CONSTITUTION OF
New College
Student Council
•
Adopted
September 13, 1971
•
Revised
April 29, 2011
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TABLE OF CONTENTS
CONSTITUTION OF NEW COLLEGE STUDENT COUNCIL ...........................................................................4
ARTICLE II - PURPOSES OFNCSC ............................................................................................................. .........4
ARTICLE III - THE CONSTITUENCY OF THE NCSC ........................................................................................4
ARTICLE IV - NCSC MEMBERSHIP ............................................................................................................. .......4
ARTICLE V - DUTIES OF THE PRESIDENT .......................................................................................................6
ARTICLE VI - DUTIES OF THE VICE-PRESIDENT ADMINISTRATION
........................................................7
ARTICLE VII - DUTIES OF THE VICE-PRESIDENT FINANCES .....................................................................8
ARTICLE VIII - DUTIES OF THE VICE-PRESIDENT STUDENT LIFE ............................................................9
ARTICLE IX - DUTIES OF THE DIRECTORS
....................................................................................................10
ARTICLE X - MARKETING AND COMMUNICATIONS COMMISSION
.......................................................11
ARTICLE XI - EDUCATION AND PHILANTHROPY COMMISSION
.............................................................11
ARTICLE XII - SOCIAL COMMISSION
..............................................................................................................11
ARTICLE XIII - ATHLETICS COMMISSIONS
...................................................................................................12
ARTICLE XIV - OFF CAMPUS COMMISSION
..................................................................................................12
ARTICLE XV - ELECTRONIC- COMMUNICATIONS COMMISSION
............................................................12
ARTICLE XVI - EQUITY AND SUSTAINABILITY COMMISSION
.................................................................12
ARTICLE XVII - DUTIES OF THE FIRST YEAR REPRESENTATIVES
..........................................................12
ARTICLE XVIII - DUTIES OF THE MIDDLE YEAR REPRESENTATIVES
....................................................13
ARTICLE XIX - DUTIES OF THE GRADUATING STUDENTS REPRESENTATIVES
..................................13
ARTICLE XX - INTERNATIONAL FOUNDATIONS PROGRAM REPRESENTATIVES
................................14
ARTICLE XXI - DUTIES OF NEW COLLEGE COUNCIL REPRESENTATIVES
............................................14
ARTICLE XXII - CONTRACT SIGNING
.............................................................................................................15
ARTICLE XXIII - THE WINDOW
........................................................................................................................15
ARTICLE XXIV - THE ORIENTATION CHAIR AND VICE-CHAIR OF FINANCES
.....................................15
ARTICLE XXV - NCSC SPEAKER ......................................................................................................................18
ARTICLE XXVI - FINANCES AND AWARDS
....................................................................................................19
ARTICLE XXVII - THE GRANTS COMMITTEE ...............................................................................................20
ARTICLE XXVIII - MEETINGS AND PROCEDURES
......................................................................................22
ARTICLE XXIX - REMOVAL FROM OFFICE
...................................................................................................23
ARTICLE XXV - ELECTIONS: GENERAL INFORMATION
............................................................................24
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ARTICLE XXVI - POSITION VACANCIES AND APPOINTMENTS
................................................................24
ARTICLE XXVII - JOINT MEETING OF THE COUNCILS
...............................................................................25
ARTICLE XXVIII - REFERENDA
........................................................................................................................25
ARTICLE XXIX - AMENDMENTS TO THIS CONSTITUTION
........................................................................25
ARTICLE XXX - THE NCSC MASCOT
...............................................................................................................26
ARTICLE XXXI - NEW COLLEGE SPIRIT SQUAD
..........................................................................................26
ARTICLE XXXII - MOSAIC ...................................................................................................................... ...........27
ARTICLE XXXIII - NEW COLLEGE CLUBS .....................................................................................................27
ARTICLE XXXIV - UNIVERSITY WIDE EVENTS
............................................................................................27
ARTICLE XXXV - THE NCSC SPIRIT AWARD
.................................................................................................27
APPENDIX A - ELECTION POLICIES .................................................................................................................28
APPENDIX B - POLICY FOR NEW COLLEGE CLUBS
....................................................................................35
Revision History — Constitution of New College Student Council
Adopted
September 13, 1971
Previous Revisions
February 28, 1993
February 27, 1994
March 2, 1994
September 2, 1994
March 2, 1997
March 3, 2000
April 8, 2000
March 30, 2003
September 18, 2003
November 21, 2003
March 4, 2004
February 25, 2005
April 2, 2006
February, 2007
June, 2007
March 31, 2008
April 15, 2009
March, 2010
April, 2011
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Constitution of New College Student Council
1. There shall be a body known as the New College Student Council (NCSC).
Article II — Purposes of NCSC
1. It shall have as its purposes the following:
a. To act as the official representative of the New College student body in matters
pertaining to that student body as a whole;
b. To encourage the multi-faculty concept at New College;
c. To take the lead in organizing non-academic activities in New College and;
d. To encourage and promote such activities and behaviour as would reflect well upon
the honour, diversity, and reputation of the student body of New College and the
University.
Article III — The Constituency of the NCSC
1. The Constituency of the NCSC shall be composed of students in the Faculty of Arts and
Science who are registered in the Office of the Registrar and divisions of the University
of Toronto who have otherwise registered in New College and who have paid the
appropriate New College Membership Fee.
Article IV — NCSC Membership
1. The NCSC shall be composed of at least twenty-four members of the Constituency that
the NCSC governs.
2. The following positions shall be filled through the general election by the Constituency
(see Article XXVI) and shall have the right to vote at meetings of the NCSC:
President
Vice-President Administration
Vice-President Finances
Vice-President Student Life
Directors of the following Commissions:
• Co-ed Athletics
• Women’s Athletics
• Men’s Athletics
• Marketing and Communications (2)
• Commuting Students (2)
• Education and Philanthropy
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• Social
• Electronic-Communications
• Equity
First Year Representatives (2)
Middle Year Representatives (2)
Graduating Students Representatives (2)
New College Council Representatives (4)
IFP Representatives (2)
3. Also, Constituency members elected to the U.T.S.U. Board of Directors in accordance
with the by-laws of the University of Toronto Students’ Union (U.T.S.U.), shall each be
entitled to a vote as U.T.S.U. Representatives at the meetings of Council, provided that
any conflicts between the U.T.S.U. and NCSC Constitutions and by-laws are settled to
the satisfaction of NCSC. These members may be removed from their positions on
Council (as per Article XXII) although this may not affect their standing with U.T.S.U.
4. Also, one representative from the New College Residence Council (NCRC) shall be
entitled to a vote at the meetings of Council, provided that any conflict between the
Residence Councils and NCSC Constitutions and by-laws are settled to the satisfaction of
NCSC.
5. Meetings of the NCSC shall be chaired by the Speaker of Council (described in Article
XVIII), who is appointed by council (as per Article XVIII) and who shall not have a vote.
6. All positions of the NCSC, except those students serving in the capacity of U.T.S.U. and
NCRC reps, shall have a term of one (academic) year, beginning on May 1st of the year
of elections and ending on April 30th of the following year.
7. Every Director and Representative of the NCSC shall be responsible for at least two
office hours per week to be held between the hours of 10 am - 6 pm Monday to Friday.
