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Society Policy Society Policy EFFECTIVE: May 1, 2008 LAST REVISED: July 9, 2008 Dalhousie Student Union Society Policy Table of Contents DEFINITIONS ……………………………………………………………………………………………….4 SECTION 1: SOCIETY CLASSIFICATIONS……………………………………………………………6 1. ACADEMIC FACULTY 2. ACADEMIC DEPARTMENT / PROGRAMS 3. RESIDENCE HALLS 4. RESIDENCE HOUSES 5. COMMUNITY / CULTURAL BASED 6. RELIGIOUS 7. CHARITY / VOLUNTEER 8. SPORTS 9. POLITICAL 10. GENERAL INTEREST, OTHER, MISCELLANEOUS 11. REFERENDUM MANDATED 12. JOINT 13. UMBRELLA SECTION 2: RATIFICATION……………………………………………………………………………..8 1. PURPOSE………………………………………………………………………………………...8 2. SOCIETY REVIEW COMMITTEE……………………………………………………………...8 3. DEADLINES………………………………………………………………………………………8 4. NOTIFICATION OF RATIFICATION………………………………………………………......8 5. SOCIETY CONSTITUTION……………………………………………………………………..9 6. GENERAL………………………………………………………………………………………..11 7. APPEALS………………………………………………………………………………………... 12 8. PRIVILEGES………………………………………………................................................... 12 SECTION 3: DISCIPLINARY MEASURES……………………………………………………………14 1. CAUSE FOR……………………………………………………………………………………..14 2. DE-RATIFICATION………………………………………………………………………......... 14 . SECTION 4: SOCIETY FINANCES…………………………………………………………………… 16 1. BUDGETING…………………………………………………………………………………… . 16 2. LEVIED AND UMBRELLA SOCIETY AUDITS……………………………………………... 16 3. OUTSTANDING BALANCE AND DEBT…………………………………………………… 16 4. SURPLUS…………………………………………………………………………………………. 5. DISSOLUTION……………………………………………………………………………………. SECTION 5: RISK MANAGEMENT……………………………………………………………………18 1. PURPOSE……………………………………………………………………………………….18 2. ALCOHOL RELATED EVENTS……………………………………………………………….18 3. OFF CAMPUS EVENTS………………………………………………………………………. 18 4. PROHIBITED EVENTS………………………………………………………………………...18 2 SECTION 6: JOINT SOCIETIES……………………………………………………………………….19 SECTION 7: REFERENDUM MANDATED SOCIETIES…………………………………………….20 PURPOSE……………………………………………………………………………………….20 DALHOUSIE GAZETTE PUBLISHING SOCIETY…………………………………………..21 DALHOUSIE WOMEN’S CENTRE SOCIETY……………………………………………....23 DALOUT…………………………………………………………………………………………25 WORLD UNIVERSITY SERVICES OF CANADA (WUSC)………………........................26 CKDU – FM SOCIETY…………………………………………………………………………28 PUBLIC INTEREST RESEARCH GROUP AT DALHOUSIE UNIVERSITY (DAL-PIRG)30 DALHOUSIE SEXTANT PUBLISHING SOCIETY…………………………………………..31 APPENDIX 1: JOINT SOCIETIES - EXISTING BILATERAL AGREEMENTS …………………..32 APPENDIX 2: USEFUL LINKS…………………………………………………………………………33 3 DEFINITIONS EFFECTIVE: May 1, 2008 LAST REVISED: April 9, 2008 AMENDED: COMMITTEE: Society Policy (Ad-hoc Committee) Academic Year – means from May 1 st to April 30 th . Constituent Society – means a society affiliated with an Umbrella society that collects a levy. Executive Member – means individual member of a society that fills an executive position, is accountable to and for the society and is a Union member. Executive Position – means an executive office that has a portfolio of duties and responsibilities as indicated in a society’s constitution. Election Procedures - means the process by which a society selects their executive members. Financial Records – means general ledger, cheque book, deposit book, transaction records, bank reconciliations, bank statements, signed meeting minutes and approved budget. General Meeting – means a gathering open to all members of a society where roll call is taken and has a quorum as defined by a society’s constitution. Grants Committee – means an empowered committee of Council composed of the Vice President (Internal) who is the Chair of the committee, two non-Executive members of the Council, and the Vice President (Finance and Operations). Members of the Union / Union Members - means all registered students at Dalhousie University who have paid the prescribed fee. Membership Fees – means a fee paid to the Society for participation in the societies’ activities.1 Joint Society – means any Union society that selects one or more non-Union members to an executive position or offers voting privileges to non-Union members. 2 Umbrella Society – means a society such as an academic faculty or residence hall which collects a student levy and distributes funds to affiliated societies. Referendum Mandated Society – means a society that have been mandated through a Union referendum to receive a direct levy from all members of the Union. 3 Society – means a club or organization ratified by the Union. Society Review Committee – means an empowered committee of Council that evaluates societies and the fees they collect, offer assistance to the societies where needed, review all societies prior to ratification, ratify societies and report to each Council meeting newly ratified societies. Levy – means all Union administered fees.4 1 It is not mandatory for societies to charge a membership fee. 2 This definition is not applicable to referendum mandated societies. Refer to Section 6. 