Quest University Students’ Association and Student Association of Quest University Canada would like to acknowledge that the land on which we gather is the unceded territory of the Skwxwú7mesh peoples (Squamish). Quest University Canada sits on Squamish traditional territory, and we are grateful to have the opportunity to work in this blessed territory.
Quest University Students’ Association Constitution
Quest University Students’ Association (hereafter referred to as “QUSA”) is a council of elected Student Association members, called Representatives, that work together with members of the Student Association to improve the quality of student life at Quest University Canada (hereafter referred to as “Quest”). The Student Association includes all students at Quest who pay mandatory Student Association fees.
QUSA acts as a political voice to positively shape the greater community of Quest. It does so according to the values, interests, and concerns of the Student Association, and of all groups of students, especially those marginalized by structures of power. As such, QUSA is committed to political, social, and environmental justice. QUSA liaises between the Student Association, Quest administration, Quest staff and Quest faculty to achieve these goals.
QUSA improves the quality of student life on campus through funding services, initiatives, events, and student development using the funds collected through Student Association fees. QUSA only finances funding proposals that have been approved according to the procedures codified in the Bylaws. The Treasurer is responsible for ensuring that QUSA funds are spent appropriately and according to the Constitution and Bylaws. One Representative must always fulfill the position of Treasurer on QUSA.
Employees and Representatives of QUSA invest their time and energy to improve the quality of life at Quest. As such, employees and Representatives are both monetarily compensated for their work. Representative compensation is specified in a Tier 3 Bylaw.
Students have the right to call for a referendum, call for a review group, file a complaint, and call for the removal of Representatives, as specified in the Tier 3 Bylaws. The bylaws describe the manner in which QUSA achieves the goals laid out in this Constitution. The Constitution and Bylaws of QUSA may be amended or introduced according to a tiered system. Tier 3 Bylaws supercede Tier 2 Bylaws, which in turn supercede Tier 1 Bylaws. Tier 1 Bylaws concern administrative aspects, and are amended or introduced with a simple majority Council vote. Tier 2 Bylaws concern the framework of QUSA operations, and are amended or introduced according to a consensus Council vote. Council votes must be open to all Representatives. Quorum for consensus votes is one less than the total number of Representatives, and quorum for all other Council votes is two-thirds of the Representatives. Tier 3 Bylaws concern the broad structure of QUSA as well as limits on QUSA power, and are amended or introduced with a Student Association referendum.
Quest University Students’ Association improves the quality of student life by representing student voices, advocating for student interests, and supporting student initiatives. QUSA empowers students to invest in the Quest community. To affirm the principles and values laid out in this Constitution, all Representatives of Quest University Students’ Association must sign the Constitution.
Tier 3 Bylaws
Division of Decision-Making Powers
3.1 Referenda
3.1A General Rules for All Referenda
Referenda must be held to change, remove, add to, or replace any portion of the Constitution or Tier 3 Bylaws, to decide whether to fund a single initiative which will require more than a 25% of QUSA’s annual funds, and when there is a petition as described in Bylaw 3.1B. Referenda will follow the process specified in the relevant 3.1 Bylaw before coming to a vote. A referendum will not be brought to a vote if it is legally unenforceable, if it discriminates against marginalized groups of people, or if it conflicts with the Canadian Charter of Rights and Freedoms. Additionally, a referendum must adhere to the Constitution and Tier 3 Bylaws unless it is a Constitutional Referendum, as specified in Bylaw 3.1B. The Chairperson will coordinate the referendum vote, or delegate the coordination to another QUSA employee or a Representative. A referendum vote must be open to all Student Association members and must be communicated to the Student Association with at least one all-student email. For the outcome of the referendum to take effect, at least 30% of all Student Association members must cast a ‘yes’ vote and 65% of the total votes cast must be ‘yes’ votes (1). No QUSA actions can override the outcome of a referendum.
3.1B Constitutional Referenda
Referenda that add to, change, remove, or replace any portion of the Constitution or Tier 3 Bylaws occur in the following way. At least ten Student Association members must bring forward a document articulating the addition, change, removal, or replacement and the referendum question to the Chairperson. The ten Student Association members’ names, student numbers, and Quest email addresses must be included in the submission to the Chairperson for it to be considered. A referendum that proposes more Student Association members to cast a ‘yes’ vote than the existing standard, as specified in Bylaw 3.1A, must pass with both the existing standard and the new standard.
3.1C Funding Referenda
Referenda that decides whether to fund a single initiative which will require more than a quarter of QUSA’s annual funds occurs when QUSA submits such a proposal to the Chairperson.
3.1D Petition Referenda
Referenda must also be held when a petition regarding an issue related to the operations, policies, or actions of QUSA is signed by 8% of the student population, and is presented to the Chairperson. For a signature on a petition to be considered legitimate it must include the name, student number, and Quest email address of a Student Association member. The Chairperson will arrange and facilitate a meeting between QUSA and interested students in order to resolve the issue. If either party is not satisfied by the end of the meeting, a referendum will be held. (1) This quorum system is different than the previous system wherein there was 1) a percentage of the student body that needs to vote and 2) a percentage of the votes that have to be in favour. The previous quorum may have incentivized people who did not want the referendum to pass to abstain from voting so that quorum was not reached. In this new system, there is 1) a percentage of the student body that must vote yes, and 2) a percentage of the cast votes that must be yes. Here, a ‘no’ vote serves the single purpose of countering a referendum since it does not contribute to either percentage. Under this new system, people who do not want the referendum to pass are incentivized to vote ‘no’.