Executive members will be responsible for at least three office hours a week. NCSC
members must ask other NCSC members to cover their office hours in case of absence.
(NCSC members must communicate with the VP Admin to reschedule missed hours)
a. If an elected NCSC member misses four designated office hours they may
risk impeachment.
8. Every member of the NCSC must openly state a conflict of interest if present, and reveal
this conflict to all council members. No NCSC member shall gain any personal financial
profit from council activities. Any council member in violation of this statute shall be
subject to impeachment.
9. Every member of the NCSC and members-elect must participate in and the transition of
their position.
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10. All executives must participate in turnover, the retreat, and the 4-on-1 meetings.
11. At least two Executives must be within the vicinity of New College, University of
Toronto, at all times.
Article V — Duties of the President
1. The President shall be the Chief Executive Officer of the NCSC.
2. The President shall be responsible for calling meetings of the NCSC.
3. The President can be the second signatory on all cheques drawn on NCSC’s funds.
4. The President shall obtain the approval of the NCSC Executive for any proposal that
would cause the total commitment to exceed $1000, upon providing appropriate receipts.
This shall be reported to Council at its next meeting.
5. The President shall make arrangements for the selection process for a student to be
awarded the F.E. Wetmore Honour Award.
6. The President shall make arrangements for the selection process for a student to be
awarded the New College Student Council Centennial Award.
7. The President shall keep the officers of the College aware of NCSC business.
8. In the event of the absence, resignation or incapacity of a Vice-President, the President
will assume that Vice President’s duties until a new Vice-President is elected.
9. The President shall be responsible for calling and overseeing planning sessions with
individual members of the Council which will take place before and during the summer.
The purpose of these planning meetings is to devise a tentative schedule of events
planned for the academic year and to inform members of the NCSC to their respective
duties.
10. The President shall serve as the main liaison with other University Councils and
University wide groups.
Article VI — Duties of the Vice-President Administration
1. The Vice-President Administration shall, in the absence, incapacity or resignation of the
President, perform all duties pertaining to the Office of the President.
2. The Vice-President Administration shall be the Secretary of the NCSC.
3. The Vice-President Administration shall be responsible for the recording and publishing
of proceedings of all NCSC meetings.
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4. The Vice-President Administration shall make available to the College Principal, the
Registrar, the Director of Residence and Student Life, the President of the NCRC, and the
Administrative Assistant of the College, and post on the NCSC website, a copy of the
Agenda and Minutes of each meeting of the NCSC.
5. The Vice-President Administration shall conduct and file all correspondence to the
NCSC.
6. The Vice-President Administration shall notify NCSC members, the Administration, and
the student body of all meetings of the NCSC.
7. In College student elections, the Vice-President Administration shall coordinate with the
Chief Returning Officer of NCSC. The CRO is appointed by NCSC and must not be
running in the election.
8. In the fall of each year the Vice-President Administration shall take an inventory of the
property of the NCSC.
9. The Vice-President Administration shall make available a copy of Robert’s Rules of
Order for the reference of NCSC members. The Vice-President Administration shall also
distribute a simple summary of Robert’s Rules of Order to each member of the in-coming
NCSC at its first meeting.
10. The Vice-President Administration shall distribute a copy of the NCSC Constitution to
each member of the in-coming NCSC before or at its first meeting.
11. The Vice-President Administration can be the second signatory on all cheques drawn on
the Council’s funds.
12.The Vice-President Administration is responsible for ordering office supplies, and shall
ensure that office supplies are well stocked and organized. They should serve as the main
liaison with the New College cleaning staff and the New College stewards.
13. Vice-President Administration will be responsible for organizing the booking of the
NCSC Boardroom.
a. Booking of the NCSC boardroom shall be limited to New College student
groups and organizations.
Article VII — Duties of the Vice-President Finances
1. The Vice-President Finances shall be the Chief Financial Officer of the NCSC.
2. The Vice-President Finances shall receive, disburse, and account for all funds of the
NCSC. Upon the collection of the monies, a receipt should be issued to the person who
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gave the money and the VP Finance shall deposit the money within two weeks in the
Council’s bank account.
3. The Vice-President Finances along with the President, Vice-President Administration or
Vice-President Student Life, shall sign all cheques drawn on NCSC funds.
a. Upon receipt of an invoice of a pre-approved purchase, the Vice-President
Finances will reimburse the purchaser within two weeks.
4. The Vice-President Finances shall make a report of NCSC’s financial condition to the
NCSC at every full meeting, which shall include all credit card transactions since the last
report.
5. The Vice-President Finances shall be the sole signatory of the current year’s NCSC
designated credit card. The following conditions must be met:
a. The Vice-President Finances can make purchases on the credit card up to a limit
of $5000.00 for any one single purchase.
b. Individual purchases greater than $5000.00 shall require approval from full
council.
c. The credit card shall only be used for NCSC-related business.
d. Any infraction of the above mentioned clauses will require the Vice-President
Finances to hand over the credit card immediately, address a full emergency
NCSC meeting to discuss the situation, and assume all liabilities for unauthorized
expenditures.
e. The Vice-President Finances will be responsible for paying all balances on time.
f. At the end of the fiscal year, the current Vice-President Finances shall be
responsible for issuing a new card to the incoming Vice-President Finances.
6. The Vice-President Finances shall see that the books and financial statements of the
NCSC are audited according to the fiscal year and completed by September 1st.
a. In the event that the previous VP Finance does not fulfil their duties, the current VP
Finance shall work with the NCC Representatives to aid in the preparation of the
audit.
7. The Vice-President Finances shall have all current financial records, such as books of
account, bank statements, paid cheques, deposit books or slips, payment authorizations,
invoices and correspondences, made available to any member of the New College
Constituency.
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8. The Vice-President Finances shall see that the auditor’s report is presented to the NCSC
at the earliest opportunity.
9. The Vice-President Finances shall oversee that any ongoing bonds or term deposits for
the New College Formal of future years be continued, and that, as outlined in Article 19
section eight, the conditions are fulfilled for the bond of that year.
10. The Vice-President Finances shall be responsible for the formulation of a complete
Budget of Operation for the NCSC, based in part on budgets submitted by individual
Directors and Representatives. A preliminary budget shall be submitted to the NCSC to
be approved at its first meeting and a complete budget shall be submitted and approved at
its first meeting of the fall term.
11. The Vice-President Finances shall organize, promote, and oversee the grants program.
12. The Vice-President Finances shall be responsible for all aspects related to the Point-of-
Sale (POS) machine. This includes maintenance of the machine, closing the batch at a
determined schedule, and be the main liaison with Moneris Solutions.
13. The Vice-President Finance shall oversee and authorize all office-related expenditures.
Article VIII — Duties of the Vice-President Student Life
1. The Vice-President Student Life shall oversee the New College Clubs Program as
outlined in Appendix B.
2. The Vice-President Student Life shall be in charge of running and maintaining the
Students’ Lounge, including, but not limited to, co-ordinating events in the lounge and
liaising with the administration and students for all lounge-related activities and concerns.
3. The Vice-President Student Life shall run the NCSC’s locker sales program.
4. The Vice-President Student Life can be the second signatory on all cheques drawn on the
Council’s funds.
5. The Vice-President Student Life shall be responsible for co-ordinating the NCSC social
calendar of events for each semester with the relevant Directors and Representatives and
shall oversee and ensure regular correspondence is maintained.