3 Refer to Section 7. 4 For the purpose of this policy, this levy definition applies to levies collected by the Union from the society’s membership for the society. 4 Union – means Dalhousie Student Union Incorporated. Voting Member – means a member of a society who pays a specific fee or levy (if applicable) and is entitled to vote. 5 SECTION 1: SOCIETY CLASSIFICATIONS EFFECTIVE: May 1, 2008 LAST REVISED: April 9, 2008 AMENDED: COMMITTEE: Society Policy (Ad-hoc Committee) PREAMBLE A society may belong to more than one society classification recognized. Classifications must be recognized by the Union and the society upon ratification. 1. ACADEMIC FACULTY Societies that represent an academic Faculty as listed in the University Academic Calendar. 2. ACADEMIC DEPARTMENT / PROGRAMS / SCHOOLS Societies that represent an academic department, program, or school as listed in the University Academic Calendar. 3. RESIDENCE HALLS Societies that represent a Dalhousie University Residence Hall. 4. RESIDENCE HOUSES Societies that represent a Dalhousie University Residence House that has an umbrella Residence Hall. 5. COMMUNITY / CULTURAL Interest-based societies that affiliate with a community, lifestyle, ethnicity and/or culture. 6. RELIGIOUS / SPIRITUAL Interest-based societies that affiliate with a religious / spiritual belief. 7. CHARITY / VOLUNTEER Interest-based societies that affiliate with a charitable cause and/or volunteer opportunities. 8. SPORTS Interest-based societies that focus on an athletic sport. 9. POLITICAL Interest-based societies that affiliate with a political and/or lobby organization. 10. GENERAL INTEREST, OTHER, MISCELLANEOUS Interest-based societies with a defined focus. 6 11. REFERENDUM MANDATED Societies that have been mandated through a Union referendum to receive a direct levy from all members of the Union. Refer to Section 7. 12. LEVIED Societies which receive a direct levy from its membership that is administered by the Union. 13. JOINT Societies whose executive or voting membership includes a non-member of the Union. Refer to Section 6. 14. UMBRELLA Societies that receive a direct levy and redistribute funds to affiliated constituent societies. 7 SECTION 2: RATIFICATION EFFECTIVE: May 1, 2008 LAST REVISED: April 9, 2008 AMENDED: COMMITTEE: Society Policy (Ad-hoc Committee) 1. PURPOSE 1.1 The Union requires that all societies adhere to certain requirements prior to ratification. Those that do not meet the following requirements will not be considered for ratification. 1.2 A society’s application for ratification must be approved by the Society Review Committee before it is officially recognized as a Union Society. 2. SOCIETY REVIEW COMMITTEE 2.1 As per Committee Regulation section of the Union Constitution, the Society Review Committee is mandated by Council to evaluate societies and the fees they collect, offer assistance to the societies where needed, review all societies prior to ratification, ratify societies and report to each Council meeting all newly ratified societies. 3. DEADLINES 3.1 Applications for society ratification are accepted starting May 1 st of each year by the Vice- President (Internal). 3.2 The ratification of societies shall expire April 30 th of each year, regardless of when the society was ratified. 3.3 The Society Review Committee, at the beginning of each year, shall choose a date by which all societies must have applied for ratification. It is the responsibility of the DSU Vice President (Internal) to ensure that this date is advertised. 3.4 Prior to the ratification deadline, a minimum of seven calendar days is required for the Society Review Committee to process an application. Following the ratification deadline, the Committee shall meet once per month to review applications for ratification that have been received after the ratification deadline. 3.5 In the event that the Society Review Committee is unable to reach quorum prior to the ratification deadline, the Union Executive shall meet to review society applications for ratification. 4. NOTIFICATION OF RATIFICATION 4.1 Societies are notified by email within one week of their ratification by the Union. 8 5. SOCIETY CONSTITUTION 5.1 The society must be governed by a constitution. Prior to ratification, the society constitution must be submitted to the Society Review Committee. 5.2 The society’s constitution must include the following elements: 5.2.1 Name of the society The name of the society that will be used in all official capacities. 5.2.2 Purpose of the society The society must not have a purpose that conflicts with the Union’s mission and vision statements. The Society must not have the same purpose as any society
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