Untitled Document

Undergraduate Psychology Students' Association of the University of Manitoba Constitution

Preamble: In an effort to provide academic and social resources for all University of Manitoba students with an interest in psychology, the Undergraduate Psychology Students' Association (UPSA) seeks to act on behalf of the interests of undergraduate students, faculty, and the administration.

Article I: Name

Undergraduate Psychology Students' Association; acronym: UPSA; colour: Blue; symbol: Psi.

Article II: Objectives

UPSA's objectives are as follows:

• To function as a support system for undergraduate students.

• To provide students with information for appropriate agencies that may be able to provide solutions to their problems/concerns

• To increase students' awareness of, and involvement in departmental activities.

• To increase students' awareness regarding the field of psychology.

• UPSA will hold at least one career seminar during the academic year to inform the student body regarding careers in psychology.

• To function as a social group for undergraduate students

• UPSA members will hold social activities to facilitate communication amongst the members and between students and the faculty members.

• Social activities may be held on or off-campus.

• To hold fundraising activities

• UPSA members will hold at least one fundraising event during the academic year to raise funds to conduct social activities.

Article III: Membership and Duties & Responsibilities

Membership of the Undergraduate Psychology Students' Association includes:

Executive Members

Council Members

General Membership

The Executive Membership includes:

President

It is the duty of the President to direct the membership to accomplish all objectives of UPSA (as outlined in Article II). The President must hold regular meetings, no less than two per term during the academic year. The President must ensure that the Treasurers perform accurate financial reports. Along with one of the Treasurers, shall have signing authority over the UPSA bank account. Further, the President must arrange for the safekeeping of all financial statements during and beyond the regular and academic session.

The President must keep an up-to-date membership list, and will facilitate an effortless transition between the former and recently elected UPSA executive members.

In the event that other executive members are not meeting their obligations as outlined in the Constitution, the President, along with one member of the executive, have the right to dismiss said member.

The President is responsible for conducting the nominations, and elections for the Executive positions, Committee Representatives, and the next UPSA President as outlined in Article V. Further, the President is responsible for the maintenance of the UPSA web page, located at: http://home.cc.umanitoba.ca/~upsa.

Further, the President shall be responsible for holding either an Open House or Orientation Week in an effort to promote UPSA to the student body at the University of Manitoba. Either of the two events must take place no later than November 1.

Vice-President

It is the duty of the Vice-President to assist the President in all matters concerning UPSA. In the case where the Treasurer is absent, the Vice-President will act as the second signing officer for the UPSA bank account.

Head, Grad Committee

The Head, Grad Committee reports directly to the President, and is responsible for graduation celebrations, if the membership deems a graduation to be appropriate and necessary. In this event, the Head, Grad Committee shall direct the election of a Graduation Committee and will direct the Graduation Committee to selecting:

• Appropriate location for the event

• Appropriate entertainment

• Appropriate menu plans

• Appropriate decorations

In addition, the Head, Graduation Committee shall be responsible for advertising the event, including the graduation portion of the UPSA web page. It is the duty of the Head, Grad Committee to attend all meetings of UPSA student council, as well as other duties as assigned by the President.

Treasurer

It is the duty of the Treasurer to keep accurate records of all financial transactions, and to generate regular financial status reports to UPSA, as required by the President or the Head, Undergraduate Advisor. Along with the President, the Treasurer shall have signing authority over the UPSA bank account. The Treasurer is also responsible for attending all meetings of the UPSA student council, as well as other duties assigned by the President.

Secretary

It is the duty of the Secretary to record, publish, and distribute the Minutes of the meetings to the appropriate members, or as directed by the President. The Secretary is also responsible to attend all meetings of the UPSA student council, as well as other duties as assigned by the President.

Faculty Advisor

It is the duty of the Faculty Advisor to act as official liaison between UPSA and academic staff, and the Department of Psychology in general.

In the event that the President is unable to meet the demands and/or objectives of UPSA, the Faculty Advisor will appoint an individual to this position until such time that the UPSA executive and council members are able to elect a new President. Elections for a new President must take place within two weeks of the resignation/dismissal of the President. If the UPSA executive and council are unable to find a suitable replacement, the individual appointed by the Faculty Advisor shall then continue as President.

If for any reason, the nomination process for the departmental committee representatives has not been completed by October 15 or the election process for this has not been completed by October 20, the Associate Head (Undergraduate) shall appoint members to the Executive.

The Council includes:

Executive members

Committee Representatives

Committee Representatives are to attend committee meetings, or provide an alternate; and to relay relevant information regarding academic, or departmental concern to the membership at an UPSA student council meeting, as directed by the President.