6. The Vice-President Student Life shall assist the other members of the NCSC Executive
and the NCSC as needed, and is entitled to all the rights and privileges of an NCSC
Executive.
7. The Vice-President Student Life shall be the chair of the Sustainability Commission to
ensure all NCSC activities and the NCSC office are operating in an environmentally
friendly manner.
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8. The Vice-President Student Life shall be the main liaison between the NCSC and any
New College clubs or affiliated groups that wish to petition NCSC for funds. They are
responsible for arranging these groups and giving them presentation time where they can
directly ask council for funds, where in council will have to vote a 2/3 majority to supply
them with said funds. This is not part of the clubs program funding outlined in Appendix
B, but rather a way for larger New College Groups to petition for larger amounts of
funds.
9. The Vice-President Student Life shall serve as the main liaison with the New College
Residence Council (NCRC) in accordance with the regulations of that body and New
College course based Student.
Article IX — Duties of the Directors
1. The Directors of the Commission shall have the following responsibilities:
a. They shall be the chief officers, spokespersons and signing officers of their
respective Commissions, and shall lead their Commissions in the planning and
undertaking of activities.
b. They shall call and chair the meetings of their Commissions.
c. No Commission Director may enter into any form of contract committing Council to
expenditures over $500 without the written consent of the President and one of the
Vice-Presidents.
d. When a proposed Commission activity extends beyond the sole jurisdiction of the
NCSC, a Director may negotiate on behalf of and with the authority of the council
provided close contact is kept with the President and Executive members of the
NCSC.
e. Each Director, or someone appointed by them, shall make a written and verbal report
of the undertakings of their Commission at each meeting of the NCSC.
f. At the conclusion of their term of office, each Director shall submit to the NCSC and
members-elect, at the last general meeting, a written report of their Commission’s
activities during the past year, a list of recommendations, including any information
that may be considered necessary or helpful and the year-end financial statement.
2. Commission Directors may appoint any constituency member interested and active in
NCSC activities to any Commission as a Commissioner.
3. The position as a Commissioner does not, in itself, entitle the holder to a vote on the
NCSC.
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4. The activities of the Commissions shall be decided upon by the Commissions themselves.
Notwithstanding, the Council may veto a proposal of a Commission or instruct a
Commission to adopt a particular activity or course of action.
Article X — Marketing and Communications Commission
1. The Marketing and Communications Commission shall be responsible for advertising and
promoting the activities of the NCSC only, and is not responsible for advertising for clubs
of the New College Clubs Program.
Article XI – Education and Philanthropy Commission
1. The Education and Philanthropy Commission shall be responsible for the planning and
undertaking of projects that are of an educational, cultural, or charitable interest to the
students of New College, and shall serve as the main liaison with the Career Centre.
2. The Education and Philanthropy Commission should organize at least one philanthropic
initiative per semester.
Article XII – Social Commission
1. The Social Commission shall be responsible for the planning and undertaking of projects
that will enhance the social life of the students of New College.
Article XIII – Athletics Commissions
1. The Men’s, Women’s, and Co-ed Athletics Commissions (MAC, WAC and CAC) shall
oversee the College’s participation in, and be responsible for the intramural athletics and
recreation. Particularly, MAC, WAC, and CAC shall direct the Men’s, Women’s, and Co-ed
athletics programs, respectively.
2. The Athletics Commissions are responsible for filling and maintaining the Trophy Cabinet.
Article XIV – Off Campus Commission
1. The Off Campus Commission shall be responsible for acting as a liaison with the
commuting students of New College, for planning services and activities to meet their
needs, and examining how the NCSC as a whole can better serve this group.
2. The Off Campus Students Director shall actively seek to address relevant issues that
pertain to non-residence students and shall work closely with the Vice President, Student
Life, the Office of Residence and Student Life, and other college offices to better
accommodate off campus students at New College.
Article XV – Electronic-Communications Commission (E-Com)
1. The E-Communications Commission shall be responsible for the NCSC webpage,
updating it with current activities, events and minutes of all NCSC meetings, moderating
NCSC website message boards, maintaining an email list of the New College students,
and responding to all NCSC email, with forwarding to other commissions as necessary.
The E-Communications Commission will also work with the President and Vice
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President of Administration to notify NCSC members of the details of upcoming
meetings. The E-Communication Commission shall be responsible for sending the NCSC
monthly e-newsletter, as well as overseeing the New College advertisement television
screens.
Article XVI – Equity and Sustainability Commission
1. The Equity and Sustainability Commission shall be responsible for ensuring the
commitment of the NCSC to anti-oppressive policies and projects. This commission will
work to ensure that the constituents of New College experience full and equal
participation within the College. This will be facilitated through planning events such as
an Equity Speaker Series and working with the other commissions to ensure that the
oppressive and evil forces are considered within all avenues of the council and its work.
2. The Equity and Sustainability Commission shall also ensure all NCSC activities and
office operates under a sustainable manner, and the commission shall promote
sustainability at New College.
1. The First Year Representatives shall have the following responsibilities:
a. They shall act as the chief spokespersons and represent the concerns of First Year
students from the Constituency of NCSC.
b. They shall act as liaisons to administrative initiatives with special concern for First
Year issues.
c. They shall act as liaisons to the Registrar’s Office for all the issues concerning First
Year students.
d. They shall act as liaisons to the Office of Residence and Student Life for all issues
concerning first year students.
Article XVIII — Duties of the Middle Year Representatives
1. The Middle Year Representatives shall have the following responsibilities:
a. They shall act as the chief spokespersons and represent the concerns of Middle Year
students from the Constituency of NCSC.
b. They shall act as liaisons to administrative initiatives with special concerns for
Middle Year students.
c. They shall be responsible for organizing a New College Spirit Week, known as New
2.0, in collaboration with all other involved commissions, and shall present council
with a tentative schedule at least a month before the event.
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d. They shall act as liaisons to the Office of Residence and Student Life for all issues
concerning middle year students.
Article XIX — Duties of the Graduating Students Representatives
1. The Graduating Students Representatives shall have the following responsibilities:
a. They shall act as the chief spokespersons and represent the concerns of Graduating
students from the Constituency of NCSC.
b. They shall recommend to the NCSC at its first fall meeting a photographer to take
charge of the portraits of the Graduating Class and shall be responsible for making
all arrangements in this regard.
c. They shall act as liaisons to the New College Alumni Association.
d. They shall act as liaisons to the New College Registrar’s Office for issues concerning
graduation.
e. They shall be responsible for organizing the New College formal and presenting a
proposal to Council at least two meetings before the event.
f. They shall act as liaisons to the Office of Residence and Student Life for all issues
concerning graduating year students.
Article XX — International Foundations Program (IFP) Representatives
1. International Foundations Program (IFP) Representative shall have the following
responsibilities:
a. They shall act as the chief spokesperson and represent the concerns of IFP students
from the Constituency of NCSC
b. They shall act as liaisons to administrative initiatives with special concerns for IFP
students.
c. They shall act as liaisons to the Registrar’s office for all issues concerning IFP
students.
d. They shall act as liaisons to the Office of Residence and Student Life for all
issues concerning IFP students.
e. They will aid the NCSC in designing NCSC events to be more inclusive for IFP
students and to be aware of the challenges facing them.
