Executives of the EUS shall, as a whole, be responsible for the direction and management of the EUS, subject to the directions of the EUS Board of Governors. The Executives shall be responsible to the EUS Board of Governors and shall act in accordance with any decisions of that body.
5.1.1.2 Duties Each Executive Officer shall: 1. Be an Active Member of the Society during the term they are serving. 2. Occupy only one position within the Society and each Executive position shall be occupied by only one Active Member of the Society 3. Not occupy any other Executive position within an Ex-Officio or Program Club that holds a seat on the Board of Governors. 4. Serve for one full year from May 1 to April 30. 5. Be expected to dedicate 20 hours or more a week to the Society during their term. 6. Sit as a voting member on the Board of Governors. 7. Inform and consult the entire executive on matters related to their portfolio. 8. Report their actions and decisions to the Council. 9. Attend or send a proxy to all assigned Committees and Council meetings. The Executive shall: 1. Coordinate and administer the day-to-day affairs of the Society. 2. Ensure the execution of the Board’s decisions. 3. Uphold the Constitution and policies of the Society. 4. Promote the Society to both EUS Members and the community-at-large. 5. Mentor potential replacements throughout their term. 6. Train their replacements at the end of their term and provide them with any relevant files, reports, introductions, and paperwork needed for them to do their role properly. 5.1.1.3 Volunteers Each Executive Officer shall: 1. Oversee the Directors, Managers, and Representatives for which they are assigned, as outlined in the EUS Volunteer Manual, and ensure that they fulfill their roles in a satisfactory manner. 2. Regularly report the activities of their assigned volunteers to the EUS Council. 3. Ensure the Directors, Managers, and Representatives for which they are responsible are properly trained. 4. Absorb, re-delegate, or otherwise be responsible where necessary for any and all duties not satisfactorily carried out by those Directors, Managers, and Representatives assigned to them. 5. In the case where a Director, Manager, or Representative is not filled, the Executive Officer shall absorb, re-delegate, or otherwise be responsible for all duties of that position. 6. Assign an assistant to take care of some of the duties assigned to their portfolio, as necessary. The Executive shall: 1. Oversee the volunteer structure as defined by the EUS Volunteer Manual. 2. Report any changes in the volunteer structure to EUS Council three times per year as defined in Section 7.1.2. #### 5.1.2 President 5.1.2.1 Description The President shall serve as the primary representative and voice of the Engineering Undergraduate Society, articulating the mission, vision, direction, and opinions of the Society. The President presides overall affairs of the Society. In particular, the President is tasked with managing and supporting the EUS Executive.
5.1.2.2 Duties The duties are broken up into the following sections: General: 1. Preside over the affairs of the Society. 2. Be the official spokesperson of the Society on all occasions. 3. Supervise and be familiar with the entire contents of the Policy Manual and Constitution. 4. Enforce due observance to the Constitution. 5. Absorb, delegate, or otherwise take responsibility for any and all duties that are not adequately performed by other Executives or do not fall within any other Executives’ portfolios. 6. Report to EUS Council on the affairs of the EUS and on issues related to the portfolio of the President. Executive: 1. Supervise the other members of the Executive to ensure that they fulfill their roles in a satisfactory manner and are acting as per the Board’s direction. 2. Coordinate with the Executive in ensuring that adequate awareness of the Society is generated in the on and off-campus communities. 3. Be responsible for coordinating all necessary awards from the Executive Awards committee, unless otherwise decided. 4. Responsible for coordinating the Executive Retreat and Transition programming. 5. Organize two team development sessions conducted by a third party facilitator once within the first eight months of their term, and once within the last four months of their term. Representation: 1. Represent only the official opinion of the Board when acting on behalf of the Society. 2. Represent the Society within the Faculty of Applied Science 3. Represent the Society within the Alma Mater Society. 4. Represent the Society on the AMS Students’ Council or appoint a representative to the position in accordance with the governing section of the AMS Code. Meetings: 1. Preside over certain meetings of the Society as indicated in EUS Meeting Policy Section 7.4. 2. Sit on all required committees. External Relations 1. Be the liaison between the Society and external student groups. 2. Be the liaison between the Society and other Engineering Student Societies. 3. Work with and represent the Society to external affiliates. 4. Be responsible for coordinating Society representation at external conferences and competitions. 5.1.2.3 Assigned Committees The Assigned Committees for President are: 1. BASC Student Advisory Council 2. EUS Conferences Committee 3. EUS Executive Awards Committee 4. PAF Governance Committee 5. PAF Funding Committee 6. Walter Gage Memorial Fund 7. EUS Executive Committee 8. ESC Governance Committee 9. Grand Council 10. Elections Committee 11. Elections Appeal Committee #### 5.1.3 VP Academic 5.1.3.1 Description The VP Academic is responsible for all academic and professional affairs of the Society. The VP Academic is responsible for the proper representation of students at functions relevant to the engineering academic experience and curriculum. The VP Academic is responsible for liaising with the Faculty of Applied Science regarding student wellness and EDI initiatives in collaboration with EDIIS Committee.
5.1.3.2 Duties The duties are broken up into the following sections: General: 1. Oversee the academic services offered by the Society. 2. Work to improve the academic and university experience for members by representing the Society to the University Administration and Faculty. 3. Represent the Society on joint Student-Faculty Committees, or ensure a representative is appointed to the position. 4. Advocate for support of health and wellness initiatives in the Faculty of Applied Science. Curriculum: 1. Be responsible for the proper representation of students at functions relevant to the engineering academic experience and curriculum. 2. Act as the Society’s first curriculum representative and work in conjunction with the Curriculum Director. 3. Coordinate with program clubs to ensure program curriculum concerns and issues are addressed. 4. Run an annual Engineering Undergraduate Experience Survey and maintain consistent records of data from the survey. Senate: 1. Ensure that there is regular communication between the Council and the elected Applied Science Senate Representative. 5.1.3.3 Assigned Directors The Assigned Directors for VP Academic are: 1. Curriculum Director 2. Tutoring Director 3. Industry and Professional Development Director 5.1.3.6 Assigned Committees 1. BASC Curriculum Committee 2. BASC Faculty Committee 3. BASC Student Advisory Council 4. EUS Grand Council 5. EUS Academic Committee 6. EUS Executive Awards Committee 7. EUS Executive Committee 8. EUS Scholarship Committee 9. EDIIS Committee a. EDII Sub-Committee #### 5.1.4 VP Administration 5.1.4.1 Description The VP Administration of the EUS deals with day-to-day, sustainability, and operational aspects of the EUS. The VP Administration is responsible for managing engineering student space, EUS bookings, EUS Council meetings and the EUS Policy Manual.
5.1.4.2 Duties The duties are broken up into the following sections: General: 1. Oversee the administrative operations of the Society. 2. Assume the administrative duties of the President in the President’s absence. ESC Management: 1. Be responsible for coordinating and administering all matters relating to EUS Student Space including but not limited to: 1. Bookings 2. Maintenance 3. Renovations 4. Neatness 5. Keys & Security Codes 6. Special Projects 2. Track all key disbursements and returns related to the Society. Bookings: 1. Be one of the two UBC/AMS booking representatives for the Society. Policy: 1. Supervise and be familiar with the entire contents of the Policy Manual and Constitution. 2. Coordinate all affairs related to the update and maintenance of the Constitution and Policy Manual. 3. Ensure that all Directors, Managers, and Representatives submit any necessary updates at the end of their terms. Performance Funding: 1. Distribute Performance Funding in accordance with Performance Funding Policy 10.2.3 in collaboration with the VP Finance. Sustainability: 1. Coordinate sustainability initiatives in the Society 2. Educating the Society on sustainability-related topics, preparing them for sustainable life beyond graduation 3. Embedding sustainability in all the Society’s operations 4. Assist with the UBC Future Engineering Competition 5.1.4.3 Assigned Directors The Assigned Directors of VP Administration are: 1. Council Director 2. Bookings Director 3. Facilities Director 4. Sustainability Director 5.1.4.6 Assigned Committees The Assigned Committees for VP Administration are: 1. EUS Executive Awards Committee 2. EUS Executive Committee 3. ESC Governance Committee 4. EUS Events Committee 5. New Clubs Committee 6. EDIIS Committee 1. Sustainability Sub-Committee #### 5.1.5 VP Communications 5.1.5.1 Description The role of VP Communications is to promote and communicate all activities of the Society.
5.1.5.2 Duties The duties are broken up into the following sections: General: 1. Oversee the communication of the activities of the EUS to program clubs, ex-officio clubs, and all EUS members. 2. Assume the public speaking duties of the President in the President’s absence. 3. Drive participation in EUS events and activities through direct engagement with students. e-nEUS: 1. In co-operation with the Faculty of Applied Science, support and oversee the activities of the e-nEUS Editor. Publications: 1. Manage and negotiate contracts for printing of the publications like the Handbuk and the Slipstick, and related advertising sales for those publications. Media: 1. Oversee the collection and production of EUS media including but not limited to photos, video, and graphics. Communications: 1. Regularly gather feedback from program clubs, ex-officio clubs, and EUS members on the activities of the EUS. 2. Maintain a consistent brand identity and messaging among all EUS publications and communications. 3. Oversee the social media presence of the EUS, including but not limited to content on the Website, Instagram, and Facebook. Archives: 1. Coordinate the maintenance of all records pertaining to the EUS, both digitally and in hard copy, whenever possible. Conferences: 1. Manage Conferences Committee, and oversee the conference delegate application process. 2. Manage logistics around delegate travel and accommodations. 5.1.5.3 Assigned Directors The Assigned Directors to VP Communications: 1. Media Director 2. Publications Director 3. Video Director 4. Conferences Director 5.1.5.6 Assigned Committees The Assigned Committees for VP Communications are:
1. EUS Executive Awards Committee 2. EUS Executive Committee 3. EUS Conferences Committee #### 5.1.6 VP Finance 5.1.6.1 Description The VP Finance is responsible for all financial aspects of the Society.
5.1.6.2 Duties The duties are broken up into the following sections: General: 1. Oversee the financial operations of the Society. 2. Be over the age of majority at the beginning of the term they are serving to ensure that they are able to legally assume signing authority for the Society. 3. Arrange any payments of Society debts. Financial: 1. Ensure that all expenditures made by elected or appointed volunteers and anyone else making purchases on behalf of the Society are fiscally responsible. 2. Appropriately reimburse approved expenditures made on behalf of the Society. 3. Keep the Council informed on the Society’s financial status in the form of a written report that is presented to the EUS Council at the end of October, January, and April each year, and as requested by the Council. Budget: 1. Distribute the Society’s funds in accordance with the budget. 2. Submit all budgets required by the Vice President Finance of the AMS 3. Assist the other Executive Officers with creating budgets at the beginning of their terms in order to obtain estimates of all proposed expenditures. 4. Work in conjunction with the incoming VP Finance to prepare the following year’s budget by the end of their term. Performance Funding: 1. Distribute Performance Funding in accordance with Performance Funding Policy 10.2.3 in collaboration with the VP Admin. Services: 1. Assist and coordinate assigned appointed volunteers to ensure that associated businesses and services are being run as well as possible. 2. This includes, but is not limited to, the ESC Eatery, the ESC Bar, Red Sales, and other businesses. 3. Be responsible for the organization and implementation of the EUS “Engineer Your Career Fair”. 4. Be responsible for the administration and allocation of the EUS Sports Subsidy 5.1.6.3 Assigned Directors The Assigned Directors for VP Finance are: 1. Career Fair Director 2. ESC Eatery Director 3. Red Sales Director 5.1.6.6 Assigned Committees The Assigned Committees for VP Finance are: 1. EUS Executive Awards Committee 2. EUS Executive Committee 3. PAF Governance Committee 4. PAF Funding Committee 5. EUS Finance Committee 6. EUS Grand Council 7. Engineering Design Team Advisory Council #### 5.1.7 VP Spirit 5.1.7.1 Description The VP Spirit shall strive to increase and promote engineering spirit and community on campus. The VP Spirit oversees traditional EUS events.
5.1.7.2 Duties The duties are broken up into the following sections: Orientations: 1. Develop a Week E^0 Calendar with a consultation with the Executive and the Council. 2. Organize all Week E^0 events. 3. Supervise the sale and distribution of tickets for the society functions. E-WEEK: 1. Develop an E-WEEK Calendar with a consultation with the Executive, E-WEEK Committee, and the Council. 2. Organize all E-WEEK events. 3. Create a report with recommendations based on E-WEEK feedback. 4. Supervise the sale and distribution of tickets for the society functions. Alumni: 1. Be the liaison between the Society and community-at-large and alumni. 2. Maintain close communications with the Faculty of Applied Science Alumni Relations Office. Other: 1. Organize Carolling and supervise the purchase and distribution of gifts for relevant UBC Faculty and Staff 2. Support the operation of the Godiva Band 5.1.7.3 Assigned Directors The Assigned Directors for VP Spirit are: 1. E-WEEK Director 2. Godiva Band Director 3. Week E^0 Director 5.1.7.6 Assigned Committees The Assigned Committees for VP Spirit are: 1. EUS E-WEEK Committee 2. EUS Executive Awards Committee 3. EUS Executive Committee 4. EUS Grand Council #### 5.1.8 VP Student Life 5.1.8.1 Description The VP Student Life is responsible for all events of the Society that are not academic, professional, or traditional in nature. This includes wellness, and EDII initiatives of the Society, with the focus of improving accessibility and encouraging inclusivity within the Society. The VP Student Life is responsible for liaising with Program Clubs and other on-campus groups and developing a social engineering community.
5.1.8.2 Duties The duties are broken up into the following sections: General: 1. Enhance student life and environment for the EUS membership. 2. Oversee the events coordinated by the Society. 3. Coordinate and encourage EDII initiatives in the Society, according to recommendations from the EUES annual report. Sports: 1. Oversee all sports events of the Society. 2. Organize Engineering involvement in UBC REC Events and support department sports representatives. Mental Health: 1. Coordinate health and wellness initiatives in the Society, according to recommendations from the EUES annual report. Social: 1. Be well versed in all University policies and procedures related to events on Campus. 2. Be well versed in all BC Liquor Laws and procedures related to obtaining Liquor Licenses on Campus. Competitions 1. Oversee competitive events including but not limited to the EUS Hackathona**/**UBC Future Engineering Competition and the Genius Bowl. Volunteers 1. Oversee the orientation, training and appreciation of the society’s volunteers 2. Maintain volunteer contact information sheet 5.1.8.3 Assigned Directors The Assigned Directors for VP Student Life are: 1. Social Director 2. Sports Director 3. Volunteer Director 4. Hackathon/Case Competition Director 5. Student Experience Director 5.1.8.6 Assigned Committees The Assigned Committees for VP Student Life are: 1. EUS Events Committee 2. EUS Executive Awards Committee 3. EUS Executive Committee 4. EUS Sports Committee 5. EUS Grand Council 6. EDIIS Committee a.EDII Sub-Committee 5.2 Directors 5.2.1 General 5.2.1.1 Description Directors are the highest non-elected volunteers in the Society. One person should occupy each position but Co-Directors may be appointed for the position with approval from the EUS Board of Governors. 5.2.1.2 Duties Each Director shall: 1. Be an Active Member of the Society during the term they are serving. 2. Occupy only one director position within the Society, unless an exception is made by the Board. 3. Serve from when appointed by Board to April 30. 4. Receive direction from the Executive Officer to which they are assigned. 5. Be expected to dedicate 10 or more hours a week during the academic term. 6. Uphold the Constitution and policies of the Society. 7. Ensure the Managers and Representatives for which they are responsible are properly trained. 8. Oversee the Managers and Representatives for which they are assigned and ensure that they fulfill their roles in a satisfactory manner. 9. Regularly report their activities and the activities of their assigned volunteers to the Executive Officer to which they are assigned. 10. Absorb, re-delegate, or otherwise be responsible where necessary for any and all duties not satisfactorily carried out by those Managers and Representatives assigned to them. 11. In the case where a Manager or Representative is not filled, the Director shall absorb, re-delegate, or otherwise be responsible for all duties of that position. 12. Promote the Society to both the EUS Members and the external community. 13. Assign an assistant, upon the advice of their respective executive, to take care of some of the duties assigned to their portfolio as necessary. 14. Coordinate with executives and other directors as needed to ensure the logistics of their event or service are carried out. 15. Train their replacements at the end of their term and provide them with any relevant files, reports, introductions, and paperwork needed for them to do their roles effectively. 16. Have other duties as assigned. 5.3 Managers 5.3.1 General 5.3.1.1 Description Managers are the mid-level volunteers in the Society. One person should occupy each position but Co-Managers may be appointed for the position with approval from the EUS Board of Governors. 5.3.1.2 Duties Each Manager shall: 1. Be an Active Member of the Society during the term they are serving. 2. Occupy only one manager position within the Society, unless an exception is made by the Board. 3. Serve from when appointed by Board to April 30. 4. Receive direction from the Executive Officer and Director to which they are assigned. 5. Be expected to dedicate approximately 5 to 10 hours a week during the academic term. 6. Uphold the Constitution and policies of the Society. 7. Ensure the Representatives for which they are responsible are properly trained. 8. Oversee the Representatives for which they are assigned and ensure that they fulfill their roles in a satisfactory manner. 9. Regularly report their activities and the activities of their assigned volunteers to the Director and Executive Officer to which they are assigned. 10. Absorb, re-delegate, or otherwise be responsible where necessary for any and all duties not satisfactorily carried out by those Representatives assigned to them. 11. In the case where a Representative is not filled, the Manager shall absorb, re-delegate, or otherwise be responsible for all duties of that position. 12. Coordinate with executives, directors, and other managers as needed to ensure the logistics of their event or service are carried out. 13. Promote the Society to both the EUS Members and the community-at-large. 14. Train their replacements at the end of their term and provide them with any relevant files, reports, introductions, and paperwork needed for them to do their roles effectively. 15. Have other duties as assigned. 5.4 Representatives 5.4.1 General 5.4.1.1 Description Representatives are the entry-level volunteers in the Society. Multiple individuals may be appointed into each of these roles upon the approval of the Executive. 5.4.1.2 Duties Each Representative shall: 1. Be an Active Member of the Society during the term they are serving. 2. Serve from when appointed by the Executive to April 30. 3. Receive direction from the Executive Officer, Director, and Manager to which they are assigned. 4. Be expected to dedicate approximately 5 hours a week or as necessary during the academic term. 5. Uphold the Constitution and Policies of the Society. 6. Regularly report their activities to the Manager, Director, and Executive Officer to which they are assigned. 7. Promote the Society to both the EUS Members and the community-at-large. 8. Train their replacements at the end of their term and provide them with any relevant files, reports, introductions, and paperwork needed for them to do their roles effectively. 9. Have other duties as assigned. #### 5.5 Applied Science Student Senator 5.5.1 Description The Applied Science Student Senator represents UBC APSC students to the UBC-V Senate - the highest academic body of the University. The EUS has no authority over this position; the duties of the Applied Science Student Senator are recommendations by the EUS only.
