REGULATIONS by dfsdf224s

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									                                                                         REGULATIONS
                                                                         REGULATIONS
                                                                            Valid as of May 7th, 2010
                                                                     Kwantlen University Student Association


Table of Contents

Section I. General Provisions...................................................................................................................................................... 3

Section II. Council ........................................................................................................................................................................ 5

Section III. Ombudsperson ....................................................................................................................................................... 13

Section IV. Committees of Council ......................................................................................................................................... 15

Section V. General Manager ..................................................................................................................................................... 21

Section VI. Executive Board ...................................................................................................................................................... 23

Section VII. Campus Councils.................................................................................................................................................. 29

Section VIII. Liaisons ................................................................................................................................................................. 35

Section IX. Finances and Budget .............................................................................................................................................. 39

Section X. Remuneration and Reimbursement of Executives, Campus Directors, and Campus Deputy Directors .49

Section XI: KSA Regulations - Electoral Procedures ............................................................................................................ 63

Section XII. Records of the Society ....................................................................................................................................... .777

Section XIII. Campus Clubs, Academic Associations, and Recognized Groups...............................................................78

Section XIV. Student Senate........................................................................................................................................................82

Section XV. Events Regulations..................................................................................................................................................83




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                                          REGULATIONS
                                          REGULATIONS
                                              Valid as of May 7th, 2010
                                       Kwantlen University Student Association


Section I. General Provisions

Article 1. Interpretation of the Regulations

1.      This document is intended to be free of gender bias.

2.      In these Regulations, unless the context otherwise requires:
        i.       the feminine gender shall include the masculine gender and vice versa;
        ii.      the singular shall include the plural, and vice versa;
        iii.     words imparting persons shall include bodies corporate and vice versa; and,
        iv.      expressions in the Regulations which are defined in the Bylaws or the Society Act of British
                 Columbia shall have the meanings so defined.

3.      In these Regulations, unless the context otherwise requires:

            •   "business day" means a day other than a Saturday, a Sunday, or a "holiday" as that term is
                defined in the Interpretation Act of British Columbia;

            •   "conflict of interest" means a situation in which an elected official, an appointed official, or an
                employee has a private or personal interest sufficient to appear to influence the objective
                exercise of her official duties; and

            •   "Main Office" means the general Society office located on the Surrey campus of the
                Kwantlen Polytechnic University.

Article 2. Amendments to the Regulations, Suspension of the Regulations

1.      The Regulations shall only be amended or altered by a Two-thirds (2/3rds) Resolution of Council.

2.      Amendments to the Regulations shall take effect the day after they are approved.

3.      A provision in the Regulations may be suspended by a Two-thirds (2/3) Resolution of Council.

4.      When amendments to the Regulations are brought to Council for consideration, every effort shall be
        made to ensure that those amendments are consistent with other provisions of the Regulations.

5.      When Council approves amendments that affect other provisions of the Regulations, Council shall
        alter every provision of the Regulations so affected to be consistent with the amendments.

6.      The Records Coordinator and Archivist may revise the Regulations and Executive Procedures to
        correct spelling, punctuation, reference, numbering, and lettering errors and irregularities.

Article 3. Master Copies

1.      The Director of Operations shall ensure that amendments to the Council Handbook are incorporated
        in the master copies within thirty (30) days of being approved by Council.

Article 4. Circulation of the Regulations and other Documents

1.      There shall be a Council Handbook, which shall include the following documents:
        i.      the Constitution;
        ii.     the Bylaws;

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                                        REGULATIONS
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                                      Kwantlen University Student Association


       iii.    the Regulations;
       iv.     Executive Procedures;
       v.      Policy Statements;
       vi.     ordinary resolutions of continuing effect, whether adopted at a general meeting or by
               referendum;
       vii.    appropriate excerpts from the Society Act and the University Act; and
       viii.   such other documents as may be selected by the Director of Operations.

2.     The Executive Board shall ensure the circulation and availability of the Council Handbook in
       accordance with this article.

3.     Copies of the Council Handbook shall:
       i.      be circulated to all members of Council at the beginning of their term of office;
       ii.     be kept in the Society's Main Office at all times, and made available to Members for
               reference purposes;
       iii.    be given to any Member of the Society upon receipt of a refundable deposit equivalent to the
               cost of printing and binding; and,
       iv.     be posted on the website of the Society

4.     Council members and others who by virtue of their office receive Council Handbooks, transition
       binders or other documents shall return their copies at the end of their term of office or shall be
       charged for them.

Article 5. Mission Statement of the Kwantlen Student Association

1.     The Kwantlen Student Association (KSA) supports its members during their time of study by
       ensuring adequate provision for their welfare, activities, political, and social needs. Through its
       democratic procedures, the KSA represents and reflects the concerns and priorities of its
       membership to the university and beyond, and strives to uphold the rights of each of its members.




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                                         REGULATIONS
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Section II. Council

Article 1. Protection of Directors, Officials and Others

1.      Every Director, official and employee of the Society and their heirs, executors, administrators and
        other legal personal representatives shall from time to time be indemnified and saved harmless by
        the Society from and against:
        i.      any liability and all costs and expenses that they sustain or incur in respect of any action,
                suit or proceeding that is proposed or commenced against them for or in respect of anything
                done or permitted by them in respect of the execution of their duties; and
        ii.     all costs, charges and expenses that they sustain or incur in respect of the affairs of the
                Society,

        provided that the individual has complied with the Bylaws, Regulations and other relevant rules of
        the Society and with their other legal obligations.

Article 2. Duties of Directors

1.      As members of the Board of Directors, voting members of Council are first and foremost Directors of
        the Society and owe their first duty to the Society.

2.      Each voting member of Council shall sit as a voting member on at least one (1) Committee of
        Council.

3.      Each member of Council shall be responsible for the orientation of their replacement.

4.      At least one Director from each Campus shall make a verbal report at each Council meeting on the
        current affairs of their Campus.

Article 3. Speaker of Council

1.      The appointment of the Speaker of Council shall be on the recommendation of the Primary
        Appointments Committee.

2.      A Speaker who becomes a candidate for an elected position within the Society immediately ceases to
        hold the position of Speaker.

Article 4. Conflict of Interest

1.      Voting members of Council, as Directors of the Society, shall act honestly and in good faith in the
        best interests of the Society as a whole, and exercise the care, diligence and skill of a reasonably
        prudent person in carrying out their duties.

2.      Directors shall use the utmost care and discretion in the handling of confidential and privileged
        information and shall not use such information for personal benefit or gain. Furthermore, Directors
        shall not disclose any information discussed in an in camera meeting of the Council without the
        authorization of the Council by Resolution.

3.      Elected officials and employees of the Society are expected to recuse themselves from participating
        in a decision, exercising an official power, or performing an official function when they are in a real
        or apparent conflict of interest.


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                                             REGULATIONS
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                                        Kwantlen University Student Association


4.      Members of Council are expected to declare any real or apparent conflict of interest relating to any
        issue being deliberated by Council.

5.      For the purpose of this Article, an individual who is holding a proxy from an absent member of
        Council is in a conflict of interest with respect to a particular issue if:
        i.      the individual is personally in a conflict of interest, or
        ii.     the member of Council whom the individual is representing by proxy is in a conflict of
                interest.

6.      i.       A Director must not accept a fee, a gift, a personal benefit or hospitality, except
                 compensation authorized by Council, that is offered or tendered by virtue of their position
                 as a Director.
        ii.      Sub-clause (i) above does not apply to a gift or personal benefit that is incidental to the
                 protocol or social obligations that normally accompany the responsibilities of office.
        iii.     If a gift or personal benefit referred to in sub-clause (ii) above exceeds $150 in value, or if the
                 total value received directly or indirectly from one source in any twelve (12) month period
                 exceeds $150, the Director must immediately disclose to Council, in writing:
                 a.        the nature of the gift or benefit;
                 b.        its source; and
                 c.        the circumstances under which it was given and accepted.
        iv.      Upon Council's receipt of a written disclosure referred to in sub-clause (iii), Council shall
                 either allow the recipient to keep the gift or benefit, or shall direct that the gift or benefit be
                 returned, or shall direct that the gift or benefit be disposed of in any other manner it sees fit.

7.      Any Director who contravenes this Section of the Regulations may be directed by a Resolution of
        Council to:
        i.      pay restitution to the Society for any financial loss suffered by the Society as a direct result
                of their action;
        ii.     account for, and dispose of, any profits made as a result of a breach of this Article; or
        iii.    return or otherwise restore the Society's property taken, damaged or destroyed by the action
                of that Director.

8.      For the purposes of this article, insofar as it is applicable, individuals who are not normally Directors
        but who are carrying a proxy vote at a given Council meeting shall be considered Directors.

Article 5. Conflict of Interest for others

1.      Officers and employees of the Society other than Directors of the Society shall act honestly and in
        good faith in the best interests of the Society as a whole, and exercise the care, diligence and skill of a
        reasonably prudent person in carrying out their duties.

2.      Officers and employees of the Society other than Directors are expected to recuse themselves from
        participating in a decision, exercising an official power, or performing an official function when they
        are in a real or apparent conflict of interest.

3.      The General Manager may develop further provisions regarding conflict of interest in relation to
        employees.

Article 6. Rules of Order

1.      Councillors shall maintain proper decorum during meetings of Council and respect the role and
        authority of the presiding officer and the other members of Council.

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2.    Regular meetings of Council shall be formally called by a Resolution of Council. A regular meeting
      of Council may be cancelled by a Resolution of Council. Councillors are expected to keep their
      Wednesdays free from 12:00pm to 3:00pm for regular Council meetings.

3.    Special meetings of Council shall be formally called by a Resolution of Council or by the joint
      written decision of five voting members of Council. A special meeting of Council may not be
      cancelled.

4.    All meetings of Council must be held on Kwantlen Polytechnic University campuses.

5.    Every councillor shall provide an email address to the Chairperson for the purpose of this Article.
      The full list of email addresses of councillors shall be made available to councillors. Notices of
      meetings of Council shall be delivered to councillors by email through these email addresses, or by
      hand.

6.    Two business days' notice is required to be delivered to all members of Council of every meeting of
      Council. This notice must state the date, time, and location of the meeting of Council, and in the case
      of a special meeting of Council, the purposes of the meeting. Notice shall ordinarily be delivered by
      the Chairperson, but may also be delivered by any voting member of Council. The notice of a
      meeting of Council may be given by delivering a provisional agenda to Council that fulfils the
      requirements of this clause.

7.    By no later than the second week of each semester, the Chairperson or staff member designated by
      the General Manager, shall ensure that a list of the dates, times, and locations of all upcoming
      meetings of Council for that semester are posted on the website of the Society.

8.    Council shall hold at least one meeting of Council per semester at each of the campuses of Kwantlen
      Polytechnic University.

9.    If the meeting room specified in the notice for a meeting of Council is found to be unavailable at the
      scheduled time of the meeting, the councillors present may choose an alternate location and clearly
      post a written notice at the original location specifying the new location of the meeting.

10.   A meeting of Council is automatically dissolved if a quorum is not present within thirty minutes of
      the scheduled time of the sitting.

11.   Members of the Society shall have full speaking privileges at meetings of Council, provided that
      they maintain proper decorum.

12.   While in camera, Council shall not consider or vote on main motions that require a Two-thirds (2/3)
      Resolution, including changes to the Regulations or Policies of the Society.

13.   Any voting member may request that they be recorded in the minutes as supporting, opposing or
      abstaining from voting on a motion.

14.   A roll call vote on a motion shall be held upon the request of three members of Council (including
      proxies).

15.   Unless otherwise determined by a Resolution of Council, whenever a secret ballot vote is held on a
      question relating to individuals, the numbers of votes received by each individual shall not be
      reported to Council or recorded in the minutes.


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                                        REGULATIONS
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                                      Kwantlen University Student Association


16.    A voting member of Council may, if she is unable to attend a meeting of Council, appoint a member
       to serve as her proxy. Such an appointment is subject to the following rules:
       i.       The person appointed to serve as proxy for a councillor must be a Member of the Society.
       ii.      Under no circumstances may a staff person of the Society or of Kwantlen Polytechnic
                University serve as a proxy, unless that individual is already an elected official of the
                Society.
       iii.     Any individual who would be ineligible to serve as a councillor shall also be ineligible to
                serve as a proxy.
       iv.      The appointment must be in writing, and must be signed by both the councillor and the
                appointed proxy, and delivered to the presiding officer, who shall announce the proxy to
                Council. The appointment and the signatures may be delivered in electronic format.
       v.       The presiding officer shall not recognize the authority of any direction or fetter given to the
                proxy from the councillor.
       vi.      Council members may serve as a proxy, but no individual may hold more than one (1)
                proxy at any one time.
       vii.     Individuals serving as proxy are subject to all applicable rules of directors, including rules
                relating to confidentiality.

Article 7. Agendas and Minutes

1.     The Chairperson or a staff member designated by the General Manager shall include in the
       provisional agenda all motions and reports submitted to her within three business days of the
       meeting of Council.

2.     The Chairperson or a staff member designed by the General Manager, shall prepare a provisional
       agenda for all regular meetings of Council and deliver this provisional agenda and any supporting
       documentation to all members of Council at least two business days in advance of the meeting.
       Upon its creation, the Chairperson or staff member designated by the General Manager shall also
       post the provisional agenda, excluding all in camera material, on the website of the Society. The
       provisional agenda shall ordinarily be structured according to the following classes of business:

       a.      Call to Order
       b.      Introductions
       c.      Adoption of the Agenda
       d.      Adoption of Minutes
       e.      Presentations to Council
       f.      Unfinished Business
       g.      Appointments, Resignations, and Removals
       h.      Reports of the Executive Board and the Chairperson
       i.      Report of the General Manager
       j.      Reports of Committees and Executives
       k.      Reports of Campus Councils and Campus Directors
       l.      Reports of Commissions and Liaisons
       m.      Reports of Board of Governors and Senate Representatives
       n.      New Business on Notice
       o.      Other Business
       p.      Next Meeting
       q.      Adjournment

3.     The Chairperson or a staff member designated by the General Manager shall not include in the
       provisional agenda motions or reports that contain religious references or comments that may be
       defamatory or inappropriate for a broadly representative political body.

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4.     Reports submitted under "Reports of the Executive Board and the Chairperson," "Reports of
       Committees and Executives," "Reports of Campus Councils and Campus Directors," "Reports of
       Liaisons and Commissions," and "Reports of Board of Governors and Senate Representatives" shall
       not contain recommended motions unless these motions have been approved by the appropriate
       body (i.e. the Executive Board, a standing committee, campus council, or commission).

5.     Motions and reports submitted for inclusion in the provisional agenda by individual councillors
       shall ordinarily be placed under "New Business on Notice."

6.     Motions and reports introduced at the meeting of Council shall ordinarily be placed under "Other
       Business," unless otherwise ordered by a Two-thirds (2/3) Resolution of Council.

7.     When drafting a provisional agenda, the Chairperson or staff member designated by the General
       Manager shall randomly rotate the order of reports, so that the order is different from the previous
       meeting, with no one body or individual having a regular or consistent place on the agenda ahead of
       another.

8.     The Chairperson, or staff member designated by the General Manager, shall ensure that reports of
       external conferences and meetings (as required by in Article 8(4) below) are included as a
       submission within Council’s agenda.

9.     The minutes of meetings of Council shall record the resolutions of Council and a summary of
       discussions.

10.    The Director of Operations and the Records Coordinator and Archivist shall sign the minutes once
       approved by Council and shall cause them to be kept.

11.    The Records Coordinator and Archivist shall post the minutes of meetings of Council, excluding all
       in camera material, on the website of the Society.

Article 8. Representation at External Conferences and Meetings

1.     Council shall appoint all delegates to external conferences and meetings of national, provincial and
       international student organizations (‘conferences’).

2.     Except as provided in clause 3, all delegates to conferences shall be members of the Society.

3.     Should Council stipulate that resource staff person(s) attend a particular conference, the General
       Manager shall designate which staff person(s) will attend, subject to the following restrictions:
        i.    resource staff person(s) shall not vote during conference committee meetings nor have any
              vote within Society caucus meetings; and
       ii.    resource staff person(s) shall not officially represent the Society without the consent of the
              Society caucus.

4.     All individuals attending any conference or external meeting on behalf of the KSA shall, within
       thirty (30) days of the end of the conference, submit a written report to the Chairperson of the
       Executive Board for inclusion in the agenda as a submission summarizing:
        i.      the conference, including all activities and sessions attended;
       ii.      their thoughts on the conference; and
      iii.      how their experience at the conference can be used to better the KSA


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                                     Kwantlen University Student Association


Article 9. Non-Voting Members of Council

1.     Pursuant to Bylaw 5(6), Council may, by a Two-thirds (2/3) Resolution, establish non-voting seats
       on Council.

2.     Non-voting members, except for the Speaker of Council and the Ombudsperson, may move or
       second motions, and may take part in debate, but shall not vote on any motion. They shall have the
       same rights as voting members regarding placing items on Council's agenda prior to Council
       meetings.

3.     Pursuant to Section III, clause 2 of the Regulations, the Ombudsperson must act in an impartial and
       unbiased manner when attending meetings of Council, and therefore shall not:
       i.     move or second motions;
       ii.    request items be added to Council's agenda other than "Presentation of the Ombudsperson";
       iii.   enter debate in such a manner as to support or oppose a given motion; and
       iv.    participate in the decision-making process in any other way.

4.     Non-voting members of Council shall not be considered directors of the Society, nor shall their
       presence of lack thereof at a Council meeting have any impact on the quorum of that meeting.

5.     The two (2) student representatives of the Kwantlen Polytechnic University Board of Governors
       shall be non-voting members of Council.

6.     The four (4) student representatives of the Kwantlen Polytechnic University Senate shall be non-
       voting members of Council.

7.     There shall be seven (7) Liaison positions on Council:
       i.      the Women's Liaison;
       ii.     the First Nations Liaison;
       iii.    the Students with Disabilities Liaison;
       iv.     the Students of Colour Liaison;
       v.      the Queer Liaison;
       vi.     the Mature Students Liaison; and,
       vii.    the International Students Liaison.

Article 10. Executive Observer

1.     Council may, by a Two-thirds (2/3) Resolution, appoint one of its members to be the Executive
       Observer. The Executive Observer must be appointed for a fixed term, not to exceed the term of the
       current members of the Executive Board.

2.     The Executive Observer shall:
       i.     confirm that members of the Executive Board have their office hours posted in compliance
              with the Bylaws and Regulations;
       ii.    confirm that members of the Executive Board have given notice for, and held, Committee
              meetings in compliance with the Bylaws and Regulations;
       iii.   confirm that members of the Executive Board have fulfilled their posted office hours in
              compliance with the Bylaws and Regulations;
       iv.    confirm that members of the Executive Board have submitted Council reports in compliance
              with the Bylaws and Regulations; and report items (i), (ii), (iii) and (iv) to Council; and
       v.     have such other powers and duties as are assigned by Council from time to time.


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3.     In the event that Council appoints an Executive Observer, the agenda shall be deemed amended so
       that the Executive Observer may make her report to Council directly after the Chairperson of the
       Executive Board.

4.     The members of the Executive Board and the General Manager shall assist the Executive Observer in
       the carrying out of her duties.

Article 11. Resignations

1.     Elected officials, including members of the Executive Board, may resign from their elected positions
       in accordance with this Article.

2.     In order to resign, an elected official must do one (1) of the following:
       i.      submit a signed letter of resignation to the Society; or
       ii.     declare her resignation verbally at a meeting of Council.

3.     An elected official ceases to be an elected official on the date specified in her resignation statements,
       or if no date is specified, immediately.