Article XXI – Duties of the New College Council Representatives
1. The New College Council Representatives shall have the following responsibilities:
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a. They shall be members of the New College Council and act as liaisons between the
New College Council and the NCSC.
b. They shall attend to matters concerning the academic affairs and management of the
College on which members of the Council may wish to express opinions or make
recommendations for the information and guidance of administrative officers.
c. They are responsible for overseeing the New College Commissioner Program. This
includes recruitment and maintaining contact with the commissioners, as well as
organizing an end of year Thank You event for the commissioners.
d. They shall be responsible for coordinating the grant application process in
collaboration with the Vice-President Finances, as is stated in Article XXVII
Article XXII — Contract Signing
1. No contracts for services such as Grad Photographers and Yearbook shall be signed that
would continue past the signers’ one year term in office, May 1st to April 30th. All
contracts have to be signed by at least one executive member in addition to the NCSC
member responsible for the project.
Article XXIII — The Window
1. NCSC may, at its discretion, publish an official undergraduate publication, to be called
The Window (TW), which shall be operated under a separate Constitution.
2. This Constitution is the body of rules that will govern TW, subject to future amendments,
on and after the first day of August 1995.
3. The Business Manager of TW must submit a final financial report to the Vice-President
Finances from the preceding year by May 15.
4. The Business Manager of TW must submit a proposed budget to the Vice-President of
Finance for the upcoming year by July 15.
5. If for some reason, the deadlines stated in sections three and four cannot be met, the
Business Manager must contact the NCSC executive in writing at least 5 days prior to the
deadline to arrange a date for which the budget(s) must be submitted.
6. When sections three and four are met, the NCSC shall provide funding in the amount of
10% of each instalment received by the NCSC from student fees (60% October — 30%
January — 10% March). These instalments will be paid to The Window one week upon
receipt of the NCSC cheque.
7. The Window must set aside an allocation of $1500 for start up costs for the following
year. Any amount in excess of $2500 must be returned to the NCSC by May 31.
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8. Funding may only be withheld if TW shows mismanagement as deemed by NCSC.
9. Any alteration of the funding requires a two-thirds majority of the masthead of TW and a
simple majority of the NCSC.
10. NCSC shall not attempt to use its funding position to influence the editorial integrity of
TW.
Article XXIV — The Orientation Chair and Vice-Chair of Finances
1. The Orientation Chair and Orientation Vice-Chair of Finances shall be appointed by the
selection committee of eight members, consisting of the NCSC Executive, the previous
Orientation Chair, previous Orientation Vice-Chair of Finances and two members of the
New College administration.
2. In the fall of each year the position of Orientation Chair and Orientation Vice-Chair of
Finances shall be advertised.
3. The deadline for applications to be submitted to NCSC shall be no later than the second
Friday in January.
4. The selection committee shall screen the applications for potential candidates.
5. Candidates for the positions of the Orientation Chair and Orientation Vice-Chair of
Finances shall be interviewed within one month of the close of applications, but no later
than January 31st.
6. All applicants shall be notified of the selection by email or phone call.
7. The incoming Orientation Chair and Vice-Chair shall set up the organizational structure
of the Orientation Committee in consultation with the past Orientation Chair and Vice-
Chair.
8. The Marketing and Communications Commission shall begin advertising the positions
open on the Orientation Committee after the appointments of the Orientation Chair and
Vice-Chair.
9. The Orientation Chair and Orientation Vice-Chair shall appoint the Orientation
Committee before March 31st .
10. The Orientation Vice-Chair of Finances will report to the Orientation Committee, the
Orientation Chair and the Vice-President of Finances the financial status of Orientation.
They shall also keep a thorough record of expenses and revenues.
11. The Orientation Chair shall correspond with the Committee members over the course of
the year to ensure that work is being done.
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12. The Orientation Chair shall run all Orientation Committee meetings.
13. The position of Orientation Chair or Orientation Vice-Chair of Finances shall not, in
itself, entitle a person to a vote on NCSC.
14. The Orientation Chair or Orientation Vice-Chair of Finances cannot be an NCSC
Executive member in the same year that he or she is in charge of Orientation. If the
Orientation Chair or the Orientation Vice-Chair of Finances wishes to run for an
executive position on NCSC, they can be accepted as a candidate by a two-thirds
majority vote of the existing council in an emergency meeting before elections begin.
15. Candidates must apply for the position of Orientation Chair and Orientation Vice-Chair
of Finances as individuals, NOT two individuals as Co-Chairs.
16. All cheques drawn on Orientation funds must be signed by the Orientation Chair and the
Orientation Vice-Chair of Finances.
a. All cheques drawn on Orientation funds in excess of $1000 shall be signed by the
Vice-President of Finance, in addition to the Orientation Chair and the Orientation
Vice-Chair of Finances. In the absence of the Vice-President of Finance, another
executive member can act on their behalf.
17. The Orientation Chairs shall call and chair at least one meeting of the Orientation
Committee per month from April to July, and twice in August.
18. The Orientation Chairs shall select, train, schedule and supervise the responsibilities of
the Orientation Committee, Leaders, and Troopers.
19. The Orientation Chairs shall design a balanced budget, which must be presented to the
Orientation Committee for approval. As well, a copy shall be made available to the
NCSC Vice-President, Finances.
20. The Orientation Chairs shall be required to attend all New College Student Services
(NEWSS) meetings during their tenure, reporting both financial and operational updates
as required.
21. The positions of Orientation Chair and Vice-Chair are voluntary. The Orientation Chair
and Orientation Vice-Chair Finances shall receive a stipend of $2000 from the NCSC for
services rendered to the college. In addition, the NCSC may, at its discretion, choose to
grant an honorarium of an amount not exceeding $500 to both the Orientation Chair and
the Orientation Vice-Chair Finances for their service to the college.
22. A complete written report on the finances and events involved in Orientation must be
presented at a meeting of council no later than the last week of November. The
possibility of an honorarium shall not be discussed until the meeting at which the
presentation was made. A copy of the report must be made available to all NCSC
members.
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23. The Orientation Chair and Orientation Vice Chair shall provide the NCSC executives
with updates on the progress of Orientation planning every 2-weeks throughout the
summer.
24. Should the positions of the Orientation Chair and Orientation Vice Chair not be fulfilled
as of the outline of their positions the NCSC Executive and two members of the New
College Administration, including the Assistant Director of Student Life, shall meet and
discuss whether the appointed members shall retain their position or be dismissed.
a. In the event of the dismissal of the Orientation Chair the vice chair shall assume the
position.
b. Should there be a vacancy in the position of Vice Chair a member of the Orientation
Committee will be eligible to interview for the position with the aforementioned committee.
c. In the event that both positions need to be discharged a member of the Orientation
Committee will be eligible to interview for the position of Orientation Vice Chair
with the aforementioned committee. And the NCSC Executive will together assume
the role of Orientation Chair.