5.5.2 Duties The Applied Science Student Senator should: 1. Attend Grand Council 2. Attend EUS Council 3. Attend BASC Student Advisory Council 4. Stay informed of EUS activities and initiatives 5. Communicate broad, engineering pertinent, and academic policy of the UBC Senate matters to the EUS VP Academic #### 5.6 EUS AMS Representatives 5.6.1 Description EUS AMS Representatives are designates for Engineering on AMS Council. The general engineering undergraduate student membership elects them as outlined in Elections Policy Section 9.2. Their duties for the AMS are outlined in AMS Code and are as follows.
5.6.2 Description EUS AMS Representatives shall: 1. Attend all AMS Council meetings during the school year (September through March) or provide a proxy. Even if they provide a proxy, Constituency representatives will lose their seats on Council if they miss five regular meetings of Council during the school year. 2. Seek to be appointed to at least one AMS standing committee. 3. Attend EUS Council Meetings 4. Stay informed of EUS activities and initiatives. 5. Attend EUS Academic Committee meetings when consultation from the AMS is of concern to the committee. # 6 - Clubs and Affiliates ### 6.1 Alma Mater Society The Alma Mater Society (AMS) is the Student Society of UBC and the parent organization of the EUS. All EUS Members are automatically members of the AMS and pay AMS fees.
The EUS receives one seat on the AMS Council and then an extra seat for every 3000 students as outlined in AMS Code.
### 6.2 EUS Ex-Officio Clubs #### 6.2.1 Definition Ex-Officio Clubs are a recognized group of Engineering students other than program clubs with a mandate that aligns with the mission of the Society. #### 6.2.2 Becoming an Ex-Officio Club An organization must: 1. Have a mission statement related to the mission of the Engineering Undergraduate Society as stated in the Society’s Constitution Section 1.2 in order to be considered for Ex-Officio Club status. 2. Be open to students in all Engineering Programs at UBC to be considered for Ex-Officio Club status. The proposed ex-officio club may primarily run services and events targeted at a particular engineering program, so long as membership is still open to students in all programs. 3. Make a presentation to the Council explaining their organization and why they would like to receive Ex-Officio Club status. A motion must then be moved and passed by the Board to accept the organization as an Ex-Officio Club. Since this results in a change to the Policy Manual, a 2/3rd in-favour vote must occur. 1. EUS Council will also give the Ex-Officio an Assigned Committee at this point. The responsibility of an Assigned Committee is explained below. #### 6.2.3 Powers and Duties 1. Ex-Officio Clubs are welcome to give an update at Informational and Council meetings as defined in EUS Meetings Section 7.4. 2. Ex-Officio Clubs shall be included on the Council mailing list. 3. Ex-Officio Clubs shall receive the same privileges as Program Clubs in terms of booking of facilities and use of services provided by EUS volunteers. 4. Ex-Officio Clubs shall send at least one representative every meeting of their Assigned EUS Committee. 5. Ex-Officio Clubs may also choose to send representatives to the following EUS Committees: 1. EUS Events Committee 2. EUS E-WEEK Committee 3. EUS Sports Committee #### 6.2.4 Removal of Ex-Officio Club Status An Ex-Officio Club may lose its Ex-Officio Club status for any of the following reasons: 1. Resignation of status 2. Failure to send a representative to more than two consecutive Assigned Committee Meetings. 1. The Chair will issue a written warning to the President of the Ex-Officio Club following the first missed meeting and at least one week before the next Assigned Committee meeting. 3. By request through a petition signed by three-quarters of the Board of Governors or one-tenth of the active membership. #### 6.2.5 Recognized Clubs 1. Association of Chinese Canadian Engineering Professionals and Technologists (ACCEPT) 1. Assigned Committee: 2. Alpha Omega Epsilon Professional Engineering Sorority (ΑΩΕ or AOE) 1. Assigned Committee: EUS Events Committee 3. Engineering Design Teams Council (EDTC) 1. Assigned Committee: 4. Engineers Without Borders (EWB) 1. Assigned Committee: EUS Events Committee 5. Gears and Queers (G\&Q) 1. Assigned Committee: EUS Events Committee 6. Institute of Electrical and Electronics Engineers (IEEE) 1. Assigned Committee: 7. Sigma Phi Delta Professional Engineering Fraternity (ΣΦΔ or SPD) 1. Assigned Committee: EUS Events Committee 8. Women in Engineering (WiE) 1. Assigned Committee: EUS Events Committee 9. Engineers for a Sustainable World (ESW) 1. Assigned Committee: 10. Strive Business and Engineering (STRIVE) 1. Assigned Committee: ### 6.3 EUS First Year Council #### 6.3.1 Description The EUS First Year Council (FYC) is the committee of elected and hired first-year representatives of the Engineering Undergraduate Society. The FYC is a subsidiary of the EUS, at no point should their actions conflict with the values outlined by the EUS. #### 6.3.2 Composition The EUS FYC will be composed of the following elected and hired voting positions; each position shall hold one vote:
Elected: 1. FY President 2. FY Vice President 3. FY Academic Representative 4. FY Social Coordinator 5. FY Sports and Charity Representative(s) (maximum 2) 6. FY Vantage Representative, who shall be a member of Vantage College. 1. If no valid nominations for FY Vantage Representative are put forward, no by election will be conducted. The position shall be considered hired and open to any FY student applicant, with preference given to members of Vantage College. 7. FY Secretary 8. FY Treasurer 9. FY Social Media and Graphics Representative(s) (maximum 2) Hired: 1. FYC Extraordinary Members (maximum 3) EUS FYC shall not exceed 14 members. In this case, there would be the maximum number of council members according to each position's description (11), plus a maximum of 3 Extraordinary Members.
If the positions of Secretary, Treasurer, and Social Media and Graphics Representative cannot be filled via election, those positions shall be hired. Hired members shall be ratified by majority vote at an FYC meeting following an interview consisting of at least two elected councillors. Interviews and hiring must be completed within three-one weeks of the announcement of FYC election results, with the exception of Extraordinary Members whose membership shall be considered throughout the year. #### 6.3.3 Branding The EUS FYC shall: 1. Approve all logos through the EUS VP Communications. 2. Have the nickname and occasionally be referred to as “PP Council”. 3. Receive “p” patches for each member of FYC at the end of their term. #### 6.3.4 Duties Each Elected Member of the First Year Council shall: 1. Be an Active Member of the Society during the term they are serving. 2. Occupy only one position within the FYC. 3. Serve from the ratification of FYC Election Results until the ratification of the following FYC Election Results for the new First-Year Class as dictated by the EUS Elections Policy Section 9.2.22. 4. Be expected to dedicate between 5-10 hours a week during the academic term to the FYC. 5. Report their actions and decisions to FYC. Each Hired Member of the First Year Council shall: 1. Be an active member of the society during the term that they are serving. 2. Occupy only one position within the FYC. 3. Serve from the time that they are hired until the ratification of the following FYC Election Results for the new First-Year Class as dictated by EUS Elections Policy Section 9.2.22. 4. Be expected to dedicate between 5-10 hours a week during the academic term to the FYC 5. Be hired by a majority vote of the FYC following an interview involving at least two elected FY councillors. The First Year Council shall: 1. Uphold the policies of the FYC. 2. Promote the Society to the First Year Class, other EUS Members and the community-at-large. 3. Train their replacements and provide them with a transition document containing any relevant files, reports, introductions, and paperwork needed for them to do their roles effectively 4. Hold meetings at a minimum of once every two weeks. These meetings shall be open to all members of the First-Year Class, the EUS Executive, and a proxy appointed by the EUS executive. The meeting time and location should be publicly available. #### 6.3.5 First-Year President 6.3.5.1 Description The President shall serve as the primary representative and voice of the FYC. They will be responsible for articulating the mission, vision, direction, and opinions of the First Year Class. The main job of the President is to manage and support the FYC. The second job of the President is to be the liaison and voice of the FYC to the EUS Council.
6.3.5.2 Duties The President shall: General: 1. Be occupied by only one Active Member of the First Year Class. 2. Hold one vote on the FYC. 3. Coordinate the affairs of the FYC. 4. Be the official spokesperson of the FYC on all occasions. 5. Adhere to and be familiar with the FYC Policy as found in the EUS Policy Manual. 6. Absorb, delegate, or otherwise take responsibility for any and all duties that are not adequately performed by other Representatives or do not fall within any other Representatives’ portfolios. 7. Attend or assign a proxy to attend all Assigned EUS Committees. 8. Run FYC exit survey and relay feedback to EUS Executive FYC: 1. Supervise the other members of the FYC to ensure that they fulfill their roles in a satisfactory manner. 2. Coordinate with the FYC to ensure adequate awareness of the FYC by all members of the First Year Class. Representation: 1. Represent only the official opinion of the FYC when acting on behalf of the FYC. 2. Represent the FYC to the EUS Council. 3. Report on activities of the FYC to EUS Council. Meetings: 1. Preside over meetings of the FYC unless otherwise decided by the FYC. External Relations: 1. Be the liaison between the EUS FYC and interdepartmental first year groups 6.3.5.3 Assigned Committees The Assigned Committees for President are: 1. BASC Student Advisory Council 2. EUS Council #### 6.3.6 First-Year Vice President 6.3.6.1 Description The role of the FYC Vice President is to support the President, take on special projects related to the FYC.
6.3.6.2 Duties The Vice President shall: General: 1. Be occupied by only one Active Member of the First Year Class. 2. Hold one vote on the FYC. 3. Support the President in FYC matters. 4. Assume the operating duties of the President in the President’s absence. 5. Assume the public speaking duties of the President in the President's absence. 6. Take on special projects as necessary for FYC. 7. Attend or assign a proxy to attend all Assigned EUS Committees. 8. Co-ordinate the hiring process of all hired positions of the FYC E-WEEK: 1. Be responsible for the First Year Council E-WEEK Team. 2. Coordinate FY involvement in E-WEEK. 3. Be responsible for the creation or modification of the FY Chariot and Ball Model. 6.3.6.3 Assigned Committees The Assigned Committees for the Vice President are: 1. EUS E-WEEK Committee #### 6.3.7 First-Year Secretary 6.3.7.1 Description The FY Secretary is responsible for the internal and operation aspects of the FYC.
6.3.7.2 Duties The FY Secretary shall: General: 1. Be occupied by only one Active Member of the First Year Class. 2. Hold one vote on the FYC. 3. Oversee the administrative operations of the FYC. Bookings: 1. Be responsible for coordinating with the EUS VP Administration for FYC bookings. Policy: 1. Coordinate all affairs related to suggestions, updates and proposed changes to the FYC Policy in the EUS Policy Manual. Note that any changes to FYC Policy must be passed by EUS Council. Meetings: 1. Record minutes of all FYC meetings. 2. Submit meeting minutes to the EUS VP Administration. 3. Schedule and book all FYC meetings. #### 6.3.8 First-Year Treasurer 6.3.8.1 Description The FY Treasurer is responsible for all financial aspects of the FYC.
6.3.8.2 Duties The FY Treasurer shall: General: 1. Be occupied by only one Active Member of the First Year Class. 2. Hold one vote on the FYC. 3. Oversee the financial operations of the FYC. Financial: 1. Ensure that all expenditures made by elected or appointed volunteers and anyone else making purchases on behalf of the FYC are fiscally responsible. 2. Copy then submit any receipts and debts to the EUS VP Finance for reimbursement. 3. Keep the FYC informed on its financial status. Budget: 1. Create the FYC Budget. 2. Distribute the Society’s funds in accordance with the budget. 3. Submit all budgets, as requested, by the EUS VP Finance. #### 6.3.9 First-Year Academic Representative 6.3.9.1 Description The FY Academic Representative is responsible for all actions and initiatives of the FYC related to the first-year academic experience.
6.3.9.2 Duties The FY Academic Representative shall: General: 1. Be occupied by only one Active Member of the First Year Class. 2. Hold one vote on the FYC. 3. Work with the EUS VP Academic to improve the academic experience for the First Year Class. 4. Maintain an active line of communication between students and faculty regarding academic feedback or concerns with the structure, execution, or instructors of a course in the curriculum. 5. Coordinate study sessions at least twice a month open to all members of the First Year Class. 6. Attend or assign a proxy to attend all Assigned Committees. Curriculum: 1. Be responsible for the proper representation of the First Year Class at functions relevant to the engineering academic experience and curriculum. Grand Council 1. Represent the FYC along with the FY President at Grand Council meetings. 6.3.9.3 Assigned Committees The Assigned Committees for Academic Representative are: 1. EUS Academic Committee #### 6.3.10 First-Year Social Coordinator 6.3.10.1 Description The FY Social Coordinator is responsible for the social, non-academic events of the FYC.
6.3.10.2 Duties The FY Social Coordinator shall: General: 1. Be occupied by only one Active Member of the First Year Class. 2. Hold one vote on the FYC. 3. Enhance the student life and social environment for the First Year Class. 4. Run social events coordinated by the FYC. 5. Attend or assign a proxy to attend all Assigned Committees. 6. Be a major contributor to the spirit and excitement of the FYC. 6.3.10.3 Assigned Committees The Assigned Committees for Social Coordinator are: 1. EUS Events Committee #### 6.3.11 First Year Sports and Charity Representative(s) 6.3.11.1 Description The FY Sports and Charity Representative(s) is responsible for the coordination of sports and charity events for FYC.
6.3.11.2 Duties The FY Sports and Charity Representative(s) shall: General: 1. Be occupied by up to two Active Members of the First Year Class. 2. Hold one vote on the FYC. 3. Oversee the sports and charity events and services of the FYC. Sports: 1. Be responsible for coordinating FY teams for UBC Recreation Intramurals leagues and events. 2. Be responsible for coordinating additional sports events for FY Charity: 1. Be responsible for coordinating FY involvement in EUS Charity events. 6.3.11.3 Assigned Committees The Assigned Committees for Sports and Charity Representative are: 1. EUS Sports Committee #### 6.3.12 First-Year Social Media and Graphics Representative(s) 6.3.12.1 Description The FY Social Media and Graphics Representative(s) role is to promote and communicate all activities of the FYC.
6.3.12.2 Duties The FY Social Media and Graphics Representative(s) shall: General: 1. Be occupied by up to two Active Members of the First Year Class. 2. Hold one vote on the FYC. 3. Oversee the communication of the activities of the FYC to the First Year Class. 4. Drive participation in FYC and EUS events and activities through direct engagement with students. e-nEUS: 1. Be responsible for submitting all FYC activities to the e-nEUS. Publications: 1. Be responsible for compiling and creating all material related to the First Year Class for the associated section of the Slipstick Yearbook. Communications: 1. Maintain consistent brand identity and messaging among for FYC. 2. Oversee the social media presence of the FYC, including but not limited to content on the Website, Instagram, Discord, and other social medial platforms at the discretion of the FYC. #### 6.3.13 First-Year Vantage Representative 6.3.13.1 Description The FY Vantage Representative role is to advocate for Vantage One Engineering Students to the FYC and the EUS.