Article 12. Proof of Membership

1.     Pursuant to Bylaw 2(2), all elected officials shall submit to the General Manager proof of registration.

2.     Such submission shall be made no later than seven (7) days following the close of the last day of
       registration during that semester’s registration period as posted by the University Registrar in the
       University Calendar.

3.     The General Manager shall inform Council of:
       i.     any lapse in membership for any elected official who has failed to remain registered at
              Kwantlen Polytechnic University and Council shall accept that position as being vacant; and
       ii.    any elected official who fails to submit proof of registration.




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Section III. Ombudsperson

1.    The Ombudsperson shall be appointed by a Two-thirds (2/3) Resolution of Council for a one (1)
      year term, based on the recommendation of the Primary Appointments Committee.
      i.      [Repealed, December 19, 2006]
      ii.     Further to Bylaw 16 (4), the Ombudsperson shall not hold any other elected, appointed or
              staff position within the Society or the University.

2.    In addition to those powers and duties set out in the Bylaws, the Ombudsperson shall:
      i.      be responsible for investigating and reporting in writing to Council, or the appropriate
              member of the staff or the Executive, any reasonable complaint or question that a Member
              or staff member has with the Society;
      ii.     be responsible for investigating and reporting in writing to the appropriate authority any
              reasonable complaint or question that a Member has regarding any aspect of Kwantlen
              Polytechnic University;
      iii.    be responsible for the resolution of any such complaint referred to in sub-clauses (i) or (ii)
              above, where possible;
      iv.     make known to the Members and the staff that she is available for the hearing of complaints,
              by placing a minimum of one (1) advertisement or notice within a campus publication and
              by the affixation of posters in conspicuous places on all campuses;
      v.      post, in or about the Society's offices on each campus, a means by which staff and Members
              can directly contact the Ombudsperson.
      vi.     direct and train her successor, and provide a verbal and written report annually to Council
              at the end of her term of office, or at such other times as Council may request by a Two-
              thirds (2/3) Resolution;
      vii.    further to Bylaw 16(5) and notwithstanding any other provision in the Regulations, have the
              right to attend any meetings of the Society, including meetings held in camera, provided
              that she does not participate in the decision-making process at such meetings;
      viii.   act in an impartial and unbiased manner in the exercise of her duties;
      ix.     maintain confidentiality in respect of all matters, insofar as such confidentiality is not
              inconsistent with the Bylaws and the Regulations, that come to her attention in the
              performance of her duties; and
      x.      manage and maintain the portfolio of the Ombudsperson, including but not limited to:
              a.       the recruitment, training and recognition of volunteers, if any;
              b.       the preparation of a draft budget for the operations of the Ombudsperson, and the
                       submission of that draft to the Director of Finance no later than January 10 in any
                       given Fiscal Year.

3.    A report of the Ombudsperson, prepared under the authority of paragraph (4) (i) or (ii) above, shall
      be made available to all interested parties and to the Chairperson of the Executive Board. If the
      Chairperson of the Executive Board is an interested party in the matter, the report shall also be made
      available to another member of the Executive. If the Executive Board as a whole is an interested
      party, the report shall be made available to Council.

4.    Council may by a Two-thirds (2/3) Resolution, either of its own volition or on the application of an
      interested Member or staff member of the Society, direct the Ombudsperson to investigate a matter
      and report back to Council.

5.    The Ombudsperson may refuse to investigate or may cease investigating a complaint brought by a
      Member or a staff member, which in the Ombudsperson's opinion is not reasonable. Examples of
      unreasonable complaints include but are not limited to those in which:


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     i.      the complaint concerns a matter which last occurred more than one calendar year prior to
             the date of the complaint;
     ii.     the subject matter of the complaint primarily affects a person other than the complainant,
             and the complainant does not have sufficient personal interest in the issue;
     iii.    there are existing administrative procedures for the complaint, and the complainant does
             not have reasonable justification for not pursuing the complaint using those procedures;
     iv.     the complaint is frivolous, vexatious, not made in good faith or concerns a trivial matter; or
     v.      in the circumstances, investigation would not benefit the complainant.

     The Ombudsperson must investigate a complaint referred to her by Council.

6.   An individual whose complaint has been deemed unreasonable by the Ombudsperson pursuant to
     clause 5 above may appeal the Ombudsperson's decision to Council. Such an appeal must be in
     writing, and Council shall request a written opinion from the Ombudsperson as well. Council shall
     then decide the matter by a Two-thirds (2/3) Resolution.

7.   The Ombudsperson shall not investigate or shall cease investigating a matter that is or becomes
     before a court.

8.   The Ombudsperson may conduct either a formal or an informal investigation into any matter
     brought before her. If a complainant makes a written request for a formal investigation, the
     Ombudsperson must, subject to the discretion granted her in clause (5) above, conduct a formal
     investigation.

9.   In conducting a formal investigation pursuant to clause 8 above, the Ombudsperson shall, at a
     minimum:
     i.     do research into the rules and regulations, and applicable laws if any, that are pertinent to
            the complaint;
     ii.    interview all parties involved, and invite such parties to make written submissions if they so
            choose;
     iii.   produce a written report, summarizing all information gathered in accordance with sub-
            clauses (i) and (ii) above, and provide recommendations if appropriate; and
     iv.    distribute the report as required in clause (3) above.




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Section IV. Committees of Council

Article 1. General

1.      Pursuant to Bylaw 5(1)(v), Council may at any time, by a Two-thirds (2/3) Resolution, establish a
        standing or ad hoc committee it considers necessary or advisable, or discontinue such a committee,
        but it shall not delegate its powers to the committee. The composition, structure and mandate of
        standing committees shall be placed within the Regulations. Ad hoc committees shall have their
        composition, structure and mandate set within the resolution that created them, and shall be
        dissolved by Council once their mandate has been discharged.

2.      In order to maintain effectiveness, the composition of a committee shall not exceed nine (9) voting
        members.

3.      By no later than the second week of each semester, a Committee's chair shall ensure that a list of the
        dates, times, and locations of all upcoming meetings of the committee for that semester are posted
        on the website of the Society.

4.      Notice for all committee meetings shall be issued publicly by each committee's chair no less than
        two (2) business days before a meeting. Should this fail to occur, the failure shall be noted in the
        minutes

5.      The committee's chair shall prepare a provisional agenda for all regular meetings of the committee
        and deliver this provisional agenda and any supporting documentation to all committee members at
        least one (1) business day in advance of the meeting. Upon its creation, the committee chair shall
        also post the provisional agenda on the website of the Society.

6.      Quorum for any committee is a majority of its voting membership. If quorum is not present at a
        committee meeting, the lack of quorum shall be noted in the minutes. If a given committee has been
        granted the authority to spend money, such authority shall not be exercised at a meeting without
        quorum.

7.      The meetings of all standing and ad hoc committees shall be open to the public, unless otherwise
        specified in the Regulations, or unless the committee decides otherwise by a Two-thirds (2/3)
        Resolution.

8.      All committees may submit a budget to the Director of Finance. If a committee does not submit a
        budget, the Executive Board member responsible for the committee shall submit one on its behalf to
        the Director of Finance no later than January 10 in any given Fiscal Year.

9.      Minutes for committee meetings shall be drafted or cause to be drafted by the committee chair or her
        designate, and shall be distributed to committee members within seven (7) business days following
        the date of the meeting. The minutes of all meetings of all committees, once approved by the
        committee, shall be signed by the chair (or other person presiding over the meeting) and posted on
        the website of the Society. Once posted, the committee's chair shall inform Council in her regular
        written report to Council. Should Council raise no concerns regarding the minutes as posted, they
        shall be deemed to be approved by Council at that point.

10.     The Chair (or other person presiding over the meeting) shall send a copy of the committee minutes,
        once approved by Council, to the Records Coordinator and Archivist.



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                                      Kwantlen University Student Association


11.    All society committee meetings (whether committees of Council or of another body) must be held on
       Kwantlen Polytechnic University campuses.

Article 2. Appointment of Committee Members

1.     Unless otherwise stipulated in the provisions describing the composition of a committee, Council
       shall appoint the members of all committees. The term of each appointment shall be set by Council
       in the Resolution to appoint the individual(s), provided however that no term shall exceed eighteen
       (18) months. If a vacancy occurs in a Council-appointed position on a committee, Council shall
       appoint a replacement member as soon as possible.

2.     Notwithstanding the preceding provision, where committee members must hold some other office
       in order to occupy a specific seat on a committee, their appointment shall terminate when they cease
       to hold that other office.
3.     The Director of Academic Affairs shall cause to be advertised all at-large positions on committees.
       Such advertising shall be in the form of posters placed in conspicuous locations, including locations
       in or about the Society's offices on each campus, and in such other conspicuous locations at the
       discretion of the Director of Academic Affairs.

4.     Notwithstanding paragraph 3 above, Council may establish its own interview teams for committee
       membership if it sees fit.

Article 3. Committee Chairs

1.     Unless otherwise specified in the Bylaws or Regulations, Council shall appoint the chairs of all
       committees. All committee chairs must be members of Council or staff members of the Society.
       Council may remove any person it has appointed chair of a committee by following the procedure
       stipulated in Bylaw 5(8).

2.     The chair shall preside over the meetings of the committee, and shall not vote except to break or
       create a tie or otherwise to affect the result.

3.     The duties of committee chairs shall be to set the agendas for meetings, call meetings, take minutes,
       ensure quorum is met at meetings, report to Council on the activities of the committee, and seek to
       remove and replace committee members who fail to attend meetings. Except for the duty to remove
       and replace members, these duties may be delegated to another committee member by a Resolution
       of the committee.

4.     If a chair is unable to attend a meeting, the committee shall elect an acting chair for the meeting.

5.     The chair shall administer the budget of the committee as approved by Council, and shall be the
       signing officer of the committee.

6.     All chairs shall have access to secretarial support in performance of their duties, and the Executive
       Board shall ensure that chairs have such access.

7.     The Director of Operations shall arrange appropriate training for all chairs, and shall provide each
       chair with a committee handbook upon request. The handbook shall include operating procedure, a
       guide to available resources, and the previous year's minutes and agendas.

8.     Chairs of committees who are not members of the Executive Board or staff members of the Society
       shall receive a yearly honorarium, set by a Resolution of Council. In the event that a chair serves for
       less than a full year, the honorarium shall be pro-rated.
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                                      Kwantlen University Student Association



9.     Chairs shall notify Council, at the earliest opportunity, of any vacancies on their committees.

Article 4. Replacement and Attendance

1.     The chair may, at their discretion, ask for the resignation of any appointed committee member who
       has missed at least three (3) regularly scheduled committee meetings during the individual's term
       on the committee.

2.     If a committee member does not submit their resignation after being requested to do so by the chair
       of their committee in accordance with paragraph 1 above, the chair may submit a motion to Council
       asking that the committee member be removed from the committee in accordance with Bylaw 5(8).

Article 5. Standing Committees

1.     Finance Committee
       i.      The voting members of the Finance Committee shall be:
               a.      the Director of Finance, who shall be Chair;
               b.      four (4) members, composed of at least one (1) elected official from each Campus
                       Council, three (3) of whom are voting members of Council who are not members of
                       the Executive Board; and
               c.      four (4) at-large Members, appointed by Council.
       ii.     The Financial Controller shall attend meetings of the Finance Committee unless directed
               otherwise by the committee.
       iii.    The Finance Committee shall:
               a.      review the Director of Finance's draft budget for the Society and make such changes
                       in the draft budget as it sees fit, and then forward that draft to Council in
                       accordance with Section IX of the Regulations;
               b.      monitor the Society's accounts, and assist the Director of Finance in ensuring
                       compliance with the Society's Budget;
               c.      recommend to Council changes to the Society's budget that are necessary or
                       advisable;
               d.      ensure compliance with the fiscal procedures by all individuals and organizations
                       within the Society;
               e.      assist individuals and bodies within the Society with the preparation of budgets;
               f.      monitor the integrity of, and provide input into the Society's internal controls;
                       monthly bank reconciliations; quarterly reports as produced by the General
                       Manager; financial statements; and any other issues related to the financial
                       performance of the Society;
               g.      on an annual basis, review the Society's arrangements for detecting fraud and for
                       students, elected officials and employees to raise concerns, in confidence, about
                       possible wrongdoing in financial reporting or other matters. The committee shall
                       ensure that these arrangements allow proportionate and independent investigation
                       of such matters with appropriate follow up action;
               h.      on an annual basis, review the requirements for the fiscal audit and meet regularly
                       during all points in the auditing process to discuss and remit any issues arising
                       during the audit;
               i.      consider and make recommendations to Council, to be put to the membership for
                       approval at the AGM, in relation to the appointment, re-appointment or removal of
                       the Society's auditors;
               j.      present options and recommendations to Council regarding regulations, policies or
                       plans that are related to its area;

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                                    Kwantlen University Student Association


             k.      provide advice, input and guidance into the ongoing projects being handled by the
                     Director of Finance; and
             l.      have such other powers and duties as are assigned by Council from time to time.

2.   Student Issues and Actions Committee (SIAC)
     i.      The voting members of SIAC shall be:
             a.      the Director of External Affairs, who shall be Chair;
             b.      one (1) student member of the Kwantlen Polytechnic University Board of
                     Governors;
             c.      two (2) voting members of Council who are not members of the Executive Board;
                     and
             d.      five (5) at-large Members, appointed by Council.
     ii.     SIAC shall:
             a.      assist the Director of External Affairs in promoting communication with other
                     student organizations;
             b.      assist the Director of External Affairs in keeping Council informed of Provincial and
                     Federal Government educational policy;
             c.      assist the Director of External Affairs in keeping Council informed of municipal and
                     community activities as they relate to post-secondary education;
             d.      discuss and analyze the impact of Provincial and Federal Government educational
                     policy, and make recommendations to either the Director of External Affairs or
                     Council;
             e.      subject to the approval of Council, lobby the appropriate level of government or the
                     public on issues of interest to students, including but not limited to transit, student
                     loans, post-secondary education funding, day-care, equity, student housing, and
                     government policies;
             f.      prepare briefs, discussion papers, or policy documents with respect to post-
                     secondary education for approval by Council and for submission to governmental
                     or non-governmental bodies external to the University-;
             g.      present options and recommendations to Council regarding policies or plans that
                     are related to its area; and
             h.      have such other powers and duties as are assigned by Council from time to time.

3.   Events and Communication Committee (ECC)
     i.      The voting members of the ECC shall be:
             a.      the Director of Events and Student Life, who shall be Chair;
             b.      four (4) members of Council who are not members of the Executive Board, one such
                     member from each campus; and
             c.      four (4) at-large Members, as appointed by Council
     ii.     The Clubs and Events Coordinator shall attend meetings of ECC unless directed otherwise
             by the committee.
     iii.    ECC shall:
             a.      assist the Director of Events and Student Life in developing events that will enrich
                     the social, personal and academic lives of students on different campuses;
             b.      publicize, or cause to be publicized, events taking place on any campus, whether
                     organized by the Society or otherwise;
             c.      assist the Director of Events and Student Life in making recommendations to
                     Council and the Executive Board regarding Clubs and Program Based Support;
             d.      advise Council and the Executive Board on how to communicate information about
                     the activities, events and issues facing the Society to its membership, its staff, the
                     University, and the community at large in a full, succinct and timely manner in a
                     clearly defined and maintained communication strategy;

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             e.      establish channels, protocols and programs aimed at encouraging input from and
                     consultation with the Society's membership;
             f.      oversee the management of an electronic communications network, including but
                     not limited to the Student Association website;
             g.      arrange for the preparation and insertion of Society information supplements into
                     campus publications on a regular basis; and
             h.      have such other powers and duties as are assigned by Council from time to time.

4.   Academic Issues Committee
     i.    The voting members of the Academic Issues Committee shall be:
           a.       the Director of Academics, who shall be Chair;
           b.       one (1) student member of the Kwantlen Polytechnic University Senate;
           c.       four (4) voting members of Council who are not members of the Executive Board;
                    and
           d.       three (3) at-large Members, appointed by Council.
     ii.   The Academic Issues Committee shall:
           a.       discuss and analyze the impact of University academic policies on students, and
                    make recommendations to Council;
           b.       create and maintain a database of University committees with student membership,
                    and recommend to Council persons for appointment, including its own members, to
                    such committees of the University;
           c.       subject to the approval of Council, lobby the appropriate level of the University on
                    issues of interest to students, including but not limited to daycare, equity, safety,
                    academics, University policies and campus planning;
           d.       assist Campus Councils with academic and other issues between them and their
                    local campus administration;
           e.       present options and recommendations to Council regarding policies or plans that
                    are related to its area; and
           f.       have such other powers and duties as are assigned by Council from time to time.

5.   Operations and Services Committee
     i.     The voting members of the Operations and Services Committee shall be:
            a.      the Director of Operations, who shall be Chair;
            b.      two (2) voting members of Council who are not members of the Executive Board;
                    and
            c.      five (5) at-large Members, appointed by Council.
     ii.    The Student services manager shall attend meetings of the Operations and Services
            Committee unless directed otherwise by the committee.
     iii.   The Operations and Services Committee shall:
            a.      discuss and analyze the services offered by the Society to its members, and make
                    recommendations to Council;
            b.      discuss, analyze and make recommendations regarding the operations of the
                    Society, other than human resources issues, as related to the Director of Operation's
                    portfolio;
            c.      examine the revenue generated from commercial services, and recommend changes,
                    expansions or cancellations to such services to the Student Services Manager;
            d.      assist the Director of Operations in liaising with other student societies concerning
                    the services they offer their membership, and analyze whether or not such services
                    would be appropriate for the Society;
            e.      assist the Director of Operations and the Student Services Manager with the
                    implementation of new services, when appropriate;


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                                   Kwantlen University Student Association


             f.      present options and recommendations to Council regarding policies or plans that
                     are related to its area; and
             g.      have such other powers and duties as are assigned by Council from time to time.

7.   Primary Appointments Committee
     i.     The voting members of the Primary Appointments Committee shall be:
            a.       One (1) student member of the Board of Governors or the Senate, as appointed by
                     Council;
            b.       The General Manager;
            c.       Six (6) Members-at-large, as appointed by Council.
            The Committee shall elect its own chair.
     ii.    The General Manager shall ensure that sufficient funds are available for the operations of
            the committee within her annual budget proposal.
     iii.   The Committee shall:
            a.       interview candidates for Speaker, Ombudsperson and Chief Returning Officer
                     (CRO), and other such positions as are designated by Council;
            b.       advertise widely for the positions of Speaker, Ombudsperson, and the CRO
                     including: placing a minimum of one (1) advertisement or notice within a campus
                     publication including the official Society website, and by the affixation of posters
                     that outline the appropriate job descriptions and specifications required for each
                     position in conspicuous places on all campuses. The committee shall allow no less
                     than two (2) weeks application time between the first notice of the position vacancy
                     to the close of applications.
            c.       develop standardized questions and evaluation criteria for each position which it
                     interviews, such questions and criteria to be approved by a Resolution of the
                     Committee before interviewing begins, and applied equally to all candidates;
            d.       vote to ratify the decisions of the Chair as to which candidates are given interviews
                     out of those who have applied;
            e.       perform background checks on candidates who are given interviews out of those
                     who have applied;
            f.       determine the times at which interviews may occur;
            g.       not interview candidates for the permanent staff positions within the Society; and
            h.       have other such powers and duties as outlined in the Regulations or as assigned by
                     Council from time to time.
     iv.    The Committee may, if it chooses not to recommend a person for a position applied for,
            consider that person for another position under its purview as set out in paragraph (iii) (a)
            above, or refer that person's application to the Business Office of the Society for
            consideration elsewhere in the Society.
     v.     Meetings of the Committee shall be open only to members of the Committee, and to guests
            as invited by Resolution of the Committee.
     vi.    The Committee shall consult with the current CRO in choosing a new CRO, except when the
            current CRO is applying to be reappointed.
     vii.   Where possible, the current Speaker of Council shall attend interviews as a non-voting
            member of the Committee when it is interviewing applicants for the Speaker of Council
            position, except when the current Speaker of Council is applying to be reappointed.
     viii.  Quorum for this Committee shall be three members.
     ix.    Notwithstanding this article, Council may choose to reappoint an officer, for an additional
            term in office, by a Two-thirds Resolution (2/3) without the use of the Primary
            Appointments Committee.