Article XXV — NCSC Speaker
1. Meetings of the NCSC shall be chaired by the Speaker.
2. The Speaker shall not have a vote on the NCSC under any circumstance.
3. The Speaker shall serve without any salary or honorarium.
4. Meetings of NCSC shall be conducted according to Robert’s Rules of Order. The Speaker
shall conduct the meeting with a minimum of formality but shall ensure that good
manners and business-like attitudes prevail. The Speaker shall, upon request of any
member, or at his or her own discretion, conduct discussion of a motion under Robert’s
Rules of Order.
a. The Speaker shall demonstrate working knowledge of Robert’s Rules of Order and
shall enforce its provisions in order to conduct the meeting in the most efficient
manner possible.
b. The Speaker shall demonstrate working knowledge of the NCSC Constitution.
c. If the Speaker fails to demonstrate sufficient knowledge of either Robert’s Rules of
Order or the NCSC Constitution, he or she can be removed from the position
following standard impeachment procedures for voting NCSC members.
d. The Speaker shall facilitate meetings using an anti-oppressive framework; he or she
shall receive training where needed. This will serve to ensure that the meetings of the
NCSC are a positive space which is free from oppression or harassment in any form.
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5. The rulings of the Speaker may be overturned only by a majority of at least two-thirds of
members present.
6. The Speaker for the incoming year shall be appointed by the NCSC and shall attend the
Turnover meeting in April.
7. In the spring of each year the position of Speaker shall be advertised and the NCSC shall
appoint a Speaker from the names that come forward.
8. The Speaker shall record the attendance at meetings.
9. The Speaker shall serve up to and including the joint meetings of outgoing and incoming
NCSC in April.
10. The Speaker shall ensure all NCSC members understand Robert’s Rules, especially with
regards to voting procedures and implications.
Article XXVI — Finances and Awards
1. The finances of the NCSC shall consist of all funds collected on its behalf by University
of Toronto, and any incidental monies.
2. All monies collected by the NCSC from its various functions shall be immediately
presented to the Vice-President Finances.
3. NCSC members may be reimbursed for travel expenses incurred while validly executing
official NCSC business if authorized by the Executive. This shall be at a rate to be
determined by the NCSC.
4. The President, the Vice-President Finances and the Directors of the Commissions shall be
bonded to a sum which is $1000 in excess of the Budget of NCSC. In addition, both
insurance against theft and against damages of NCSC properties should be obtained. The
guards contained herein shall be obtained not later than May 1st.
5. NCSC shall set aside a minimum of $6000 dollars for New College Bursaries and in-
course Scholarships. The selection committee shall consist of the following:
New College Registrar
NCSC President
NCSC Vice-President Finances
The Bursaries shall have a minimum value of $250 dollars each, and in-course
Scholarships shall have a minimum value of $500 dollars each.
6. NCSC shall award at least five scholarships to New College students having the value of
at most $500 each. The Selection Committee shall award the scholarships, basing their
decisions on both scholastic and extracurricular achievements. The selection process
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shall be administered by one member of the Registrar’s Office, but this person will not
have voting power.
7. The signing powers for all of NCSC accounts must change on or before the mandate of
the incoming NCSC.
8. A Grad formal bond, as an incentive for graduate participation in the Grad Formal event,
is strongly recommended as a part of the Executive Budget. If the NCSC of the year
wishes to comply with this recommendation, a minimum sum of $1000 is to be put away
in some form of a bond or term deposit which will mature in four years time. At the time
of maturity, the NCSC of that year must use this money as a separate grant to their Grad
Formal. The NCSC receiving the matured bond must comply with this recommendation.
If this provision is not fulfilled, then the matured bond must be reinvested subject to the
same conditions.
9. For any changes to the Director or Representative budgets, or for any unforeseen
financial requests between the range of $0 to $1000.00 may be approved at the discretion
of the Vice-President Finances. Any changes between the range of $1000.00 to $2000.00
may be approved at the discretion of the NCSC executives and any changes over
$2000.00 must be approved by a two-thirds majority vote of Council.
Article XXVII — The Grants Committee
1. There shall be a Grants Committee (GC) that is composed of the Vice-President
Finances, NCC Representatives, and at least two other voting members of NCSC.
a. The distribution of Grant Application Packages to the GC will be facilitated by
the NCC Reps.
2. NCSC members sitting on the Grants Committee must:
a. Not simultaneously apply for an NCSC grant.
b. Declare in writing to the Vice-President Finances any affiliations that may be
deemed as a conflict of interest.
3. Any request for financial assistance from:
a. Applicants (groups or individuals) from within the New College Constituency
(hereinafter known as Group A); and;
b. Applicants (groups or individuals) from outside the New College Constituency
(hereinafter known as Group B);
shall first be referred to the GC.
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4. All groups (Group A or Group B) applying for financial assistance must submit to the
Vice-President Finances a completed Grants Application Form (GAF). There must also
be included a statement explaining why the financial assistance is needed and how the
proposed aid will be spent. All groups (Group A or Group B) accepting financial
assistance must agree, in writing, to the following conditions:
a. Accurate financial records detailing the total expenses and revenue for the school
year must be maintained;
b. NCSC will be permitted access to all financial records in order to verify that the aid
was indeed spent as initially proposed;
c. NCSC must be satisfied that the financial assistance will be and is being spent in the
best interest of New College and/or the students of New College.
If, at any time, one or more of the above conditions are not met to the satisfaction of the
NCSC, the NCSC reserves the right to discontinue funding until the requirements are
properly met.
5. In addition to requirements in paragraph four, applicants who intend to apply on behalf of
a club shall be required to submit a Constitution detailing group objectives, executive
responsibilities, membership requirements, and election procedures. The applicant shall
be required to submit a completed application form and submit it to the GC before the
advertised deadline.
6. The GC shall ensure that the applicant (group or individual) has a legitimate purpose in
making the application. It may inquire as to the financial background of the applicant
and shall obtain a budget for the proposed project.
7. It is the responsibility of the GC to ensure that the availability of grants is properly
advertised. All advertisements should detail what must be included in the submission and
the application deadline.
8. A minimum of $4000 dollars shall be budgeted to group A and a minimum of $3000 to
group B within the Executive Budget in the spring.
9. The maximum amount of money that can be granted to a single applicant by the GC is
$600.
10. The GC shall meet at least twice during its mandate: once during the fall term (it shall
make recommendations to Council by November 15); and once in the winter term (it
shall make recommendations by March 1). Funds not allotted in the fall term shall be
allotted in the winter term. Groups (both Group A and Group B) who apply for funding
in the fall term may reapply in the winter term regardless of whether they receive funding
or not.
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11. If there is money left from the Group B allotment at the winter term meeting, the GC may
choose to allot the remaining funds to a Group A applicant, and if council chooses not to
allocate left over funds from Group B to Group A, those funds should return to the
general operation budget. Group A money may never be allotted to a Group B applicant.
Article XXVIII — Meetings and Procedure
1. During the summer, the NCSC executive cannot commit the NCSC to expenses greater
than $10,000. Any expenses exceeding this $10,000 limit must be passed in a vote of
council by 2/3 majority. All such expenditures must be reported to council at the first Fall
meeting.
2. The NCSC shall meet in plenary session at least once per month during the academic
year with the exception of December.
3. All NCSC members with voting powers are required to attend all meetings of the Council
during the regular school term. In the event a member fails to attend more than two
meetings during his/her term in office, the NCSC may remove him or her from office, as
outlined in Article XXVIII paragraph 2. If the NCSC decides to take such action, the
motion shall be tabled until the following meeting.
4. The meetings shall be called by the President.
5. Notices of Meeting, Agenda and minutes of previous meetings shall be published and
distributed to all NCSC members by the Vice-President Administration at least four (4)
business days before the scheduled meeting. This applies to regularly scheduled meetings
only and not emergency meetings.