6.3.13.2 Duties The FY Vantage Representative shall: General: 1. Be occupied by an Active Members of the First Year Class. 2. Hold one vote on the FYC. 3. Oversee the communication to Vantage One Engineering Students of the activities of the FYC to the First Year Class. Social: 1. Drive participation of Vantage One Engineering Students in FYC and EUS events and activities through direct engagement with students. Academics: 1. Represent the academic Interests of Vantage One Engineering Students to the FYC and to the EUS VP Academic. Communication: 1. Be responsible for advertising EUS and FYC events to Vantage One Engineering Students. #### 6.3.14 First Year Council Extraordinary Members 6.3.14.1 Description FYC Extraordinary Members will be appointed on the basis of dedication and service to the FYC throughout the year.
6.3.14.2 Duties Each FY Extraordinary Members shall: General: 1. Be an Active Member of the First Year Class. 2. Be a non-voting member of the FYC. 3. Receive responsibilities as designated. ### 6.4 EUS Program Clubs #### 6.4.1 General 1. A program club shall be a fully recognized organization of the EUS members within a specific engineering department or program. 2. Each club will receive funding from the EUS as set out in the Clubs Funding Policy Section 10.2. 3. All clubs shall report to the EUS as outlined in the Clubs Funding Policy Section 10.2. #### 6.4.2. Club Designations 1. All EUS Program Clubs must fall under one of two designations: 1. Tier 1 Program Club 2. Tier 2 Program Club 2. EUS Program Clubs may be graduated to Tier 1 designation or redesignated to Tier 2 designation by the Board, after a recommendation from the New Clubs Committee. #### 6.4.3. Club Graduation to Tier 1 Designation 1. EUS Program Clubs in the Tier 2 designation may graduate to Tier 1 club designation should the following criteria be satisfied, as determined by the New Clubs Committee. 1. Is a recognized AMS Club; 2. Has good AMS Financial standing within the last two years; 3. Update or re-ratify the constitution to add or re-ratify executive roles; 4. Has held a minimum of one (1) social event and one (1) academic event per year; 1. Including one (1) Beef & Pizza type event per year 5. Has proven E-Week participation through: 1. Attending all E-Week Committee Meetings 2. Has participated in the majority of Tier 1 events as defined in the E-Week Guidebook 6. Has sufficient transition documentation for succeeding club Executive positions 7. Has successfully graduated a class of students; and 8. Has met all other Tier 2 Performance Funding requirements. 2. The New Clubs Committee then shall recommend club graduation to the Board, who shall act as the sole body to graduate clubs, 1. Once per year before the end of Winter Term. 2. This should be done so by moving to amend the policy, to move the club into section 6.4.5 Recognized Tier 1 Clubs. 3. If the New Clubs Committee brings the recommendation to the Board, only one (1) reading is required for this motion. 4. If motioned from the floor, the usual two readings must occur. 3. If a Tier 2 Club is independently advocating for their redesignation to Tier 1 Status, the conditions for their redesignation are: 1. Two-thirds approval by the Board. 2. Two readings of the motion of the motion to move the club into section 6.4.5 Recognized Tier 1 Clubs. 3. That 10.2.2 Tier 2 Performance Funding rules will be applicable for the duration of the remaining term even if the club is written in policy as a Tier 1 Club. Policy 10.2.1 Tier 1 Performance Funding rules will take full effect upon commencement of a new term. #### 6.4.4. Club Redesignation to Tier 2 Designation 1. To ensure a consistent quality of EUS Program Clubs, clubs in the Tier 1 designation may be re-designated to Tier 2 status. 2. Club redesignation to Tier 2 Status may occur for any of, not limited to, the following reasons: 1. Club satisfies grounds for removal from the Board; 2. Performance Funding falls below 97% for three terms in a row; 3. The New Clubs Committee may recommend club redesignation to the Board, who shall act as the sole body to redesignate clubs, on a rolling basis. 1. The club up for redesignation must be provided reasonable notice of their reconsideration of Tier 1 club status, and be given the opportunity to provide a statement to the Board. 2. This should be done by moving to amend the policy, to re-designate the club into section 6.4.6 Recognized Tier 2 Clubs. 3. If the New Clubs Committee brings the recommendation to the Board or the criteria outlined in 6.4.4.2 is met, only one (1) reading is required for this motion. #### 6.4.5 Recognized Tier 1 Clubs: 1. Chemical and Biological Engineering Undergraduate Club (CHBE) 2. Civil Engineering Club (CIVL) 3. Electrical and Computer Engineering Student Society (ECESS) 4. Environmental Engineering Student Association (ENVE) 5. The UBC Engineering Physics Student Association (FIZZ) 6. Geological Engineering Club (GEOROX) 7. Integrated Engineering Club of UBC (IGEN) 8. UBC Materials Engineering Undergraduate Club (MTRL) 9. Mechanical Engineering Club (MECH) 10. UBC Mining Engineering Undergraduate Club (MINE) #### 6.4.6 Recognized Tier 2 Clubs: 1. Manufacturing Engineering (MANU) # 7 - Organizations and Meetings ### 7.1 EUS Board of Governors #### 7.1.1 Composition The Board of Governors shall consist of the following: 1. The Executive Officers 2. The Program Clubs Presidents 3. The First Year President #### 7.1.2 Removal The removal policy for a member of the Board of Governors who is an Executive Officer is outlined in Removal of Elected Officials 9.2.5.
The removal policy for a member of the Board of Governors who is not an Executive Officer is for any of the following reasons: 1. Resignation 2. Absence from two consecutive Council Meetings, without providing a proxy and without justification deemed valid by the Board of Governors 3. Absence from three consecutive Council Meetings 4. Unsatisfactory performance according to a petition signed by three-quarters of the Board of Governors or one-quarter of the active membership represented by the Board member. #### 7.1.3 Power and Duties 1. The Board shall exercise no control over the activities and conduct or business of any of the Program Clubs, which, although represented on the Board, operate under a separate charter from the Alma Mater Society. 2. The Board shall be the highest governing body in the Society’s structure, with the power to overturn any decision made by any of the other levels of governance, excluding those made by the general assembly of EUS members through a referendum or quorate general meeting. 3. Any decision by the Board may be overturned by a decision passed through a referendum, annual general meeting, or special general meeting. 4. The Board shall define all general policies of the Society. 5. The Board shall oversee the fiscal position of the Society, including approving a budget for each Academic Year. 6. The Board shall oversee the EUS Volunteer structure. This shall be brought forth for approval by the EUS Executives to EUS Council three times per year: 1. At the budget meeting 2. Once in the fall semester 3. Once in the spring semester 7. The Board will ensure that the Executive is operating within the policies of the Society. 8. The Board shall give the Executive direction for the Academic Year. 9. Each member of the Board shall control one vote on the Board of Governors. 10. In the case of programs, each program club shall control one vote. 11. Each member of the Board shall be responsible for voting in such a way that they feel will best benefit the Society as a whole, as opposed to individual programs. 12. Each member of the Board shall be responsible for attending the appropriate meetings as described in Meeting Policy Section 7.4. ### 7.2 EUS Committees This section elaborates on the structure, composition, and purpose of the standing EUS Committees. #### 7.2.1 General 7.2.1.1 Purpose Committees shall act as a forum for organization and discussion outside of EUS Council.
7.2.1.2 Responsibilities 1. Committees shall operate by a majority vote system. 2. Committees will be chaired by the executive member, unless otherwise designated in the composition of a particular committee. If more than one executive sit on a committee, the chair will be decided by the executive committee. 3. Chairs may delegate their duties to another voting member of the committee by a resolution of the committee. 4. The Chair will conduct all meeting of their committee to ensure each member has time to share their views and ideas with other members of the committee. 5. The Chair has the right to discuss removal of a committee member with the EUS Council in camera should he/she decide the committee cannot function properly with this member present. The EUS Council will decide whether a removal seems necessary and instruct the Chairperson accordingly. 6. The Chair shall inform department presidents in writing of upcoming meetings that require the attendance of department representatives to fulfill performance funding requirements. 7. The Committee must take minutes of all meetings. The minutes of meeting shall include motivation for any substantive motions, recommendations, and actions discussed in meetings, along with a report of the discussions at such meetings. 8. The Committee must approve minutes at the following meeting of that committee. 9. The Chair must submit all approved Committee minutes for the next sitting of Council after the Committee meeting at which they were approved. 10. The Chair must submit an update to the relevant Executive member for presentation at the next sitting of Council following any Committee meetings. 11. Quorum of committee meetings shall be one half of the sitting members, unless otherwise specified within. 7.2.1.3 Membership 1. Each member on the committee shall hold a maximum of one vote. 2. In the case of Program Club Representatives, only one vote will be awarded per Program Club. 3. A voting Committee member may proxy their vote at a Committee meeting to any Active Member of the EUS. 4. Notice of the proxy must be communicated to the Chair no less than 24 hours before the start of the meeting in question. 5. Each person may only hold one proxy vote per meeting. #### 7.2.1.4 Appointment 1. Board shall appoint all members of Committees to seats reserved for members of the Board, Council, or Students at Large. 2. Each Program Club President must reasonably nominate themselves to sit on a minimum of one Committee with a specified Board or Council member seat for the duration of their term. 3. Appointments shall happen at the Annual Council Transition meeting, the meeting a new Ad-Hoc Committee is struck, or a regular Council meeting if a Committee has a vacancy. 4. The incoming President-elect shall be responsible for sending the Board a Committee Nomination form a minimum of one week prior to Annual Council Transition, listing all Board or Council seat vacancies that members are eligible to occupy and make the Committee’s policy readily available. 5. The incoming President-elect shall be responsible for creating a Student at Large Committee Nomination form a minimum of one week Prior to Annual Council Transition, with the associated Committee policies readily available, and providing it to the incumbent VP Communications to publicize appropriately. 6. During Annual Council Transition, each Council seat may only be appointed to a maximum of two Board or Council Committee seats. 7. Members of the Board may only be appointed to a maximum of three Board or Council Committee seats. 8. Should a member of the Board fail to be appointed to any Committees during Annual Council Transition, they shall seek further nomination for any Committee vacancies or Ad-Hoc Committee Council or Board seats that are struck after Annual Council Transition until such a time that they are appointed to one EUS Committee. 7.2.1.5 Removal 1. A member of any Committees who is not an Executive Officer or Appointed Volunteer may be removed from the committee for any of the following reasons: 1. Resignation 2. Absence from three consecutive Committee Meetings 3. Absence from two consecutive Committee Meeting without providing a proxy and without justification deemed valid by the Committee 4. Unsatisfactory performance according to a petition signed by three-quarters of the Board of Governors. 2. Absences of Program Club Representatives shall: 1. Result in decreases to Performance Funding as outlined in Performance Funding Section 10.2.3. 2. Be reported to the Program Club President 3. Absences of Ex-Officio Club Representatives shall: 1. Result in consequences as outlined in Ex-Officio Club Policy Section 6.2. 2. Be reported to the Ex-Officio Club President #### 7.2.2 EUS Academic Committee 7.2.2.1 Purpose This committee shall act as a forum to discuss academic issues and coordinate all attempts to improve academic conditions. Its goal is to better facilitate communication between program academic representatives, and advise the VP Academic Affairs on faculty-wide academic issues outside of the SAC and Grand Council. The scope of this committee includes, but is not limited to: compiling a list of academic issues faced by students; suggesting improvements to academic curriculum; discussing and reviewing new academic initiatives; and coordinating academic events across programs.
7.2.2.2 Composition The Academic Committee shall consist of: 1\. The VP Academic Affairs 2\. The EUS Curriculum Director 3\. One Academic Representative Per Program Club 4\. And The First Year Council Academic Representative The invitees to this committee shall be: 1\. The Engineering AMS Representatives 2\. The Applied Science Student Senator 7.2.2.3 Meetings This committee shall meet at least three times per semester as per the following timeline: once before the second week of the semester to set dates for cross-program academic events; and once per month thereafter to discuss academic issues and initiatives. The committee shall meet once at the end of the academic year to review the year and create recommendations for the following year. #### 7.2.3 EUS Scholarship Committee 7.2.3.1 Purpose The Scholarship Committee shall be primarily responsible for awarding the EUS Community Contribution Award in accordance with the EUS Community Contribution Award Policy (see Appendix A), as well as assessing any other awards on an as-needed basis.
7.2.3.2 Composition The Selection Committee shall comprise of: 1. The VP Academic Affairs 2. APSC Associate Dean Education & Professional Development, or designate, 3. APSC Student Senator, or designate, 4. And one member of the EUS Board of Directors. If the VP Academic Affairs is also the APSC Student Senator, the APSC Student Senator seat shall be replaced with another member of the EUS Board of Directors. In the event the APSC Student Senator or the APSC Associate Dean, Education & Professional Development, neither participate themselves, nor nominate a designate, they shall be replaced with a member of the EUS Board of Directors.
7.2.3.3 Meetings The meetings are as outlined in Appendix A. #### 7.2.4 EUS Conferences Committee 7.2.4.1 Purpose This committee shall be responsible for all aspects of selecting and sending delegates to EUS subsidized conferences and competitions. This committee shall set timelines for promotion and applications, approve delegate application documents, and select the Society’s delegates according to the publicized selection procedure.
7.2.4.2 Composition The Selections Committee shall consist of: 1. The President 2. The Conferences Director 3. The Industry and Professional Development Director 4. And three non-executive members of the Board 7.2.4.3 Meetings This committee shall meet a minimum of once during the May to August period for the purpose of setting application and selection dates and ratifying a document outlining Delegate Selection Best Practices, which the Committee shall do everything within reason to uphold throughout the year while considering conference applicants. From this, they shall set committee meeting dates for the year, meeting as often as necessary to select delegates. The committee shall meet once at the end of the academic year to review the year, create recommendations, and suggest changes to the Delegate Selection Best Practices document for the next year.
Applications shall open as indicated in the above list, shall remain open for a minimum two-week period, and the EUS Conferences Committee shall review delegate applications within one week.
The Conferences Committee shall review all external affiliations annually. They shall provide a report with recommendations to EUS Council regarding external affiliations prior to the end of the year. #### 7.2.5 Design Teams Committee 7.2.5.1 Purpose This committee shall act as the interface between Engineering Student Design Teams at UBC and the Engineering Undergraduate Society. The main task of this Committee will be to submit a request or requests to the EUS Executive on how to spend the EUS EDTC Fund.
7.2.5.2 Composition The Design Teams Committee shall consist of: 1. The EDTC Coordinator as Chair, 2. The EUS President or designate, 3. A representative (preferably the Captain or equivalent role) from each Engineering Student Design Team as recognized by the Faculty of Applied Science. 7.2.5.3 Meetings This committee shall meet at least once per semester. #### 7.2.6 EUS Events Committee 7.2.6.1 Purpose This committee shall be concerned with events within the Society and to the community at large. This committee is responsible for preventing event conflicts whenever possible. The committee is also responsible for creating and maintaining the EUS Events Calendar.
7.2.6.2 Composition The EUS Events Committee shall consist of: 1. The VP Student Life 2. The VP Administration 3. The Social Director 4. Student Experience Director 5. Events and Wellness Manager 6. Industry & Professional Development Director 7. One Representative from Assigned Ex-Officio Clubs, 8. And One Social Representative from each Program Club and First Year Council. 9. One representative from the EDII Committee 10. And open to representatives from other APSC groups if interested 7.2.6.3 Meetings This committee shall meet a minimum of once during the May to August period to plan out a rough schedule of events for the year and schedule Responding to Discolsures and Bystander Intervention skills training from UBC SASC. This training must be obtained prior to September. The committee will create an EUS Events Calendar at this time.
The committee shall meet at least more during each term, to facilitate discussion surrounding the nature and planning of events with a focus on how to improve event quality and increase inclusivity and engagement. The committee will meet at least once at the beginning of each term, to finalize the event schedule and complete any related contracts, liquor licenses, and payments. The VP Administration will provide contracts to all programs with upcoming events ahead of the meeting. The committee shall meet once at the end of the academic year to review the year and create recommendations for the next year. #### 7.2.7 ESC Governance Committee Note that this committee will be seen as equivalent to the ESC Planning Committee, as called for in the ESC Governance Agreement, and mentioned in section 8.2. Anything written in this section shall be in no way considered contrary to the ESC Governance Agreement.
7.2.7.1 Purpose The purpose of the Committee is outlined in the ESC Governance Agreement. Additional purposes of the Committee are outlined below:
1. To try to resolve conflicts as they arise between the EUS, the Faculty of Applied Science, and UBC related to the building who wish to use an ESC room and/or space at the same time. If an agreement cannot be reached, additional steps can be taken in accordance with section 12 of the ESC Governance Committee. 2. Advise the Dean of the Faculty concerning social space programming related to the use of functional space in the Building. 3. Develop and monitor an annual plan as called for in the ESC Governance Agreement. 7.2.7.2 Composition The mandated composition of the ESC Governance Committee is mandated in the ESC Governance Agreement. It is recommended that the EUS members be as follows: 1. The EUS President, 2. The EUS VP Administration, 3. The EUS VP Student Life, 4. An EUS Student-at-Large, 5. An Alumni Representative, chosen by the EUS President 7.2.7.3 Meetings The ESC Governance committee shall meet at least four times per year. Once shall be in May to present the Annual Plan, once in June to approve the Annual Plan, and once in each winter academic term to receive updates on building operations and the Annual Plan.