3.2 QUSA Decision Making
QUSA collectively makes decisions according to procedures that must be specified in a Tier 2 Bylaw. All references to actions or decisions made by QUSA in the Constitution and Tier 3 Bylaws must be made according to these procedures. Such decisions cannot supercede specific decision-making procedures described in the Constitution and Tier 3 Bylaws.
3.3 Chairperson
The Chairperson is hired by QUSA as codified in a Tier 2 Bylaw on hiring policy (Bylaw 2.5A). A former Chairperson may apply for the position and be rehired but the Chairperson position must be rehired each year. A student cannot be the Chairperson and a Representative at the same time. The Chairperson has the power to decide if actions by QUSA are in accordance with the Constitution and Bylaws. This power is removed in cases where a Review Group is formed, as specified in Bylaw 3.4. The Chairperson retains impunity for their interpretation of the Constitution and Bylaws, the calling of Review Groups, and the decisions they make regarding a Complaint Process. If QUSA wishes to
terminate the employment contract with the Chairperson, QUSA is obligated to provide a written statement to the Chairperson specifying the reasons for their decision. The Chairperson may choose to make this statement available to the Student Association. The Chairperson is paid at an hourly rate established at the beginning of the academic year that cannot be changed over that specific academic year, except in the case that legal minimum wage is changed during the year and the hourly rate is changed to be in accordance with legal minimum wage. Further specifications of the Chairperson position can be found in a Tier 1 Bylaw (Bylaw 1.4B). QUSA may decide to hire two Chairpersons if the responsibilities of the Chairperson as specified in the Constitution and Bylaws are clearly divided between the two Chairpersons.
3.4 Review Groups
3.4A General Rules for All Review Groups
The creation of a Review Group may be called by any Representative, by the Chairperson, or by at least 2% of the Student Association. A Review Group comprises of five randomly selected members of the Student Association, who are not Representatives or QUSA employees. The Review Group is contacted and formed by a Point Person, who is mutually decided upon by the parties involved in the Review Group within three week days. The Point Person acts as an intermediary between involved parties and the Review Group to maintain the Review Group’s anonymity. The Review Group should make their decisions by consensus; however, if a consensus cannot be reached, a decision may be made by four out of the five students. An QUSA employee who is not one of the involved parties will join the meetings of the Review Group to take minutes, to be made available to those who receive the decision, as specified in the following 3.4 Bylaws. Review Groups may take up to eight hours of meeting to complete this process. They will report their hours through the Point Person, and be compensated the standard campus Work-Study hourly wage for their work by QUSA. QUSA, the Chairperson, or 2% of the Student Association may assert that a Review Group is being called for an issue that has been previously decided upon by a Review Group. If this occurs, the former Review Group will be called to reconvene and determine if the new issue and the previous issue are the same. If so, the decision of the former Review Group applies again. If not, a new Review Group is formed. If more than one member of the former Review Group cannot take part, the issue will automatically be considered a new issue, and as such a new Review Group will be called to decide the issue.
3.4B Constitutionality
A Review Group can be formed in order to decide if actions taken by QUSA are in accordance with the Constitution and Bylaws. QUSA may not take or continue the action in question from when the Review Group is called to when a decision is released. The Review Group will provide a thorough written decision with a clear justification that is distributed to the Student Association. The written decision must consider and reference relevant past decisions and demonstrate an understanding of the Constitution and Bylaws. Written decisions pertaining to the Constitution and Bylaws must always be available to the Student Association.
3.4C Appealing a Complaint
A Representative may call for a Review Group if they feel they have been unfairly placed on probation. The Review Group will decide whether to maintain, change, or revoke the probation. They will provide their decision to QUSA and the Representative in question. Only the Representative in question may decide to release the decision to the Student Association.
3.5 Agreements with Other Bodies
3.5A University Administration
QUSA has the authority to create, negotiate, change, and dissolve agreements on behalf of the Student Association with Quest University Canada and bodies contained therein. Decisions regarding these agreements must occur in a setting open and transparent to the Student Association.
3.5B Other Student Organizations
QUSA has the authority to create, negotiate, change, and dissolve agreements on its own behalf with other student organizations. Decisions regarding these agreements must occur in a setting open and transparent to the Student Association.
QUSA Representatives
3.6 Elections
3.6A Candidates
The Representatives that comprise QUSA must be Student Association members elected by the Student Association. A Student Association member may only hold one Representative position at a time. QUSA must consist of between seven and fifteen Representatives. Representatives for every position are elected each year during the Spring semester. Those elected will enter office on May 1st, and leave office on April 31st of the following year. Representatives elected during by-elections will also leave office the April 31st after their election. Representatives may rerun for election as many times as they wish. If there are no nominees for a position, the Elections Committee, as described in Bylaw 3.6C, will actively recruit candidates for 48 hours after the nomination period has closed, or in the case of the Treasurer position, until (a) candidate(s) comes forward. If no candidates can be found for positions other than the Treasurer, a special election will be held in the beginning of the following Fall semester. If no candidates come forward for this special election, the position will remain vacant until the next elections.