6. Meetings shall be conducted by the Speaker as outlined in Article XVIII above. In the
absence of the Speaker, the President shall assume the responsibilities of the Speaker and
vote only to break a tie.
7. A quorum shall consist of a simple majority of the voting membership of NCSC (half
plus one). Quorum at meetings shall be met before any proxies are counted.
8. A member unable to attend a meeting shall designate in writing any student of New
College (see Article III) as his or her proxy.
a. The absent member of NCSC must designate in writing, to the Speaker, his or her
proxy.
b. Absent NCSC members shall provide their proxy with written instructions to vote on
a specific, known motion, and proxies shall not have a vote on any new motions.
c. Absent NCSC members shall provide their proxy with a written- signed report of
their activities. Without a report the respective NCSC member will be counted as
absent.
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d. A New College constituent may only be granted one proxy per New College Student
Council meeting.
9. NCSC members shall have a vote on matters that come up for a vote, if given such a right
in the description of their positions in Article IV.
10. Any NCSC member may raise for discussion any topic concerning the Council, upon
being recognized by the Speaker.
11. Under no circumstances shall there be “open meetings” such that voting participation is
allowed to the audience.
12. Any member of the audience at any NCSC meeting may speak on any Council business
upon being recognized by the Speaker.
13. This Constitution and precedent shall prevail over Robert’s Rules of Order in cases of
conflict.
14. All NCSC meeting times shall be made known to the constituency of New College at
least four days before the meeting.
15. Meeting Minutes shall be approved at the following meeting of the New College Student
Council.
Article XXIX — Removal from Office
1. A member of NCSC may be removed from office by the NCSC for a clear violation of
the Constitution, for any unauthorized financial transactions, or for using the name or
facilities of the NCSC for personal ends.
2. Any member of NCSC may be asked to resign from NCSC by the Constituency (as per
Article III) upon presentation of a petition containing 400 signatures of members of the
Constituency calling for such a resignation along with a simple majority vote by council.
The member shall then resign and an election shall be held as soon as possible to fill the
vacant position. The resigning member may run for election again.
3. Any member whose name has been tabled for impeachment must be notified by a letter
of such an occurrence no later than one week after the meeting in which that member’s
name was mentioned.
4. Any impeached individual cannot be a candidate in the NCSC elections of the current or
next academic year.
Article XXV — Elections: General Information
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1. All elections shall be conducted in accordance with the Election Policy. The Election
policy is contained as Appendix A within the Constitution. The NCSC accepts the
Election Policy as the sole authority for describing the process of nomination and election
of the members of the NCSC.
Article XXVI — Position Vacancies and Appointments
1. Positions vacant by reason of no nominations having been received may be filled by
appointment, after the Fall elections. Vacant positions shall be made known to the
Constituency by the Chief Returning Officer as soon as they occur. This is in addition to
NCSC positions normally filled by appointment, and the executive positions. Executive
positions may be appointed prior to Fall elections.
2. The power of appointment is vested exclusively in NCSC as a whole, and shall not be
exercised by the Executive or any members thereof.
3. The appointment procedure will be as follows:
a. If the number of candidates running for a position is less than or equal to the number
of positions available, the members(s) may be appointed by a simple majority of the
voting NCSC members present.
b. If the number of candidates running for the position is greater than the number of
positions available, each member of NCSC present shall have a number of votes
equal to the number of available positions. No more than one of these votes can be
cast for any particular candidate. Each candidate that obtains a simple majority (of
Council, not of total votes) up to a limit of the available positions (in descending
order of votes received) shall be considered appointed.
c. If there are still open positions a vote shall be repeated with the remaining candidates
vying for the remaining positions.
d. If no candidate obtains appointment in a vote, the person with lowest total votes is
dropped from the ballot and the procedure repeated.
e. In the event of a tie for the lowest vote, all candidates that are tied shall be dropped
from the ballot.
f. In the event that all candidates on a particular vote are tied, a closed session election
will be held by the Executive of NCSC.
4. Newly appointed members shall not participate in voting for other members, appointed
during the same session of NCSC.
5. An Executive position will be appointed only by a two-thirds majority of NCSC using the
same rules outlined above.
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6. Other appointed NCSC positions shall be appointed by a simple majority of NCSC using
the same rules outlined above.
Article XXVII — Joint Meeting of the Councils
1. A joint meeting of the incoming and retiring Councils shall be held no later than end of
April.
2. The President, Vice-Presidents, and Commission Directors shall present complete year-
end reports of their respective functions at this meeting.
3. The retiring Executive shall advise the incoming NCSC in matters concerning the affairs
and operations of NCSC.
Article XXVIII — Referenda
1. A New College referendum can be proposed by any member of the New College
Constituency. This referendum will be voted on, under normal circumstances, during the
NCSC spring elections. Any referendum proposal should be presented at an NCSC
meeting on or before the last meeting prior to the spring elections. For dates see
Appendix A. This issue shall not be voted on by NCSC.
Article XXIX — Amendments to this Constitution
1. Amendments to the Constitution may be proposed by any voting member of the NCSC at
any meeting of NCSC.
2. Proposed amendments shall be presented to the NCSC and all discussion shall be
deferred until the following meeting, at which time the amendments shall be discussed
and voted on.
3. NCSC as a whole shall be the sole author and the final interpreter of this Constitution.
4. All approved amendments to this Constitution shall be made effective as of the upcoming
May 1st.
Article XXX — The NCSC Mascot
1. The official mascot of NCSC shall be known as Goliath the Gnu.
a. Let it be known that Goliath is a real entity.
Article XXXI — New College Spirit Squad
1. The New College Spirit Squad is recognized as the official task force in promoting New
College spirit.
2. The main body of the Spirit Squad shall consist of at least seven people.
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a. The head of Spirit Squad shall be known as the Roscoe and will be the liaison to the
NCSC and will give a report at all NCSC meetings.
3. Spirit Squad will work with the Orientation Chair and Vice-Chair Finances to ensure that
Orientation week runs smoothly. They will be given the following Orientation Week
responsibilities:
a. Teaching of appropriate cheers to Frosh.
b. Constructing and maintaining the Bed for Bed Races and selecting the Bed Rider.
c. Creating an atmosphere of fun while maintaining the required level of safety.
4. Spirit Squad is responsible for the organization and representation of the College at
Homecoming events.
5. Spirit Squad is responsible for the organization and representation of the College at
Winterfest events
a. Winterfest will take place within the first two weeks of returning from Winter
Break.
Article XXXII – Mosaic
1. The NCSC shall give $2,000 to the NCRC annually to be put towards the production of
Mosaic. Use of the money will be under the sole discretion of the NCRC.
2. The Vice-President Student Life shall aid the NCRC in the selection of the Mosaic
Producers.
Article XXXIII – New College Clubs
1. The NCSC shall run a New College clubs program.
2. The New College Clubs program shall be run by the Vice-President, Student Life.
3. All clubs shall adhere to the New College Clubs Policy as stipulated in Appendix B of the
Constitution.
Article XXXIV – University Wide Events
1. The NCSC shall attempt to participate in all University Wide Events, such as
Homecoming and Winterfest, as well as ensure that there are funds available to cover
New College’s contribution to these events.