In addition, the governance agreement specifies the following for meetings 1. Quorum for meetings shall be three (3) Committee members, with at least two (2) student representatives and one (1) UBC representative. 2. The Committee shall select a Chair at its first meeting each year #### 7.2.8 EUS E-WEEK Committee 7.2.8.1 Purpose This committee shall be concerned with promoting and organizing E-WEEK.
7.2.8.2 Composition The EUS E-WEEK Committee shall consist of: 1. The EUS VP Spirit, 2. The E-WEEK Director, 3. One Representative from each Ex-Officio Club, 4. And One E-WEEK Representative from each Program Club and First Year Council. Absences from committee meetings prior to E-WEEK shall not count towards Performance Funding or Ex-Officio status. Any Program or Ex-Officio Clubs that miss two or more E-WEEK Committee meetings prior to E-WEEK, without permission from the E-WEEK Director, will be ineligible to compete in E-WEEK for that year.
7.2.8.3 Meetings The EUS E-WEEK Committee shall meet at minimum twice in Term One to finalize the events planned and the rules of E-WEEK. The EUS E-WEEK Committee will also discuss strategies to increase awareness of E-WEEK events within the EUS and competing teams. The EUS E-WEEK Committee must submit the E-WEEK Guidebook to council for presentation before the final EUS Council meeting in Term One.
The Committee will meet once in Term Two prior to E-WEEK, to discuss logistics of E-WEEK.
Following E-WEEK the committee will meet once to review E-WEEK as a whole. Feedback from the meeting will be used to compile the E-WEEK Feedback Report. #### 7.2.9 EUS Executive Awards Committee 7.2.9.1 Purpose This committee shall determine the recipients of the Executive Awards, which can be found in Awards Policy Section 11.1.
7.2.9.2 Composition The Executive Awards Committee shall consist of: 1. The President as Chair, 2. The Executive Officers, 3. And three non-executive Board members. 7.2.9.3 Meetings This committee shall meet twice per year as needed. #### 7.2.10 EUS Executive Committee 7.2.10.1 Purpose This committee shall be made up of Executive Officers and handle all business and operations of the Society.
7.2.10.2 Composition The Executive Committee shall consist of: 1. The Executive Officers. 7.2.10.3 Meetings The Executive shall meet at least once every week throughout the winter academic terms and at least once every two weeks during the summer months, unless otherwise decided by a majority vote of the Executive. Meeting times will be set by the Executive Officers. The committee shall meet once at the end of the academic year with the incoming Executive to review the year and create recommendations for the next year.
#### 7.2.13 EUS Sports Committee 7.2.13.1 Purpose This committee shall be concerned with promoting and organizing sports events in the EUS and program clubs. The VP Student Life will communicate the relevant events to the EUS Events Committee and VP Communications as necessary.
7.2.13.2 Composition The EUS Sports Committee shall consist of: 1. The VP Student Life 2. The Sports Manager 3. And One Sports Representative from each Program Club and First Year Council. 7.2.13.3 Meetings This committee shall meet a minimum of once during the May to August period to plan and schedule sports events for the year. The EUS Sports Committee shall meet once before UBC Recreation Intramurals Term One Registration (September) and once before Term Two Registration (November). The EUS Sports Committee will also be in charge of organizing the EUS involvement in Faculty Cup. The committee shall meet once at the end of the academic year to review the year and create recommendations for the next year. #### 7.2.14 EUS Finance Committee 7.2.14.1 Purpose This committee shall be concerned with reviewing financial matters that affect the EUS and its budget. The committee is responsible for overseeing the creation of the EUS budget, reviewing the budget on a regular basis, and creating a recommended budget for the following year. The committee will oversee the approval and distribution of club funding, review EUS Club Support Fund applications before they are brought to council, and oversee the ESC Capital Purchase Fund.
7.2.14.2 Composition The EUS Finance Committee shall consist of: 1. The VP Finance 2. Two other EUS Executives, one of whom must be the VP Student Life or VP Spirit 3. Three other Board Members 4. And one Student at Large. 7.2.14.3 Meetings The committee shall meet on a monthly basis, however may ultimately meet at will so long that the following mandates are filled: 1. Oversee the creation of the annual budget during the summer. 2. Review club funding event proposals, as per performance funding policy 10.2. 3. Review the budget and aid the VP Finance in the submission of regular budget presentations to Council. 4. Create a recommended budget for the following year. 5. Oversee the ESC Capital Purchase Fund. 6. Review EUS Club Support Fund applications before bringing them to council, within two weeks of receiving the application. #### 7.2.15 Elections Committee 7.2.15.1 Purpose The Elections Committee is to oversee the elections conducted by and for the Society, and oversee the implementation of elections policy. 7.2.15.2 Composition The EUS Elections Committee shall consist of: 1. The Elections Administrator, as Chair 2. The President, or in the event of the President standing for election, another Board member designated by the Board 3. Any other individual(s) added by the Board 7.2.15.3 Meetings The Committee shall meet only at the discretion of its Chair.
#### 7.2.16 Elections Appeal Committee 7.2.16.1 Purpose The Elections Appeal Committee is to hear appeals in conjunction with the Society’s elections policy. 7.2.16.2 Composition The EUS Elections Committee shall consist of: 1. The President, as Chair 2. In the event of the President standing for election, another Board member who is a member of the Committee as described below shall be designated Chair by the Board 3. All other members of the Board not standing for election in the election for which the appeal is being considered 7.2.16.3 Meetings The Committee shall meet only at the discretion of its Chair upon the receipt of an appeal. #### 7.2.17 Executive Accountability Committee 7.2.17.1 Purpose The Executive Accountability Committee shall provide oversight to the Executive by reviewing the President’s performance managing and supporting the EUS Executive and ensuring that they fulfill their role in a satisfactory manner and are acting as per the Board’s direction. The Committee may also directly review and check-in with any other Executives as seen fit by resolution of the Committee or as a request from the President.
Check-ins are a review with personnel about their goals and ability to complete them, current performance, and any concerns. The Committee shall check-in with the President. They shall ask for their goals for the term and the year; following up on progress in subsequent check-ins. Feedback and concerns about the performance of the President, Executive, or the Society will be documented as part of the check-in.
If the Committee believes the President is inadequately overseeing the Executive or being responsive to Council’s needs, the Committee may assume the duty of collecting Council and/or Executive feedback through survey and check-in. The information may be confidential at the discretion of the Committee but its results shall be presented to members of the Board.
The Committee should raise concerns about Executive performance to Council and suggest a corrective course of action or ask the Speaker to suggest a punishment. 7.2.17.2 Composition The Executive Accountability Committee shall consist of: 1. 3 non-executive members of the Board 7.2.17.3 Meetings The Committee shall meet a minimum of three times per year, within six weeks from the start of each Summer, Fall, and Spring Term. At the first meeting of the year, the Committee shall appoint a Chair from its membership. The Committee is recommended to meet independently before performing check-ins to determine questions or areas of concern in advance.
Check-ins should be documented as Committee meetings with an invited guest. The Committee is recommended take public minutes to clearly document that they have noted down goals, offered feedback, and raised any concerns. The Committee may see fit to go in camera as necessary to allow for honest discussion and protection of individual privacy at their discretion.
#### 7.2.18 Club Mentorship Committee 7.2.18.1 Purpose The Club Mentorship Committee exists to provide oversight and guidance to Tier 2 Clubs. The Committee should support Tier 2 Clubs and provide them with the guidance needed to effectively run their program clubs at the level expected by Tier 1 Clubs and to provide feedback to Tier 2 Clubs. The Committee exists as both a resource and oversight body for Tier 2 Clubs.
The Committee is responsible for making recommendations to Council annually suggesting which Tier 2 Clubs should graduate to Tier 1 Club status. In their recommendations the Committee, they will consult with policy 6.4.3. Club Graduation to Tier 1 Designation and policy 10.2.2 Tier 2 Program Club Funding. 7.2.18.2 Composition The EUS Club Mentorship Committee shall consist of: 1. VP Administration, as Chair 2. New Clubs Manager, or in the event of the role being vacant, an EUS Executive designated by the Board 3. All Tier 2 Clubs 4. X number non-executive members of the Board X shall be ½ the number of other Committee Members 7.2.18.2.1-3, rounding up. At the discretion of the Board additional non-executive members may be acclaimed. 7.2.18.3 Meetings The Committee shall meet a minimum of three times per Winter Term, which is recommended to be once a month excluding exam periods. The Committee shall also meet at least once over the summer (with as many Tier 2 Members as possible) to check in on Tier 2 Club year planning and discuss the responsibilities of the Committee through the regular Term.
At the last meeting of each Winter Term, the Committee will provide formal feedback to Tier 2 Clubs outlining the requirements the Club must aim to satisfy in order to be eligible for redesignation.
The final meeting of the Committee during Winter Term 2 shall take place before the submission deadline for the final EUS Council meeting. During this meeting the Committee shall determine which Tier 2 Clubs may be recommended for redesignation to Tier 1 Club status to EUS Council for the coming year and submit their recommendations to Council for approval.\ \ \
#### 7.2.19 EDIIS Committee 7.2.19.1 Purpose Investigate, propose and implement methods to embed equity, diversity, and inclusion (EDI), anti-colonial practices, and sustainability in all operations of the Society. The Committee will evaluate methods and initiatives to determine their efficacy and review related metrics. The Committee will conduct an annual review to assist future committees in determining priority areas. 7.2.19.2 Composition | **Main Committee** | | | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | |

Co-Chair: EDII and Sustainability Chairs

Voting: all voting members of both sub-committees

Invited: all invited members of both sub-committees

| | | **EDII Sub-Committee** | **Sustainability Sub-Committee** | |

Chair: Committee Voting member

Voting Members: WiE rep, .caISES rep, G\&Q rep, EUES Manager, Student Experience Director, Student Group Manager, 1 non-exec Board member, 2 students-at-large, VP Academic, VP Student Life

Invited Members: APSC EDI Coordinator, APSC Equity Ambassadors, all UBC Engineering students, EUS President

|

Chair: Committee Voting member

Voting Members: ESW rep, Third Quadrant rep, Sustaingineering rep, Sustainability Director, Sustainability Events Manager, 1 non-exec Board member, 2 students-at-large, VP Administration

Invited Members: department sustainability representatives, all UBC Engineering students, EUS President

| 7.2.19.3 Meetings The full committee will meet each month for discussion, updates, planning, and to compile recommendations for Council.
Sub-committees will meet at least monthly, at the discretion of the Chair, for the duration of the Winter Term. The Chairs & sub-committee Chairs will meet at the beginning of the term, and as desired throughout the term.
7.2.19.4 Re-evaluation The purpose and composition of this committee shall be reviewed after the 2022-23 school year to evaluate current progress and adapt to future goals.
#### 7.2.20 Ad-Hoc Committees 7.2.20.1 Purpose Ad-Hoc committees may be struck by EUS Council as a forum for discussion and organization outside council. The mandate of the ad-hoc committee is to be set by council during the creation of the committee.
7.2.20.2 Creation Ad-Hoc Committees must be struck by a motion to council. The motion must include: 1. Mandate of the Committee 2. Composition of the Committee 3. Chair of the Committee 4. Expected meeting frequency of the Committee 7.2.2.3 Dissolution Ad-Hoc Committees may be dissolved at any time by a motion to Council. \
### 7.3 EUS Council #### 7.3.1 Power and Duties 1. The Council shall behave as an advising body to the Executive and Board. 2. Decisions made by the Council shall be conducted in the form of straw polls. Results are non-binding and are suggestions to the Board only. #### 7.3.2 Composition The EUS Council shall consist of the following: 1. The Board of Governors 2. The Applied Science Student Senator 3. The EUS AMS Representatives Invited members of EUS Council are: 1. The President or Representative for each of the Ex-Officio Clubs #### 7.3.3 Removal The removal policy for a member of EUS Council who is a Board of Governor can be found in EUS Board of Governors Section 7.1.
The removal policy for the Applied Science Student Senator is governed by the University Senate.
The removal policy for EUS AMS Representatives from AMS Council is governed by AMS Code.
The removal policy for EUS AMS Representatives from EUS Council is for any of the following reasons: 1. Resignation 2. Absence from three consecutive Council Meetings 3. Absence from two consecutive Council Meetings, without providing a proxy and without justification deemed valid by the Board of Governors 4. Unsatisfactory performance according to a petition signed by three-quarters of the Board of Governors or one-quarter of the active membership that member of the Board represents. #### 7.3.4 Meetings Council Meetings shall: 1. Be held at least once every two weeks during the winter academic terms for the purpose of directing the activities of the Executive. 2. Have quorum of three-quarters of the Board. 3. Not begin until Quorum has been met. 4. Require all Board members to have their camera on when hosted virtually. 5. Be open to all members of the Society, who are encouraged to attend. 6. Be attended by: 1. The Council #### 7.3.5 In-Camera Meetings In-Camera Meetings shall: 1. Be held whenever the Board requires “in camera” or offline sessions. 2. Have quorum of three-quarters of the Board 3. Not begin until Quorum has been met. 4. Be closed to all non-members of the Board of Governors, unless invited by a 2/3 vote of Board of Governors. 5. Be attended by: 1. The Board of Governors ### 7.4 EUS Meetings #### 7.4.1 Annual General Meetings Annual General Meetings shall: 1. Be held at least once each year, during E-WEEK. 2. Have Quorum of one-twentieth of the active members. 3. Be able to pass Constitutional Changes if Quorum is met. 4. Be open to all members of the Society, who are encouraged to attend. 5. Be attended by: 1. The Council 2. Directors 3. Managers 4. Representatives #### 7.4.2 Extraordinary Meetings #### Extraordinary Meetings may be called by the EUS President: 1. At the request of the Board 2. Not less than three days, and no more than fifteen days, after the receipt of a petition signed by 20% or more of the Active Members of the Society. #### Extraordinary Meetings shall: 1. Have quorum of one-twentieth of the active members. 2. Pass Constitutional Changes if quorum has been met. 3. Open to all members of the Society, who are encouraged to attend 4. Be attended by: 1. The Council 2. Directors 3. Managers 4. Representatives #### 7.4.3 Annual Council Transition Meeting The Annual Council Transition Meeting shall: 1. Be held once a year following the completed elections of all members of the Executive and Board. 2. Be open to active members of the Society by invitation only. 3. Have Quorum of three-quarters of the Board. The Annual Council Transition Meeting Meeting shall be used to: 1. Familiarize the attending individuals with each other. 2. Familiarize members with the procedures of Council and to pass along any relevant items or information. 3. Provide the Executive with direction over the summer. 4. Set an overarching goal for the Society for the upcoming year. The Annual Council Transition Meeting shall be attended by: 1. The incoming Council. 2. The outgoing Council. #### 7.4.4 Grand Council Grand Council Meetings shall: 1. Be held at least once each winter academic term. 2. Be held for the purpose of general consultation and steering of the Society on any advocacy efforts planning in preparation for the following BASC Student Advisory Council Meeting. 3. Be open to all members of the Society, who are encouraged to attend; notice of Grand Council meetings shall be advertised via the e-nEUSletter no later than ten days in advance. 7.4.4.1 Composition Grand Council Meetings shall be attended by: 1. Two executive officers 2. Two representatives per program club, from their executive committee The invitees to this committee shall be: 1. The Engineering AMS Representative 2. The Applied Science Student Senator 3. The EUS Curriculum Director # 8 - Services ### 8.1 Conferences The following section highlights EUS conference types, applications, the selection of delegates, delegate expectations and costs associated. EUS recognized conferences and number of delegates sent are subject to change by EUS Council. EUS Council will dictate this when the EUS budget is set for the year. #### 8.1.1 Conference Types 1. Open conferences are conferences that any general member of the EUS is encouraged to apply for. Delegate applications and selection process are outlined in Applications Section 8.1.2 and Selection Section 8.1.3 by the EUS Conferences Committee Section 2. Closed conferences are conferences that are restricted to the President and/or Director of Conferences and/or another council member at the discretion of the EUS Conferences Committee. 3. Other conferences that are not listed above can apply for funding according to the EUS Sponsorship Policy Section 10.4. #### 8.1.2 Applications The following section explains the steps for applications to conferences.
At the discretion of the VP Communications, applications for open conferences shall: 1. Be open for a minimum of two weeks, 2. Be publicized in the e-nEUS, 3. Be circulated with a description of the conference, expectations and costs. Applications for closed conferences shall: 1. Be submitted by eligible and willing members to the EUS Conferences Committee. #### 8.1.3 Selection The following section explains the steps for selection of participants.