3.6B Voting Procedures
Votes for electing Representatives must be open to all Student Association members. Representatives are elected using instant-runoff voting. On each ballot, there will be a non-confidence option. If the non-confidence option wins the election, another election for that position will be held as soon as possible. The results of the election, including the vote tallies, must be promptly released to the Student Association after the close of the voting period. The exact timing of elections, the Representative positions, and campaigning rules must be all specified in (a) Tier 2 Bylaw(s). Changes to the Representative positions come into effect for the next full QUSA election. As such, a change does not affect Representatives in office at the time the Bylaw is changed. For clarity, this also means the position that is fulfilling the role of the Treasurer must be designated before the election. Campaigning rules may not be altered during an election.
3.6C Elections Committee
QUSA elections will be run by an Elections Committee. The Chairperson will convene the Elections Committee by sending an all-student email welcoming submissions of statements of interest. The Chairperson will select between three and five students to form the committee, none of whom may be currently-elected Representatives or candidates for elected positions. If the Chairperson is a candidate, another QUSA employee will replace them in this process, who may be specifically hired for this purpose. The students on the Elections Committee report their hours and are paid as QUSA employees. Further information on the role and responsibilities are included in a Tier 2 Bylaw to further guide the Elections Committee (Bylaw 2.1C).
3.7 Resignation
A Representative may resign from their position by giving four weeks’ notice to QUSA. In case of an emergency, QUSA may waive the four weeks’ notice that a Representative is obliged to give. After a Representative resigns, replacement will occur as specified in Bylaw 3.9.
3.8 Complaints and Removal
3.8A Grounds for Complaints and Removal
A Representative will undergo the process that follows in the event that any Student Association member, including another Representative, files a written complaint about them through the Chairperson. Complaints may be filed in the cases of misconduct, including but not limited to
disrespectful and oppressive language and actions, and threats and acts of violence, not limited to when the Representative is acting in an official QUSA capacity; not fulfilling the duties of their position as outlined in the Constitution and Bylaws; and breaking the Constitution and Bylaws. Complaints will follow the process as specified in Bylaw 3.8 unless the complaint is about multiple Representatives or is filed by at least 3% of the Student Association. In these cases, those filing the complaint may choose to proceed directly to the student removal vote, as specified in Bylaw 3.8C.
3.8B QUSA Process
The Chairperson will review the complaint by speaking with the relevant parties. Their review will include consideration for the effect of social power in interpersonal interactions. Further process details may be found in the Tier 1 Bylaw detailing the Chairperson’s duties and responsibilities (Bylaw 1.4B). If the Chairperson concludes that the Representative in question has acted inappropriately, the Representative will be placed on probation. The length of the probation period will be decided on by the Chairperson and will be for no longer than three weeks. In all cases except for when the Complaint is about not fulfilling their duties, a Representative on probation may not fulfill any of their duties
including but not limited to attending QUSA meetings, voting in QUSA decisions, or acting in any official capacity as a Representative. QUSA will divide the duties of the Representative in question amongst themselves during the probation. In the case that the Representative is on probation for failing to fulfill the duties of their position, they will continue their QUSA duties with supervision from another Representative, designated for this role by QUSA. Representatives do not receive stipend installments while they are on probation. If a Representative feels they have been unfairly placed on probation, they can call for a Review Group as specified in Bylaw 3.4C. If the Chairperson is not satisfied that the
Representative has changed their conduct and/or made sufficient reparations during this probationary period, QUSA will vote to remove them from office. Before a vote occurs the Representative in question will be allowed to speak in their own defense. A two-thirds majority is required to remove a Representative from office. If the Chairperson is perceived by any of the involved parties as having a conflict of interest, an individual that is mutually decided upon by the involved parties will carry out their role as described above.
3.8C Student Removal Vote
A Student Association removal vote may be called for as specified in Bylaw 3.8A. Additionally, if a Representative is not removed from office after undergoing the process specified in Bylaw 3.8B, the Student Association member(s) who filed the complaint may call for such a vote by submitting a petition of at least 3% Student Association members to the Chairperson and QUSA. These Student Association members will indicate on their petition who, out of the Representatives and employees of QUSA, they would like to coordinate the vote. For the outcome of the vote to take effect, 30% of the student body must cast a ‘yes’ vote, and 65% of the votes cast must be ‘yes’.
3.9 Replacing Resigned or Removed Representatives
3.9A Replacing One or Some Representatives
If one or some Representatives have resigned or been removed, a byelection will be held for the vacated position(s) automatically unless there is less than three months left in the term. If there is less than three months left and the minimum number of Representatives required is met, as specified in Bylaw 3.5A, QUSA will decide whether to hold a byelection. The byelection will be run by an Elections Committee, as described in Bylaw 3.6B.
3.9B Replacing an Entire QUSA
If all Representatives have resigned or been removed, an Elections Committee will be formed by all interested Student Association members. Student Association members must ensure clear communication with regards to the Elections Committee in order that only one committee is formed and that all interested Student Association members can participate. The Elections Committee must run a nomination period, Representative debates, a voting period, as well as announce the rules for campaigning and the results of the vote. The Elections Committee must publicize the timeline and rules for the election. The Elections Committee is responsible for collecting and publicizing nominations, arranging debates including booking spaces and facilitating student questions, monitoring and regulating campaigning, setting up online voting through the Quest Portal, and publishing the results of the election including vote counts. No member of the Elections Committee may run in the election.