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                                              Valid as of May 7th, 2010
                                       Kwantlen University Student Association


Section V. General Manager

Article 1. General

1.      In accordance with Bylaw 17(1)(ii), the General Manager shall manage and direct all the staff of the
        Society.

2.      The General Manager shall establish and maintain all personnel procedures, and such procedures
        shall be contained in a Personnel Handbook of the Society. The handbook shall set out the basic
        employment principles and practices to be followed by the Society's management and staff, subject
        at all times to any legislation, collective agreements or contracts which may be in place from time to
        time.

3.      There may be two separate handbooks, one for permanent employees and one for part-time and/or
        student employees.

4.      All employees of the Society shall be given the appropriate Personnel Handbook at the time they
        commence employment.

5.      The General Manager shall regularly review the Personnel Handbook and, if necessary, make such
        changes to them which are prudent and desirable. The Personnel Handbook shall be readily
        available, in both printed and electronic format.

6.      The General Manager shall provide a written report regarding the ongoing activities related to her
        portfolio to every regular meeting of Council.

7.      i.      In accordance with Bylaw 17(1)(iv), the General Manager shall determine the appropriate
                security procedures concerning keys and other access issues to Society offices and facilities,
                in consultation with the Director of Operations. The General Manager shall determine who
                may have access to Society offices and facilities, and under what circumstances that access
                may be utilized.
        ii.     Notwithstanding paragraph (i) above, the General Manager shall furnish all members of the
                Executive Board with keys to, at least, the Main Office and their individual offices. In the
                event of a serious security issue, the General Manager may order an Executive Board
                member(s) to relinquish their keys, and that Executive Board member(s) shall so comply.
                However, the issue must be brought to the next scheduled Council meeting for
                consideration, and a motion to uphold the decision of the General Manager must be
                deliberated by Council, and ratified by Resolution.

8.      The General Manager shall ensure that all offices of the Society be used as a centre for business of
        the Society, and not as a social gathering place or study group area during normal operating hours.

9.      The General Manager shall ensure that Society computers are used only by individuals to whom
        they are assigned. However, other members or staff of the Society may use computers under the
        strict supervision of the individual to whom that computer is assigned.

10.     The General Manager shall ensure that products from Tim Hortons shall not be served at any
        Society event, meeting or other social function. Furthermore, the General Manager shall ensure that
        no reimbursement occurs for Tim Hortons products.




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                                       Kwantlen University Student Association


Article 2. Financial

1.      In accordance with Bylaw 17(1)(vii), the General Manager shall cause to be carried out the financial
        decisions of Council and the Executive, insofar as such decisions are consistent with the Society Act,
        the Bylaws, these Regulations and the Budget adopted by Council.

2.      The General Manager shall not carry out, or cause to be carried out, any financial transaction unless
        it is appropriately approved, and is consistent with the Society Act, the Bylaws, these Regulations
        and the Budget adopted by Council.

3.      In the event that an elected official of the Society disagrees with a decision made by the General
        Manager pursuant to paragraph (2) above, the General Manager's decision may be appealed to
        Council, whose decision in the matter shall be final. Until such time as the General Manager's
        decision is reversed by Council, the financial transaction in question shall not proceed.

4.      In accordance with Bylaw 17(1)(vi), the General Manager shall deliver written financial reports to
        Council four (4) times per year; in January, April, July and October. Such reports shall include:
        i.      expenditures to-date in each budgeted line item;
        ii.     revenues to-date in each budgeted line item;
        iii.    reference, in a form determined by the General Manager, to the previous year's Budget
                comparing the current financial status to the same reporting period of the previous year;
        iv.     such other information as the General Manager may determine, or that has been requested
                by Council or the Executive Board.

5.      At the request of Council, by Resolution, the General Manager shall provide interim reports at times
        other than those specified in paragraph (4) above.

Article 3. Authority over the Social Justice Center

1.      All changes to the Social Justice Center's structure, design, or purpose, must have the approval of
        the General Manager, not made by liaisons or their constituencies.

2.      All changes recommended to the General Manager concerning the operations or activities of the
        Social Justice Center must have majority approval of all elected Liaisons.

3.      The General Manager will continuously collaborate with the Liaisons in maintaining an aesthetically
        pleasing and a cognitively ergonomical design of the Social Justice Center that will respect the
        principle of equal access to the Center's wall space.




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                                         REGULATIONS
                                         REGULATIONS
                                              Valid as of May 7th, 2010
                                       Kwantlen University Student Association


Section VI. Executive Board

Article 1. Terms of Office

1.      Each member of the Executive Board shall, at the Annual General Meeting where they take office or,
        in the event of a by-election, at the Council meeting where they take office, sign and date an Oath of
        Office which includes the following:

                "I, ___________________, in view of the trust that the students of Kwantlen Polytechnic
                University have vested in me, as well as my own personal sense of honour and duty, do
                solemnly affirm to fulfill my responsibilities as an Executive Board member of the Kwantlen
                Student Association. I will do everything in my power to uphold and respect the
                Constitution, Bylaws, Regulations, and Policies of the Kwantlen Student Association. I am
                aware that my primary reporting responsibility is to Council, and that Council has the
                authority to reprimand me if I fail to perform my duties in a satisfactory manner. If a conflict
                of interest arises in which I, as an Executive Board member, have the opportunity to exercise
                an official power or duty in ways that can lead to personal gain or advantage of any kind, I
                will relinquish my right to participate in the decision-making process. I will engage in open
                and honest debate in a process where I am guided by truth and fairness. I will never
                purposely misrepresent facts in dealing with constituents, other representatives, and the
                Kwantlen community in an effort to achieve my goals. In executing my office, I will seek out
                and voice effectively the interests and concerns of the student body, so as to offer the
                student body a vehicle through which to address issues and improve the quality of life at
                Kwantlen for all students."

2.      Each Executive Board member shall be a salaried employee for the duration of their term of office.

3.      Each Executive member shall work, on average, no less than twenty-five (25) hours per week.

4.      Executive Officers shall keep no less than ten (10) office hours per week, to take place at the Main
        Office of the Society.

5.      The General Manager shall instruct each Executive member on the operations of the Society's Main
        Office when they assume office.

6.      Each Executive member shall post, on or about her office door:
        i.     her specific office hours when they will be available to the staff and Members of the Society;
               and
        ii.    a means by which staff and Members of the Society can contact her outside of the posted
               office hours.

7.      Each Executive member shall prepare a draft budget proposal covering the operations of her office,
        and all committees and other structures within her portfolio, and submit that proposal to the
        Director of Finance no later than October 1st, to be included in the Budget of the following Fiscal
        Year.

8.      Each Executive member shall be responsible for ensuring a smooth transition at the end of her term
        in office, including:
            i. the orientation of her replacement;
            ii. preparing a Year End Transition report;
            iii. transferring copies of all completed records and documents to the Records Coordinator and
                 Archivist.

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                                        Kwantlen University Student Association


              iv. working with the General Manager to preserve and transfer all other aspects of her office,
                  including documents, passwords, computers, keys, etc.

9.     In order to facilitate a smooth executive transition process, the General Manager may increase the
       allotted hours for executives during their final two (2) weeks in office, and/or begin paying newly-
       elected executives two (2) weeks prior to their assumption of office.

10.    The Executive Board will prepare and maintain a strategic plan for the Society that covers at least a
       five-year period.

Article 2. Executive Board

1.     There shall be an Executive Board, composed of the five members of the Executive, one of whom
       shall be elected Chairperson of the Executive Board pursuant to Bylaw 10(2)(x).

2.     Subject at all times to the Constitution, Bylaws, Regulations, Executive Procedures and the powers of
       Council, the Executive Board shall manage the day-to-day affairs of the Society.

3.     The General Manager and the Records Coordinator and Archivist shall attend meetings of the board
       unless directed otherwise by the board.

4.     A quorum for meetings of the Executive Board shall be three (3) voting members.

5.     Unless otherwise stipulated in the Bylaws or these Regulations, decisions of the Executive Board
       require a majority vote of the Board at a regularly scheduled meeting of the Board where a quorum
       is present.

6.     Notwithstanding paragraph 5 above, any member of the Executive may put resolutions to the
       Executive Board members outside of regularly scheduled meetings but the resolution shall require,
       in writing, a clear mover and the approval, by signature, of four (4) of the five (5) members of the
       Board to be considered adopted. Such resolutions, whether adopted or defeated, shall appear in the
       next set of Executive Board minutes under the heading ‘Non-Meeting Motions’

7.     The Chairperson of the Executive Board shall chair meetings of the board. In the event that she is not
       in attendance, another member of the Executive Board shall be chosen by Resolution to chair that
       meeting.

8.     By no later than the second week of each semester, the Chairperson of the Executive Board shall
       ensure that a list of the dates, times, and locations of all upcoming meetings of the committee for
       that semester are posted on the website of the Society.

9.     The Chairperson of the Executive Board shall prepare a provisional agenda for all regular meetings
       of the Executive Board and deliver this provisional agenda and any supporting documentation to all
       members of the Executive at least one (1) business day in advance of the meeting. The provisional
       agenda shall ordinarily be structured according to the following classes of business:

       i.        Call to Order
       ii.       Introductions
       iii.      Adoption of the Agenda
       iv.       Adoption of Minutes
       v.        Presentations to the Executive
       vi.       Unfinished Business

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                                      Kwantlen University Student Association


       vii.     Reports & Business Related to Executive Portfolios
                     a.        Chairperson of the Executive Board
                     b.        Director of Academic Affairs
                     c.        Director of Events & Student Life
                     d.        Director of External Affairs
                     e.        Director of Finance
                     f.        Director of Operations
                     g.        General Manager’s Update
       viii.    Submissions
       ix.      Next Meeting
       x.       Adjournment

10.     The Chairperson of the Executive Board shall post the agendas of meetings of the Executive Board,
        excluding all in-camera material, on the website of the Society at least twenty-four (24) hours in
        advance of the meeting.

11.     The minutes of meetings of the Executive Board shall record the resolutions of the Executive and a
        summary of discussions. The Chairperson of the Executive Board and the Records Coordinator and
        Archivist shall sign the minutes once approved by the Executive. The Records Coordinator and
        Archivist shall post the minutes of meetings of the Executive Board, excluding all in-camera
        material, on the website of the Society, at least three (3) business days following their approval by
        the Executive Board.

12.     The chair of an Executive Board meeting may move motions and debate the merits of any issue
        before the board. The chair of an Executive Board meeting may only vote to break or create a tie, or
        otherwise to affect the result.

13.     The Executive Board shall exercise editorial control over the Society's communication mediums,
        including the yearly student handbook, official newsletter, and web-site. However, in accordance
        with the Bylaws, Council may overrule their decisions by a Two-thirds (2/3) Resolution.

14.     All Executive Board meetings must be held on Kwantlen Polytechnic University campuses.

15.     The Executive Board shall appoint, by Resolution, each of its members to oversee, provide advice to,
        assist and liaise with either:
        i.       one (1) of the campus councils; or
        ii.      all of the liaisons.

16.     Further to paragraph 15 above, Executive Board members appointed to assist with one (1) of the
        campus councils shall:
        i.      attend at least one (1) campus council meeting per month; and
        ii.     represent the executive at and provide assistance with campus council events.

17.     Further to paragraph 15 above, the Executive Board member appointed to assist with the liaisons
        shall:
        i.      attend at least one (1) commission meeting per month; and
        ii.     represent the executive at and provide assistance with events organized by the liaisons and
                commissions.

Article 3. Director of Operations

1.      In addition to those powers and duties set out in the Bylaws, the Director of Operations shall:

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                                          Kwantlen University Student Association


        i.      chair the Operations and Services Committee and be the liaison between that committee and
                Council;
        ii.     be responsible for the management of the Society's offices and facilities, including their use,
                maintenance and condition;
        iii.    be responsible for the Society's referendums, annual general meetings, and special general
                meetings;
        iv.     be responsible for causing the Society's annual daytimer to be produced;
        v.      liaise with the Campus Councils on administrative matters and the use of the Society's
                offices and facilities;
        vi.     negotiate, with the General Manager, contracts and other legal agreements concerning the
                Society's offices and facilities;
        vii.    provide a written report regarding the ongoing activities related to her portfolio to every
                regular meeting of Council;
        viii.   oversee and expand the society's services;
        ix.     maintain, or cause to be maintained, the Society's web site and ensure that it is up to date
                with the latest information;
        x.      be responsible for promoting the services of the Society to the general membership;
        xi.     attend all regularly scheduled meetings of the Executive Board and Council; and
        xii.    have such other powers and duties as are assigned by Council or the Executive Board from
                time to time.

Article 4. Director of Finance

1.      In addition to those powers and duties set out in the Bylaws, the Director of Finance shall:
        i.      chair the Finance Committee and be the liaison between that committee and Council;
        ii.     negotiate, with the General Manager, changes in the contracts for the staff of the Society and
                all permanent staff (other than the General Manager) and present those changes to Council
                for approval, when appropriate;
        iii.    liaise with the Campus Councils on financial matters and their financial relations with the
                University-;
        iv.     provide a written report regarding the ongoing activities related to her portfolio to every
                regular meeting of Council;
        v.      attend all regularly scheduled meetings of the Executive Board and Council;
        vi.     advise Council, in writing, of any changes to the Society's financial investments;
        vii.    ensure that the Budget adopted by Council is adhered to by all areas and departments of the
                Society;
        viii.   bring motions to Council proposing amendments to the Budget when necessary;
        xi.     liaise, in cooperation with the General Manager, with organisations or societies who have
                specifically been contracted to provide universal services to the membership; and
        xii.    have such other powers and duties as are assigned by Council or the Executive Board from
                time to time.

Article 5. Director of External Affairs

1.      In addition to those powers and duties set out in the Bylaws, the Director of External Affairs shall:
        i.      chair the Student Issues and Actions Committee and be the liaison between that committee
                and Council;
        ii.     be responsible for community outreach and external political events of the Society;
        iii.    liaise with, and represent the Society on the Canadian Federation of Students BC Executive
                Committee, and attend all Canadian Federation of Students events, unless Council, by
                Resolution, designates some other elected official to perform these functions;
        iv.     provide a written report regarding the ongoing activities related to her portfolio to every
                regular meeting of Council;
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        v.      attend all regularly scheduled meetings of the Executive Board and Council;
        vi.     attend all regularly scheduled meetings of the Kwantlen Polytechnic University Board Of
                Governors;
        vii.    pursuant to Article 11 (4) of the Bylaws, be responsible for lobbying municipal officials,
                members of the Legislative Assembly and federal Members of Parliament on issues of
                importance to students;
        viii.   liaise with organizations at the University representing the faculty, the sessional instructors,
                the teaching assistants and the non-teaching staff concerning external issues and lobbying;
                and
        ix.     have such other powers and duties as are assigned by Council or the Executive Board from
                time to time.

Article 6. Director of Events and Student Life

1.      In addition to those powers and duties set out in the Bylaws, the Director of Events and Student Life
        shall:
        i.      chair the Events and Communications Committee of Council and be the liaison between that
                committee and Council;
        ii.     advertise Society events to the membership;
        iii.    develop and co-ordinate a communications strategy between the Society and its members;
        iv.     provide a written report regarding the ongoing activities related to her portfolio to every
                regular meeting of Council;
        v.      attend all regularly scheduled meetings of the Executive Board and Council;
        vi.     liaise with Kwantlen Polytechnic University on matters of student life and recreation;
        vii.    have such other powers and duties as are assigned by Council or the Executive Board from
                time to time.

Article 7. Director of Academic Affairs

1.      In addition to those powers and duties set out in the Bylaws, the Director of Academic Affairs shall:
        i.      chair the Academic Committee of Council and be the liaison between that committee and
                Council;
        ii.     be responsible for the Society's volunteers;
        iii.    provide a written report regarding the ongoing activities related to her portfolio to every
                regular meeting of Council;
        iv.     attend all regularly scheduled meetings of the Executive Board and Council;
        v.      attend all regularly scheduled meetings of the Kwantlen Polytechnic University Senate;
        vi.     liaise with the Campus Councils on academic matters and academic relations with the
                University;
        vii.    liaise with organizations at the University representing the faculty, the sessional instructors,
                the teaching assistants and the non-teaching staff concerning academic affairs;
        viii.   oversee and ensure the organization and implementation of the annual August new-student
                orientations as jointly organized by the Campus Councils and the Counselling and Advising
                Departments on each campus;
        ix.     be responsible for maintaining or causing to be maintained, BCBookworm;
        x.      be responsible for reserving Kwantlen Student Association office space for a "Social Justice
                Center", which will cater to the needs of all of the Liaison's demographic groups;
        xi.     be responsible for guaranteeing that the Social Justice Center will be always open to the
                student membership during Kwantlen Student Association office hours;
        xii.    proactively searching for opportunities to make a Social Justice Center on all campuses; and
        xiii.   have such other powers and duties as are assigned by Council or the Executive Board from
                time to time.

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Article 8. Chairperson of the Executive Board

1.     In addition to the powers and duties of her elected office, and those stipulated in the Bylaws, the
       Chairperson of the Executive Board shall:
       i.      co-ordinate, in general, the activities of the Executive and the Society as a whole;
       ii.     be the spokesperson of the Society on general issues, and fulfill the role of liaison or
               spokesperson on specific issues if the appropriate other Executive Board member is
               unavailable;
       iii.    work, on average, an additional five (5) hours per week above and beyond those hours
               worked in the performance of her primary portfolio;
       iv.     write letters on behalf of Council;
       v.      after a general meeting or referendum, cause to be filed with the Registrar of Companies the
               documents as required by the Society Act, and any other documents;
       vi.     ensure that bodies and individuals report back to Council on actions Council has directed
               them to take;
       vii.    inform Council members if they are not in compliance with their requirement to serve on a
               minimum of one (1) committee;
       viii.    ensure that members of the Executive Board have their office hours posted in compliance
               with the Bylaws and Regulations;
       ix.      ensure that members of the Executive Board have fulfilled their posted office hours in
               compliance with the Bylaws and Regulations;
       x.      ensure that members of the Executive Board have given notice for, and held, Committee
               meetings in compliance with the Bylaws and Regulations;
       xi.     ensure that Campus Council Directors have given notice for, and held, Campus Council
               meetings in compliance with the Bylaws and Regulations;
       xii.    ensure that Liaisons have given notice for, and held, Commission meetings in compliance
               with the Regulations;
       xiii.   submit copies to Council of any correspondence or other documents delivered to her which
               are addressed to Council;
       xiv.    provide a written report regarding the ongoing activities related to her portfolio and the
               Executive Board in general to every regular meeting of Council;
       xv.     ensure that the Chairperson or a staff member designated by the General Manager prepares
               the provisional agenda for Council, and ensures that all accompanying documents, minutes,
               reports etc. are in order; and
       xvi.    provide a written report regarding the ongoing activities related to her portfolio and the
               Executive Board in general to every regular meeting of Council;
       xvii.   ensure that bodies and individuals report back to Council on actions Council has directed
               them to take;
       xviii. ensure that all individuals who are required to submit written reports to Council do so, in
               compliance with the Regulations, and report on those from whom a report was not received
               in the provisional agenda; and
       xix.    have such other powers and duties as are assigned by Council or the Executive Board from
               time to time.