Consideration Requirements 1. All applicants must be Active Members of the EUS. 2. Applicants can be from any year and discipline. 3. Information on the application forms is confidential and shall only be used for registration and contact information. The use of this information for any other purpose is prohibited. Selection Process 1. At the beginning of each year over the summer term, the Conferences Committee must ratify a document outlining delegate selection best practices and work within reason to uphold the standards agreed upon for the year for all Conference applications. 2. All applications are to be considered equally. 3. After the application deadline, a meeting of the EUS Conferences Committee shall be called. 4. All decisions of the committee must be completed by the published dates; the decisions are final. 5. If possible, at least 2 alternate applicants should be chosen for the event in the case of withdrawals. 6. The EUS Conferences Committee shall also select a Head Delegate. #### 8.1.4 Expectations The following sections include the expectations of the EUS for those chosen to participate in events.
8.1.4.1 Code of Conduct 1. All delegates selected to attend are to conduct themselves in a professional and courteous manner. 2. All delegates are expected to attend all sessions at the conference. 8.1.4.2 Reporting Requirements 1. Delegates are required to submit reports detailing information learned, people met, and interesting and important facts. 2. As a general rule, the length of the report should be proportional to the amount of funding received and the length of the conference. 3. Report lengths are at the final discretion of the Director of Conferences. Reporting requirements should be published along with application. 4. Reports are due no later than 2 weeks after the end of the conference. 5. Rebates for costs shall not be processed until such time as the Director of Conferences receives the reports. 8.1.4.3 The Head Delegate: 1. Shall hold a meeting with all delegates and Director of Conferences prior to the conference to convey expectations and plans for the conference. 2. Shall be expected to fulfill expectations outlined by the conference. 3. Will select delegates to attend each of the sessions put on at the conferences. 4. Will acquire receipts/invoices for all delegates, transportation and accommodation fees. #### 8.1.5 Travel The following section details the EUS’ policy on transportation to and from conferences as well as contingency situations.
1. The type of transportation chosen should be based on the number of delegates, the distance traveled, the time constraints and the cost constraints. After these constraints are taken into consideration, the cheapest and most reasonable option should be chosen. 2. The final choice of the travel options is up to the discretion of Director of Conferences, and should be approved prior to departure. 3. Types of Travel 1. Air travel should be considered when the distance to be traveled is typically more than 1000km. 2. Bus transportation should be considered for travel when there are only a few (less than 3) delegates, or when there are a substantial number of delegates (more than 20). In the case of limited delegates, commercial bus lines should be considered. For a larger number of delegates, bus rentals should be considered. 3. Privately Owned Vehicles 1. Privately owned vehicles are not to be used unless absolutely required as liability is increased. When used, the owner and all users should be reimbursed for the cost of fuel and tolls. 2. For compensation, the owner of the vehicle is entitled to a proportional cost of an oil change. 3. The amount total that is reimbursable is proportional to the distance traveled. 4. The cost of a complete oil change shall be reimbursed after 5000 km are driven. 4. Rental Vehicles 1. Rental vehicles are more favourable for use than privately owned vehicles for improved liability. 2. When used, compensation is to be granted for fuel, tolls, and the complete cost of the rental. 3. Rental vehicles shall not be used for personal use and should be picked up and returned within the shortest period of time. 4. The highest level of insurance should be purchased at the time of the rental. 5. It is preferable that at least one person in the rental vehicle has Canadian Auto Association (CAA, of BCAA) coverage. All persons driving the vehicle shall be covered by insurance. 5. Other Forms of Transportation 1. Ferries and trains, among other types of transportation, should be considered for travel to and from a conference. 2. Costs incurred can be refunded. 6\. Travel Contingencies 1. Problems that arise during travel may be funded at the discretion of the Director of Conferences and VP Finance. 2. All speeding tickets are to be covered by the person who was driving the vehicle at the time of the infraction. This situation applies to both personal vehicles and rental vehicles. 3\. Actions for all other situations shall be solved at the discretion of the Director of Conferences and VP Finance with consultation of the EUS Conferences Committee. 7\. Carbon Offsets The Conferences Director shall be responsible for calculating the amount of carbon produced by any air travel funded (partially or fully) by the EUS, selecting a certified offsetting agency, and purchasing carbon offsets equal to the calculated amount within 30 days of the end of the conference. The offsets shall be funded by the conference budget #### 8.1.6 Funding The following section details the EUS’ policy on funding.
Deposit: 1. Once selected delegates are required to submit a deposit to ensure their spot. The deposit will be returned dependant on amount reimbursed and if proper representation was met. 2. Delegates must be informed of this amount along with the application and again upon selection. 3. The deposit is due no later than one week before the scheduled departure for the event. If the deposit is not received, their position shall be forfeit and given to an alternate. 4. Additionally, all delegates will be required to submit a refundable damage deposit, as per registration requirements for each conference. Costs: 1. Delegates are responsible for all remaining costs not funded by the EUS. 2. In order to help cover costs not covered by EUS or other sources, it is up to the discretion of the Director of Conferences and VP Finance to decide upon the appropriate level of participation fees. 3. This fee must not exceed registration expected fees and must be published along with the application. 4. Closed conferences or open conferences where executives are required to attend shall not require a participation fee and all reasonable expenses including transport, delegate fees, accommodation and a per diem will be covered by the EUS. ### 8.2 Engineering Student Centre #### 8.2.1 General The following policy is intended to outline the organization of the EUS Engineering Student Centre. The governance policy of the Engineering Student Centre is as outlined in the agreement signed with UBC Board of Governors which can be found as the ESC Governance Agreement. No amendments can be made to the ESC Governance Agreement. #### 8.2.2 ESC Planning Committee #### ESC Operation and Programming is governed by the ESC Planning Committee. The ESC Planning Committee is as mandated in the ESC Governance Agreement. It is equivalent to the ESC Governance Committee described in 7.2.7. #### 8.2.4 Red Sales Red Sales is the official store of the Society.
Red Sales shall sell the following items but is not limited to: 1. Engineering Red Jacket 2. Engineering Red Cardigan 3. Various Patches The Red Sales Director shall operate Red Sales. #### 8.2.5 ESC Eatery The ESC Eatery shall be the Cafe of the EUS.
The ESC Eatery hours shall be set by the ESC Eatery Director and be made public at the Cafe and online.
The ESC Eatery Director shall put together a proposal for selling and present to the EUS Executive at the start of the year. \
The ESC Eatery Director shall operate ESC Eatery. #### 8.2.6 ESC Bar The ESC Bar shall be the bar and servery for the Society.
The ESC Bar shall not sell alcohol without a valid Special Event Permit or other Liquor Licenses as outlined by the Province of British Columbia and the UBC Board of Governors.
The ESC Bar shall not operate without the use of trained EUS bar representatives. The ESC Bar Manager shall operate ESC Bar.
### 8.3 Publications #### 8.3.1 General This is the publications policy for the Society. It sets rules and procedures for what kinds of material may or may not be produced by the Society. It does not apply to material in the Society’s Archives. It does, however, apply to any materials that are to be redistributed or reproduced from the Archives. #### 8.3.2 Publications The policy applies to all information-carrying materials produced by the EUS including but not limited to and within the following two categories: 1. Those that carry mastheads: 1. nEUSpapers (newspapers) 2. Newsletters 3. Websites 4. Slipsticks (Yearbooks) 5. Handbuks (Handbooks) 2. Those that do not carry mastheads: 1. Posters 2. T-Shirts 3. Stickers #### 8.3.3 Responsibility 1. All publications are the responsibility of the VP Communications, who must ensure that this Policy is adhered to. 2. Publications with mastheads must clearly attribute work to the individuals who contributed to the publication. This may include editors, journalists, photographers, or illustrators. Material that is not attributed to a specific person will be assumed to have been written by the editors, unless the editors show otherwise. Anonymous submissions should be cited accordingly. 3. No pornography. 4. The B.C. Human Rights Code, Section 7, identifies 11 bases for Publication-based discrimination. No publication of the EUS shall belittle, make or imply threats against, or incite hatred of any person or group of people based on their inclusion within a group or class defined by one of these 11 criteria. Namely: race, color, ancestry, place of origin, religion, marital status, family status, physical disability, mental disability, sex, or sexual orientation. 5. A distinction should be made between public and private persons within the UBC community: 1. Private persons have a right to not be maliciously exposed to public humiliation or ridicule, whereas satire directed at public persons may be acceptable. It is recommended that context, appropriateness, and possible consequences are considered before satirizing public figures. 2. Private figures include EUS Members at Large, UBC professors, and TAs. 3. Public figures include members of the EUS Council, Executive Officers, EUS Directors , EUS Managers, EUS Representatives, Executives of other prominent student organizations, AMS Executives and other officials, and UBC Administrators. #### 8.3.4 Violations 1. If this Policy is violated, the VP Communications shall investigate and take appropriate action. Repeated violations shall be brought to the attention of the Executive and may result in the loss of editorial privileges of the editors concerned. In the case of the VP Communications, repeated violations should result in their resignation, or the establishment of an Ad-Hoc Editorial Committee to oversee all published material until the end of their term. ### 8.4 Engineering Cairn **8.4.1 General**\ The following policy is intended to outline the usage of the Engineering Cairn as established on campus. "Alteration" is taken to mean repainting or modification of the Engineering Cairn’s white and red design in any way. #### **8.4.2 Usage** 1. The Engineering Cairn stands as a monument to the engineering spirit 2. Every attempt at “alteration” must be corrected as soon as possible, as determined by the VP Spirit and Keepers of the Cairn 3. The EUS may not approve of any instances of “alteration” that did not recieve EUS Executive Committee approval as written in Policy 8.4.3 , and make every effort to maintain the condition of the Engineering Cairn **8.4.3 Exceptions** 1. The EUS Executive Committee may pass a unanimous resolution to paint the Engineering Cairn for certain EUS events or circumstances (i.e. 14 Not Forgotten, E-Week) In addition, EUS Ex-Officio clubs, EUS Department Clubs, and the Faculty of Applied Science exclusively may request permission to have the Engineering Cairn painted in celebration of certain events (e.g. Orange Shirt Day, Pride), these requests must be made in writing to at least two weeks before the requested painting date, and approved unanimously by EUS Executive Committee. Requests may specify a desired length of display up to one week, but will ultimately be at the discretion of the EUS Executive Commmittee. # 9 - Appointment Policies ### 9.1 Appointment Policy #### 9.1.1 Description This policy defines the formal procedures for eligibility, application, selection and removal of all Appointed Volunteers. This policy has no bearing on the election process for Executive Officers or other Elected Positions.
Appointed Volunteers are all Directors, Managers and Representatives. The suggested timeline for hiring shall be: 1. Directors shall be hired during the month of April 2. Managers shall be hired during the month of May 3. Representatives shall be hired during the month of September 4. Exceptions can be made to this timeline, as the Executive deems necessary. #### 9.1.2 Eligibility 1. Applicants must be Active Members of the Society during the term of their appointment. 2. Applicants must not hold an Executive position during the term, which they are applying for. 3. Applicants can only hold a maximum of one Director position and one Representative position, one Manager position and one Representative position, or multiple Representative positions. #### 9.1.3 Application 1. Applicants are required to fill out and submit an application form. 2. The application form shall be open for a minimum of two weeks. 3. These forms shall be made available both online and in hard copy in the Society’s Student Space. #### 9.1.4 Selection 1. All Appointed Volunteers shall be selected through an interview process. 2. Interviews for director and manager positions shall be conducted by the executive to whom they will be reporting. 3. Interviews for director and manager positions shall be conducted by two members of the Board of Governors. Executive officers-elect can be considered as members of the Board of Governors for this purpose. 4. Interviews for representative positions may be conducted by the director or manager whom they directly report to. Final decisions must be approved by the executive committee. 5. Preferences will be given to volunteers who do not hold other Appointed Volunteer positions. 6. Selections for Directors and Managers shall be made, approved by the Board and the results communicated to applicants. 7. Selections for Representatives shall be made, approved by the Executive and the results communicated to applicants. 8. Any complaints regarding the selection process must be made to the VP Administration no more than 24-hours following the communications results. 9. The final results will be made public as soon as any complaints are resolved and will be announced at the Board meeting following and posted on the website. #### 9.1.5 Removal The removal policy for an Appointed Volunteer can be for any of the following reasons: 1. Resignation 2. Unsatisfactory performance by resolution of the EUS Executive Committee. 1. Any appeals can be made to the EUS Board of Governors. ### 9.2 EUS Elections Policy #### 9.2.1 Description This policy defines the formal procedures for all EUS Elections. The Elections Policy as a whole applies to each type of EUS Election. #### 9.2.2 Types of EUS Elections 9.2.2.1 EUS General Elections: 1. EUS General Elections include all Executive Officers of the Society, EUS AMS Representatives and other Elected Positions as determined by the Board. 2. EUS General Elections are to be held once per academic year in late February to mid-March. 3. EUS General Elections will follow the General Election Timeline, as outlined in Election policy 9.2.4.1. 4. Specific dates are to be set by the Elections Administrator with special consideration to avoid conflicting with AMS Election dates. 9.2.2.2 EUS First Year Elections: 1. EUS First Year Elections include all First Year Council Positions as outlined in First Year Council Policy Section 6.3. 2. EUS First Year Elections are to be held once per academic year in September. 3. EUS First Year Elections will follow the Special Election Timeline, outlined in Election policy 9.2.4.2. 4. Specific dates are to be set by the Elections Administrator with special consideration to avoid conflicting with Week E^0 dates. 9.2.2.3 EUS By-Elections: 1. In the event that an Executive Officer of the Society or EUS AMS Representative resigns or is removed from their position or a tie occurs in the EUS General Elections, a by-election shall be organized within a week by the Elections Administrator. 2. Until the by-election results have been ratified, EUS Council may choose to appoint an interim to the unfilled position 3. EUS By-Elections will follow the Special Election Timeline, outlined in Election policy 9.2.4.2. 4. Specific dates are to be set by the Elections Administrator with special consideration to avoid conflicting with other events. #### 9.2.3 General 1. Elections for all positions shall take place concurrently. 2. The Elections Administrator shall be the chief elections officer of the Society and, in coordination with the Elections Committee, oversee the implementation of elections policy. #### 9.2.4 Timeline 9.2.4.1 General Election Timeline 1. Voting shall take place over one week. Voting shall be carried out for a minimum of 3 days during the week. 2. The campaign period shall be two weeks. The campaign period shall start one week before voting opens and close with the voting period. 3. Nominations shall be open for no less than one week. Nominations shall close at 4:00pm the Friday one week before the start of the campaign period. 9.2.4.2 Special Election Timeline 1. Voting shall take place over a minimum of two days. 2. The campaign period shall be a minimum of four days. The campaign period shall start a minimum of two days before voting opens and close with the voting period. 3. Nominations shall be open for no less than one week. Nominations shall close a minimum of eight hours before the start of the campaign period. #### 9.2.5 Removal of Elected Officials The removal policy for an Executive Officer can be for any of the following reasons: 1. Resignation 2. Absence from three consecutive Council Meetings 3. Absence from two consecutive Executive Meetings, without justification deemed valid by the Board of Governors 4. Unsatisfactory performance according to a petition signed by three-quarters of the Board of Governors or one-tenth of the active membership. #### 9.2.6 Nominations General: 1. Nominations shall be submitted on official forms provided by the Elections Administrator. 1. In the event the nomination procedure must be conducted remotely, the official nomination forms must be FIPPA compliant. 2. Nominees will be required to supply their UBC Student Number, full name, and contact information consisting of a phone number and email address. 3. Nominees will be required to sign their nomination form, which shall be taken as an indication of their willingness to stand for election, their understanding of their duties as defined in the Policy Manual and Constitution, and confirmation of their eligibility according to the Policy Manual and Constitution. 1. In the event that the nomination procedure must be conducted remotely, submission of a completed nomination form shall meet the same requirements as a physical signature as stated above 4. Nomination forms must be signed by at least ten Active Members of the Society who are not current Board Members. 1. If the nomination period is conducted remotely, a separate form shall be made available for the nominee to send to Active Members of the Society in order to obtain the required support of their nomination. 1. Submission of this form by an Active Member of the Society will be taken as support for the nomination with the same meaning as a physical signature. 2. The Elections Administrator will inform the nominee when they have collected ten signatures 5. The Elections Administrator shall be responsible for checking nominations to ensure that each form is complete, all provided information is correct, and the student number corresponds to an Engineering Student. 