Finances
3.10 Student Association Fees
The Student Association fee is $100 CAD per Fall and Spring semester.
3.11 QUSA Budget
The Treasurer must create a budget for QUSA spending by the beginning of Fall semester. The first budget and any subsequent alterations throughout the year must be approved by QUSA as per their collective decision making procedures, which must be specified in a Tier 2 Bylaw. The budget, budget alterations, and the general ledger of all QUSA spending must be published to the Student Association.
3.12 Compensation for Review Groups During the Fall and Spring Semester
3.12A Compensation Amount
In the Tier 2 Bylaw describing positions, it is specified during which semesters each Representative works. For each of the Fall and Spring semesters that a Representative works, they are compensated for their work with a stipend that is equal to 120 multiplied by the hourly campus Work-Study wage. Representatives receive installments of this stipend every two weeks. Representatives may not be monetarily compensated for their work on QUSA during Fall and Spring semesters in any other manner.
3.12B Accountability
Representatives publish the work they have done for QUSA to the Student Association by the last QUSA meeting of each Quest block. Representatives are expected to spend an average of at least four hours per week fulfilling their role and responsibilities on QUSA as specified in a Tier 2 Bylaw. Representatives are responsible for holding one another accountable to this expectation. If a Representative is not meeting this expectation, nor responding to calls for improvement from other Representatives and/or Student Association members, the Complaint Process may be pursued, as specified in Bylaw 3.7. As described in the Complaint Process, if a Representative is put on probation, they will not receive stipend installments during that probation period.
3.13 Compensation for Representatives During the Summer Semester
If a Representative works during the Summer semester, they will submit their hours and work completed at the end of the semester to QUSA. QUSA will by consensus determine an amount for their stipend. The amount will be proportionate to the compensation for Fall and Spring semesters, will not be more than 120 multiplied by the hourly campus Work-Study wage, and will not exceed what an hourly Work-Study wage would equal. Representatives may not be monetarily compensated for their work on QUSA during the Summer semester in any other manner.
3.14 QUSA Employees
The hourly wage for QUSA employees must be decided upon by QUSA before the hiring process begins. The Representatives that form hiring committees are decided upon with consensus approval from the entire QUSA. Further specifications of the hiring process can be found in a Tier 2 Bylaw.
3.15 Constitution Edits
The Constitution and Bylaws may be edited without a referendum to correct a bylaw reference, meaning “Bylaw #.#X”.
Tier 1 Bylaws
1.1 Funding Procedures
1.1A Proposals
Any Student Association member or QUSA ratified club or group may submit a proposal for funding to QUSA. Funding proposals to QUSA belong to one of three categories: proposals requesting less than, or equal to, $300 CAD, referred to as Fast Track Proposals; proposals requesting between $300 CAD and $3,000 CAD, referred to as Common Proposals; and proposals requesting $3,000 CAD or more, referred to as Major Proposals. Fast Track Proposals are to be addressed to one pertinent Representative, and may be funded from their Representative Budget at their own discretion. If a Fast Track Proposal is for an event, it must be submitted to the appropriate Representative no later than three days prior to the event date. Common Proposals and Major Proposals are voted on according to the voting procedures as laid out in Bylaw 2.3. If a Common Proposal is for an event, it must be presented to QUSA at least four weeks prior to the event date. If a Major Proposal is for an event, it must be presented to QUSA at least twelve weeks prior to the event date. If a proposal is approved, it will be funded according to the procedure in Bylaw 2.2F.
1.1B Grants
QUSA has three types of grants: the Student Development Grant (SDG), the Student Initiative Grant (SIG), and the Student Arts Grant (SAG). Any Student Association member can apply for these grants. An SDG may be awarded to an applicant seeking to enhance a skill if that applicant has a tangible plan to share their acquired knowledge with the community. An SIG may be awarded to an applicant seeking to start a new or improve an existing initiative that would benefit the community. An SAG may be awarded to an applicant seeking to create an art piece that would benefit the community. A rotating committee of at least three representatives will decide whether to approve the application by consensus. This committee will meet at least twice per block unless no applications are submitted. If a grant is approved, it will be funded according to the procedure in Bylaw 2.2F.
1.2 Meetings
1.2A Meeting Times
QUSA has three types of meetings: funding meetings, policy meetings, and internal meetings. QUSA meets on the first and third Wednesday of each block for funding meetings at 6PM in AC309. QUSA meets on the first and third Monday of each block for policy meetings at 6PM in AC309. The second Monday of each block will be reserved for the internal meeting which will take place at 6pm in Academic Room AC309. Additionally, ad hoc funding or policy meetings may be scheduled as QUSA sees fit. It is the President’s responsibility to ensure that the appropriate space is booked for meetings, and to communicate this meeting space to all of QUSA and Student Association.