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Section VII. Campus Councils

Article 1. Terms of Office

    1.   Campus Directors shall, at the Annual General Meeting where they take office or, in the event of a
         by-election, at the Council meeting where they take office, sign and date an Oath of Office which
         includes the following:

                 "I, ___________________, in view of the trust that the students of Kwantlen Polytechnic
                 University have vested in me, as well as my own personal sense of honour and duty, do
                 solemnly affirm to fulfill my responsibilities as a Campus Council Director of the Kwantlen
                 Student Association. I will do everything in my power to uphold and respect the
                 Constitution, Bylaws, Regulations, and Policies of the Kwantlen Student Association. I am
                 aware that my primary reporting responsibility is to Council, and that Council has the
                 authority to reprimand me if I fail to perform my duties in a satisfactory manner. If a conflict
                 of interest arises in which I, as a Campus Council member, have the opportunity to exercise
                 an official power or duty in ways that can lead to personal gain or advantage of any kind, I
                 will relinquish my right to participate in the decision-making process. I will engage in open
                 and honest debate in a process where I am guided by truth and fairness. I will never
                 purposely misrepresent facts in dealing with constituents, other representatives, and the
                 Kwantlen community in an effort to achieve my goals. In executing my office, I will seek out
                 and voice effectively the interests and concerns of the student body on my campus, so as to
                 offer the student body a vehicle through which to address issues and improve the quality of
                 life at Kwantlen for all students."

    2.   Campus Representatives shall, at the Annual General Meeting where they take office or, in the event
         of a by-election, at the Council meeting where they take office, sign and date an Oath of Office which
         includes the following:

                 "I, ___________________, in view of the trust that the students of Kwantlen Polytechnic
                 University have vested in me, as well as my own personal sense of honour and duty, do
                 solemnly affirm to fulfill my responsibilities as a Campus Council Representative of the
                 Kwantlen Student Association. I will do everything in my power to uphold and respect the
                 Constitution, Bylaws, Regulations, and Policies of the Kwantlen Student Association. I am
                 aware that the General Manager has the authority to reprimand me if I fail to perform my
                 duties in a satisfactory manner. If a conflict of interest arises in which I, as a Campus
                 Council member, have the opportunity to exercise an official power or duty in ways that can
                 lead to personal gain or advantage of any kind, I will relinquish my right to participate in
                 the decision-making process. I will engage in open and honest debate in a process where I
                 am guided by truth and fairness. I will never purposely misrepresent facts in dealing with
                 constituents, other representatives, and the Kwantlen community in an effort to achieve my
                 goals. In executing my office, I will seek out and voice effectively the interests and concerns
                 of the student body on my campus, so as to offer the student body a vehicle through which
                 to address issues and improve the quality of life at Kwantlen for all students."

    3.   Campus Officers shall, at the Annual General Meeting where they take office or, in the event of a by-
         election, at the Campus Council meeting where they take office, sign and date an Oath of Office
         which includes the following:

                 "I, ___________________, in view of the trust that the students of Kwantlen Polytechnic
                 University have vested in me, as well as my own personal sense of honour and duty, do
                 solemnly affirm to fulfill my responsibilities as a Campus Council Representative of the

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               Kwantlen Student Association. I will do everything in my power to uphold and respect the
               Constitution, Bylaws, Regulations, and Policies of the Kwantlen Student Association. I am
               aware that the General Manager has the authority to reprimand me if I fail to perform my
               duties in a satisfactory manner. If a conflict of interest arises in which I, as a Campus
               Council member, have the opportunity to exercise an official power or duty in ways that can
               lead to personal gain or advantage of any kind, I will relinquish my right to participate in
               the decision-making process. I will engage in open and honest debate in a process where I
               am guided by truth and fairness. I will never purposely misrepresent facts in dealing with
               constituents, other representatives, and the Kwantlen community in an effort to achieve my
               goals. In executing my office, I will seek out and voice effectively the interests and concerns
               of the student body on my campus, so as to offer the student body a vehicle through which
               to address issues and improve the quality of life at Kwantlen for all students."

Article 2. General Provisions for Campus Councils

1.     Pursuant to Bylaw 7, each campus of Kwantlen Polytechnic University, which falls under the
       authority of the Kwantlen Polytechnic University Board of Governors, shall have a Campus Council
       elected by and from the Members enrolled at that campus.

2.     In the event of the creation of a new campus, the Executive Board shall ensure that a new Campus
       Council is established, and shall recommend to Council any Resolutions necessary to facilitate such
       a creation, including amendments to the Budget.

3.     In addition to the powers and duties stipulated in the Bylaws, Campus Councils shall:
       i.      research, provide information and raise awareness on issues of concern to the membership
               at their campus;
       ii.     offer a democratic venue for students of that campus to express their concerns;
       iii.    provide campus specific services to the membership, including but not limited to
               information seminars, public speeches and discussion groups;
       iv.     propose and lobby for Regulatory and Policy changes within the Society, representing the
               issues and concerns of their campus;
       v.      create their own procedures, by Resolution, and place those procedures in a Campus
               Council Handbook, provided that such a handbook is consistent with the Bylaws,
               Regulations and Policies of the Society;
       v.      forward their minutes, once approved and signed by the Campus Director, to Council for
               information; and
       vi.     shall hold Campus Council meetings, on their campus, no less than once per month, and
               shall advertise such meetings no less than seventy-two (72) hours before the scheduled time
               of the meeting.

4.     The Campus Director, on behalf of the Campus Council, shall prepare a written report to Council. In
       the event that the Campus Director is unable to file the report she may delegate the duty to another
       member of the Campus Council.

5.      The Campus Director or other Campus Council Member as designated by the Director shall send a
       copy of their minutes, once approved by Council, to the Records Coordinator and Archivist.

6.     The report shall include:
       i.     a summary of what was discussed at the last Campus Council meeting and it shall also
              present any motions that the Campus Council wishes Council to consider;
       ii.    a summary of what has been happening on campus in terms of past and upcoming
              campaigns, events and activities; and

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        iii.       information regarding the status of any directives given to the Campus Council.

7.      Any motions presented to Council must be presented on behalf of the entire Campus Council, and
        as such, they must be discussed at a Campus Council meeting with a Resolution passed
        recommending that the proposed motion be brought for deliberation to a Council meeting.

8.      A Campus Council's objectives and activities shall not be contrary to the Constitution, Bylaws,
        Regulations or Policies of the Society.

Article 3. Space

1.      The Executive Board shall ensure that Campus Councils have organizing space available to them on
        each campus. The Director of Operations and the General Manager shall negotiate leases with the
        Kwantlen Polytechnic University concerning each Campus Council's organizing space.
2.      Campus Councils shall be given priority over Clubs and other groups with regard to booking space
        in any Society facility, second only to Council and the Executive Board.

Article 4. Financing

1.      Council shall annually budget for, and provide, Campus Councils with a lump-sum allocation
        within the Budget.

2.      Further to Bylaw 7(3)(ii), Campus Councils shall forward a budget proposal to the Director of
        Finance no later than January 10 for the then current Fiscal Year, for her consideration.

3.      In the event that a Campus Council fails to forward a budget proposal to the Director of Finance in
        accordance with paragraph 2 above, the Director of Finance shall create use the previous year's
        Budget as a guide when preparing the Budget areas for that Campus Council.

4.      Campus Councils shall have the authority to spend funds allocated to them in the Budget, provided
        that:
        i.    the expenditure is consistent with the Budget;
        ii.   the expenditure is approved by a Resolution of the Campus Council; and
        iii.  the minutes of the approval referred to above have been submitted to Council.

5.      A Campus Council shall take steps to ensure that there are sufficient funds available throughout the
        year for its activities. To help ensure that Council is kept advised of the financial planning of
        Campus Councils, all Campus Directors must specifically advise Council of any plans to spend in
        excess of 50% of their allotted annual budget on a single event, or within a single semester.

6.      Pursuant to Robert's Rules of Order Newly Revised, a Resolution of the Campus Council referred to
        above would require no less than three (3) voting members of that Campus Council to be present at
        the meeting. If for any reason, the attendance at a meeting of three (3) voting Campus Council
        member is not possible, a Campus Director may choose to hold the meeting without quorum. In the
        event that such a non-quorum meeting does approve financial resolutions, the Executive Board or
        Council must ratify those resolutions before such expenditures shall be deemed to be approved.
        With regard to the Executive Board's deliberation on such ratification, the board shall not have the
        authority itself to spend monies allocated to the Campus Council, and so may not alter or amend the
        referred motion in any way. Council's discretion, however, shall not be limited or fettered in any
        way by this Article.

7.      With regard to paragraph 4 above, and in accordance with Bylaw 5(vi), the minutes of a Campus
        Council shall be deemed to be approved by Council simply by being included in the Council
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       package in accordance with these Regulations. In order for Council to overrule, alter, or amend any
       action performed by a Campus Council, Council must utilize a Two-thirds (2/3) Resolution.

8.     No Campus Council shall make any expenditure or incur any liability that puts it into a deficit
       situation, or otherwise does not conform to the Budget.

9.     If a Campus Council does not spend all the money budgeted for it in a fiscal year, the unspent
       money shall be rolled into that Fiscal Year's surplus or deficit, unless Council determines, by
       Resolution, to do otherwise prior to the end of the Fiscal Year.

Article 5. Campus Directors

1.     This section shall apply to Campus Directors, duly elected in a General Election or By-election of the
       Society. In the event that a given Campus Director position is vacant for any reason the General
       Manager shall, in consultation with the relevant Campus Council members, take the appropriate
       steps to ensure that the duties and responsibilities of the Campus Director are fulfilled by an Acting
       Campus Director.

2.     Campus Directors shall:
       i.    chair meetings of their Campus Council,
       ii.   generally coordinate the activities of the other Campus Council members;
       iii.  post a public notice, no less than 72 hours before a Campus Council meeting, of the place
             and time of the meeting;
       iii.  email the abovementioned notice, and a draft agenda, to all voting members of the Campus
             Council and to the Chairperson of the Executive Board;
       iv.   oversee and direct the appropriate Campus Deputy Directors in the course of their duties;
             and
       v.    attend Council meetings, or if unable to do so, shall ensure that another member of her
             Campus Council is present at the Council meeting to present the Report of the Campus
             Council.

3.     Campus Directors shall report to the General Manager in the course of their duties.

Article 6. Campus Deputy Directors

1.     Each campus shall have two (2) Campus Deputy Directors, or such lesser number as the General
       Manager shall determine after consultation with the Executive Board. Provided that there are two (2)
       Campus Deputy Directors on a given campus, their titles shall be: “Campus” Deputy Director –
       Events and Outreach; and “Campus” Deputy Director – Services, where the term “Campus” is
       replaced by the actual name of the campus.

2.     Campus Deputy Directors shall be hired by the General Manager, in a manner consistent with the
       procedures of the Society, provided that the Campus Director (or alternate) shall be a member of the
       hiring committee. In order to be eligible to apply for the position of Campus Deputy Director, an
       individual must be a Member of the Society attending classes on the applicable campus.

3.     Campus Deputy Directors shall be under the management authority of the General Manager, but on
       a day-to-day basis they shall take direction from, and report to, their relevant Campus Director.

4.     The Campus Deputy Director – Events shall:
       i.     coordinate, under the direction of the Director of Events and Student Life, all Society events
              on their campus;

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       ii.     be responsible for planning, implementing and promoting campus specific events and
               completing the Planning Tools for such events;
       iii.    promote events to the campus membership through leafleting, tabling, Facebook groups
               and other media;
       iv.     submit weekly written reports to the Campus Director, with electronic copies sent to the
               Director of Events and Student Life, the Events and Clubs Coordinator, and the General
               Manager; and
       v.      perform such other duties as are assigned from time to time.

5.     The Campus Deputy Director – Outreach shall:
       i.     manage the poster boards on her campus;
       ii.    email the abovementioned notice, and a draft agenda, to all voting members of the Campus
              Council and to the Chairperson of the Executive Board;
       iii.   maintain the Campus Council Handbook, and ensure that all updates to the handbook are
              forwarded to the Records Coordinator and Archivist in a timely manner;
       iv.    submit weekly written reports to the Campus Director, with electronic copies sent to the
              Director of Operations, the Student Services Manager, and the General Manager;
       vi.    maintain a volunteer database for their campus, in coordination with the Clubs and Events
              Coordinator; and
       vii.   perform such other duties as are assigned from time to time.

6.     Campus Deputy Directors shall be term employees, serving a set term, not to exceed one (1) year.
       The length of the term, and other details of employment, shall be set by the General Manager in
       consultation with the relevant Campus Director.

7.     Campus Deputy Directors may resign, be terminated, promoted, disciplined, etc. in the same
       manner as other regular employees of the Society.

Article 7. Cloverdale Student Assembly

1.     In this Article:
       "Assembly" means the Cloverdale Student Assembly;
       "Cloverdale student" means a student of Kwantlen Polytechnic University who is enrolled in one or
       more courses at the Cloverdale campus;
       "Coordinator" means the Cloverdale Campus Coordinator.

2.     The Cloverdale Student Assembly is hereby established. The existence of the Assembly shall not
       replace the existing Campus Council structure.

3.     All Cloverdale students may attend, participate in, and vote in meetings of the Assembly.

4.     Meetings of the Assembly shall be called by the Coordinator in consultation with the Campus
       Director (should one be elected):
       i.      on her or their own initiative; or
       ii.     in accordance with a decision made by a previous meeting of the Assembly; or,
       iii.    upon receiving a petition, signed by fifteen (15) or more Cloverdale students, requesting
               such a meeting.

5.     The Coordinator shall give notice of all meetings of the Assembly at least one week in advance of the
       meeting. Notice shall include placing at least five posters in the Cloverdale student lounge areas
       advertising the date, time, and location of the meeting.


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6.   The Assembly shall be responsible for the following:
     i.     to determine its own procedures, provided that such procedures is consistent with the
            Bylaws, Regulations and Policies of the Society;
     ii.    to research, provide information and raise awareness on issues of concern to the
            membership at their campus;
     iii.   to represent the concerns of Cloverdale students before the Kwantlen Polytechnic University
            administration;
     iv.    to represent the concerns of Cloverdale students before the Kwantlen Student Association,
            including but not limited to, meetings of Council;
     v.     to organize social and other activities for Cloverdale students.

7.   The Kwantlen Student Association Budget shall allocate funds that may be spent by the Assembly.
     The Assembly may adopt a motion spending money from this line item only if five (5) or more
     Cloverdale students are present at the meeting.

8.   The Coordinator shall facilitate the work of the Assembly and shall promote interest in the work of
     the Assembly.
     i.      The Coordinator shall be a paid staff-member of the Society.
     ii.     The Coordinator shall maintain records of the Assembly including budget documents,
             meeting agendas and meeting minutes.
     iii.    The Coordinator shall send copies of budget documents, meeting agendas and meeting
             minutes, once approved by the Cloverdale Assembly Coordinator or Campus Director, to
             the Records Coordinator and Archivist.

9.   In the event that a Deputy Campus Director is hired for the Cloverdale Campus, that deputy
     director may have some or all of the duties of the Campus Director assigned to her, provided that
     the position of Campus Director is vacant.




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Section VIII. Liaisons

Article 1. General Provisions

1.      Liaisons shall, at the Annual General Meeting where they take office or, in the event of a by-election
        or an appointment by Council, at the Council meeting where they take office, sign and date an Oath
        of Office which includes the following:

        "I, ___________________, in view of the trust that the students of Kwantlen Polytechnic University
        have vested in me, as well as my own personal sense of honour and duty, do solemnly affirm to
        fulfill my responsibilities as a Liaison of the Kwantlen Student Association. I will do everything in
        my power to uphold and respect the Constitution, Bylaws, Regulations, and Policies of the
        Kwantlen Student Association. I am aware that my primary reporting responsibility is to Council,
        and that Council has the authority to reprimand me if I fail to perform my duties in a satisfactory
        manner. If a conflict of interest arises in which I, as a Liaison, have the opportunity to exercise an
        official power or duty in ways that can lead to personal gain or advantage of any kind, I will
        relinquish my right to participate in the decision-making process. I will engage in open and honest
        debate in a process where I am guided by truth and fairness. I will never purposely misrepresent
        facts in dealing with constituents, other representatives, and the Kwantlen community in an effort to
        achieve my goals. In executing my office, I will seek out and voice effectively the interests and
        concerns of the student body, so as to offer the students I self-identify with a vehicle through which
        to address issues and improve the quality of life at Kwantlen for all students."

2.      The Liaison positions shall be non-voting members of Council, elected by the membership in a
        general election for a one-year term concurrent with the terms of the members of the Executive
        Board. In the event of a vacancy in any Liaison position, Council may appoint an individual, or run
        a by-election to elect an individual to serve out the remainder of the term. In the event of Council
        appointing a liaison directly, Council may set the term of the appointment as it sees fit, up to the
        date of the next general election.

3.      The prime purpose of the Liaison positions shall be to afford particular groups of members who
        historically face unique challenges to their participation in post-secondary education an opportunity
        to be specifically represented at Council. Any member of the Society who self-identifies with a given
        group may vote for, and run for, the Liaison position representing that group. No member may run
        for or hold more than one (1) Liaison position at any one time, and no Liaison may hold or run for
        another elected or appointed position within the Society. No person holding another elected or
        appointed position within the Society may hold or run for a Liaison position.

4.      If appointed by Council, Liaisons may be removed from their positions by a Two-thirds (2/3)
        Resolution of Council.

5.      Liaisons shall be paid a yearly honorarium set by Council, as paid on a bi-weekly basis and
        governed by Section X, Article 3 of these regulations. Changes to the honorarium shall not take effect
        until April 1st in any given calendar year. If a Liaison serves less than a full term, the honorarium set
        by Council shall be pro-rated.

Article 2. Duties of Council Liaison Positions

1.      Council Liaisons shall:
          i.    advocate and lobby broadly on behalf of the members of their constituency, as well as
                specifically in response to concerns, complaints or reports of discrimination by said
                constituency;

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       ii.   educate and raise awareness in the Kwantlen community about their constituency and the
             issues it faces;
      iii.   be a visible representative of their constituency to the Kwantlen community on all campuses
             where possible;
      iv.    promote social justice issues at Kwantlen;
       v.    maintain a close relationship with the members of their constituency, by keeping an
             advertised open line of communication on all campuses (e.g. telephone, website, social
             media group);
      vi.    attend meetings of Council to represent the views and concerns of their constituency;
     vii.    establish and coordinate commissions relevant to their constituencies, as issues or needs
             arise, pursuant to clause 2 below;
     viii.   advertise broadly the meetings of the commissions to the membership no less than seven (7)
             days prior to the meeting;
      ix.    provide, in consultation with the Director of Events and Student Life, events, workshops,
             seminars, etc. concerning their constituency;
       x.    submit an annual budget proposal to the Director of Finance;
      xi.    liaise with external groups, in consultation with the Director of External Affairs, on issues
             pertaining to their constituency;
      xii.   advise the Director of Operations, in writing, of the members of their commissions and any
             changes thereto;
     xiii.   provide a written report regarding the ongoing activities related to their portfolio to every
             regular meeting of Council; and
     xiv.    have such other powers and duties as are assigned by Council or the Executive Board from
             time to time.

2.   When issues of concern or need arise regarding their constituency, as determined by the liaison,
     council liaisons shall have the power to establish commissions. The mandates of these commissions
     can be centred on specific issues or events, or can take broader purviews, as determined by the
     liaison. Commissions shall:
     i.       be no fewer than five (5) members of the Society, self-identified with the constituency group,
              appointed by the Liaison coordinating the commission;
     ii.      meet as often as determined by the liaison, and submit the minutes of such meetings to
              Council; and submit the minutes of such meetings to Council;
     iii.     the liaison or other member of their commission as chosen by the liaison shall send a copy of
              their minutes, once approved by council, to the Records Coordinator and Archivist;
     iv.      be open to all members of the Society who self-identify with the constituency;
     v.       provide support and input to the Liaison in the carrying out of her duties;
     vi.      recommend Policies and Regulations to Council with regard to their constituency;
     vii.     authorise expenditures from the appropriate liaison budget, in accordance with Article 9
              below; and
     viii.    have such other powers and duties as are assigned by Council or the Executive Board from
              time to time.