6. Completed nomination forms may be submitted in person to the Elections Administrator, scanned and emailed to the Elections Administrator or placed in a predetermined receptacle as indicated by the Elections Administrator. Withdrawal of Nominations: 1. Candidates intending to withdraw prior to the election are required to notify the Elections Administrator in writing. 2. If a candidate withdraws after the ballots have been finalized, the withdrawal and the Candidate’s name on the ballot shall not invalidate the election. 3. Votes cast for a candidate who has withdrawn shall not be counted. #### 9.2.7 Campaign Regulations 9.2.7.1 General: 1. Campaigning shall take place only during the campaign period as specified Timeline Section 9.2.4. This includes other persons or organizations campaigning on the behalf of candidates. 2. Any campaign irregularities are to be reported to the Elections Administrator. 3. Candidates may not spread libel or slander other candidates. 4. Candidates are encouraged to use multiple methods of campaigning. 5. Candidates shall not run in slates, real or apparent, or share expenses for campaign materials. A slate shall mean a group of candidates who run for elected office on a similar platform for mutual advantage. 6. Electoral officers are not to offer opinions on the election, or the candidates. If electoral officers are asked questions about the candidates, they shall direct the voter to candidate materials, or the elections web-page. 9.2.7.2 Campaign Materials: 1. No materials may contain any libel regarding other candidates. 2. The Elections Administrator must approve all materials before distributed. The Elections Administrator will take no longer than 24 hours from the time of submission to make a decision on the material, and if rejecting the material, will specify exact Elections Policy sections the material is violating. 3. No materials may contain material that is offensive due to its sexist, racist, pornographic, homophobic, or otherwise inappropriate content, as described in the EUS Publications Policy and adjudicated by the Elections Administrator. 4. Although no reimbursements will be made for campaign expenses, each candidate is restricted to spending $150 at fair market value on campaign materials. 5. Materials shall not contain the EUS logo, the UBC Engineering logo, the UBC Alma Mater Society logo or The University of British Columbia logo, or any branding associated with those entities. 6. Candidates may wear engineering paraphernalia in their campaign photos so long as none contains any official branding associated with these entities. 7. All non-text materials shall contain the EUS Elections logo, which shall be provided to candidates by the Elections Administrator one week before the start of the Campaign period. 9.2.7.3 EUS Publicity: 1. The Elections Administrator shall ensure that the Society’s website contains all relevant elections information, including digital copies of all candidates’ statements and photographs. 2. Each candidate is required to submit a 250 word maximum statement and photograph to the Elections Administrator at least one week prior to voting for the EUS Website. 3. Each candidate is required to submit a 100 word maximum statement and photography to the Elections Administrator at least one week prior to voting for the Ballot. 4. Once submitted updates or changes will not be made to the statement or photo. 9.2.7.4 Posters: 1. Candidates must submit a digital version of their poster in PDF format to the Elections Administrator at least three business days prior to voting. 2. Candidates are responsible for their own poster distribution and are encouraged to keep poster distribution minimal. Candidates must adhere to the [UBC Postering Policy](http://universitycounsel.ubc.ca/files/2010/08/policy120.pdf). 3. Candidates are highly encouraged to remove all posters put up by them or their associates within two business days following the end of the election. 9.2.7.5 Online Campaigning: 1. Candidates are *not* permitted to use pre-existing lists for the purpose of campaigning. Lists shall be defined as: 1. Mailing lists, including email 2. Pre-existing social media groups or pages 3. Group chats or channels 4. Similar concepts as determined by the Elections Administrator 5. An exception to this is personal social media pages which may be used to promote voting but only during the campaigning period. 6. For the **EUS 2020-21** COVID-induced online elections, candidates may make *one post per list* in the campaigning period and the voting period on a pre-existing list, excluding email. 2. Candidates are not permitted to use any form of “spamming” – unsolicited bulk email or other direct online communication. 3. If endorsed by an organization, the organization may send out campaign materials over their existing mediums. 9.2.7.6 Endorsements: 1. Current Executive Officers cannot endorse candidates in EUS General, First-Year or By-Elections. 2. Outgoing Executive Officers who are not returning to the Board can endorse candidates in Program Club Elections. 3. Incoming Executive Officers Elects or return Executive Officers cannot endorse candidates in Program Club Elections. 4. Candidates may receive endorsements from individuals or from groups. 5. Candidates may not use the mailing lists or messaging mediums of these groups for the purposes of campaigning. 9.2.7.7 Warnings and Disqualification: 1. Failure to adhere to the regulations specified in this policy may result in disqualification from the election. 2. The Elections Administrator is the only person authorized to determine repercussions of breaking these regulations. 3. Candidates found to be violating any of the campaign or poster regulations shall be issued a formal written warning. 4. If a candidate is still found to be in violation after two days, they will be disqualified from the election unless otherwise decided by the Elections Administrator. #### 9.2.8 Voting Procedure 1. Elections shall be preferentially carried out online a secure, regulated system to ensure only eligible students can cast a vote. 2. There shall be at least one polling station with a computer available if voting is available online, or at least three physical ballot boxes in separate Engineering locations if voting is not available online. 3. For each position with more than one candidate standing for election, a “Reopen Nominations” option shall be made available, regardless of the number of candidates running. Should this option receive the most votes in a given race, a by-election shall be held for that position as soon as possible. 4. For each position with one candidate standing for election, a question asking for the approval of the candidate that can be answered “Yes” or “No” shall be posed. Should the “No” option receive the most votes in such a race, a by-election shall be held for that position as soon as possible. #### 9.2.9 Election Results 1. Election results will be announced the day voting closes at the relevant event as well as online through the website and social media. 2. The winner of the election for each position is the candidate with the most votes. This candidate must win by a margin that is greater than the number of spoiled ballots. 3. In the event of a tie a by-election shall be held for that position. #### 9.2.10 Appeals: 1. Any appeal of a decision by the Elections Administrator, including the release of final results, must be submitted to the Chair of the Elections Appeal Committee in writing within 72 hours of notification of the results. 2. Upon receipt of an allegation submitted, a meeting of the Elections Appeal Committee shall be called to consider the appeal. 3. The decision of the Elections Appeal Committee shall be the final body to hear an appeal within the Society and only subject to further appeal through the mechanism of the Alma Mater Society. 4. All appeals, and replies to said appeals, will be made available to the public at the exhaustion of any further appeal #### 9.2.11 Election Events 9.2.11.1 All Candidates Meeting: 1. All candidates shall attend a meeting after the close of nominations but before the start of campaigning for the purpose of explaining rules, regulations, scheduling and any other details regarding the elections. 1. If the All Candidates Meeting must take place remotely, it shall be held via video chat or conference call, and the meeting details must be distributed to nominees no less than 24 hours before the beginning of the meeting 2. Candidates must arrange to meet with the Elections Administrator in the event that they are unable to attend the All Candidates Meeting as soon as possible after the close of nominations. 9.2.11.2 Candidate Debates: 1. The forum shall be carried out in a neutral location, preferably a large classroom or small lecture hall. 2. Rules: 1. All candidates must adhere to UBC’s Respectful Environment policy. 2. All candidates must be given equal opportunity to speak and answer their questions. 3. In the event a candidate cannot make the meeting, they may designate a proxy to answer questions. The Elections Administrator must pre-approve this proxy. 4. The Elections Administrator has the right stop the forum if candidates or audience members do not adhere to UBC’s Respectful Environment Policy. 3. In the event the candidate debates must be conducted remotely, the Elections Administrator may decide on an appropriate debate method considering the number of candidates and available technology. 1. The method of debate must allow: all UBC Engineering students to view and participate in real time; all candidates to address points made by other candidates; the Elections Administrator to moderate discussion; a record to be kept of the debate; and for this record to be made accessible to all UBC Engineering students. 9.2.11.3 Other Events: 1. The Elections Administrator shall organize other events as needed to promote voter turnout. ### 9.3 Referenda #### 9.3.1 Description This policy shall govern all Society referenda. #### 9.3.2 Procedure 1. A referendum or referenda may be called by the President by: 1. A resolution of the Board or; 2. A written petition containing the names, student numbers and signatures of at least five percent (5%) of the EUS. 2. The text of the referendum or referenda shall be written in such a way that it must be unbiased and answerable unequivocally as yes or no. Such text shall be subject to approval or amendment by the Board. 3. The Board has the power to remove referendum questions if they go against UBC’s Non-Academic Misconduct Policy with a super majority (⅔). 4. The Board must approve referendum questions at least three weeks prior to voting opening. Voting shall open no more than a month after approval by the Board. 5. It is recommended that referenda occur during EUS General Elections. #### 9.3.3 Voting 1. A referendum or referenda shall only be held during the academic year inclusive with the exception of over holidays, reading week and examination periods. 2. The voting period for the referendum will be no less than 3 days. 3. Referenda will be preferentially carried out on WebVote, or a similar system. If a paper ballot is necessary or the only available option, ballot boxes shall be staffed for at least 12 hours over the 3 day minimum period, and shall be in at least 3 locations frequented by Engineering Students. 4. Unofficial results will be made public immediately. 5. The Board must approve all referendum results. #### 9.3.4 Results A referendum or referenda shall be acted upon by the Board where: 1. A majority of the votes cast support the referendum or referenda and; 2. The number of votes cast is equal or greater to ten percent (10%) of the members of the EUS in good standing. 3. Unless the referendum is to accept changes to the Constitution, in which case a 2/3rds approval must be met. # 10 - Financial Policies ### 10.1 Budget #### 10.1.1 Description The EUS Budget shall be the guiding document for the Societies’ spending and direct the Executive on the priorities of the Society. #### 10.1.2 General 1. The EUS VP Finance shall be responsible for the creation and monitoring of the EUS Budget as outlined in Executive Officer Duties Section 5.1.6. 2. The EUS Budget can only be amended by the EUS Board of Governors through the procedure described in Section 10.1.4. 3. Executive Officers shall be responsible for the creation of break-out budgets at the beginning of their terms, and updating the actuals of said budgets throughout the year for a display to the Board at the end of their term. #### 10.1.3 Timeline 1. The EUS VP Finance shall create the incoming budget during the Summer Term for approval by the deadline set by the AMS. 2. The EUS Board shall meet a minimum of once prior to the deadline set by the AMS to approve the incoming budget. The approval authorizes the Executive to make necessary expenditures outlined in the budget without further approval. 3. The EUS VP Finance shall present updated numbers to the Board as outlined in Executive Officer Duties Section 5.1.6. 4. Allocation of EUS Funds must follow the procedures outlined in the EUS Funds Policy Section 10.3. 5. The EUS VP Finance shall present a summary of the budget and final numbers at the EUS Annual Council Transition Meeting. #### 10.1.4 Modification 1. Any modifications to the EUS budget after the summer approval shall be reviewed by the EUS Finance Committee prior to consideration by the Board. 1. If it can be reasonably anticipated the actuals for a budget line will vary more than 20% of the budgeted amount or $500, a budget modification motion shall be brought to the Finance Committee by the Executive responsible for overseeing said budget line. 2. If a budget line is within 20% or $500, a budget modification is not mandated. 2. The review and conclusions of the budget modification by the Finance Committee shall accompany the budget modification motion as it appears before the Board. 3. The EUS budget may only be modified by a 2/3rds approval vote by the EUS Board of Governors. ### 10.2 Club Funding The EUS provides recognized program clubs with access to yearly funding. Each program is guaranteed base funding, while event funding and performance funding require club's meet certain criteria for funding. #### 10.2.1 Tier 1 Club Funding 10.2.1.1 Base Funding 1. Base Funding per program club will equal $6 per student registered in their respective program club. 2. Base Funding is guaranteed to the Tier 1 program clubs. 3. Base Funding will be distributed no later than one week following the EUS's receipt of term one student fees. 10.2.1.2 Event Funding 1. The total Event Funding is $3.50 per student recognized by a Tier 1 or Tier 2 program club. 2. The total event fund will be divided equally between recognized program clubs. 3. Clubs must submit an event proposal to the EUS Finance Committee to access their funds. 4. Finance Committee will recognize proposals for the following event types: 1. Social Events 2. Academic Events 3. Industry & Professional-Development Events 5. Proposals must include: 1. Event type 2. Event description & purpose 3. Event budget, including expected EUS Events Fund Contribution 4. Event planning timeline 5. Target audience 6. Expected attendance 6. Clubs may access up to one third (⅓) of the event funding per event type. If a club wishes to access more than one third (⅓) for one event type, they must specify which other event types will have reduced funding. The club must, through the submission of an event proposal, show that they will still offer events in the other type, and justify that the event(s) will remain feasible with reduced funding. 7. Finance Committee will accept all proposals, contingent that all inclusions are complete and fairly justified. 8. The Finance Committee will meet once in August to approve all event proposals received during the summer. Any term one proposal received after the meeting will be assessed within a month of submission. The Finance Committee will meet once in December to approve all term two event proposals. Any term two proposals received after the meeting will be assessed within a month of submission. 9. The Finance Committee may approve Events Funding applications through an online vote. 1. The methods of online voting are left to the discretion of the Finance Committee Chair, but they shall ensure the vote is quorate and permanently recorded. 2. If any member of the committee requests, the online vote will be considered void and the funding application in question will be brought to the next Finance Committee meeting for discussion. 10. Any event funds remaining after the term two disbursements will be transferred the following way: 1. Rolled over into department event funding for the following year(s) i. This amount is capped at 2x total event funding of the rollover year or if the Club Support Fund is less than $3000 2. Transferred to the Club Support Fund 11. The Event Funding process and associated documents shall be available on the EUS Website. 10.2.1.3 Performance Funding 1. Performance Funding will total $3.75 per student recognized by a Tier 1 program club. 2. The total performance fund will be divided equally between recognized Tier 1 program clubs. 3. All required Performance Funding documents must be sent to the VP Finance before the last day of classes. 4. An in-person meeting is required for any club anticipated to receive less than 95% of the funding available in a term. 1. These meetings will occur in the two weeks before the last day of classes. 2. These meetings will be attended by the EUS VP Finance and VP Administration, and the program club President. 5. Funds will be disbursed before the last day of the term. 6. Any performance funds remaining after the term two disbursements will be transferred to the Club Support Fund. 7. Funds will be disbursed based on the completion of the following tasks as evaluated by the EUS VP Administration and VP Finance. If a task is partially completed, the task will only be funded by the percentage of the task completed. Each task is worth a percentage of total funding available, as detailed below: 1. Club Communications 15% 1. Should include information on upcoming events relevant to the Program Club and/or engineering at large. 2. Accepted communication includes newsletters, sent by email or made available online; or regular social media posts on multiple social media platforms. 3. At least seven (7) newsletters or fifteen (15) posts per term constitute full funding. 4. One half (½) of the funding will be available per term. 5. Communications must be submitted to the EUS VP Administration, through an online system, as prescribed at the Annual Council Transition meeting. 2. Club Meetings 15% 1. Club Meetings shall be held weekly during the term. Four (4) meetings may be missed per term, meetings cannot be missed two (2) weeks in a row. 2. The standard meeting time and location must be communicated to both club members and the EUS VP Administration, who are invited to attend. 3. If a standard time cannot be made, the time and location of the next meeting must be included in the minutes of the previous. 4. Meeting minutes must be submitted to the EUS VP Administration, through an online system, as prescribed at the Annual Council Transition meeting. 5. Nine (9) meetings per term constitute full funding. 6. One half (½) of the funding will be available per term. 3. EUS Meeting Attendance 1. Attendance requirements are outlined in Section 7.2 2. EUS Council 20% 3. EUS Committees 15% 1. Academic Committee, including SAC and Grand Council 5% 2. Events Committee 5% 3. Sports Committee 5% 4. E-WEEK Committee, following E-WEEK 5% 5. APSC/EUS Student Leader Professional Development Day 5% 6. One half (½) of the Council and Committee funding, with the exception of the E-WEEK Committee, will be available per term. 8. Graduation 5% 1. Provide EUS Graduation Director with club Grad Rep contact information 2. Submit Iron Ring sizes by the deadline. 3. Submit graduation headshots by the deadline. 4. Submit yearbook media by the deadline. 5. Submit Iron Ring ceremony volunteer information by the deadline. 6. All deadlines will be communicated to department Grad Reps once they have been established by Camp 5, and communicated to the EUS. 9. Club Materials 15% 1. Submit a copy of the club constitution and governing documents to the EUS VP Administration, once per year, for archiving. 