1.2B Funding Meeting Structure
The funding meetings are facilitated by the Chairperson and minutes are taken by the Secretary. Funding proposals that were submitted by the Saturday at midnight before the meeting and that have met the requirements of the Chairperson will be reviewed. After a discussion has been held at the funding meeting regarding whether the proposal aligns with the vision and mission of QUSA, the Representative who sponsored the proposal must motion to either fund the proposal or to table the proposal. Another Representative must second the motion. The motion is then voted on according to the procedure in Bylaw 2.3.
1.2C Policy Meeting Structure
The policy meetings are facilitated by the President and minutes are taken by the Secretary. Any Representative may add an item to the agenda, which the President will distribute to QUSA and the Student Association prior to the meeting.
1.2D Internal Policy Meeting Structure
The internal policy meetings are chaired by the President and minutes are taken by the Secretary. These minutes are not published to the Student Association. An agenda for the meeting including any decisions made will be published to the Student Association.
1.3 Employees
1.3A Employee Payment
All QUSA employee positions are paid at the standard campus Work-Study rate. Unlike Work-Study positions, there is no limit on the number of hours an QUSA employee may work. All employees must submit a monthly briefing detailing their work to the Executive team.
1.3B Chairperson Responsibilities
The Chairperson is responsible for facilitating QUSA meetings, and for ensuring adherence to the Constitution, bylaws, and policies of QUSA. The Chairperson’s duties include but are not limited to: chairing all funding meetings of QUSA, which includes: sending pre-meeting emails containing proposals to be discussed, posting proposals to public QUSA Google drive, announcing any procedural changes, facilitating discussion, tallying and announcement of votes; familiarizing themselves with the Constitution as well as all associated bylaws and policy statements and acting as a reference for Representatives regarding this information; supervising election, referenda, complaint, and impeachment procedures as outlined in Bylaws 3.1A, 3.1B, 3.2A.ii, 3.2C, and 3.3B. The chairperson is also responsible for communicating with ministers who are seeking to recuse themselves from a discussion and vote at a funding meeting. The chairperson will uphold the highest level of confidentiality when handling ministerial reasons for recusal. They will keep track of the reasons for recusal, but not the names involved in the individual cases.
1.3C Secretary Responsibilities
The Secretary is responsible for recording the minutes and attendance of QUSA funding and policy meetings. The Secretary is responsible for clearly communicating meeting updates to the student body in the form of weekly all-student emails. The Secretary is expected to be able to identify key points of discussion and resolutions; and have strong written communications skills; attend all QUSA funding and policy meetings; and upload meeting minutes to QUSA website in a timely manner.
1.3D Communications Officer Responsibilities
The Communications Officer is responsible for marketing QUSA brand and communicating QUSA information and updates to the student body. As such, the Communications Officer is responsible for attending QUSA funding and policy meetings, and remaining up-to-date on QUSA discussions and resolutions in order to craft relevant social media posts; creating or and/or purchasing promotional multimedia on behalf of QUSA (e.g. stickers, posters, videos); managing and updating QUSA social media accounts over the course of the year (e.g. Facebook, Twitter, QUSA website); providing regular updates to QUSA about the state and use of social media; and designing and implementing creative strategies in order to promote and raise awareness about QUSA. The Communications Officer must complete tasks requested by Representatives within three business days, notwithstanding extenuating circumstances.
The Communications Officer should have good communication skills, videography skills as well as previous social media advertising and graphic design experience. The Communications Officer must possess the following skills and experiences: a basic understanding of HTML and CSS or WordPress customization; good communication skills; familiarity with a number of social media platforms (Facebook, Twitter, etc.); filming and video editing skills; and a willingness to find creative means to market QUSA and to explain QUSA procedures. The Communications Officer must have the abilities to work regularly and independently, to concisely report information to QUSA representatives during meetings, and to communicate information about QUSA to the public through the use of a variety of graphic design strategies.
1.4 Clubs and Groups
QUSA holds a ratification process in order to maintain a list of clubs and groups at Quest University Canada and to allow clubs and groups to apply for funding. To be ratified, a club or group must submit an application and receive training from Student Affairs
1.5 Selection of Representatives for Quest Committees and Working Groups (section added October 1st, 2018
In cases where a Quest Committee or Working Group specifically request a Representative from QUSA, the President will offer the position to the Representative(s) whose responsibilities outlined in Bylaw 1.4 best match the mandate of the said group. In the case that the nominated Representative refuses this offer, the opportunity will be made public to all Representatives. Â Nominees can nominate themselves or they can be nominated by other Representatives. The decision will be made by a consensus Council vote. Quorum for consensus votes is one less than the total number of Representatives on the Council. If the membership of the Committee or Working Group is open to all members of the Students’ Association or is not otherwise stated, the opportunity will be made public to all members of the Students’ Association. In the case that membership is open to the Students’ Association, the nomination window should last for at least three days before closing. All nominees will thereafter be selected by a consensus Council vote. Should the selected nominee refuse the position, the Council may run a consensus vote for their next nominee. If all nominees refuse the offer, then the President can choose to open up the opportunity again to the Students’ Association or cease the search by informing the requesting Committee or Working Group.