3.   Commissions may establish their own procedures, provided that they:
     i.    act democratically; and
     ii.   keep minutes of their proceedings and submit those minutes, for information, to Council.
     iii.  A member of the commission shall send a copy of their minutes, once approved by Council,
           to the Records Coordinator and Antichrist.




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                                        Kwantlen University Student Association


Article 3. Liaison Budget Allocations

1.     In the event that Council, through the Budget, chooses to allocate funds for the activities of the
       Liaison positions (other than remuneration), the disbursement and use of those funds shall be in
       accordance with this Article.

2.     The prime purpose of funds allocated to the Liaison positions shall be to organize workshops,
       seminars and other events in order to work towards generally improving the access to post-
       secondary education, and quality of post-secondary education, for the respective constituency.

3.     Notwithstanding Section IX, Article 1(1) of these Regulations, the spending authority for all Liaison
       account line items in the Budget shall be the appropriate commission representing that constituency.
       Commissions may only disperse funds from their account if:
       i.      the dispersal was approved by a majority, at a duly advertised regular meeting of the
               commission, where no less than fifty percent plus one (50% + 1) of the voting members on
               that commission were present, and at no time can those voting members be less than three
               (3);
       ii.     there are sufficient funds still available for activities that semester, in accordance with clause
               4 below;
       iii.    the dispersal meets the spending purpose limitation of clause 5 below; and
       iv.     minutes clearly showing the desired dispersal are forwarded to the Director of Finance and
               the General Manager.

4.     A commission shall ensure that there are sufficient funds available throughout the year for its
       activities. To this end, a commission shall not spend more than forty percent (40%) of its Budget
       allocation in the spring semester, and no more than twenty percent (20%) of its Budget allocation the
       summer semester. All monies remaining in the Budget allocation may be spent in the fall semester.
       Further dates will be set by the Director of Finance.

5.     Funds allocated to a Liaison's activities in the Budget shall not be used for remuneration for the
       Council Liaison or any other member the commission, other than reimbursement of reasonable
       organizing expenses (local travel, cell phone costs and other incidentals) provided that such
       reimbursement does not exceed fifteen percent (15%) of the funds available in any given semester.

6.     In the event that the requirements of clause 3 above cannot be fulfilled, for any reason, and the
       appropriate Liaison still requires a disbursement from the appropriate Budget-allocated line item,
       that Liaison shall bring a motion to Council, who shall decide the manner.




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                                      Kwantlen University Student Association


Section IX. Finances and Budget

Article 1. Fiscal Procedures

1.      The General Manager shall maintain, or cause to be maintained, accounts and account codes in
        accordance with the allocation of monies set out in the Society's Budget. No accounts or account
        codes shall be created or deleted except with the approval of the General Manager. Unless otherwise
        stipulated in the Regulations, the General Manager and the Director of Finance shall jointly
        determine who has disbursement authority for all accounts.

2.      Withdrawals from accounts, including cheque requisitions, shall be made according to the following
        procedures:
        i.     all withdrawal requests must be signed and authorized by the individual who has authority
               over the account;
        ii.    all withdrawal requests shall be made through the use of the proper forms and shall be
               accompanied by the appropriate supporting documentation;
        iii.   appropriate supporting documentation shall be receipts, invoices, charge slips, approved
               contracts, or other appropriate evidentiary documents as determined by the General
               Manager, in consultation with the Director of Finance, on a case-by-case basis;
        iv.    if receipts, invoices and approved contracts are unavailable, official minutes of the
               appropriate body authorizing the expenditure may suffice as supporting documentation,
               upon the approval of the General Manager, in consultation with the Director of Finance, on
               a case-by-case basis;
        v.     if a purchase order is obtained through the procedures described above, such purchase
               order shall be considered appropriate supporting documentation for the issuance of
               cheques;
        vi.    requests for petty-cash disbursements against accounts may only be made in accordance
               with procedures established by the General Manager, and placed in the Personnel
               Procedures Manual;
        vii.   in special, emergency situations in which neither minutes nor receipts, invoices, or contracts
               are available, withdrawals may be made by Resolution of the Executive Board, provided
               that it is consistent with the Budget, past practice and reported by the Director of Finance to
               the next regular meeting of Council.

3.      Deposits into accounts shall be made according to the following procedures:
          i.   any and all monies of the Society, which include any monies in the control of Campus
               Councils, Clubs and other Society bodies, shall be deposited into the Society's accounts in a
               manner determined by the General Manager; and
         ii.   any Campus Council, Club or other Society body found to have monies deposited in a
               manner other than that established by the General Manager shall have transactions from its
               accounts suspended and its Society privileges discontinued, and shall suffer such other
               penalties as deemed appropriate by the Director of Finance, in consultation with the
               Executive Board.

4.      The Finance Committee may grant Campus Councils additional accounts for sponsored Campus
        Council events and groups; however, such accounts shall only be approved, and maintained, if
        funding guarantees are provided by the Campus Council.

5.      The General Manager shall:
        i.     ensure that all Campus Councils and other Society bodies and the Society's officials and staff
               have sufficient monies in their accounts to carry out their financial transactions;


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                                       Kwantlen University Student Association


        ii.     ensure that all of the Society's financial transactions are approved by the appropriate signing
                officer with the appropriate documentation; and
        iii.    create other procedures relating to the operation of the Main Office are required from time
                to time.

6.      Internal transfers between accounts must be approved in writing by the organization, body or
        individual being charged.

7.      Temporary internal transfers between funds must be accompanied by a memo detailing the reasons
        for the transfer of funds and outlining when the funds will be transferred back, as signed by three
        (3) signing officers.

8.      Cheques and other official financial instruments dealing with expenditures shall be signed by two
        (2) signing officers, once the appropriate level of authority has approved the expenditure. However,
        if the cheque or other official financial instrument represents an expenditure of three thousand
        dollars ($3000.00) or more, it shall require the signatures of three (3) signing officers.

9.      The electronic transfer of funds from society accounts, with the exception of the electronic
        processing of payroll, shall be made according to the following procedures:
            i. Requests for funds to be transferred electronically shall be made as per the procedures
                outlined within paragraphs two (2) through seven (7) of this article; and
            ii. A print-out summary of the funds to be transferred electronically, along with all supporting
                documentation, shall be presented to and signed by the signing officers as per the
                procedures outlined within article 2 below.

10.     Bank Reconciliations shall be handled according to the following procedures:
           i. A monthly report is prepared documenting the reconciliation of each bank account and the
               review of entries in the financial records. Reconciliation reports will be completed and
               reviewed no later than fifteen (15) business days after Accounting has received the bank
               statements. Once completed, the General Manager, the Director of Finance and at least one
               (1) other signing officer shall date and sign the report indicating the date the reconciliation
               report was completed and the date it was reviewed by management and the signing officers.
               Reconciliation reports shall be made available to the Finance Committee, Council and the
               auditors upon request.
           ii. A reconciliation report shall include:
                    a. Verification that entries (e.g. deposits, transfers, withdrawals, expenditures and
                        revenue) on bank statements and monthly financial reports are accurate and agree
                        with department records;
                    b. Identification of all reconciling items and the separation of those items into timing
                        differences (i.e. those that will clear with the passage of time) and differences
                        requiring adjustments to clear either by the bank or with an adjusting journal entry
                        in the financial records; and
                    c. An indication of preparation and timely transmittal of requests for corrections, as
                        well as the submission of outstanding supporting documentation for advances, to
                        the appropriate individuals and departments.

Article 2. Signing Authorities

1.      The Society signing officers, as designated in the Bylaws, shall be responsible for making sure that
        they are instructed by the General Manager on appropriate procedures for reviewing cheques and
        the related supporting documentation.


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                                       Kwantlen University Student Association


2.      A Society signing officer who is the recipient of a given cheque shall not sign that cheque.

3.      Signing officers shall not sign any financial document, contract, or cheque unless there is sufficient
        documentation accompanying the financial document, contract, or cheque substantiating that the
        appropriate authority has approved the expenditure or contract.

4.      The General Manager shall be a signing officer of the Society, in addition to those signing officers
        specified in the Bylaws.

Article 3. Budget

1.      Pursuant to Bylaw 5(1)(iv), Council shall adopt a final, detailed Budget for the Society no later than
        January 30 in each fiscal year for the then-current fiscal year.

2.      The Budget shall include the budget projections adopted by Council the previous year, the actual
        expenditures and revenues to date, variances, and the next fiscal year's budget projections for all the
        Society's operations, including but not limited to the business operations.

3.      The Budget shall include a statement of the amount of money in all the accounts of the Society.

4.      The Budget shall provide a detailed breakdown of revenues and expenditures within each
        department of the Society, a department in this context meaning an individual student service,
        committee, business, staff department or position, executive member, and so forth.

5.      The Budget shall provide figures for the overall revenues and expenditures of each major division of
        the Society, the major divisions in this context meaning the business operations as a whole, all the
        departments within student government, and the services as a whole. The Budget shall include
        detailed line items for the expenditures within the offices of the Executive Board members,
        including but not limited to; salary, office supplies, local travel, special projects and volunteer
        recognition.

6.      The Director of Finance shall prepare a draft Budget for the Society’s new fiscal year, and submit
        that draft to the Finance Committee no later than October 31, two months before the start of the new
        fiscal year. The Finance Committee shall complete its review of the draft in November by:
        i.       posting the draft budget online on the Society’s website, and inviting feedback from the
                 Kwantlen Community on the draft by advertising and holding consultative Finance
                 Committee meetings on each of the Kwantlen Campuses;
        ii.      based on its deliberations and the input gathered at the consultative meetings, submit its
                 version of the draft to all Council members no less than seven (7) days prior to the first
                 Council meeting of December; and
        iii.     should Council suggest further changes to the draft budget, those changes shall be sent to
                 the Finance Committee for deliberation, with any further recommendations regarding the
                 budget being submitted to all Council members no less than seven (7) days prior to the first
                 Council meeting of January.

7.      The detailed notes to each section of the Budget shall be considered part of the Budget.

8.      Approval by Council of the Budget or any amendment thereto shall be deemed to be authorization
        for the organization or person responsible for each department mentioned in the Budget to manage
        the monies allocated to that department. Expenditures shall not deviate from those contained in the
        Budget, unless an amendment has been approved by a Two-thirds (2/3) Resolution of Council.


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                                       Kwantlen University Student Association


9.      Before the Budget is approved, normal expenditures (such as expenditures on salaries and office
        supplies) shall be permitted for each department in accordance with the Budget of the previous
        fiscal year. Exceptional expenditures (such as for capital projects or special events) may only be
        authorized at the joint discretion of the Director of Finance and General Manager provided that such
        an expenditure:
        i.       is consistent with the draft Budget as prepared by the Director of Finance;
        ii.      would not put the Society into a deficit position;
        iii.     does not exceed twenty-five percent (25%) of the previous year's budgeted expenditure for
                 that area; and
        iv.      would avoid putting the Society at some risk, regarding the loss of a program, service or
                 opportunity that is in the best interests of the students of Kwantlen.

10.     The Budget shall balance exactly expenditures and revenues, and any proposed amendments to the
        Budget shall ensure that the revised budget complies with this article.

11.     The Budget may include a contingency or reserve fund of unallocated monies, but this fund shall not
        be in excess of five percent (5%) of the proposed Society revenues in a given Fiscal Year.
        Contingencies shall only be used to cover an unforeseen deficit the Society has during the year and
        shall not be allocated by Council for any other purpose. Monies may only be spent or transferred
        from this fund by a Two-thirds (2/3) Resolution of Council. If an unforeseen deficit occurs that is
        larger than the Contingency can cover, the Finance Committee shall recommend to Council how to
        cover it.

12.     Council may, through the Budget, allow the Society to allocate monies to reserve funds that may
        accumulate monies from year to year, and such monies shall not be rolled into the surplus or deficit
        of the Society at the end of any given Fiscal Year. Monies may only be allocated or spent from such
        funds by a Two-thirds (2/3) Resolution of Council, or in accordance with the Regulations. The
        balance of such funds must be included in the Budget.

13.     The Director of Finance, or a staff member designated by the General Manager, shall ensure that the
        following financial documents are routinely posted to the website of the Society in a timely manner:
        i.      the final budget of the Society, with all notes and supporting documentation, as approved
                by Council;
        ii.     the quarterly reports as prepared by the General Manager in the months of January, April,
                July and October;
        iii.    the audited financial statements, as approved by the membership at an AGM, and
        iv.     the post audit letters provided by the auditors to the management of the Society.

Article 4. Contracts

1.      The term "contract" shall include binding agreements, memorandums of understanding, strategic
        partnerships, binding commitments, or any other business, employment or legal arrangements
        intended to be enforceable by law. The term shall not include day-to-day commercial transactions or
        merchandise/food sales under one hundred dollars ($100.00).

2.      The Director of Finance and any one (1) of the Director of Operations, the General Manager, and the
        Director of External Affairs are the only individuals who can bind the Society to a legal contract. The
        only exceptions to this provision are:
        i.      the General Manager may enter the Society into a contract to maintain or continue a service
                to the Society, but shall not enter the Society into contracts that would be considered
                political in accordance with this section, or that represent a new area of service.


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                                    Kwantlen University Student Association


     ii.     that the Society's other senior managers may authorize and approve purchases, cheque
             requisitions, invoices and bookings which relate to their area of responsibility; and
     iii.    that Executive members, senior managers, and staff may enter the Society into an
             administrative contract provided that the contract is directly fulfilling the intent of a
             Resolution passed by Council.

3.   Except in accordance with paragraph 2 above, members of Campus Councils, clubs, committees,
     members of Council, and Society employees are not authorized to sign or otherwise engage in any
     contract on behalf of the Society. If such a non-authorized party signs a contract on behalf of the
     Society, that party, and not the Society, shall be responsible for the contract.

4.   If any individual or group wishes to enter the Society into a contract, the following protocol must be
     observed:
     i.       the contract shall be submitted to the Director of Operations no less than four (4) weeks
              before the agreement is to take effect;
     ii.      the Director of Operations, in consultation with the General Manager, shall ensure that the
              contract is consistent with the Regulations and Bylaws of the Society;
     iii.     the Director of Operations shall determine if the contract is political or administrative, all
              contracts being administrative unless they result in:
               a.     a visible limiting of choice for the members of the Society;
              b.      an exclusive relationship between the Society and the other party to the contract
                      providing the other party with direct or indirect commercial access to the members
                      of the Society;
               c.     a strategic or far-reaching agreement with the University;
              d.      a contract in excess of two (2) years in duration; or
               e.     any other consequences that should reasonably be brought to Council's attention.
     iv.      the Director of Operations shall submit all administrative contracts to the Executive Board of
              Directors, which shall have the power to approve them by Resolution;
     v.       in contracts involving a Campus Council, the Director of Finance shall ensure that the
              Campus Council is in good financial standing; and
     vi.      once Council has approved the Executive Board minutes in which a contract has been
              approved, then the Director of Finance and any one (1) of the Director of Operations, the
              General Manager, and the Director of External Affairs shall sign the contract.

5.   The Executive Board may approve standard administrative contracts for use throughout the
     Society's operations, including but not limited to bookings agreements, employment contracts and
     contracts with suppliers. Such standard administrative contracts need not be reapproved by the
     Executive Board each time they are used, provided that the purpose and content of the contract have
     not changed, other than to indicate specific dates, names of parties, and the level of monetary
     compensation or payment.

6.   Any contract that is not administrative shall be considered political. Political contracts may only be
     approved by a Two-thirds (2/3) Resolution of Council.

7.   When approving a political contract, Council shall only deliberate on the final draft of the contract,
     and shall not delegate final approval to any other individual or body. Contracts that are changed in
     any meaningful way after Council has approved them must be resubmitted to Council for approval
     of those changes.

8.   Notwithstanding the authority granted to the Executive Board to approve administrative contracts,
     Council has the power, subject to paragraph 11 below, to approve or disapprove any contract.


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                                       Kwantlen University Student Association


9.      At the request of three (3) voting members of Council, Council must strike an ad hoc Ethical Review
        Committee to examine any contract prior to approval. Any contract that is to be reviewed by an
        Ethical Review Committee shall be considered political. The ad hoc Committee shall:
        i.    produce a written report to Council on the ethics of all the parties with which the Society is to
              enter into agreement under the proposed contract;
        ii.   report back to Council in a timely fashion, usually by the next Council meeting, with a
              recommendation on whether or not to enter into the proposed contract;
        iii.  in all other ways conform to the provisions on Committees in these Regulations; and
        iv.   have such other duties as are assigned by Council.

10.     Only one Ethical Review Committee may be struck for any contract.

11.     Neither Council nor Executive Board shall refuse to approve a contract proposed by a Campus
        Council solely because of disagreement with the purpose or philosophy implicit in that contract.
        Notwithstanding this provision, either Council or the Executive Board may refuse to approve a
        contract if it is inconsistent with the Society's Policies, Regulations or Bylaws or if the procedure
        required by this Article has not been followed.

Article 5. Asset Inventory

1.      All furnishings and equipment of the Society that have an expected life of more than two years shall
        be entered into an asset inventory.

2.      The asset inventory shall be updated every three years by locating all furnishings and equipment
        and listing them as assets of the Society.

3.      The asset inventory shall include the assets of all Society clubs, associations, Campus Councils,
        services, and shall be conducted by the Finance Committee, in consultation with the General
        Manager and the Society's auditors.

Article 6. Disposal of furnishings and equipment from the Asset Inventory

1.      Any asset of the Society under the direct jurisdiction of Council, the Executive Board or a Campus
        Council may be disposed of (either sold or given away) by a Resolution of the respective body,
        provided that such disposition is in accordance with the Regulations and is in the best interests of
        the Society, and is not intended to benefit any individual or company at the expense of the Society.
        Both the Executive Board and a Campus Council shall report in writing any disposition of Society
        property under their jurisdiction to Council.

2.      Any asset of the Society under the General Manager's jurisdiction may be disposed of (either sold or
        given away) at her discretion, provided that such disposition is in accordance with the Regulations
        and is in the best business interests of the Society, and is not intended to benefit any individual or
        company at the expense of the Society. The General Manager shall report in writing any disposition
        of Society property under her jurisdiction to Council.

Article 7. Investment of Society Funds

1.      Pursuant to Bylaw 11(3)(1) and Bylaw 17(1)(5), the General Manager and the Director of Finance
        shall co-manage the financial investments of the Society in such a manner as to ensure that:
        i.       the financial assets of the Society are secure; and
        ii.      the Society receives a reasonable return on its investments.


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                                      Kwantlen University Student Association


2.     Any changes in the financial portfolio of the Society require the signature of both the Director of
       Finance and the General Manager, and must be in accordance with this Article. The General
       Manager shall ensure that a documented copy of all such changes be kept on file for as long as is
       reasonable, but in no case less than one (1) year. The Director of Finance, as a part of her regular
       written report to Council, shall ensure that Council is informed of all such changes.

3.     The General Manager and the Director of Finance, on their joint approval, may liquidate any
       investment of the Society unless Council has specifically mandated by Resolution that an investment
       be held, or disposed of, in a certain manner.

4.     The General Manager and the Director of Finance, on their joint approval, may purchase or place the
       Society's assets in secured investments such as deposit accounts, certificates of deposit, savings
       bonds, investment grade bonds and investments, government treasury bills and guaranteed
       investment certificates.