2. While the NCSC does not have to co-ordinate directly with these event commissions, it
should support whatever New College entity does, while at the same time ensuring that
all activities and expenditures are allowed by the NCSC constitution.
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Article XXXV – The NCSC Spirit Award
1. The NCSC may, at its discretion, award the NCSC Spirit Award to former council
members who have given dedicated and exemplary service towards both New
College student life, and the NCSC during their undergraduate career.
2. All intended recipients must have served for at least one year on the NCSC.
3. The award shall consist of a gift not exceeding $150
4. The amount of money allocated towards these gifts shall not exceed $650.
5. During the summer, the NCSC executive in consultation with other council members will
decide upon the recipients of these gifts, and report the award nominees to the NCSC at
its first full meeting.
APPENDIX A
New College Student Council
Policy for the Election of NCSC Members
Purpose: To describe the process of nomination and election of members of NCSC.
Role of CRO and Grievance Committee
1. The Chief Returning Officer (CRO) shall be responsible over all things related to the
spring and fall election. The CRO shall be accepted as having the sole authority for the
interpretation of Appendix A and of NCSC Electoral Policy.
2. The Grievance Committee shall consist of the CRO, two members of the NCSC as
chosen by the NCSC who are not running for re-election and two members of the New
College Administration as chosen by the NCSC. This Committee must be selected by
the NCSC at the meeting before Election period begins.
3. The Grievance Committee, prior to the fall elections, will meet with the current NCSC
to review the policy for Elections and implement any changes deemed necessary. The
committee shall remain standing until the spring elections of the following year.
4. The Grievance Committee shall exist provided that there is competition for at least one
position.
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5. All questions asked to the CRO and all answers and decisions given by the CRO
pertaining to the election process shall by notified to all candidates and the Grievance
Committee in a timely manner.
6. The CRO shall not have a vote in the NCSC elections except:
a. In the case of a tie in the number of votes cast for student candidates in the NCSC
elections to break the tie.
7. The CRO, in conjunction with the NCSC Vice-President, Administration, shall
determine the polling dates and times for both fall and spring elections. The Fall by-
elections must be held before November 1st, and the Spring elections must be held
before April 1st. The elections shall take place over two days from 10:00AM to 6:00PM
after the close of campaigning week.
8. The CRO, in conjunction with the Vice-President Administration, shall determine the
date of the All Candidates forum for both Fall and Spring Elections.
Eligibility
9. All candidates for Council positions shall be members of the Constituency (as per
Article III of the New College Student Council Constitution) and must remain so during
their term in office.
10. All potential candidates running for President, Vice-President Administration, Vice-
President Finances, or Vice-President Student Life must have served at least one term
as an elected member of the NCSC as listed in Article IV, clause 2. If a potential
candidate has not served at least one term, they can be accepted as a candidate by a
two-thirds majority vote of the existing Council, in an emergency meeting before
elections begin.
11. The positions of all Athletic Directors shall be filled with no discrimination on the basis
of gender.
12. The positions of First Year Representatives are only open to students in their first year
of registration with New College and the University of Toronto.
13. The position of IFP Representative will only be open to those students in IFP.
Nominations
14. The CRO shall publicise and make available to all constituents one week prior to
Nomination Week a short description of the positions available, outline of the
nomination process and a copy of election policies.
a. The CRO will also make nomination forms available with the deadline for
submission clearly stated on them.
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15. The positions to be filled in the spring elections are two of the four elected student
positions on the New College Council, and all positions on Council listed in Article IV
Section 2 of the NCSC Constitution, except the two (2) First Year Representatives and
the two (2) IFP Representatives.
16. The Window should publish an article or ad calling for nominations and describing the
nomination and election processes.
17. Candidates shall complete the Nomination Form and submit it to the NCSC Office prior
to the deadline specified (see above).
18. University of Toronto Students’ Union Representative (U.T.S.U. reps) will be elected
in accordance with the provisions of the U.T.S.U. and the Residence Council members
in accordance with the provisions of the Residence Council.
Candidates’ Meeting
19. The CRO shall call a Candidates Meeting on the Friday of nominations week.
20. Candidates who cannot attend the Candidates Meeting should inform the CRO no later
than 5:00 pm on the day before the meeting and may designate an alternate to go in
their place. This alternate may not represent more than one candidate or be a candidate
for another position on council.
21. At the Candidates Meeting, the CRO and the Vice-President Administration shall
explain the election rules, the penalties for breaking the rules, the appeals process, and
answer any questions related to the election. The CRO shall supply each candidate as
well as The Office of Residence and Student Life with a copy of the election rules, and
advise them that they can obtain further details from the appropriate sections of the
Constitution.
a. The CRO shall contact the Office of Residence and Student Life as well as the
Care-taking staff prior to the fall and spring elections to inquire about current
rules and regulations that may pertain to the campaign process.
Campaign
22. Campaigning shall take place only during the period specified by the CRO and
according to the NCSC constitution. Campaigning must be a period of at least five class
days.
23. Campaigning material may not be distributed prior to the campaigning period and must
be removed from public access before the end of this period.
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a. Social media websites may be used for campaigning. Restrictions on their use
will be determined through Section Three of Appendix A.
24. No candidate may campaign outside the campaign period or they will risk immediate
disqualification.
25. Candidates shall not campaign with in the areas of the College that are designated
residence spaces and have restricted access. This includes residence floors, within the
elevators, and the Audrey Taylor Dining Hall.
26. Candidates shall not violate New College Residence rules or those of the New College
Care-taking staff with campaign material.
27. The facilities and resources of the Council shall not be available to candidates.
28. Candidates may only be endorsed by 50 posters (8” x 11”, 8.5” x 14”, 11” x 17”) and
three large banners (2 x 4 metres at most).
29. All posters and banners must be approved and signed by the CRO or any of the NCSC
executives. All posters must have visible endorsement by the CRO or any of the NCSC
Executive. Any unsigned posters will be torn down and no further posters will be
approved for that candidate.
30. Each person who runs for a position may be reimbursed for a maximum of $35 on
showing receipts provided he or she receives at least 25% of the vote for the position he
or she ran for.
31. Candidates shall not remove or paste over any U of T or New College recognised group
posters for events that have yet to happen. They will also not remove or post over
posters from the Administration of New College or the Administration of the
University of Toronto.
All-Candidates Forum
32. The CRO shall provide two All-Candidates Forums for all of the candidates in NCSC
elections: one each for spring and fall elections, both during the designated
campaigning period.
33. The CRO shall publicize to all constituents the date, time, and location of the All-
Candidates Forum prior to the Election days.
34. All Director and Representative candidates will be given 2 minutes to speak.
35. All VP candidates will be given 3 minutes to speak.
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36. All Presidential candidates will be given 5 minutes to speak.
37. After all the candidates for each position have spoken, there will be a 3-minute question
period where the audience may ask questions to the candidates.
Preparation for Voting
38. The CRO shall publicize to all members of the constituency instructions on how to
vote, the dates, times and locations of voting.
39. There shall be at least TWO (2) polling booths at New College, in public, widely
accessible locations.
40. There must be two polling clerks at each booth to assist in the process of voting. If two
people are unavailable, the CRO (in conjunction with the New College Administration)
is responsible for hiring staff either from within New College or from without.