Tier 2 Bylaws
2.1 Electoral Policies
2.1A Candidacy & Nominations
All students who will be pursuing full-time studies in the upcoming academic year may nominate themselves to be a Representative. In order to avoid conflicts of interest, members of the Residence Council and members of the masthead of the Mark for the upcoming year cannot run to be a Representative. In compliance with Learning Commons policies, Peer Tutors also cannot run to be a Representative. If a student is elected as a Representative, and chooses any of these conflicting on-campus roles, the Representative-elect must resign immediately from QUSA. An election for the replacement Representative will be held after resignation is submitted. If a Representative position receives no nominations, the nomination period for that position must be extended by twenty-four hours. If there are still no more nominations, the current QUSA must actively recruit for this position until a nominee is found or until the Representative elects come into power. Once such Representative elects become QUSA, they may choose to hold a by-election for the vacant position by consensus at any time during their term.
2.1B Timing
QUSA elections will occur every spring semester. They will both be run by one Elections Committee, which will be formed during the first block of the spring semester according to Bylaw 3.2A.ii. Executive Representative elections must occur during the second block and the rest of the Representative elections must occur during the third block. Executive candidates who are not elected may run for a non-Executive Representative position. Representative elects come into office and replace the existing Representatives the day after the end of Spring semester.
2.1C Elections Committee
The Elections Committee is formed as specified in Bylaw 3.2A.ii two weeks before any election activities begin. The Elections Committee will then create an elections plan that includes a timeline with a nomination period, Representative debates, a voting period,the announcement of results; and the rules for campaigning. They will present this to QUSA at a meeting open to all Student Association members at least one week before any election activities begin and may choose whether to incorporate QUSA and student feedback. The Elections Committee will then publicize the timeline and rules. The Elections Committee is then responsible for collecting and publicizing nominations, arranging debates including booking spaces and facilitating student questions, monitoring and regulating campaigning, setting up online voting through the Portal, and publishing the results of the election including vote counts.
2.1D Criteria & Voting
All student association members at the time of the elections are allowed to vote during QUSA elections. The voting process must occur online. Each position will have a non-confidence option. Voting must be open for one week and the winning candidates have twenty-four hours to accept or decline the position. The student body must be informed of the results via a formal QUSA announcement. If the non-confidence option wins an election, nominations will be reopened in the following block and the election will be held again for the position in question.
2.1E Campaigning
All campaigning and electoral policies and procedures not otherwise specified in the Constitution or Bylaws are to be determined by the Elections Committee before the opening of nominations.
2.2 Finances
2.2A Responsibilities of the Treasurer
The Minister of Finance serves as Treasurer of QUSA. The Treasurer is responsible for the creation of a budget, the keeping of administrative records, and the management of all funds. The Treasurer serves as a manager of the finances of QUSA. Eligibility for reimbursement is at the discretion of the Treasurer. All Representatives, including the Treasurer, are not allowed to use, spend, or alter funds without the consent of the Council.
2.2B Budget
It is the responsibility of the Treasurer to present a budget detailing the planned expenditures of the upcoming academic year. The budget is to be approved by a consensus Council vote. This budget must be made available to the Student Association for comment before it is voted upon.
2.2C Long-term Finances
If QUSA wishes to fund a large project over the span of several terms, the Treasurer must compose a multi-year financial plan that allocates a portion of each yearly budget to the project. The full, multi-year cost of this project determines whether it must be approved by a student referendum according to the procedure in Bylaw 3.1C.
2.2D Representative Budgets
For the purposes of efficiency and autonomy, each Representative shall be assigned a Representative Budget to be used for the funding of Fast Track Proposals as described in Bylaw 1.1. The value of each individual Representative Budget is to be determined during the general budget planning at the start of each academic year. Every Representative may fund Fast Track Proposals out of their Representative Budget at their own discretion.
2.2E Executive Emergency Fund
Part of the budget is designated as the Executive Emergency Budget, to be used in the case of an emergency situation that requires the immediate action of QUSA. The use of this budget must be decided by an Executive Team consensus vote. If the Executive Team decides to use the emergency fund, they must issue a written statement to the student body detailing their reason for doing so within 72 hours. This budget may be used for events that have already been funded in full at a funding meeting.
2.2F Post-Funding Procedures
After a proposal is funded by QUSA, the applicant will make the approved purchases and submit the receipts to the Treasurer for reimbursement within 30 days of the completion of event or purchase of materials The applicant may also present the Treasurer with an invoice, and the Treasurer will deliver a cheque to the invoicer. Grant recipients should apply for reimbursement in the same manner as other reimbursement requests. The Treasurer will issue a cheque within two weeks of a request being submitted. Full details on reimbursement can be found on the official QUSA website.
2.3 QUSA Voting Procedures
QUSA must vote as a council to approve a budget, fund Common and Major Proposals, and to decide whether to create, change, negotiate, or dissolve agreements with Quest University Canada or other student organizations. QUSA shall have only one method of voting on motions, wherein each council member shall cast one vote. In Funding Meetings, these votes will be anonymous at the time of the vote, and will be revealed in the meeting minutes. Two-thirds of total votes cast must be cast in favour of any motion for the adoption of any motion. If a voting member wishes to abstain from a vote they must discuss their reasons for recusal from the funding discussion and the consequent vote with the chairperson before the funding meeting occurs. Their vote shall be removed from the total number of votes cast, and the two-thirds majority will adjust as such. Eight current representatives of QUSA shall constitute quorum for meetings of QUSA. Recusals do not affect quorum. In the case of extenuating circumstances wherein an immediate QUSA decision is required, QUSA may vote outside of regular meeting times and/or online. The motion and result of the vote will be added to the next meeting’s minutes and publicized to the Student Association.