5.     The General Manager and the Director of Finance, on their joint approval and with the support of a
       Resolution from Council, may purchase or place the Society's assets in any financial instrument not
       otherwise prohibited by these Regulations, the Bylaws or statute.

6.     The Society shall not invest in high-risk investments, such as stock speculation, junk bonds or
       unregulated commodities.

7.     Council may, within this Article, create a list of particular investments or companies that it chooses
       not to financially engage in for ethic reasons. The General Manager and the Director of Finance shall
       ensure that the Society's investments are in accord with such restrictions.

8.     Council may, by Resolution, hire a portfolio manager or other external financial manager to
       administer all or part of the Society's investments. However, any such agreement to engage a
       portfolio manager or other financial manager shall ensure that this Article is adhered to in its
       entirety.

Article 8. Special Purpose Funds

1.     The Society may establish Special Purpose Funds, either by Referendum or a Two thirds (2/3)
       Resolution of Council. The terms of reference for any such fund shall be included in this section, and
       shall, in the case of a fund created by Referendum, correspond with the intent of the Referendum
       question itself.

2.     Monies from Special Purpose Funds may only be allocated if such allocation:
       i.     has been included in the Society's Budget;
       ii.    conforms with the stated purpose of the fund; and
       iii.   has been approved by a Two-thirds (2/3) Resolution of Council.

3.     Unspent or unallocated monies from Special Purpose Funds shall remain in the fund and shall not
       be transferred to any other fund or purpose, or roll over into the general operating funds of the
       Society at the end of the fiscal year.

4.     Five percent (5%) of all incoming fee revenue allocated to Special Purpose Funds shall be assigned to
       cover administrative costs in the general operating budget.

5.     The Special Purpose Funds of the Society are:


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                                     Valid as of May 7th, 2010
                              Kwantlen University Student Association


i.      The Health Benefits Fund: established by referendum in the Spring of 1998, the fund shall
        be used to supply members with health services and benefits, including insurance coverage
        and related programs, including the Student Health Improvement Program.
ii.     The Dental Benefits Fund: established by referendum in the Spring of 1998, the fund shall
        be used to supply members with health and dental insurance coverage and related
        programs.
iii.    The Lobby Fund: established by referendum in the Fall of 2003, and amended in the Fall
        2009 referendum, the fund shall be used for the purpose of lobbying the government and
        the University, and to pay for the Society’s membership costs for joining outside
        organizations.
iv.     The Campus Culture and Student Publication Fund: established by referendum in the
        Spring of 2008, shall be used to fund an independent, freely distributed, year-round, multi-
        campus, student-owned news and campus culture publication.
v.      The Bursary Fund: established by referendum in the Spring of 2004, shall be used to fund
        KSA bursaries and other awards at Kwantlen University.
vi.     The Fair is Fair Fund: established by referendum in the Fall of 2009, shall be used to balance
        the marketing and promotions of the Canadian Federation of Students (CFS) by creating and
        distributing free marketing materials which offer an alternative view of the CFS.
vii.    The Student Union Building Fund: established by referendum in the Fall of 2009, and
        previously known as the Capital Asset Fund (which was established prior to 1994) shall be
        used on capital expenses relating to building and operating student-owned SUB buildings
        and student centres on Kwantlen campuses.
viii.   The START (Students Taking an Active Role Together) Fund: established by referendum
        in the Fall of 2009, shall be used to create unique and flexible volunteer opportunities and
        incentives on-campus and throughout our local communities. It will also provide Kwantlen
        students with free/discounted job-related training like WCB, food safe, Serving It Right,
        first aid and volunteer training.
ix.     The Social Justice Fund: established by referendum in the Fall of 2009, shall be used to
        provide event and activity resources to promote social justice and universal access to
        education.
x.      The Reboot Computer Service Fund, established by referendum in the Fall of 2009, shall be
        used to provide free, one-on-one technical support and consulting if students are
        experiencing problems with their PC or laptop.
xi.     The Radio Free Kwantlen Fund, established by referendum in the Fall of 2009, shall be used
        to provide online (but not limited to online) broadcast programming centered around
        university life at Kwantlen, including unique music, news and culture programming. The
        fund shall support a multi–cultured environment and offer a medium for free speech and
        expression.
xii.    The Peer Counselling Fund: established by referendum in the Fall of 2009, shall be used to
        provide confidential student-to-student information, peer support, and crisis services to
        Kwantlen students and the campus community.
xiii.   The Intramurals Fund: established by referendum in the Fall of 2009, shall be used to
        provide a student organized, recreational sports program that will allow Kwantlen students
        the opportunity to enjoy a positive, sportsmanlike and competitive athletic experience
        through organized leagues, tournaments and one-day events.
xiv.    The Clubs and Events Fund: established by referendum in the Fall of 2009, shall be used to
        provide funds for student and club events on every campus, including live music, public
        speakers, student club and association fundraisers etc, and provide them on every campus.
xv.     The Battle Impark Fund: established by referendum in the Fall of 2009, shall be used to
        assist and fund students appealing parking tickets and/or towings on campus.
xvi.    The Advocacy Fund: established by referendum in the Fall of 2009, shall be used to provide
        confidential representation, guidance and assistance to students engaged in conflict with

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                                       Kwantlen University Student Association


                 Kwantlen, including providing support to students in preparing and attending formal
                 meetings, hearings, and appeals against the University. 5% of the net revenue of this fund
                 shall be transferred to the Kwantlen Students’ Legal Defense Fund each year.
        xvii.    The Women’s Centre Capital Fund: established by donation in the Spring of 2004, and
                 formally by Council in the Fall of 2009, shall be used to purchase capital equipment and
                 facilities in a future Women’s Centre at Kwantlen.
        xviii.   The Kwantlen Students’ Legal Defence Fund: established by Council in the Fall of 2009,
                 shall be used to provide legal support to individual students regarding a conflict with
                 Kwantlen.
        xix.     Canadian Federation of Students Fund: established through referendum in the Fall of 1981,
                 shall be used to pay fees to the Canadian Federation of Students.

Article 9. Society Awards, Bursaries and Scholarships

1.      From time to time, the Society may create needs based awards, bursaries or scholarships to help
        meet the ongoing financial needs of students in a particular area.

2.      At no time shall the Society directly administer the day-to-day operations regarding the awarding of
        any award, bursary or scholarship as setup in the Society’s name. Once created, all awards, bursaries
        and scholarships shall be administered through the University’s Foundation and Financial Awards
        Offices.

3.      The Director of Finance shall be responsible for liaising with the University’s Foundation and
        Financial Awards Offices regarding all awards, bursaries and scholarships setup in the Society’s
        name, provided that
        i.      new awards, bursaries and scholarships are vetted and considered by the Finance
                Committee, who shall make recommendations regarding new awards, bursaries and
                scholarships to Council, who shall decide the matter through a Two-thirds (2/3) Resolution;
                and
        ii.     changes to existing awards, bursaries and scholarships are vetted and considered by the
                Finance Committee, who shall make recommendations regarding any changes to the
                Executive Board, who shall decide the matter by Resolution.

4.      The Director of Academic Affairs shall be the Society’s representative on the University’s Awards
        Selection Team. Should the Director of Academic Affairs be unable to serve in this capacity at any
        given time, the Executive Board shall appoint an alternate to serve on the selection team.

5.      The Director of Academic Affairs and the Director of Finance shall represent the Society at all
        University Award Ceremonies. The Executive Board may also appoint alternates or additional
        representatives to serve in this capacity as required from time to time.

Article 10. Student Fees

1.      The General Manager shall be responsible for sending notice to the University on an annual basis
        pursuant to section 27 of the University Act requesting the University to collect the fees of the Society
        for the ensuing year.

2.      The Society's membership fees shall be $1.00 per calendar year for students only enrolled in Adult
        Basic Education courses in a given calendar year. This shall include all special-purpose fees.




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                                         Kwantlen University Student Association


Section X. Remuneration and Reimbursement of Executives, Campus Directors, and
Campus Deputy Directors

Article 1. General

1.        This section shall outline the manner in which elected officials are remunerated and reimbursed by
          the Society.

2.        Pursuant to Bylaw 5(5), elected officials of the Society, other than the Executive Board members and
          Campus Directors, shall not be remunerated for their democratic participation in the Society.
          However, elected officials may receive remuneration for work performed for the Society above and
          beyond their democratic duties, in accordance with these Regulations.

Article 2. Remuneration of Executive Board Members

     1.   Hourly wages and office hours:
             i. Further to Bylaw 6(3), the members of the Executive Board may work up to twenty-five (25)
                hours per week at a rate of twelve dollars ($12.00) per hour in remuneration for their duties as
                members of the Executive Board. This remuneration shall be dispersed to the members of the
                Executive Board in a manner determined by the General Manager, consistent with standard
                employment procedures and this Article. Executive Members may be eligible for additional
                hours provided a request for additional hours is submitted to, and approved by, the General
                Manager before such hours are worked.
            ii. The Chairperson of the Executive Board may work up to an additional five (5) hours per week
                at the rate of twelve dollars ($12.00) per hour in remuneration for her duties as Chairperson of
                the Executive Board. This remuneration shall be dispersed in a manner determined by the
                General Manager, consistent with standard employment procedures and this Article.
           iii. Executive members shall keep no less than ten (10) office hours per week, to take place at the
                Main Office of the Society during regular business hours. These hours are fixed and must be
                posted at the start of each semester.
           iv. If for any reason, an Executive member cannot work these hours, she must notify the General
                Manager in writing prior to the beginning of the shift. However, any missed hours may not be
                made-up, and are simply deducted from the available work hours for that pay period.
            v. Executive members shall be eligible to work and receive remuneration during the annual
                Christmas Closure, as defined by the Personnel Procedures Handbook.
           vi. Executive members chosen by Council or the Executive Board to represent the Society at an
                external meeting or conference that occurs during the course of a regular work week, shall be
                eligible to receive all of their normal weekly hours during the time period in which they are
                attending the external meeting or conference and are unable to perform their regularly
                scheduled hours, including the minimum ten (10) office hours per week.
          vii. Executive members must report their actual hours worked, along with the location where the
                work was done during those hours, to the General Manager. Executive members must submit
                their bi-weekly hours to the Financial Controller and the General Manager as per the annual
                payroll schedule as set by the Financial Controller. Failure to submit their bi-weekly hours on
                time shall result in no pay being issued to the Executive Member on that payday. Any hours
                submitted after the deadlines set in the payroll schedule shall be paid out to the Executive
                member in question as part of the next regular payroll run.

     2.   Benefits: Members of the Executive Board shall be entitled to receive the following benefits for the
          duration of their term in office:



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         i. a reserved parking pass in order to assist them in carrying out their duties or, if a member of
            the Executive Board does not require such a pass for any reason, that member may choose
            instead to receive a bus pass subsidy up to the equivalent value of a parking pass;
        ii. a tuition credit representing all or part of their tuition paid to Kwantlen Polytechnic
            University, or other post-secondary institution as approved by the General Manager for
            professional development. The General Manager shall administer and dispense the tuition
            credit, provided that:
                     a. the maximum tuition credit awarded to any given Executive member shall be two
                        thousand four hundred dollars ($2,400.00) per term of office, and no more than one
                        thousand two hundred dollars ($1,200.00) per semester;
                     b. Executive members may not apply for, or be granted, any portion of the tuition
                        credit until serving in their current position for forty-five (45) days, but after serving
                        forty-five (45) days Executive members shall be eligible to receive reimbursement
                        for any tuition expenses incurred within those forty-five (45) days. Executive
                        members who serve less than ninety (90) days, for any reason, are not eligible for
                        the tuition credit;
                     c. any course taken at Kwantlen University College or other post-secondary
                        institution, that occurs in whole or in part during an Executive member's term of
                        office, is eligible for the tuition credit;
                     d. proof of initial registration, proof of continued registration after the final date for
                        withdrawal, and such other documentation as the General Manager sees fit must be
                        provided to the KSA in order for an Executive member to be eligible for the tuition
                        credit;
                     e. the General Manager may dispense up to 100% of the allotted tuition credit prior to
                        receiving the documents required in (d) above, provided that the Executive member
                        so requesting has signed an instrument allowing the KSA to recover such funds in
                        the event that documents are not later provided to the KSA; and
                     f. the tuition credit may only be used to reimburse the Executive member for the
                        monetary amount actually paid to Kwantlen University - any amount refunded or
                        not paid due to early withdrawal (or any other reason) shall not be covered by the
                        tuition credit, and if dispenses pursuant to (e) above, must be repaid to the KSA in a
                        manner determined by the General Manager.
      iii. an annual year-end bonus equivalent to one (1) week's pay;
       iv. a membership to the Fitness Centre;
        v. a 20% discount at KSA food service outlets, in a manner determined by the General Manager;
       vi. a 10% discount on classes offered through the KSA's Blossoming Lotus Studios, in a manner
            determined by the General Manager;
      vii. a 10% discount on report binding & laminating, in a manner determined by the General
            Manager;
     viii. a 10% discount on the cost of colour printing, in a manner determined by the General
            Manager; and
       ix. a 10% discount on personal long distance faxing, in a manner determined by the General
            Manager.

3.   Holidays, Leaves and Vacation:
       i. Holiday Pay: Executive members who have served no less than thirty (30) calendar days
          before a Statutory Holiday are eligible to receive pay for that holiday, or time off, in
          accordance with the Employment Standards Act.
      ii. Vacation: Provided that an Executive member has served no less than two (2) months in office
          during a specific elected term, members of the Executive Board shall receive two (2) weeks
          paid vacation during that term. The timing of such a vacation shall be approved by the
          Executive Board, and no more than two (2) Executive members may be on vacation at any one

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           time and no more than one (1) Executive Signing officer may be on vacation or on conference
           at any one time. In the event that any applicable employment law stipulates that a given
           Executive member is entitled to a longer vacation than referred to in this article, that Executive
           member shall be entitled to that statutory vacation. In the event that the regular remuneration
           for Executive Board members includes remuneration for vacation pay, no further pay shall be
           granted for their vacation. If an Executive is elected or appointed to office for less than one full
           year, her paid vacation shall be prorated for her expected term of office.
      iii. Sick Leave: Executive members who have served no less than thirty (30) calendar days prior to
           being sick, are eligible to receive a maximum of four (4) paid work shifts during a specific
           elected term as sick leave. Executive members must leave a message at the Surrey front desk if
           they are unable to work due to illness. If an executive member is ill and unable to work for
           four (4) or more consecutive shifts, they shall provide a verifiable medial note to the General
           Manager to explain the absence.
      iv. Academic Leave: Members of the Executive Board may be granted academic leave, consisting
           of up to a maximum of two (2) paid work shifts per academic semester as academic time off,
           provided such leave is taken only during either the mid-term or final exam periods for the
           proposes of preparing for exams or finishing term assignments, etc. Such academic leave must
           be sought from and approved by the General Manager prior to the pay period in which it is
           taken.
       v. Unpaid Leaves: Members of the Executive Board may be granted a leave of absence from
           Council, the terms of such shall be determined by Council, provided that no more than one (1)
           Signing officer is on leave at any one time. Such a leave must not be in excess of sixty (60) days
           (or such other length of time as mandated by the Employment Standards Act), and no member
           of the Executive Board may receive their salary while on leave.

4.   Disciplinary Procedures: Council, in its supervisory role over the Executive Board may choose to
     discipline a member of the Executive if, in the reasonable opinion of Council, that member has failed
     to perform her duties in a satisfactory manner. Such discipline is limited to the following:
         i.   In the case of a first failure to perform: Council may, by a Two-thirds (2/3) Resolution, give
              an official written warning to the Executive member in question.
        ii.   In the case of a second failure to perform: Council may, by a Two-thirds (2/3) Resolution,
              reduce the hours of the Executive member in question. Any reduction in hours mandated by
              Council pursuant to this article shall not reduce an Executive's hours below fifty percent
              (50%) plus one (+1) of the levels established elsewhere in these Regulations. The reduction
              shall last for a length of time as stipulated by Council in its resolution, provided that the
              reduction shall not last more than eight (8) weeks. Furthermore, the reduction shall not take
              effect until fourteen (14) days after the resolution of Council, or such later time as the
              resolution specified.
       iii.   In the case of a third or subsequent failure to perform: Council may by a Two-thirds (2/3)
              Resolution reduce the Executive member's weekly hours of employment to zero, and
              subsequent remuneration and benefits, provided however that at least fourteen (14) days
              notice, and no more than twenty-eight (28) days notice, has been given in writing at a
              previous Council meeting and, furthermore, that such notice be signed by:
                     a. two (2) members of the Executive Board; and
                     b. five (5) members of Council who are not members of the Executive Board.
       iv.    All warnings, reduction of hours or suspensions must be in writing, and clearly outline the
              duty or duties that are being performed in an unsatisfactory manner which lead to the
              written warning, reduction of hours or suspension being issued. The letter shall be drafted
              by the Chairperson of the Executive Board, unless she is the subject of the letter, in which
              case another member of the executive shall draft the letter, as determined by Council. The
              completed letter shall then be delivered to the Executive member in question within seven
              (7) days of the Resolution passing. The General Manager shall ensure that a copy of the

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                written letter be placed in the employment file of the Executive member in question, and
                shall ensure that it remains there for the remainder of the Executive's term in office.

   5.   As a part of the budget planning process, the Finance Committee may review the remuneration of
        the Executive members. On the recommendation of the Finance committee, Council may alter the
        remuneration of the Executive members, as stipulated in these Regulations. However, any change in
        the remuneration shall take effect on April 1, when the newly elected Executive Board takes office.

   6.   Members of the Executive Board shall not receive any other remuneration, or any variances in
        remuneration, from the Society other than what is specified in this article, or specifically approved
        by a Two-Thirds (2/3) Resolution of Council.

Article 3. Remuneration of Elected Officials other than the Executive Board

   1.   Hourly wages and office hours:
           i.  Elected officials, other than members of the Executive Board, may choose to work for the
               Society above and beyond their democratic duties. Such employment shall be on an hourly
               basis, and shall be consistent with standard employment procedures for hourly employees.
          ii.  Subject at all times to the Bylaws, these Regulations, the Budget, and any relevant
               resolutions of Council, Campus Directors, Deputy Directors and Liaisons officials may work
               and be remunerated subject to the following stipulations:
               a.     Campus Directors may work up to twenty (20) hours per week, at a rate eleven dollars
                      ($11.00) per hour;
               b.     Campus Deputy Directors may work up to twenty (20) hours per week, at a rate of ten
                      dollars and fifty cents ($10.50) per hour; and
               c.     Liaisons may work up to six (6) hours per week, at a rate of ten dollars ($10.00) per
                      hour.
         iii.  Campus Representatives and Campus Officers are volunteers, and are expected to
               contribute up to ten (10) hours per week to their duties.
         iv.   Campus Directors, Deputy Directors and Liaisons chosen by Council or the Executive Board
               to represent the Society at an external meeting or conference that occurs during the course of
               a regular work week, shall be eligible to receive all of their normal weekly hours during the
               time period in which they are attending the external meeting or conference and are unable
               to perform their regularly scheduled hours.
          v.   Campus Directors and Liaisons must report their actual hours worked to the General
               Manager. Campus Directors, Deputy Directors and Liaisons must submit their bi-weekly
               hours to the Financial Controller and the General Manager as per the annual payroll
               schedule as set by the Financial Controller. Failure to submit their bi-weekly hours on time
               shall result in no pay being issued to the Campus Director, Deputy Director or Liaison on
               that payday. Any hours submitted after the deadlines set in the payroll schedule shall be
               paid out to the individual in question as part of the next regular payroll run.
         vi.   Deputy Directors must report their actual hours worked, along with a detailed summary of
               the work done during those hours, to their Campus Director and the General Manager.
               Campus Directors, Deputy Directors and Liaisons must submit their bi-weekly hours to the
               Financial Controller and the General Manager as per the annual payroll schedule as set by
               the Financial Controller. Failure to submit their bi-weekly hours on time shall result in no
               pay being issued to the Campus Director, Deputy Director or Liaison on that payday. Any
               hours submitted after the deadlines set in the payroll schedule shall be paid out to the
               individual in question as part of the next regular payroll run.
        vii.   Overtime for Campus Directors, Deputy Directors and Liaisons must be approved by the
               General Manager before it is worked.


