Societies

ARTICLE V
SOCIETIES

A. DEFINITION:

• I. Any student organization in a department within the faculty may apply to become a society of the ASU, subject to the following;
  • i. no department may have more than one (1) society representing the students of that department and;
  • ii. a group of societies may amalgamate to form a single society to represent the students of the participating departments as a whole, subject to council approval.
  • iii. as per a change occurring in the 2005/2006 school year, the department of Drama and Speech Communication acts as an exception to A.1.a. This is to reflect the distinct differences between the two and their desire to operate independently of each other.
• II. They shall be constituted as representing the student body in their subject area and membership shall be open to all students of that subject area.
• III. An organization can only be made an official society after its Constitution is current, published, and approved, along with its executive list, by the ASU executive and council. In cases where a Constitution has been provided in a previous term, a member of the society is required to inform the Vice President (Internal) that they are operating under the previous term’s Constitution.
• IV. Any society under the umbrella of the ASU which fails to attend two-thirds (2/3) of all council meetings each term will result in dismissal of the society status until:
  • i. the society attends two-thirds (2/3) of all council meetings during the term or the following term; or
  • ii. an appeal is accepted by the ASU executive and is seconded by council.
• V. They shall provide for their constituents social and educational activities, information, and resources.

B. RESPONSIBILITIES:

• I. Societies are subject to being financed solely by the allotments provided to them by the ASU and must gain council approval to accept all other donations and consequently report subsequent donations to the ASU Vice President Finance.
• II. Societies shall be subject to all rules, procedures, and regulations of the ASU.
• III. Societies shall appoint a member of their executive to have the right to vote for that society at Council meetings. In cases where societies have yet to hold an election in that term, executive members from a previous term have the right to vote.
• IV. Each constituent society shall prepare a Treasurer’s Report at the end of every term to be presented at the second Council meeting of the following term, and should include the following;
  • i. a detailed report and budget of each event held during the subject term outlining expenses and revenues; and
  • ii. an official statement of savings held in all accounts; and
  • iii. a detailed budget covering the overall finances of the club; and
  • iv. a proposed overall budget for the current term.
• V. Societies are encouraged to make every effort to balance social and educational programming within their events.
• VI. All societies are required to complete the Federation of Students event forms for their events, and are only permitted to proceed if given permission.