2.4 Representative Duties
2.4A The responsibilities of the President are as follows:
1. To serve as Chief Executive Officer of QUSA, and to act as the chief representative, spokesperson, and overall coordinator of all QUSA operations.
2. To maintain communication with the President of Quest University, the Board of Governors, the Parents’ Council, the Alumni Association, and the media.
3. To act as co-signer of QUSA bank account as well as a co-signer of all cheques with the Representative of Finance.
4. To oversee and document the creation of budget and all financial decisions.
5. To chair QUSA meetings in the case that the Chairperson is absent. In this situation they do not possess the right to vote except in the case of a tie.
6. To cast a second vote in the case of a tie at any QUSA meeting.
7. To provide clear leadership within QUSA and to facilitate the creation of a business plan.
8. To supervise all QUSA employees, i.e. Communications Officer, IT Officer, Chairperson, and Secretary.
9. To communicate with the Quest Administration’s Executive Team and Student Affairs in order to fulfill the duties.
2.4B The responsibilities of the Vice-President are as follows:
1. To assist the President with the administrative functioning of QUSA.
2. To liaise between different student leadership groups and to connect students and student groups working on initiatives.
3. To support and assist individual Representatives as needs arise.
2.4C The responsibilities of the Minister of Finance are as follows:
1. To serve as the Treasurer of QUSA.
2. To serve as a part of the Executive Team and assist the President and Vice-President in fulfilling their duties.
3. To oversee the payroll of the Representatives and employees of QUSA.
4. To sign contracts and purchase orders on behalf of QUSA, and to co-sign with the President or Vice-President all cast cheques.
5. To present an up-to-date budget detailing all the incomes and expenditures of QUSA at the end of each term.
6. To present an update to the general ledger at the end of each month.
7. To present an annual report to QUSA at the last meeting of the year.
2.4D The responsibilities of the Minister of Arts and Culture are as follows:
1. To liaise between the Quest community in matters regarding arts and culture on or affiliated with Quest campus.
2. To facilitate initiatives or events to promote or support arts and culture on campus.
3. To be a member of the Art’s Committee and act as a student voice on the committee.
4. To solicit student feedback of how to improve arts and culture on campus.
2.4E The responsibilities of the Concentration Representative are as follows:
1. To collaborate with the Foundation Representative, faculty, administration, the Chief Academic Officer, and students to ensure the success of the academic program at Quest.
2. To contribute to the hiring process of new faculty members.
3. To hold meetings at the end of each term for students in Concentration years to discuss the Concentration program, and to provide a report of this discussion to QUSA and the Chief Academic Officer.
4. To facilitate and develop initiatives to enhance student academic life at Quest University Canada.
5. To communicate student feedback on the Concentration Program to the Chief Academic Officer, faculty, and other relevant persons.
2.4F The responsibilities of the Foundation Representative are as follows:
1. To work with the faculty, administration, Chief Academic Officer, and students to ensure student satisfaction in academics, and to shape and improve the Foundation program at Quest.
2. To take on an active role in the collection of student feedback on academics and in the hiring of new faculty members, and to work alongside the Concentration Representative in this collection of feedback.
3. To communicate student feedback on the Foundation Program to the Chief Academic Officer, faculty, and other relevant persons.
4. To hold meetings at the end of each term for students in Foundation years to discuss the Foundation program, and to provide a report of this discussion to QUSA and the Chief Academic Officer.
5. To facilitate and develop initiatives to enhance student academic life at Quest University Canada.
2.4G The responsibilities of the Minister of Environment are as follows:
1. To ensure that the campus environment, both built and natural, is protected and considered in the future development of Quest campus and its surrounding area.
2. To protect the safety (physical and mental) and security of students in regards to their right to a clean and sustainable life.
3. To oversee and support environmental initiatives (both local and global) brought forward by students and clubs.
4. To liaise between administration, student clubs, groups and individuals to promote improved communication and success of: environmental initiatives, awareness on campus, and greater school support towards the Quest environment.
5. To provide support to clubs, groups and individuals who wish to begin or continue projects that increase environmental awareness and make the campus more environmentally friendly.
6. To attend at least one meeting per block which pertains to the campus and the environment.
7. To work closely with the Representative of External Affairs to better integrate the Quest and Squamish communities on issues regarding the environment.
2.4H The responsibilities of the Minister of External Affairs are as follows:
1. To liaise with the administration, staff, teachers, students, external affairs related student clubs and/or off campus organizations, clubs, and groups in matters regarding volunteering, extracurricular activities, and work opportunities on campus, or campus-affiliated.
2. To provide support for events and groups that engage the Quest and Squamish community.
3. To be aware of, and help facilitate opportunities for jobs, volunteering, internships, and other outside involvements within the community.
4. To facilitate connection between the students of Quest University Canada and the surrounding organizations and communities.
5. To ensure diverse opportunities are presented to the student body.
6. To support student initiatives that aim to engage Quest with the outside community.
7. To solicit and utilize feedback from students in regards to events and opportunities supported by the Representative of External Affairs.