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2.   Holidays, Leaves and Vacation:
        i.  Holiday Pay: Campus Directors, Deputy Directors and Liaisons who have served no less
            than thirty (30) calendar days before a Statutory Holiday are eligible to receive pay for that
            holiday, or time off, in accordance with the Employment Standards Act.
       ii.  Vacation Pay: Provided that a Campus Director, Deputy Director or Liaison has served no
            less than two (2) months in office during a specific elected term, Campus Directors, Deputy
            Directors and Liaisons shall receive two (2) weeks paid vacation during that term. The
            timing of such a vacation shall be approved by the General Manager. In the event that any
            applicable employment law stipulates that a given Campus Director, Deputy Director or
            Liaison is entitled to a longer vacation than referred to in this article, that Executive member
            shall be entitled to that statutory vacation. In the event that the regular remuneration for a
            Campus Director, Deputy Director or Liaison includes remuneration for vacation pay, no
            further pay shall be granted for their vacation. If a Campus Director, Deputy Director or
            Liaison is elected or appointed to office for less than one full year, her paid vacation shall be
            prorated for her expected term of office.
      iii.  Sick Leave: Campus Directors, Deputy Directors and Liaisons who have served no less than
            thirty (30) calendar days prior to being sick, are eligible to receive a maximum of four (4)
            paid work shifts during a specific elected term as sick leave. Campus Directors, Deputy
            Directors and Liaisons must leave a message at the Surrey front desk if they are unable to
            work due to illness. If a Campus Director, Deputy Director or Liaison is ill and unable to
            work for four (4) or more consecutive shifts, they shall provide a verifiable medial note to
            the General Manager to explain the absence.
      iv.   Academic Leave: Campus Directors, Deputy Directors and Liaisons may be granted
            academic leave, consisting of up to a maximum of two (2) paid work shifts per academic
            semester as academic time off, provided such leave is taken only during either the mid-term
            or final exam periods for the proposes of preparing for exams or finishing term assignments,
            etc. Such academic leave must be sought from and approved by the General Manager prior
            to the pay period in which it is taken.
       v.   Unpaid Leaves: Campus Directors and Liaisons may be granted a leave of absence from
            Council, the terms of such shall be determined by Council. Deputy Directors may be granted
            a leave of absence from the General Manager, the terms of such shall be determined by the
            General Manager. Such a leave must not be in excess of sixty (60) days (or such other length
            of time as mandated by the Employment Standards Act), and no Campus Director, Deputy
            Director or Liaison may receive their salary while on leave.

3.   Benefits: Campus Directors shall be entitled to receive the following benefits for the duration of
     their term in office:
        i.    a reserved parking pass in order to assist them in carrying out their duties or, if a Campus
              Director does not require such a pass, for any reason, that member may choose instead to
              receive a bus pass subsidy up to the equivalent value of a parking pass;
       ii.    a tuition credit representing all or part of their tuition paid to Kwantlen Polytechnic
              University, or other post-secondary institution as approved by the General Manager for
              professional development. The General Manager shall administer and dispense the tuition
              credit, provided that:
              a.     the maximum tuition credit awarded to any given Campus Director shall be one
                     thousand twenty five dollars ($1,125.00) per term of office, and no more than five
                     hundred sixty two dollars and fifty cents ($562.50) per semester;
              b.     Campus directors may not apply for, or be granted, any portion of the tuition credit
                     until serving in their current position for forty-five (45) days, but after serving forty-
                     five (45) days Executive members shall be eligible to receive reimbursement for any
                     tuition expenses incurred within those forty-five (45) days. Campus directors who
                     serve less than ninety (90) days, for any reason, are not eligible for the tuition credit;

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             c.    any course taken at Kwantlen University College or other post-secondary institution,
                   that occurs in whole or in part during a Campus Director’s term of office, is eligible
                   for the tuition credit;
             d.    proof of initial registration, proof of continued registration after the final date for
                   withdrawal, and such other documentation as the General Manager sees fit must be
                   provided to the KSA in order for a Campus Director to be eligible for the tuition
                   credit;
             e.    the General Manager may dispense up to 100% of the allotted tuition credit prior to
                   receiving the documents required in (d) above, provided that the Campus Director so
                   requesting has signed an instrument allowing the KSA to recover such funds in the
                   event that documents are not later provided to the KSA; and
             f.    the tuition credit may only be used to reimburse the Campus Director for the
                   monetary amount actually paid to Kwantlen University College - any amount
                   refunded or not paid due to early withdrawal (or any other reason) shall not be
                   covered by the tuition credit, and if dispenses pursuant to (e) above, must be repaid to
                   the KSA in a manner determined by the General Manager.
      iii.   an annual year-end bonus equivalent to one (1) week's pay;
      iv.    a membership to the Fitness Centre;
       v.    a 20% discount at KSA food service outlets, in a manner determined by the General
             Manager;
      vi.    a 10% discount on classes offered through the KSA's Blossoming Lotus Studios, in a manner
             determined by the General Manager;
     vii.    a 10% discount on report binding & laminating, in a manner determined by the General
             Manager;
     viii.   a 10% discount on the cost of colour printing, in a manner determined by the General
             Manager; and
      ix.    a 10% discount on personal long distance faxing, in a manner determined by the General
             Manager.

4.   Benefits: Deputy Directors, Campus Representatives, Campus Officers and Liaisons shall be entitled
     to receive the following benefits for the duration of their term in office:
         i.   an un-reserved parking pass in order to assist them in carrying out their duties or, if a
              Deputy Director, Campus Representative, Campus Officer or Liaison does not require such
              a pass, for any reason, that member may choose instead to receive a bus pass subsidy up to
              the equivalent value of a parking pass;
        ii.   an annual year-end bonus equivalent to one (1) week's pay;
       iii.   a membership to the Fitness Centre;
       iv.    a 20% discount at KSA food service outlets, in a manner determined by the General
              Manager;
        v.    a 10% discount on classes offered through the KSA's Blossoming Lotus Studios, in a manner
              determined by the General Manager;
       vi.    a 10% discount on report binding & laminating, in a manner determined by the General
              Manager;
      vii.    a 10% discount on the cost of colour printing, in a manner determined by the General
              Manager; and
     viii.    a 10% discount on personal long distance faxing, in a manner determined by the General
              Manager.

5.   Council, Commissions, or the appropriate Campus Council, may wish to hold events or activities
     that require staffing at levels at variance to those referred to in paragraph (2) above. A Planning
     Tool, outlining the details of the request, must be submitted at least 4 weeks in advance to the
     Events and Clubs Coordinator, and such a request shall be forwarded to the General Manager for

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     her consideration. No additional hours may be worked without the written prior approval of the
     General Manager.

6.   During the summer semester and the Christmas break, the General Manager may reduce the
     number of paid hours as she sees fit to reflect the decreased service levels required by the Society
     during these times.

7.   Disciplinary Procedures: Council, in its supervisory role over Campus Directors and Liaisons, may
     choose to discipline a Campus Director or Liaison if, in the reasonable opinion of Council, that
     member has failed to perform her duties in a satisfactory manner. Such discipline is limited to the
     following:
         i.  In the case of a first failure to perform: Council may, by a Two-thirds (2/3) Resolution, give
             a Campus Director or Liaison a written warning to the elected official in question.
        ii.  In the case of a second failure to perform: Council may, by a Two-thirds (2/3) Resolution,
             reduce the hours of the Campus Director or Liaison in question. Any reduction in hours
             mandated by Council pursuant to this article shall not reduce an official's hours below fifty
             percent (50%) plus one (+1) of the levels established elsewhere in these Regulations. The
             reduction shall last for a length of time as stipulated by Council in its resolution, provided
             that the reduction shall not last more than eight (8) weeks. Furthermore, the reduction shall
             not take effect until fourteen (14) days after the resolution of Council, or such later time as
             the resolution specified.
       iii.  In the case of a third or subsequent failure to perform: Council may by a Two-thirds (2/3)
             Resolution reduce the Campus Director or Liaison's weekly hours of employment to zero,
             and subsequent remuneration and benefits, provided however that at least fourteen (14)
             days notice, and no more than twenty-eight (28) days notice, has been given in writing at a
             previous Council meeting and, furthermore, that such notice be signed by:
             a.     two (2) members of the Executive Board; and
             b.     five (5) members of Council who are not members of the Executive Board.
       iv.   All warnings, reduction of hours or suspensions must be in writing, and clearly outline the
             duty or duties that are being performed in an unsatisfactory manner which lead to the
             written warning, reduction of hours or suspension being issued. The letter shall be drafted
             by the Chairperson of the Executive Board or other individual as determined by Council.
             The completed letter shall then be delivered to the Campus Director or Liaison in question
             within seven (7) days of the Resolution passing. The General Manager shall ensure that a
             copy of the written letter be placed in the employment file of the Campus Director or
             Liaison in question, and shall ensure that it remains there for the remainder of that
             individual's term in office.
        v.   HR matters, complaints and disciplinary action regarding Deputy Directors, Campus
             Representatives and Officers shall be handled by the General Manager as per the provisions
             outlined in the Personnel Procedures Manual.

8.   The General Manager shall dock four (4) hours of pay from each Campus Director who failed to
     provide a written report to each regular meeting of Council that occurred during the previous pay
     period (as required by Section VII, Article 2 of these regulations). No pay shall be docked if the lack
     of submission is due to the Campus Director in question being ill, or if the Campus Director is on an
     approved leave, vacation, external conference or meeting of the Society.

9.   The General Manager shall dock two (2) hours of pay from each Liaison who failed to provide a
     written report to each regular meeting of Council that occurred during the previous pay period (as
     required by Section VIII, Article 2 of these regulations). No pay shall be docked if the lack of
     submission is due to the Liaison in question being ill, or if the Liaison is on an approved leave,
     vacation, external conference or meeting of the Society.

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    10. As a part of the budget planning process, the Finance Committee may review the remuneration of
        Campus Councils, Deputy Directors and Liaisons. On the recommendation of the Finance
        committee, Council may alter the remuneration of Campus Councils, Deputy Directors and Liaisons,
        as stipulated in these Regulations. However, any change in the remuneration shall take effect on
        April 1, when newly elected officials take office.

    11. Members of Campus Councils, Deputy Directors and Liaisons shall not receive any other
        remuneration, or any variances in remuneration, from the Society other than what is specified in this
        article, or specifically approved by a Two-Thirds (2/3) Resolution of Council.

    12. Nothing in this section of the Regulations shall be interpreted or construed in such a way as to grant
        any elected official, other than the Executive Board, the right to work for the Society. The
        determination of who may or may not work for the Society, other than the members of the Executive
        Board, is vested in the General Manager, subject to the Bylaws and the laws of British Columbia.

Article 4. Councilor of the Year

    1.   The Executive may, at the end of its term, bestow the title of Councilor of the Year on a member of
         Council to honour that Council member for his or her overall contribution to the Society.

    2.   The Councilor of the Year title may be bestowed on any member of Council, voting or non-voting,
         other than members of the Executive, the Speaker, and the Ombudsperson.

    3.   In addition to the title, the Executive may at its discretion award a gift or honorarium to the Council
         member it chooses to name Councilor of the Year.

Article 5. Meeting Attendance Honorarium

    1.   At the end of each semester, honorariums shall be paid to:
            i.   Campus Council Directors, Representatives and Liaisons for attending up to a maximum of
                 two (2) regularly scheduled meetings of Council per month at a rate of no more than
                 twenty-five dollars ($25.00) per meeting;
           ii.   Campus Council Representatives and Officers for attending up to a maximum of three (3)
                 regularly scheduled meetings of the Campus Council for which they are a member at a rate
                 of no more than twenty-five dollars ($25.00) per meeting; and
          iii.   All appointed at-large and non-executive members of Standing Committees for attending
                 up to a maximum of two (2) regularly scheduled committee meetings per month at a rate of
                 no more than twenty-five dollars ($25.00) per meeting.

    2.   Further to paragraph one (1) above, individuals are eligible to receive honorariums for up to a
         maximum of no more than eight (8) meetings per month.

    3.   Individuals serving as a proxy for Campus Council Directors or Representatives, who are not
         already receiving a meeting honoraria for attending Council, shall also be eligible to receive the
         honorarium laid out in paragraph one (1) above.

    4.   Deputy Directors who are also elected members of their campus council are eligible to receive the
         honorarium laid out in paragraph one (1) above, but must not include attendance at any meeting as
         time worked for their Deputy Director position.




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   5.   Campus Directors and Liaisons receiving the honorarium laid out in paragraph one (1) above may
        not include attendance at Council or Standing Committee meetings as time worked for their
        position.

   6.   To be eligible for the honorarium, the individual must attend the meeting from the Call to Order
        until the adjournment of the meeting (provided that the meeting is under three hours; for meetings
        over three hours, an individual must attend at least three hours of the meeting).

   7.   Meeting minutes must clearly illustrate who was in attendance and who is eligible to receive the
        meeting attendance honorarium. Minutes, once approved, shall be forwarded to the Records
        Coordinator and Archivist, who shall review them for accuracy. The minutes shall then be
        forwarded to Accounting who shall record, in a spreadsheet, the eligible meetings and individuals
        receiving honorarium. Honorarium cheques will be issued following the completion of each
        semester, during the first week of January, May and September.

   8.   Submitting false or inaccurate minutes with the intent that undeserving individuals receive an
        honorarium is a serious offense and shall be dealt with accordingly by Council as per the
        disciplinary procedures laid out in this section.

Article 6. Reimbursement of Expenses for Staff and Elected Officials

   1.   All staff and elected officials of the Society may incur and be reimbursed for reasonable and
        justifiable expenses that have been budgeted for and are incurred while acting on behalf of the
        Society. Procedures for reimbursement, consistent with this section, shall be implemented by the
        General Manager at her discretion.

   2.   Subject to the Budget, reimbursement may be made for the following expenses incurred by staff and
        elected officials of the Society while on Society-related business:

           i.   Child Care: Reimbursement for child care expenses shall be provided to voting and non-
                voting Council members or their proxies for time spent attending meetings of Council and
                its committees and for time spent travelling to such meetings, such travel time not to exceed
                one (1) hour before and one (1) hour after a meeting, at the rate of no more than ten dollars
                ($10.00) per hour. Furthermore:
                      a. Reimbursement shall not be provided for child care services provided by a spouse
                         or immediate family member;
                      b. No reimbursement shall be provided to cover the cost of child care services that the
                         recipient would have paid for in any case, even if there had not been a meeting to
                         attend. Reimbursement shall only be made for child care expenses over and above
                         the recipient's regular child care expenses.
                      c. Reimbursement shall be limited to the cost of child care services for children under
                         the age of twelve (12);
                      d. Upon receipt of a completed Child Care Reimbursement Form, the General
                         Manager shall arrange for the reimbursement at the end of each semester; and
                      e. Reimbursements shall be limited to a maximum of three hundred dollars ($300.00)
                         per recipient per semester.

          ii.   Travel (air, automobile, bus, rental car or train, etc.): At the economy rate or below as
                approved by the General Manager prior to the travel occurring. Reimbursement requests
                submitted after the travel occurs may be approved by the General Manager, in consultation
                with the Executive Board, on a case by case basis.


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iii.   Local Transportation: automobile, public transit or taxi, etc. Local travel for which a staff
       member or elected official requests reimbursement prior to the travel occurring, in
       accordance with the following provisions:

             a. for automobiles:

                   1.   the reimbursement for use of a privately owned vehicle shall be at a rate of
                        forty cents (0.40¢) per kilometre, up to a maximum of forty dollars ($40.00)
                        per trip;
                   2.   the reimbursement for us of a privately owned vehicle in situations where
                        carpooling or ride-sharing of Society staff or elected officials occurs shall be
                        at a rate of forty-five cents (0.45¢) per kilometre, up to a maximum of forty-
                        five dollars ($45.00) per trip; and
                   3.   flat rate reimbursements for common trips may be requested and approved
                        by the General Manager prior to the travel occurring.

             b. for public transit:

                   1.   the costs for travel via public transit while on Society-related business shall
                        be fully reimbursed; and
                   2.   rules for staff concerning the reimbursement of up to no more than 100% of
                        the cost of a monthly pass may be made by the General Manager and placed
                        within the Personnel Handbook of the Society;

             c. for taxi use and other premium transportation mediums:

                   1.   the reimbursement for these modes of transportation is discouraged due to
                        the high cost, but may be approved by the General Manager on a case-by-
                        case basis;
                   2.   the reimbursement for these modes of transportation may be considered on
                        a case-by-case basis only if the individual applying for reimbursement
                        could not reasonably have been expected to travel by public transit, an Air
                        Porter, carpool, or some other less expensive means;
                   3.   rules for allowing managers under the supervision of the General Manager
                        to approve local transportation requests may be made by the General
                        Manger and placed within the Personnel Handbook of the Society.
                        However, requests made after travel occurs must still be approved by the
                        General Manager in consultation with the Executive Board on a case-by-
                        case basis; and
                   4.   the General Manager shall seek the approval of the Executive Board for the
                        approval of travel and local transportation expenditures related to her
                        portfolio.

iv.    Meals and food: no more than seventeen dollars fifty cents ($17.50) on any given meal, and
       no more than forty dollars ($40.00) in a given day; however, in instances when meals are
       provided (e.g. professional conferences or meetings), the per diem allowance shall be
       reduced accordingly. Individuals shall make every effort to obtain meals at reasonable
       prices. Meal allowances shall be for food and non-alcoholic beverages. Meal receipts
       considered excessive may be deemed inappropriate by the General Manager, in consultation
       with the Executive Board, and therefore not covered under business expense.



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       v.    Accommodation: At the economy rate or below. The Executive Board may impose a rate
             format or a maximum accommodation budget.

      vi.    Incidental expenses (parking fees, pens, etc.): Receipts shall be kept for all incidentals to
             ensure that individuals are fully reimbursed for all expenses. For out of town travel, a
             modest number of personal telephone calls for a reasonable duration shall be acceptable
             (e.g., an occasional five minute telephone call).

     vii.    Cell Phones:

                   a. for members of the Executive Board:

                          1.   The Chairperson of the Executive Board may submit the monthly cost of
                               their cell phone plan for reimbursement at a rate no greater than one
                               hundred dollars ($100.00) per month, provided that documentation can be
                               provided illustrating that the cell phone has been primarily used for society
                               business, in a manner as determined by the General Manager; and
                          2.   Members of the Executive Board other than the Chairperson may submit
                               the monthly cost of their cell phone plan for reimbursement at a rate of no
                               more than fifty dollars ($50.00) per month, provided that documentation
                               can be provided illustrating that the cell phone has been primarily used for
                               society business, in a manner as determined by the General Manager.

                   b. for campus directors, deputy directors, officers and liaisons:

                          1.   Campus Directors may submit the monthly cost of their cell phone plan for
                               reimbursement at a rate of no more than fifty dollars ($50.00) per month,
                               provided that documentation can be provided illustrating that the cell
                               phone has been primarily used for society business, in a manner as
                               determined by the General Manager; and
                          2.   Campus representatives, deputy directors, officers and liaisons shall be
                               ineligible to receive reimbursement for cell phone use.

                   c. for staff:

                          1.   Cell phone reimbursement for staff members shall be governed by the
                               General Manager and may be laid out in individual staff contracts as well as
                               the Personnel Procedures Manual.