2. Submit a club executive contact list to the EUS VP Administration by the beginning of term one. Submit updated contact lists, if necessary, within a week of new executive appointments. 3. Submit an annual budget for review at each performance funding meeting. The budget must include detailed expenditures for any events funded through the Events Fund, section 10.2.2. 10. Career Fair 5% #### Summary | **Categories** | Tier 1 Total % | Term 1 Breakdown % | Term 2 Breakdown % | | :----------------: | :------------: | :----------------: | :----------------: | | **Communications** | 15 | 7.5 | 7.5 | | **Meetings** | 15 | 7.5 | 7.5 | | **Council** | 20 | 10 | 10 | | **Committees** | 15 | 7.5 | 7.5 | | **E-Week Comm** | 5 | 0 | 5 | | **SLS** | 5 | 5 | 0 | | **Graduation** | 5 | 0 | 5 | | **Club Materials** | 15 | 15 | 0 | | **Career Fair** | 5 | 0 | 5 | | **Total %** | **100** | **52.5** | **47.5** | #### 10.2.2 Tier 2 Club Funding 10.2.2.1 Tier 2 Base Funding 1. Tier 2 Base Funding per program club will equal $3 per student registered in their respective Tier 2 program club. 2. Tier 2 Base Funding is guaranteed to the Tier 2 program clubs. 3. Tier 2 Base Funding will be distributed no later than one week following the EUS's receipt of term one student fees, or a respective club's constitution and opening of a financial account with the AMS. 10.2.2.2 Tier 2 Events Funding 1. Tier 2 clubs may apply to EUS Events Funding as outlined in Section 10.2.1.2 10.2.2.3 Tier 2 Performance Funding 1. Performance Funding will total $2.50 per student recognized by a Tier 2 program club. 2. The total performance fund will be divided equally between recognized Tier 2 program clubs. 3. All required Performance Funding documents must be sent to the VP Finance before the last day of classes. 4. An in-person meeting is required for any club anticipated to receive less than 95% of the funding available in a term. 1. These meetings will occur in the two weeks before the last day of classess. 2. These meetings will be attended by the EUS VP Finance and VP Administration, New Clubs Manager, and the program club President. 5. Funds will be disbursed once per term, before the last day of the term. 6. Any performance funds remaining after the term two disbursements will be transferred to the Club Support Fund. 7. Funds will be disbursed based on the completion of the following tasks as evaluated by the EUS VP Administration and VP Finance . If a task is partially completed, the task will only be funded by the percentage of the task completed. Task requirements are the same as in Section 10.2.1.3, with these additional requirements as detailed below: 1. Club Communications, 10% 2. Club Meetings, 10% 1. EUS Meeting Attendance, 1. Attend all meetings of the EUS Club Mentorship Committee. 2. Attendance requirements are outlined in Section 7.2 3. EUS Council 20% 4. EUS Committees 10% 1. Academic Committee, including SAC and Grand Council 5% 2. Events Committee 2.5% 3. Sports Committee 2.5% 5. E-WEEK Committee, following E-WEEK 2.5% 6. APSC/EUS Student Leader Professional Development Day 2.5% 1. One half (½) of the Council and Committee funding, with the exception of the E-WEEK Committee, will be available per term. 7. Graduation, 10% 1. Successfully appoint a graduation representative. 2. Successfully graduate 1 class of students. 3. If a Tier 2 Club is not graduating a class of students in a given year, their Graduation requirements will be as follows: 1. Submitting yearbook photos by the deadline 2. Submitting Iron Ring volunteer information by the deadline 8. Club Materials, 10% 1. Website 2. Official social media communication platform 9. Club Mentorship 20% 10. Career Fair 5% #### Summary | **Categories** | Tier 2 Total % | Term 1 Breakdown % | Term 2 Breakdown % | | :-----------------: | :------------: | :----------------: | :----------------: | | **Communications** | 10 | 5 | 5 | | **Meetings** | 10 | 5 | 5 | | **Council** | 20 | 10 | 10 | | **Committees** | 10 | 5 | 5 | | **E-Week Comm** | 2.5 | 0 | 2.5 | | **SLS** | 2.5 | 2.5 | 0 | | **Graduation** | 10 | 0 | 10 | | **Club Materials** | 10 | 10 | 0 | | **Club Mentorship** | 20 | 10 | 10 | | **Career Fair** | 5 | 0 | 5 | | **Total %** | **100** | **47.5** | **52.5** | ### 10.3 Funds #### 10.3.1 Description This policy shall govern the Society's funds. #### 10.3.2 EUS Club Support Fund 1. The EUS Club Support Fund exists primarily for the purpose of aiding program clubs in dire need of financial assistance due to extenuating circumstances that would very negatively affect the club’s financial stability. 2. The Club Support Fund will not fund: 1. Professional activities, curricular projects, or conferences. 2. Anything where emergency funding should be covered by insurance costs or repairs of a building by the Faculty, Department, or Program. 3. Losses that cannot be verified (e.g. undocumented cash amounts) 4. Preventable and/or recurring incidents resulting in monetary loss 1. This shall include, but not be limited to, pre-existing plant deficiencies being exploited (i.e. a door that doesn’t properly lock), and negligence on behalf of the department club (such as propping a door open). 3. Applications for the Club Support Fund should be submitted in writing to the EUS VP Finance and be reviewed by the EUS Finance Committee before being brought to and voted on at the next Board meeting following the review. 4. The Club Support Fund should not exceed $8000 or drop below $1000. Any additional funds will be reallocated to the EUS Budget. 5. If the total drops below $8000, it may be replenished with funds from the EUS budget, up to $1 per student in the department clubs. 6. If as of March 15 in 2017, and in any given year thereafter, the amount in the fund exceeds $1500, department clubs may apply to the fund for capital improvements, provided: 1. The application is submitted and processed in accordance with Section 3, with the requirement that this type of request to the Fund be approved by a two-thirds (⅔) majority vote of the Board. 2. The Board is notified of funds the club(s) applying have received from this source in the three (3) preceding years and considers this in deciding to disburse funds. 3. The club demonstrates other possible sources of funding have been exhausted. 4. The amount requested does not exceed one-third (⅓) of the total amount in the Fund. #### 10.3.3 EUS Engineering Design Teams Fund 1. The EUS Engineering Design Teams Fund exists to support the Engineering Design Teams and Council on joint initiatives. 2. The EUS Engineering Design Teams Fund shall exist by the terms set out by the EDTC Referendum in 2014. 3. Applications for the EUS Engineering Design Teams Fund shall be submitted in writing to the EUS President and be both reviewed and voted on by the Executive at the next Executive Meeting. 4. Applications for funding may only be submitted by the Engineering Design Teams Council or recognized Engineering Design Teams. 5. The application must benefit two or more recognized engineering design teams. 6. If the application is accepted, the event promotions must prominently include the EUS Logo and recognition of the sponsorship. **10.3.4 EUS Club Sustainability Initiatives Fund** 1. The EUS Club Sustainability Initiatives Fund exists to fund sustainability initiatives by the EUS’ recognized Program Clubs. 2. Finance Committee will recognize proposals for the following initiative types: 1\. Clubroom supplies 2\. Event materials 3\. Educational campaigns 3. Proposals must include: 1\. Event type 2\. Event description & purpose 3\. Event budget, including expected EUS Club Sustainability Initiatives Fund Contribution 4\. Initiative timeline 5\. Target audience 6\. Expected attendance 4. The total amount of money allocated to the fund in a given year shall be at the discretion of the EUS VP Finance, but shall not be less than $100 per Program Club. 5. Recognized Program Clubs can access up to $250 in funding per year. 1. Applications will be evaluated on a rolling basis until the pool of funding is exhausted. 6. Applications shall be sent to the EUS VP Finance, who will bring them to the EUS Finance Committee for evaluation and approval. 7. Funds will be approved with consideration to financial need and impact on the student body. 8. Funding shall be disbursed on a reimbursement basis**.** The ESC Rental Terms and Conditions shall include a clause for a Sustainability Deposit. 1. The ESC Sustainability Deposit exists to encourage sustainable efforts for ESC events, event organizers, and event attendees. 2. The ESC Sustainability Deposit is to be paid by the event organizers to the EUS VP Administration as per Rental Terms and Conditions. 1. The ESC Sustainability Deposit applies to EUS, AMS, and UBC event organizers exclusively 3. The ESC Sustainability Deposit is paid in addition to the standard damage deposit paid by event organizers. 4. The ESC Sustainability Deposit shall be $50. 5. The sustainability performance of ESC events will be evaluated against a checklist of sustainable criteria as specified in the ESC Sustainable Event Checklist, available from the VP Administration 1\. If the event meets 50% or more of the applicable criteria, the ESC Sustainability Deposit will be returned in full within two (2) weeks. 2\. If the event meets less than 50% of the applicable criteria, no money will be returned. 6. If the ESC Sustainability Deposit is kept, it will be allocated to the ESC Capital Purchases Fund. #### 10.3.5 EUS Ex-Officio Initiatives Fund 1. The EUS Ex-Officio Initiatives Fund exists to fund events and services hosted by the EUS’ recognized Ex-Officio clubs 2. Finance Committee will recognize proposals for the following event types: 1. Social Events 2. Academic Events 3. Industry & Professional-Development Events 3. Proposals must include: 1. Event type 2. Event description & purpose 3. Event budget, including expected EUS Ex-Officio Initiatives Fund Contribution 4. Event planning timeline 5. Target audience 6. Expected attendance 4. The total amount of money allocated to the fund in a given year shall be at the discretion of the EUS VP Finance, but shall not be less than $200 per Ex-Officio club. 5. Recognized Ex-Officio Clubs can make applications into the fund 3x per year 1. Three application deadlines: June 30th, September 30th, and January 30th 2. Ex-Officio Clubs may submit one application per period 6. Applications shall be sent to the EUS VP Finance, who will bring them to the EUS Finance Committee for evaluation and approval. 7. Funds will be approved with consideration to financial need and impact on the student body. 8. The Fund will fund up to 50% of the expenses for an event, up to a maximum of $400 reimbursed. 9. Funding shall be disbursed on a reimbursement basis. 10. Any club receiving funding shall present at the council after their event before their allocated funding is available to be disbursed. 11. The Ex-Officio Initiatives Fund process and associated documents shall be available on the EUS Website. #### 10.3.6 Career Fair Recruitment Incentive 1. The Career Fair Recruitment Incentive exists to assist in the diversification of companies registering in the EUS Career Fair. 2. The Career Fair Recruitment Incentive will be disbursed by the EUS VP Finance, with the assistance of the EUS Career Fair Team. 3. The Career Fair Recruitment Incentive may be disbursed if the EUS Career Fair reaches a profit greater than or equal to $15,000 according to the following: 1. Each department may submit up to 3 companies to the EUS Career Fair Team for contact. 2. The EUS Career Fair Team will be responsible for all communication regarding Career Fair sponsorship and logistics with the suggested companies. 3. If a submitted company results in a new registration for the EUS Career Fair, the department which submitted the contact will receive 10% of the company’s registration fee 1. A new registration means the company has not attended the EUS Career Fair in the past 3 years. 2. If multiple departments submit the same company, each department will receive 5% of the company’s registration fee. 4. The EUS VP Finance must process the disbursements within 30 days of the conclusion of the EUS Career Fair. ### 10.4 Sports Subsidies #### 10.4.1 Description This policy governs the partial and full reimbursement of Sport and Recreational registration fees of teams representing the Society. #### 10.4.2 Reimbursement 1. Any Active Member is eligible for EUS Sports Subsidies. Subsidies are disbursed under the discretion of the VP Finance and are awarded on a first-come-first-serve basis. 2. The EUS will subsidize 40% of each member’s sports registration fee up to a maximum of $25 per student. 3. Reimbursements will not be given for the cost of equipment, uniforms or other incidental team expenses. 4. The VP Finance shall determine the rate of reimbursement based on the funding available and the number of applications received each term. #### 10.4.3 Procedure 1. Students shall submit the Sports Subsidies form that can be found online. 2. The form shall include a request for receipts. 3. Forms and receipts must be handed in within one month of the date of the receipt. 4. For teams, one representative from the team is responsible for filling out one form for an entire team. 5. Money owed will be collected from the AMS Business Office. # 11 - Operational Policies ### 11.1 Awards #### 11.1.1 Presidential Awards 1. The Society shall give out Presidential Awards, which are awards from the President, each year to persons holding official positions within the Society. 1. The incoming Executives shall receive an "e" patch. 2. The outgoing Directors shall receive a “d” patch. 3. The outgoing Managers shall receive an "m" patch. 4. The outgoing Representatives shall receive an “x” patch. 2. The outgoing Executive shall receive a Gold "Cairn" pin after one full year of service or at the discretion of the President. #### 11.1.2 Executive Awards The Society shall give out Executive Awards, which are awards from the Executive, each year in recognition of service rendered to the Society by its members, other than in the field of sports. The EUS Executive Awards Committee as outlined by Executive Awards Committee Section 7.2.7 shall decide the Executive Awards.
1. Joey Uyesugi Award 1. The Joey Uyesugi Award is given in recognition of exceptional dedication and service by an individual, from whom it was not expected. 2. No more than one shall be awarded each year. 3. The recipient shall typically be an upper year student who, for the year in which the award is to be made, became extremely involved in the Society. 4. This award shall be given at the Engineer’s Ball. 2. Spirit Award 1. This award is given in recognition of the recipient's exceptional ability to motivate their peers. 2. No more than one Spirit Award shall be awarded each year. 3. This award is not to be confused with the E-WEEK Spirit Award as outlined in the E-WEEK Section 12.2. 4. This award shall be given at EUS Awards Night. 3. The Bowinn Ma Award 1. This award is given in recognition of exceptional dedication, service and self-sacrifice by an individual or individuals in completing their duties, both within and beyond the purview of their position(s). 2. No more than one award shall be awarded each year. 3. The recipient shall be a member of the EUS Council who has shown exemplary service on behalf of the society, their program club or their ex-officio club. 4. This award shall be given at the Engineer’s Ball. 4. Emblem Awards \[Long-Term Service Awards] 1. These awards are awarded for service beyond that called for by the office held by the recipient, and shall take into consideration their record of service for the entire time that they have been a member of the Society. 2. No more than fifteen (15) Emblem Awards shall be awarded each year except at the discretion of Executive Awards Committee. 3. The recipient shall be in their graduating year. 4. This award shall be given at the Engineer’s Ball. 5. Certificate Awards \[One-Year Service Awards] 1. These awards are to be awarded for service beyond that called for by the office held by the recipient. 2. No more than fifteen (15) Certificate Awards shall be awarded at the discretion of the Executive Awards Committee. 3. Certificates shall take into consideration only the record of service for the year in which the award is to be made. 4. All engineering students shall be eligible for the Certificate awards. 5. The award shall be presented in two distinctions: with Gratitude and for Dedication. 1. Certificates with Gratitude 1. This certificate is awarded to those Society members showing a year of involved service. 2. No more than twelve (12) Certificates with Gratitude shall be awarded each year, except at the discretion of the Executive Awards Committee. 2. Certificates for Dedication 1. The award is for Society members who continually go beyond what is required of them by their office. 2. No more than three (3) Certificates for Dedication shall be awarded each year, except at the discretion of the Executive Awards Committee. #### 11.1.3 Sports Awards Sports Awards shall be made by the Sports Director of the Society on the basis of accumulated sports points. 1. Sports points are accumulated from year to year. 2. Sports points shall be awarded according to the sports points criteria sheet, available online. 1. Additional points may be awarded at the discretion of the Sports Director. 3. The Sports Awards are: 1. Small Red “E” Patch 1. A small red "E" patch shall be awarded to those students accumulating 25 sports points. 2. Large Red “E” Patch 1. A large red "E" patch shall be awarded to those students accumulating 50 points. 3. Gold “E” Patch 1. A gold "E" patch shall be awarded to those students accumulating 100 points. 4. White “E” Patch 1. A white "E" patch shall be awarded to those students accumulating 200 points. #### 11.1.4 Charity Awards Charity Awards shall be made by the Charity Director of the Society on the basis of accumulated charity points. 1. Charity points are accumulated from year to year. 2. Charity points shall be awarded according to the charity points criteria sheet, available online. 1. Additional points may be awarded at the discretion of the Charity Director. 3. The Charity Awards are: 1. Large Charity Star Patch 1. A large star patch shall be awarded to those students accumulating 30 charity points. 2. Small Charity Star Patch 1. Small star patches shall be awarded to those students accumulating 15 charity points following the initial 30, for a maximum of 6 small stars 3. Charity 123 Patch 1. A charity 123 patch shall be awarded to those students accumulating 123 charity points. #### 11.1.5 Honorary President Every year the EUS Executive will chose an Honorary President. The Honorary President shall be an individual who has given great mentorship and support to the EUS and it’s Executives.
The Honorary President shall: 1. Be invited as an Honoured Guest and Speaker to the Engineer’s Ball 2. Be invited to open E-WEEK at Opening Ceremonies 3. Be invited to other events and receive other honours as decided by the Executive. #### 11.1.6 Gifts 1. Engineer’s Ball Tickets 1. One free ticket shall be gratuitously given to the following members: 1. One representative of each Competing E-WEEK Team. 2. EUS Executive Officers. 3. EUS AMS Representative(s). 4. EUS APSC Student Senator. 2. Tickets will be distributed subject to the following requirements: 1. Each of the members listed above must attend at least 75% of all EUS Council Meetings 2. The ticket will be gifted to the representative who attends the most meetings. 3. If more than one representative per competing team meets these requirements, it shall be presented to the President of that Program or Ex-Officio Club. 3. Additional tickets may be distributed to volunteers who contribute to a predetermined number of events at E-WEEK. This is to be approved by Board prior to distribution. 4. The cost of all gifted tickets shall be included in the final E-WEEK budget. 2. Volunteer Gifts 3. 1. The Executive shall thank all EUS volunteers with gifts at EUS Awards Night. The gifts shall be based on the amount budgeted. ### 11.2 Bookings #### 11.2.1 Engineering Student Centre Bookings The following policy outlines the bookings guidelines that are developed and updated as necessary by the EUS VP Admin for the ESC.