General Members

General membership is open to all students of University of Manitoba with an interest in psychology. All general members have speaking rights and have the right of access to all information and proceedings of UPSA, except where such access conflicts with principles of confidentiality in the Department of Psychology or UPSA. The general membership has the right to attend all meetings of UPSA and to discuss issues at all meetings except when principles of confidentiality indicate that a meeting be deemed a closed session.

Article IV: Governing Structure

The governing structure of UPSA includes members of the Executive and Council members. The faculty advisor is in place for necessary communications.

Business shall be decided by and carried out by the members of the executive, according to their assigned duties and responsibilities. When a decision is required, a simple majority vote of all members present at al UPSA council meeting will be adequate, provided such a decision does not interfere with the objectives of UPSA (as outlined in Article II). If a decision is necessary, and a regular meeting cannot be called (either in person or online), the member(s) in charge of its implementation can make an interim decision. This decision shall be reviewed with the Executive at the next UPSA meeting, and voted on. Appropriate action shall then be taken.

Article V: Nominations

The President will call nominations for a president-elect by March 10. Solicitation of nominations, the call for election, and the announcement of results shall be accomplished by means of a memorandum circulated by the President to all instructors to read to all undergraduate classes. Such memoranda shall be posted in a prominent area outside the General Office of the Department of Psychology and on the UPSA board, second floor of Duff Roblin building.

All nominees must be a third or fourth year student majoring in Psychology, and will be required to provide UPSA with a written plan for the future of UPSA. The UPSA Executive shall choose three (if available) candidates. The President shall call a general membership UPSA meeting no later than March 24. At the general meeting, all nominees shall present a 5-10 minute oral presentation to all members present regarding their plans on meeting UPSA's objectives. When al nominees have had the opportunity to present their plans, all nominees shall depart the room, and all members present shall vote. A simple majority vote will decide the new President. Formal announcement of the President-elect shall be made by the current President on the UPSA web page and by way of memoranda posted on the UPSA board, second floor of Duff Roblin by July 1 of the current year.

Failure of one or more instructors to read an announcement of nomination or election shall not invalidate the election results unless a written disputation is signed by at least ten General Members and presented to the UPSA Executive no later than fifteen days after the results of the election have been announced.

The President shall initiate a process of election to determine the remaining members of the Executive (Head, Grad Committee, Treasurer, Secretary). Such a process shall be carried out by the organization by October 15. If for any reason, the nomination process for the departmental committee representatives has not been completed by October 15, or the election process has not been completed by October 20, the Associate Head (Undergraduate) shall appoint members to the Executive.

The President shall initiate a process of election to determine undergraduate members to departmental committees by October 15. If for any reason, the nomination process for the departmental committee representatives has not been completed by October 15 or the election process for this has not been completed by October 20, the Associate Head (Undergraduate) shall appoint members to the committee.

Article VI: Term of Office

The term of office of the President shall normally begin at the start of the Regular Academic session, and expire when the term of the President-elect begins. The term of office of the remaining Executive members, and members of departmental committees shall normally begin at the start of the regular academic session, and expire until the next election process is completed. The term of office of class representatives shall be equal to the duration of their course.

Article VII: Meetings

Subsequent to its formation in the fall of the current session, Executive and Council (members of departmental committees) shall meet at the call of the President at least once per month so long as classes are being held. Quorum shall normally be 50% of elected and appointed members.

At least one of the meetings, which is normally at the beginning of its first term of the current academic session, will be open to all students at the University of Manitoba and the minimum advertising requirements for the meeting include a two week run in the Manitoban providing the time, date, and campus location of the meeting. The General meeting shall normally include in its business an outline of UPSA's structure, purpose, activities, and matters of immediate concern.

Meetings are limited to two hours in duration unless a time extension for a particular meeting is called for prior to the expiration of the two hours, and is approved by a simple majority of the attending members.

Article VIII: Amending the Constitution

A recommendation to amend the Constitution may be made by any member of the Executive of Council. When a recommendation is made, the following shall occur: First, Council shall strike a Constitution committee consisting of not less than two (one being an Executive member, the other being a Council member) and not more than five members of Council to examine recommendation. Second, the committee shall submit proposed amendments to Council for consideration, and invite comments or more resourceful proposals. Third, at a meeting of Council (either in person or online), amendments shall be approved by a two-thirds majority vote.

This constitution was developed in May, 2000 and passed by the required two-thirds majority vote in August, 2000. This Constitution was amended and passed by the required two-thirds majority vote in May, 2005.