41. No candidate may be a polling clerk.
Polling Booth
42. Conversation at the polling booth shall be limited to answering technical questions on
how to vote. Only the CRO or polling clerk supervising the booth may answer such
questions. All other conversation is prohibited.
43. The voting booth must have a partition to provide the voter with privacy when casting
their vote.
44. Only the CRO, poll clerk and voters in the process of voting may be present at the
booth. Candidates are prohibited from lingering at the polling booth.
45. Each Candidate may have one piece of campaign material present (8”x11”) at each
polling booth. This may include a photo, poster, and/or blurb. These must be approved
by the CRO or NCSC Executives. A hard copy must be submitted by the CRO by 5pm
the day prior to the first polling day.
Voting
46. All candidates that are running unopposed in the Spring election and Fall by-election
must run in a yes/no vote by the constituency. A simple majority determines whether or
not the person is given the position on the NCSC.
47. Any New College constituent may vote for any candidate.
Counting
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48. Each candidate may have one scrutineer present. Tabulation will commence
immediately following the closing of the election period.
49. Scrutineers should be present for the closing of the ballot boxes and should then
proceed directly to the room designated to count ballots.
50. No person shall leave the counting room until the final results have been tabulated
unless authorized to do so by the CRO.
51. A member of the New College Administration Staff is to be present during the counting
process.
52. If the ballot is marked with an intentional unique identifier (i.e. smiley faces, initials,
etc.), then the ballot is void for all candidates. The ballot shall be placed in a pile of
void ballots and not be included in the tally.
53. If the ballot is marked so that the preference is not clearly indicated for one particular
candidate, then the ballot is void ONLY for that particular position.
54. If the scrutineer objects to a particular ballot, then the CRO shall decide whether the
ballot is void.
55. Immediately following the tabulation of the final results, the CRO shall post the results
of the election on the door of the NCSC office.
56. The uncontested results of the election shall be notified to the candidates within 24
hours of the tabulation.
57. If intention to file an appeal is communicated to the CRO, the CRO shall inform all
candidates affected as soon as possible.
58. After any or all appeals have been resolved the incoming members of council will be
ratified by the current council at the following NCSC meeting.
Penalties
The Grievance Committee may choose to exercise the following penalties for election rule
violations:
a. Warning
b. Disqualification
59. Any candidate engaging in behaviour contrary to the spirit of the election rules as
determined by the CRO will receive a warning against that specific action and the
Grievance Committee shall determine the appropriate penalty.
60. Any penalty given to a candidate shall be reported on the NCSC website.
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Appeals
61. Any complaint regarding election procedural irregularities shall be made in writing to
the Grievance Committee within 48 hours after the posting of the election results. A
written reply by the Grievance Committee shall be made no later than two business
days following the date of the complaint.
Fall Elections
62. The positions to be filled in the fall elections are the First Year Representatives, the two
remaining NCC positions and any other vacancies on Council.
63. All procedures aforementioned for spring elections shall be the same as for the fall by-
elections.
APPENDIX B
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New College Student Council
Policy for the New College Clubs
Principles
1. NCSC shall strive at all times to ensure that clubs are formed to be of maximum service
to the students of New College, and that NCSC is able to play a supportive role in their
function.
1. Policy shall be designed to ensure that all clubs receive fair treatment and have full
access to the resources available to them.
2. Clubs recognized by NCSC shall be considered autonomous. The NCSC shall not
interfere in the affairs of any recognized club, except in circumstances in which the club
has violated its Charter or Constitution, or has acted in a way not congruent with this
policy.
3. While respecting the autonomy of clubs, all recognized clubs shall act in accordance with
the NCSC Constitution as well as official University of Toronto policy as it relates to
student behavior.
Application for Recognition
1. Any New College student may form a Club.
2. Application for official recognition must be filed at the NCSC office to the attention of
the Vice-President, Student Life. This may be done at any time during the academic year.
3. Status as a recognized club shall be granted by the discretion of the Vice-President,
Student Life. The Vice-President, Student Life shall only deny recognition based on
incomplete applications or clubs that promote discriminatory practices, including but not
limited to gender, sexual orientation and/or faith-based discrimination. Appeals may be
made to NCSC Council during the next general meeting.
4. Should a recognized club act in a manner that is inconsistent with its Constitution, or with
this policy, council may revoke recognition at its discretion.
5. A group which has had its recognition revoked may apply again in the next academic
year, unless otherwise stipulated by the Council.
6. Status as a “Recognized Club” shall be automatically renewed for the next year if the
club submits to NCSC, no later than the last day of classes in the current academic year,
the following items:
a. Audit – a financial statement including a budget, journal of financial transactions
for the preceding fiscal year, and any other supporting financial documents or
receipts.
b. Application form
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c. Any and all Constitutional Amendments
d. New membership list (including executives and contact persons)
7. Status as a “Recognized Club” may be otherwise renewed within three months of the last
day of classes, by submission of the above items to NCSC.
Membership Requirements for Recognition
8. To be recognized by NCSC, each Club must fulfill the following requirements:
a. Be a Student-Affairs recognized club
b. A majority of the total club membership consists of registered New College
students.
c. The club consists of no less than five total members.
d. Each semester, an executive member list shall be submitted to the Vice-President,
Student Life
e. Allow all club members to have full participatory rights in general meetings and
elections for that Club.
f. Participate in New College Orientation ‘clubs day’.
g. Clearly specify no fewer than three executive members and a primary contact
person, mailing address, phone number, and e-mail address on the member list
submitted to NCSC. The information relating to the primary contact person shall
be made available to the general public by NCSC.
h. Actively sign up Club Members each year in order to be counted for membership.
i. Never assume individuals are members of their club due to membership in a
program, course, cultural group, religion, previous club membership, or other.
Duties of Recognized Clubs
9. The duties and requirements of each Recognized Club shall be as follows:
a. Recognized Clubs shall hold monthly meetings during the academic year. If
applicable, informal minutes (attendance list, summary of proceedings, etc.) may
be requested.
b. Recognized Clubs shall submit the following each year:
i. Current membership list, including a list of the executive board
(specifying whether or not each member is a New College student)
ii. A detailed budget for the year and calendar of events
iii. Updated Constitution or Charter
iv. Accounting procedures, receipts, journals, etc.
v. An information sheet and sign up sheet for the NCSC office
10. Recognized Clubs must make every effort to remain accessible to New College students.
11. Accordingly, clubs shall be expected to advertise all events, meetings, etc. to all New
College students.
Privileges of Recognized Clubs
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12. Recognized Clubs shall follow standard NCSC expenditure and re-imbursement policies
in close consultation with the Vice-President, Finances.
13. Recognized Clubs are permitted to:
a. Use the office facilities, included but not limited to, NCSC owned-computers, the
photocopier and fax in close consultation with the Vice-President, Administration.
Abuse of office facilities may merit a review of the club recognition status.
b. Use the New College Student Council office as a mailing address.
c. Utilize space on the NCSC’s web server to host web pages as well as a free
@myncsc.ca email account.
d. Request advertisement of events on NCSC’s website.
e. Book space at New College at no cost.
f. Rent NCSC-controlled equipment for free.
14. These privileges are extended to Clubs subject to revocation by the Executive if a Club is
deemed to:
a. Be abusing above privileges.
b. Have ceased to meet the requirements for definition as a “NCSC Club” as defined
in the Council Policies.
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