2.4I The responsibilities of the Minister of Health and Wellness are as follows:
1. To promote and support all physical, sexual and mental health and wellness initiatives that Quest offers as well as the general health services in the Sea to Sky Corridor.
2. To hold at least one sub committee meeting per block to discuss any concerns or projects related to health and wellness on (or around) campus.
3. To act as a liaison for the students between the Food Committee, Student Affairs, the Health and Wellness Committee, Occupational Health and Safety Committee and the Emergency First Response Team.
4. To liaise with health and wellness related student clubs and /or with off campus organizations, clubs or groups in order to improve cohesion in health and wellness initiatives and groups on campus so as to effectively carry out the Representative duties.
5. To facilitate initiatives or events to promote or support sexual, physical and mental health and wellness on campus.
2.4J The responsibilities of the Minister of Human Rights are as follows:
1. To liaise with the administration, staff, university counsellors, and students on issues of Human Rights on campus.
2. To be a member of Quest University’s Diversity and Equity Committee and bring student ideas and concerns to that committee.
3. To advocate for students when they experience human rights abuse/discrimination.
4. To support and facilitate student access to discussions and events related to Human Rights and social justice issues.
5. To support and liaise with student clubs related to Human Rights.
6. To solicit student feedback about their experiences of and ideas of how to address issues related to Human Rights on campus.
7. To advocate for all campus events to be inclusive, particularly for students who face oppression or marginalization.
2.4K The responsibilities of the Minister of Internationalization are as follows:
1. To support international students in sharing their cultures on and off campus.
2. To facilitate connections between international students and the Squamish community.
3. To plan events for days of international significance.
4. To hold at least one committee meeting per block to discuss any concerns or projects related to internationalizing the Quest campus.
5. To solicit feedback from international students regarding international student affairs in order to improve their experience with the Student Association and Quest.
2.4L The responsibilities of the Minister of Recreation are as follows:
1. To facilitate communication between the Rec-Plex, varsity teams, and the rest of the university community.
2. To organize intramural sports every block and insure that they are accessible to a wide range of students on campus.
3. To support university clubs whose aim is to provide recreational opportunities to Quest students.
4. To create an atmosphere on campus which values and rewards recreational activity.
5. To create and support new recreational events on campus that create fun opportunities for all students.
2.4M Representative Portfolios
For the purposes of consistency and continuity, every Representative is expected to compose a Representative Portfolio that is to be presented to the Representative Elect no later than the last QUSA meeting of the year. The Representative Portfolio details the responsibilities, contacts, committees, documents, property and, in case of the Representative of Finance, any outstanding debit or credit, relevant to their position. This portfolio may also include any general advice for the Representative Elect, based on the experience of the Representative.
2.4N Representative Work Timeline
The President, Vice President, and Minister of Finance work during the Summer, Fall, and Spring semesters. The Minister of Arts and Culture, Concentration Representative, Foundation Representative, Minister of Environment, Minister of External Affairs, Minister of Health and Wellness, Minister of Human Rights, Minister of Internationalization, and Minister of Recreation work during the Fall and Spring semesters. In accordance with Bylaw 3.13, this means that only the Executive Team could be compensated for work during the summer.
2.5 QUSA Employees (section updated October 1st, 2018)
2.5A Hiring
New employees may be hired by QUSA to enhance the fulfillment of their collective mandate. Applicants cannot simultaneously hold the Residence Council Chair position and/or sit on The Mark Masthead. The duties and responsibilities of QUSA employees are specified by position in Bylaw 1.3. For any hired position, a Hiring Committee must be established that consists of no less than four and no more than five Representatives. The Hiring Committee is established by the President. The Hiring Committee will publicize the employment opening to the Student Association, collect applications, and interview candidates. The Hiring Committee will decide whether or not to hire an applicant by consensus. The Hiring Committee will not discriminate on the basis of oppressed identities against candidates in their selection of an applicant. Once the Hiring Committee has come to a consensus, they will inform the rest of QUSA of who they have selected. Quorum for consensus votes is one less than the total number of Representatives on the Hiring Committee. Any complaints about the hiring process by applicants must follow the complaint process outlined in Bylaw 3.8.
2.5B Employee Contract and Dismissal
Every employee will have an employment contract with QUSA that specifies their duties and compensation as established in Bylaw 1.4, the Representative designated to supervise their work, and the terms under which they may be dismissed. The President has the role of dismissing employees. If Representatives believe an employee should be dismissed for a reason covered by the terms in their contract but the President disagrees, they may vote to dismiss the employee. At least two-thirds of Representatives must vote in favour for the employee to be dismissed. The employee in question will decide whether or not this vote will be made known to the Student Association.Applicants cannot simultaneously hold the Residence Council Chair position and/or sit on Tthe Mark MastheadApplicants cannot simultaneously hold the Residence Council Chair position and/or sit on Tthe Mark Masthead.Applicants cannot simultaneously hold the Residence Council Chair position and/or sit on The Mark Masthead.Applicants cannot simultaneously hold the Residence Council Chair position and/or sit on The Mark Masthead.Applicants cannot simultaneously hold the Residence Council Chair position and/or sit on The Mark Masthead.
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