1. The ESC Bookings Policy shall recognize three different groups of renters: 2. 1. Internal EUS Groups; which include all Program Clubs & recognized Ex-Officio Clubs 2. UBC Groups; which include all UBC-affiliated, including alumni groups that are not considered “Internal EUS”. This also includes some Engineering Groups that have not been recognized by the EUS officially. 3. External Groups; which include all other parties. 3. Bookings of the ESC shall be made easiest and preferably free to Internal EUS Groups, then UBC Groups and finally External Groups. 4. Bookings shall be made through the VP Administration or other Bookings Representatives as designated. 5. Bookings that interfere with access by students to the facilities during regular ESC hours are to be discouraged. 6. Bookings from groups that are not Internal EUS Groups for all-ages parties shall not be permitted. An all-ages party shall be defined as an event with no age restriction and an expected attendance of over 100 where the ESC Building Manager suggests security presence. #### 11.2.2 Other Bookings The following policy outlines the bookings guidelines that are developed and updated as necessary by the EUS VP Admin. 1. The EUS shall aid Program and Ex-Officio Clubs in bookings in other buildings at UBC. 2. The EUS has no control over these bookings policies. ### 11.3 Communications #### 11.3.1 Description This policy governs the Society’s official communications. #### 11.3.2 Website The EUS website acts as a source of information for UBC Engineering and those interested in our Faculty. With that in mind, the following points should be followed with respect to the website: 1. Language should be clean. 2. If requested by any party, specified images must be removed promptly and without question. 3. The website should have an up to date repository of all EUS documents (Constitution, Policy Manual, Meeting Minutes, etc.) and event news. #### 11.3.3 Social Media EUS Social Media is a source of information and branding for the Society. The following points should be followed with respect to the EUS Social Media: 1. Social Media should link back to EUS Website whenever possible. 2. Facebook 1. Promotion from the Facebook Page shall be restricted to any EUS or constituency events. 2. EUS Executive shall monitor the Facebook Groups for spam and harassment. 3. Twitter 1. Promotion from the UBC Engineers Twitter shall be any EUS, Program Club or Ex-Officio Events. 4. Instagram 1. Promotion from the UBC Engineers Instagram account shall be restricted to EUS Events only. 5. Snapchat 1. Promotion from the UBC Engineers Snapchat shall be restricted to EUS Events only. ### 11.4 Equity #### 11.4.1 Description Harassment is not tolerated whatsoever by the Society. The Society works to promote equity and well being at all its events, services and members. This topic is extremely sensitive and must be dealt with the utmost care. This policy is subject to interpretation if not applicable to the situation. #### 11.4.2 Harassment 1. If an officer of the society becomes aware of harassment by a member of the society and/or towards a member of the society, they shall immediately report the incident to the President and the AMS Ombudsperson. 2. Harassment is generally confidential and is not to be discussed with anyone other than is necessary. 3. The preference shall be to use AMS or UBC Resources such as the AMS Ombudsperson, UBC Ombudsperson, UBC Equity and Inclusion Office or the AMS SASC as applicable. 4. The choice to pursue a complaint rests with the alleged victim; however, the Society’s policy shall be to prevent the situation occurring again. #### 11.4.3 Volunteer 1. It is expected that all Appointed Volunteers sign an acknowledgement of their responsibility to represent the EUS professionally and create a respectful environment at UBC. 2. Week E^0 Volunteers shall have additional guidelines as outlined in Week E^0 Policy Section 12.1. #### 11.4.4 Feedback 1. If at any time, any member or volunteer of the Society feels actions or procedures of the EUS are un-equitable, they should be able to voice this feedback and concern. 2. The EUS shall have an anonymous feedback form available online for these scenarios. 3. All official complaints and feedback should go through the official AMS and UBC resources listed above. ### 11.5 Alcohol #### 11.5.1 Description The EUS aims to promote a healthy and safe environment to all its members including at events that include alcohol. This policy does not override any documents or laws set by the Alma Mater Society, University of British Columbia, the Governments of British Columbia or Canada. #### 11.5.2 Applicability This policy is applicable to the EUS Executive, Directors, Managers, Representatives, and General Volunteers, hereby referred to as “volunteers”. #### 11.5.3 Principles The following principles shall be upheld: 1. In the case where an individual is chosen by the society to represent the EUS they may not consume alcohol unless it is specified as part of the event. 2. Alcohol use resulting in a risk to the safety of oneself or others can lead to disciplinary action, up to and including removal from elected office as per point 11.5.5.2-11.5.5.3. 3. Pressure should not be applied to others to drink alcohol. 4. The EUS shall provide a non-alcoholic alternatives and food during all social events where alcohol is served. This policy will be strongly encouraged for any non-EUS group seeking to host a licensed event in the ESC. #### 11.5.4 EUS Events The following policy governs the conduct of EUS volunteers at EUS-hosted events: 1. Volunteers who are responsible for an event are prohibited from the consumption of alcohol for the duration of the event, including both set-up and take-down.Volunteers who are not in charge of the event may consume alcohol responsibly, recognizing that they represent the EUS. 2. If a volunteer not in charge is drinking irresponsibly, it is the responsibility of the volunteers in charge of the event to alert the individual in question of their conduct and report the incident to their supervisor. #### 11.5.5 Breaches in the Alcohol Policy This section governs how the EUS shall respond to breaches of this Alcohol Policy: 1. Any breach of this policy must be reported at the next EUS Council Meeting. If the breach was by a member of the EUS Executive, the incident shall be reported by the Executive Member and the witness. If the breach was by another EUS volunteer, the incident shall be reported by the overseeing Executive and if applicable, the witness. 2. If two incidents occur within the same elected term for the same Executive member and Council deems them both to be in violation of 11.5.3.1-11.5.3.3 and/or 11.5.4.1-11.5.4.3, then Council must conduct a vote of removal of the Executive in question. 3. If two incidents occur within the same term for the same non-Executive volunteer, the Executive Council must conduct a vote to remove the volunteer in question in accordance with EUS Policy 9.1.5. # 12 - Special Events ### 12.1 Week E^0 #### 12.1.1 General This policy governs the Week E^0 events and operations. The purpose of Week E^0 is to welcome first year engineering students to UBC, to foster pride in our school and faculty, and to introduce first years to their classmates and to upper year students. #### 12.1.2 Rules To uphold the purpose of Week E^0, all EUS volunteers must adhere to the following rules. Rules will be communicated to all volunteers as they sign up. 1. Volunteers shall remain sober while participating in official Week E^0 activities. 2. Volunteers must adhere to the Orientations Student Leader statement as well as the University’s Non-Academic Misconduct Policy. 3. Volunteers must participate in all training as required by the EUS Executive. 4. Volunteers will ensure that they demonstrate respect for first year students at all times. 5. Any volunteers displaying offensive and/or inappropriate behaviour may be removed from their position, without warning, upon agreement by the Executive. 6. The Executive may create additional rules as necessary. #### 12.1.3 Organization The organization of Week E^0 is coordinated by the Week E^0 Director who reports to the VP Spirit and EUS Executive. The duties of the Week E^0 Director is outlined in the EUS Volunteer Manual #### 12.1.4 Events 1. All volunteers and first year students must respect the community and environment they are in, especially during off campus events. 2. Off Campus Events that may be held during Week E^0 include: 1. Week E^0 Retreat #### 12.1.5 Miscellaneous 1. Week E^0 Kits 1. Kits are handed out on Imagine Day as coordinated with the Faculty’s Student Development Officer. 2. Kits include but are not limited to: 1. The Week E^0 t-shirt 2. The EUS Handbuk 3. nEUSpaper ### 12.2 E-WEEK #### 12.2.1 General This policy governs the E-WEEK events and operations. The purpose of E-WEEK is to encourage healthy competition, to foster pride in our school and faculty, and to promote relationships between all students in engineering.
The rules, events and organization of E-WEEK are outlined in the E-WEEK Guidebook . The E-WEEK Guidebook will be approved annually by EUS Council, before the end of term one. #### 12.2.2 Organization The organization of E-WEEK is the responsibility of the E-WEEK Director, who reports to the VP Spirit and EUS Executive. The duties of the E-WEEK Director are outlined in the EUS Volunteer Manual #### 12.2.3 Teams All program and ex-officio clubs are welcome to participate in E-WEEK. The teams must be completely comprised of current EUS members. #### 12.2.4 Engineer’s Ball The Engineer’s Ball shall be the closing event of E-WEEK. The Ball shall be a formal affair to congratulate the winning teams and thank various volunteers. E-WEEK Awards shall be given out at Engineers Ball along with other EUS Awards as described in Section 11.1. #### 12.2.5 E-WEEK Awards During E-WEEK multiple awards will be given out at the Engineer’s Ball. They are: 1. E-WEEK Cup 1. This is awarded to the winner of E-WEEK. 2. E-WEEK Spirit Award 1. This is awarded to a team who showed outstanding spirit, sportsmanship and dedication throughout E-WEEK. ### 12.3 Iron Pin Ceremony #### 12.3.1 General The EUS Iron Pin Ceremony shall have the following purposes: 1. To build a sense of community and collective identity among students, staff, and faculty 2. To create a common set of values and expectations 3. To set a standard for professional and ethical behaviour 4. To tie conduct at the university to conduct in industry and beyond By taking part in the EUS Iron Pin Ceremony, participants shall: 1. Be formally welcomed into the UBC Engineering (Vancouver) communityfamily by creatingand have a tangible connection to the community 2. Learn and actively accept the UBC Engineering Code of Ethics 3. Understand how the UBC Engineering Code of Ethics is linked to the APEGBC Code of Ethics and professional practice #### 12.3.2 Organization The EUS shall have authority over all aspects of the EUS Iron Pin Ceremony. The EUS shall task the EUS Iron Pin Manager to organize the Iron Pin Ceremony. The EUS Iron Pin Manager shall: 1. Oversee the organization of the Iron Pin Ceremony 2. Ensure that the goal of the Iron Pin Ceremony are being met 3. Run the Ceremonies within the Budget set out by EUS Council #### 12.3.3 Types of Pins 1. Year Pins 1. Year Pins are given to Incoming UBC Vancouver Engineering Students in their First Term (Fall Term). 2. Graduate Students, Staff and Faculty are also given a Year Pin for the year they started their terms at UBC Vancouver Engineering. 3. The year on the pin will be the year in which the Fall Term occurs. 4. The first Year Pin to be given out was 2014. 2. Supporter Pin 1. Supporter Pins are given to anyone who is not a current student, staff or Faculty of UBC Vancouver Engineering but are a supporter of the UBC Vancouver Engineering Community and the UBC Engineering Undergraduate Society. 3. Founder Pin 1. Founder Pins were only given out in the 2014/15 Academic Year. These were given to all students, staff and faculty who were not in their first year of UBC Vancouver Engineering. 2. The Founder Pins were to symbolize the founding of the Iron Pin Ceremony. 3. Founder pins should never be re-ordered. #### 12.3.4 Ceremony Scheduling The Iron Pin Ceremony shall take place twice per year. 1. The Year Pin Iron Pin Ceremony shall take place once per year in the last weeks of Term One in the Winter Session. This ceremony shall be open to all students, staff and Faculty in their first term of UBC Vancouver Engineering. 2. The Supporter Pin Iron Pin Ceremony shall take once per year during second term, in conjunction with a Year Pin Ceremony for those who could not attend the first. The EUS Executive must approve any additional Iron Pin Ceremonies. Requests for additional Iron Pin Ceremonies must be submitted to the EUS President at least two weeks prior to the requested date.
Iron Pin Ceremony Details can be found in the Iron Pin Manual.
# 13 - APPENDIX A: EUS Community Contribution Award ### 13.1 Background #### 13.1.1 Fostering Leadership Throughout the years, undergraduate engineers have exhibited outstanding leadership and initiative to help their fellow students. Often, they receive very little reward or recognition for their efforts. In order to foster growth, leadership, initiative, and innovation in the engineering community, the Engineering Undergraduate Society (EUS) feels it is important for the community to acknowledge and give back to those individuals who go above and beyond expectations and positively impact UBC engineering.
#### 13.1.2 Source In November 2008, the EUS Board of Directors voted unanimously to create an endowment fund whose interest will fund awards rewarding members' leadership, innovation, initiative, and service to the community. The Board added budgetary surpluses until the fund was able to generate $3,000 in interest a year. The fund, now housed with UBC Awards, generates approximately $3,000 for award dispersal per year.
#### 13.1.3 Description Every year the EUS shall distribute at least four Community Contribution Awards, provided there are sufficient qualified applicants. Of the awards, two shall be Junior Awards ($500 value each) for student who have completed two to five academic terms in the pursuit of their B.A.Sc.. Two shall be Senior Awards ($1,000 value each) for student who have completed over five academic terms in the pursuit of their B.A.Sc.. If there is over $3,500 in the spend account, another $500 award shall be awarded to an extraordinary Junior or Senior Applicant who was not selected for one of the four awards described above.
Applications shall close in September and recipients recommended to the UBC Awards Office by October 31st.
#### 13.1.4 Eligibility 1. The applicant must be an active member of the UBC (Vancouver) Engineering Undergraduate Society and full-time student at the time of the award disbursal: 1. Active members of the Engineering Undergraduate Society are defined as "Undergraduate Engineering students who have paid their EUS student fees," according to the EUS Constitution. 2. Full-time student is defined by the province of BC: a student must be enrolled in 60% of his/her program’s full-time course load. 2. The applicant must be in Good Standing at the time of the award disbursal: 1. Good Standing is defined by the UBC Calendar: students must achieve a credit-weighted average of at least 55% and pass at least 65% of all courses taken since the last academic performance. 3. An academic term shall be defined as a winter regularly scheduled session term during which the student was a full time student at UBC, excluding co-op and exchange. 4. The applicant must be applying for the appropriate category of sponsorship: 1. The $500 Junior Awards are only eligible to those who have completed two to five academic terms in pursuit of their B.A.Sc. by the application period. 2. The $1,000 Senior Awards are only eligible to those who have completed over five academic terms in pursuit of their B.A.Sc. by the application period. 3. If there is over $3,500 in the spend account, both Junior and Senior Award applicants are eligible for the additional $500 award. 5. The applicant must have fully completed and submitted an application before the designated due date. 6. Co-op students are still eligible for the full value of the award. 7. The applicant must not have received the same category of award previously. 8. The applicant must not be a member of the following: 1. Selection Committee 2. Incoming Board of Directors #### 13.1.5 Selection Criteria 1. The applicant will be selected based on demonstrated: 1. Leadership 2. Innovation 3. Personal Initiative 4. Service to the UBC engineering student community 2. If possible, the selected recipients must collectively represent the diversity of the engineering community. 3. Please note that grades are not considered in selecting recipients for these awards, so long as the applicant is in good standing with the university. # 14- APPENDIX B: Design Team and Program Club Engagement Award ### **14.1 Background** #### **14.1.1 Recognizing Engagement** UBC Engineering students supplement their education with a high level of involvement in extracurricular activities, such as Design Teams and Program Clubs. These pursuits benefit student learning immeasurably. In order to support engagement in Design Teams and Program Clubs, the Engineering Undergraduate Society (EUS) feels it is important to recognize those students who make valuable contributions to their extracurricular organizations. #### **14.1.2 Source** In June 2019, the EUS Board of Directors voted to transfer funds to the EUS Endowment Fund in order to use the fund to grant scholarships to members making extraordinary contributions to extracurricular pursuits within UBC Engineering. The fund generates approximately $8,500 for award dispersal per year**.** #### **14.1.3 Description** Every year the EUS shall distribute at least three Design Team Engagement Awards, provided there are sufficient qualified nominees. For each award, $500 shall be granted to the nominee and $750 shall be awarded to the Design Team nominating them. For the Design Team Engagement Awards, applications shall open February 1 and must remain open for two (2) weeks. Recipients shall be selected by March 1. The EUS shall also distribute $400 per Program Club for the Program Club Engagement Awards, where each Program Club may choose the recipient(s) of their award. Each Program Club may choose how many awards to distribute with their $400 allocation, and may develop their own application and evaluation procedures. Recipients must be communicated to the Chair of the Selection Committee by March 1. #### **14.1.4 Eligibility** 1. The applicant must be an active member of the UBC (Vancouver) Engineering Undergraduate Society and full-time student at the time of the award disbursal: 1. Active members of the Engineering Undergraduate Society are defined as "Undergraduate Engineering students who have paid their EUS student fees," according to the EUS Constitution. 2. Full-time student is defined by the province of BC: a student must be enrolled in 60% of his/her program’s full-time course load. 2. The applicant must be in Good Standing at the time of the award disbursal: 1. Good Standing is defined by the UBC Calendar: students must achieve a credit-weighted average of at least 55% and pass at least 65% of all courses taken since the last academic performance. 3. An academic term shall be defined as a winter regularly scheduled session term during which the student was a full time student at UBC, excluding co-op and exchange. 4. The applicant must have fully completed and submitted an application before the designated due date. 5. Co-op students are still eligible for the full value of the award. 6. The applicant must not have received the same category of award previously. 7. The applicant must not be a member of the following: 1. Selection Committee 2. Incoming Board of Directors #### **14.1.5 Selection Criteria** 1. The applicant will be selected based on demonstrated: 1. Leadership 2. Dedication 3. Personal Initiative 4. Service to their associated extracurricular (Design Team or Program Club) 2. If possible, the selected recipients must collectively represent the diversity of the engineering community. 3. Please note that grades are not considered in selecting recipients for these awards, so long as the applicant is in good standing with the university.