3.   Receipts, invoices, charge slips or other appropriate evidentiary documents are required for all
     reimbursements. The General Manager shall determine what is appropriate in any given
     circumstance.

4.   No reimbursement shall be approved by the General Manager that exceeds the appropriate line item
     within the Budget. Staff and elected officials are responsible for being aware of the available funds
     prior to acting on any expense, and risk being liable for that expense if it is not within the scope of
     the Budget allotment. If in doubt, an individual staff member or elected official may seek to have the
     General Manager approve, in writing, the expense prior to the transaction.

5.   Any items or objects for which a staff member or elected official of the Society has been reimbursed
     the purchase cost, other than purely personal items or objects of negligible value, shall become
     wholly owned by the Society and must be surrendered to the General Manager at her discretion.

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6.   Expenses shall be reported to the Financial Administrator within fourteen (14) days for
     reimbursement to occur. Expenses reported after fourteen (14) days may be approved by the
     General Manager, in consultation with the Executive Board, on a case-by-case basis.

7.   Receipts, invoices, charge slips or other appropriate evidentiary documents for cash advances shall
     delivered to the Financial Administrator within fourteen (14) days of the advance being issued. After
     fourteen (14) days, the Financial Administrator, in consultation with the General Manager, shall take
     the steps necessary to obtain said documentation or to recover the advanced funds.

8.   Alcoholic beverages shall not be reimbursed, except in extenuating circumstances which are pre-
     approved by the General Manager.

9.   Notwithstanding this Article, the General Manager may make additional provisions concerning the
     staff of the Society and reasonable reimbursement. If she has done so, those provisions shall override
     the ones presented here, provided such other rules are placed within the Personnel Handbook of the
     Society, and provided that Council has received a copy of such rules.




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Section XI: KSA Regulations - Electoral Procedures

Article 1. Selection of Chief Returning Officer

    1.   The Chief Returning Officer shall be appointed by Council, by a Two-thirds (2/3rds) Resolution.

    2.   The Chief Returning Officer shall not hold any other elected, staff or appointed position in the
         Society, including positions within clubs or campus organizations. In addition, the Chief Returning
         Officer must not have been a member of Council or the Executive Board during the six (6) months
         prior to being appointed.

    3.   Candidates for appointment as the Chief Returning Officer shall be experts at organizing and
         administering elections, and shall have no less than five (5) years experience.

Article 2. Powers and Duties

    1.   The Chief Returning Officer shall have complete discretion and authority to conduct elections and
         referenda in whatever manner she sees fit, provided that it is in accordance with the Bylaws and
         Regulations.

    2.    The Chief Returning Officer shall:
               i. conduct elections and referenda in a fair and impartial manner;
              ii. not sign the nomination form of any candidate in an election;
            iii.  recommend dates to Council for elections, no less than two months prior to the said election;
            iv.   publicize, or cause to be publicized, the opening of nominations for positions in elections in
                  order to encourage as many candidates as possible to run;
              v.  promote, or cause to be promoted, elections and referenda in order to encourage voter
                  turnout;
            vi.   be the official liaison with other organizations whose elections or referenda are being
                  conducted by the Kwantlen Student Association;
           vii.   prepare a draft contract for the Chief Returning Officer’s operations, which shall be
                  submitted to the Director of Finance and the General Manager no later than two (2) weeks
                  prior to the Notice of Election or Referendum is posted;
          viii.   cause all necessary election forms to be prepared;
             ix.  verify nomination forms;
              x.  review and approve all campaign material prior to its use, posting or distribution,
             xi.  have the power to interpret these Electoral Regulations;
            xii.  have the power to create additional rules for the running of elections and referenda, to be
                  published in an Electoral Procedures Handbook, provided such rules are consistent with the
                  Constitution, Bylaws and Regulations of the Society;
           xiii.  have the power to rule on election and referendum irregularities;
           xiv.   have the power to penalize candidates for election irregularities;
            xv.   have the power to rule on the validity of an election or referendum based on whether
                  irregularities have materially affected the results;
           xvi.   ensure that candidates are informed about the Electoral Procedures contained in this section
                  of Regulations;
          xvii.   cause the ballots for elections to be prepared;
         xviii.   setup procedures for monitoring campaigning to ensure that candidates are abiding by the
                  Electoral Regulations and other applicable rules;
           xix.   appoint deputy returning officers, poll clerks, ballot counters, staff to remove campaign
                  material, and other staff deemed necessary and accounted for in the contract, or in the
                  Budget;

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           xx.    ensure that poll clerks and other elections staff are adequately trained;
          xxi.    assign poll clerks to polls, and ensure that the polls are adequately staffed during the polling
                  period;
          xxii.   be responsible for preparing and distributing information on relevant rules and regulations
                  to poll clerks and other election staff;
         xxiii.   regulate polling stations;
         xxiv.    ensure ballot boxes are distributed to, and collected from, polling stations;
          xxv.    have the power to bar unauthorized persons from the ballot-counting areas during the
                  counting of ballots;
         xxvi.    enforce the Regulations and other rules concerning scrutineers and have the power to eject
                  scrutineers from the counting of ballots;
         xxvii.   make rulings on questionable and spoiled ballots during the count;
        xxviii.   be responsible for the official release of results, including a written report on the ballot
                  counting and the results of each election or referendum, to Council;
         xxix.    prepare an election or referendum report to report the results, complaints against and any
                  irregularities of elections and referenda to Council;
          xxx.    record, keep and maintain the results of elections and referenda including all relevant files,
                  records, memoranda that the Chief Returning Officer determines are relevant for archiving,
                  for a period not less than two (2) years;
         xxxi.    be responsible for the orientation of his or her replacement; be responsible for maintaining
                  and updating a Chief Returning Officer manual;
        xxxii.    recommend various options to Council for amendments to this Section of the Regulations, if
                  deemed necessary; and
        xxxiii.   have such other powers and duties as are outlined in the Bylaws or the Regulations or
                  assigned by Council from time to time.

   2.     The Chief Returning Officer may delegate any of the above duties to other election staff, except (6),
          (10), (11-14), (18), (23-24) and (26-28), but shall ultimately retain responsibility for any delegated
          duties.

   3.     Subject to the provisions of Article 13 below, the Chief Returning Officer shall have the power to
          conduct elections and referenda for other organizations, including the election of students to the
          Education Council and the Board of Governors. In conducting such elections and referenda, the
          Chief Returning Officer shall have the same powers and duties as specified in paragraph 2 above,
          subject to the provisions of Article 13 and subject to agreements made with the other organizations
          for conducting the said elections and referenda.

Article 3. Exigency Provisions

   1.     If the Chief Returning Officer is removed by Council pursuant to Bylaw 5(1)(viii), Council must
          either appoint a new Chief Returning Officer or appoint an outside body or corporation which shall
          have all the powers and duties of the Chief Returning Officer.

Article 4. Nomination and Campaign Rules

   1.     Pursuant to Bylaw 8(9)(iv), the Chief Returning Officer shall conduct the election of members of
          Council and the Executive Board according to these Regulations.

   2.     Nominations
            i.  Pursuant to Bylaw 8(4) nominations shall open no later than the second Wednesday in
                February.


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       ii.   In addition to the advertising provisions stipulated under Bylaw 8(5), the Chief Returning
             Officer may cause to be advertised the opening and closing of nominations in other ways, as
             she sees fit.
      iii.   Each candidate shall be a Member of the Society, and shall submit a nomination form duly
             signed by the candidate and no less than twenty-five (25) nominators, each of whom shall be
             a Member of the Society entitled to vote in that election. Forms shall be available in the
             Society's offices of each campus and on the official website of the Society.
      iv.    Even if nominated for more than one position, a candidate may run for only one position in
             a given election.
       v.    Candidates shall not run in slates, real or apparent, or share expenses for campaign materials.
             A slate shall mean a group of candidates who run for elected office on a similar platform for
             mutual advantage. Failure to abide by this rule constitutes a serious campaign violation.
      vi.    The Chief Returning Officer shall ensure the eligibility of candidates and nominators
             through the Registrar's office, and in any such other manner as required.
     vii.    The names of the candidates in an election shall not be made public until the close of
             nominations, and then only once the eligibility of the candidates has been confirmed
             through the Registrar's office, at which time they shall be released by the Chief Returning
             Officer.
     viii.   Nomination packages outlining the requirements of this section shall be available at all KSA
             offices during the nomination period. The Chief Returning Officer shall also ensure that the
             packages include details of the various positions that are open for election, including but not
             limited to job duties, the dates for any upcoming orientation(s), work hours and required
             attendance at meetings.
      ix.    At the close of nominations, the Chief Returning Officer shall rule on the validity of all
             nominations packages received. Any nomination package that is not in order, including but
             not limited to being late or incomplete, shall be rejected by the Chief Returning Officer and
             that individual shall not be permitted to stand for election.
       x.    Submitting a false or deceptive nomination form to the CRO is a serious offence.
             Notwithstanding any other Regulation herein, in the event that a candidate’s false or
             deceptive nomination form is discovered by the CRO even after the official results of the
             election have been submitted by the CRO, the CRO may amend those results by
             disqualifying the candidate in question.

3.   All-Candidates Meeting and Candidates' Handbook
        i.  The Chief Returning Officer shall organize an All-Candidates Meeting to take place
            following the close of nominations, preferably on the same day as the close of nominations.
            At this meeting, the Chief Returning Officer shall provide an overview concerning the
            Electoral Regulations, other relevant rules and any other information she deems important
            to candidates. The Chief Returning Officer shall distribute a copy of a candidates' handbook
            to all candidates who attend the meeting.
       ii.  All candidates must either attend the All-Candidates Meeting or meet privately with the
            Chief Returning Officer following the close of nominations to receive the overview
            discussed above and to receive a copy of the candidates' handbook. Candidates may not
            begin campaigning until they have satisfied the requirements of this article.
      iii.  The handbook for candidates shall contain a summary and explanation of the parts of the
            Society's Bylaws and these Electoral Regulations relevant to candidates, including but not
            limited to the provisions on market cost, on spending limits, and on permissible forms of
            campaigning. The handbook shall also include a summary and explanation of rules and
            regulations which candidates are required to abide by but which are not in these Electoral
            Regulations, such as any relevant executive procedures of the Society and any further rules
            pertaining to the elections.


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4.   Campaigning
         i. There shall be an Official Campaign Period beginning immediately after the conclusion of
            the All-Candidates until the end of voting in an election.
        ii. Campaigning shall not be permitted during the hours of advance polling on a particular
            campus nor shall it be permitted at any time the polls are open on any given campus.
      iii.  Further to paragraph (2) above, when polling occurs on a given campus, campaigning shall
            not be permitted to take place on that campus during the time that the polls are open.
       iv.  Notwithstanding the prohibition on campaigning outlined above, the following activities
            shall be permitted even if engaged in before the beginning of the Official Campaign Period:
                a. private communications concerning election plans, including but not limited to
                     private communications by means of in-person conversations, single-recipient e-
                     mail, letters sent by regular mail and telephone conversations; and
                b. the circulation of nomination forms and other reasonable measures taken in order to
                     fulfill nomination requirements.
        v.  Only the following forms of campaigning, and no others, shall be permitted during elections
            and referenda:
                a. postering: posters no larger than 30 cm x 45 cm (11" x 17") may be put up, but no
                     candidate may have more than one poster on any one bulletin board, and all
                     postering must comply with the University’s and the Society's postering procedures
                     and policies; in addition, the Chief Returning Officer may establish further rules for
                     postering;
                b. distribution of buttons: buttons may be distributed without restrictions, except that
                     buttons affixed to bulletin boards become subject to the restrictions on posters
                     referred to in paragraph (a) above;
                c. distribution of leaflets, brochures, and handbills: non-adhesive leaflets, brochures,
                     and handbills may be distributed without restrictions, except that if they are affixed
                     to bulletin boards, they shall be subject to the restrictions on posters referred to in
                     paragraph (a) above;
                d. the use of electronic media: campaign-related e-mail messages may be sent, and
                     campaign-related material may be posted on web pages, subject to any restrictions
                     put in place by the Chief Returning Officer;
                e. the distribution and wearing of T-shirts with campaign slogans or other campaign
                     messages on them;
                f. speech-making and any other form of oral communication;
                g. a candidate statement of no more than one hundred (100) words to be submitted to
                     the Chief Returning Officer for posting at poll stations, as well as online on the
                     official Kwantlen Student Association website and for submission to campus
                     publications;
                h. advertising in the media: advertising in all forms of media shall be permitted,
                     including in Society publications; and
                i. letters to the editor and opinion pieces: these may be published in any newspaper or
                     other media outlet, including Society publications.
       vi.  All campaign material referred to in (5) above must be approved by the Chief Returning
            Officer prior to its use. The intent of this clause is to ensure that all campaign material is
            produced in accordance with these Regulations, and in particular to ensure that no
            candidate engages in the prohibited forms of campaigning, as outlined in (10) below.
      vii.  Interview by a campus publication:
            Should any campus publication choose to publish an election guide, candidate list,
            candidate interviews, or other election-related information, the Chief Returning Officer will
            take reasonable steps to ensure that such information is accurate (in particular, with regard
            to dates, names, locations of polls, contact information etc. ) and that the exposure for the
            candidates is presented as fairly as possible.

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     viii.   All-Candidates Forums:
             Should any organization (internal or external to the Society) choose to hold all-candidates
             forums, election events or similar functions, the Chief Returning Officer will take reasonable
             steps to ensure that such events are planned and executed in an unbiased fashion with
             regard to any candidate or referendum question, and to ensure that the information
             available is accurate (in particular, with regard to dates, names, locations of polls, contact
             information etc.). The Chief Returning Officer, or her designate, shall be permitted to attend
             such events if she sees fit.
      ix.    Classroom Speaking:
                  a. candidates shall seek permission from individual faculty members to speak to that
                      individual faculty member's class before that class begins;
                  b. candidates shall limit themselves to no more than five (5) minutes per classroom
                      speech, or whatever lesser time is allotted by the faculty member, provided that the
                      time allotment does not exceed five (5) minutes;
                  c. candidates must understand that it is a faculty member's right to grant or deny
                      access to their class; and
                  d. the KSA, the KFA, and the Chief Returning Officer have no control over which
                      candidates an individual faculty member allows to speak to their classes.
       x.    The following forms of campaigning shall be prohibited during elections and referenda:
                  a. the use of road signs;
                  b. the leafleting of vehicles parked on campus; and
                  c. the distribution of food and drink.
                  d. any campaigning where candidates work together for mutual benefit, use similar
                      slogans, or otherwise act as a slate, real or apparent.
      xi.    Any other form of campaigning not referenced in these Regulations may be approved by the
             Chief Returning Officer before the beginning of the Official Campaign Period, at the sole
             discretion of the Chief Returning Officer.
      xii.   Candidates may use the terms "Kwantlen Student Association" and "KSA" in their campaign
             materials, but they may not use any Kwantlen Student Association logos, slogans or
             variations thereof or the logos, slogans, or variations thereof of any Kwantlen Student
             Association coalition partner or other outside group.
     xiii.   Candidates may enlist the aid of other individuals to assist them in campaigning, provided
             that:
                  a. only members of the Society may campaign in elections;
                  b. a member of the Society who chooses to campaign in an election commits to only
                      campaigning for one (1) candidate;
                  c. a candidate who chooses to enlist members in campaigning shall submit a list of all
                      campaigners to the CRO, including contact information and student numbers, prior
                      to the individual(s) engaging in campaigning;
                  d. the candidate accepts full responsibility for training and orienting any campaigners
                      concerning the rules of the election, and furthermore accepts that any offenses
                      committed by campaigners shall be deemed to be offences committed by the
                      candidate.
     xiv.    Candidates must ensure that their campaign material is removed within one (1) week
             following the end of the Official Campaign Period. If this is not done, the Chief Returning
             Officer may appoint staff to remove campaign material and charge candidates for the
             service.

5.   Qualifications for Office and Limits on Use of Society Resources
       i.    Pursuant to Article 8(9)(iv) of the Bylaws, the following persons are disqualified from being
             nominated for, being elected to or holding office within the Society:
                 a. full-time employees of Kwantlen Polytechnic University;

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                 b.   full-time employees of the Kwantlen Student Association, any other student
                      association, a provincial or national student organization;
                  c. elected or appointed officers or directors in any another student association;
                  d. elected or appointed officers or directors in any Kwantlen campus publication,
                      including the Polytechnic Ink Publication Society; and
                  e. elected or appointed officers or directors in any provincial or national student
                      organization.
       ii.   In order for those persons referenced in Article 4(5)(2) above to again be eligible to be
             nominated for, elected to or to hold office within the Society, such an individual must have
             resigned (or otherwise vacated) the relevant position no less than six (6) months prior to the
             date of nomination, election or appointment.
      iii.   Notwithstanding Article 4(5)(2) above, an individual shall still be eligible to be nominated
             for, elected to or to hold office within the Society despite holding a position referenced
             above, provided that it is an ex officio duty of a current Society position.
      iv.    Candidates shall not use the services, materials and resources of the Society, such as, but not
             limited to: phones, catering, the borrowing of equipment or other supplies, faxing, printing,
             colour printing, laminating and photocopying. However, such services, materials and
             resources may be used if they are generally available to all members of the Society, and if
             the candidate pays the market rate for the use of the service, material or resource where
             applicable.
       v.    Candidates shall not use the Society's offices for any purpose related to elections, including,
             but not limited to, the use of such offices as campaign offices and for the creation or storage
             of campaign materials, display of campaign materials, campaigning, and campaign
             meetings.
      vi.    Clubs of the Society shall not spend money or expend resources on behalf of any candidate.
     vii.    KSA staff shall not campaign in KSA elections, and shall take all reasonable steps to ensure
             that they act in a fair and unbiased way throughout the entire electoral process.
             Notwithstanding this article, KSA staff may support or oppose a referendum question if
             Council has officially taken a position, in accordance with this section.

6.   Spending Limits for Campaigning
       i.   The upper limit for campaign expenses that may be incurred per candidate shall be as
            follows:
                 a. for campus specific positions (Campus Directors, Representatives and Officers) the
                     limit shall be twenty-five dollars ($25.00) per candidate; and
                 b. for multi-campus positions (Executive Board Members and Liaisons) shall be
                     seventy five dollars ($75.00) per candidate.

7.   Declaration of Expenses
       i.    To demonstrate compliance with the spending limits established pursuant to paragraph 6
             above, every candidate must submit to the Chief Returning Officer a statement of expenses
             incurred. The statement must be submitted to the Chief Returning Officer no later than
             seventy-two (72) hours after the Official Campaign Period, and must be signed by the
             candidate and supported by itemized receipts. The Chief Returning Officer may require a
             candidate(s) to swear an affidavit in regard to expenses, if she sees fit. Failure to submit a
             statement of expenses within the allotted time period is a serious offense.
      ii.    In the event that a candidate receives goods or services associated with campaigning below
             market cost, the Chief Returning Officer may assess that candidate the market cost or the
             actual cost, whichever is higher, for each campaign expenditure. A candidate's total
             assessment must not exceed the upper limit for campaign expenses set by paragraph 6
             above, or the Chief Returning Officer shall disqualify the candidate. Candidates are strongly
             urged to contact the Chief Returning Officer prior to receiving or acquiring any goods or

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                 services below market value, so as to ensure that such support does not violate spending
                 limits.
          iii.   If an organization spends money on campaign materials endorsing one or more candidates,
                 the CRO shall take steps to assess any monies so spent and count them as part of that
                 candidate's expenses when determining whether the candidate remained within the
                 campaign spending limits.
          iv.    Submitting a false or deceptive statement of expenses to the CRO is a serious offence.
                 Notwithstanding any other Regulation herein, in the event that a candidate’s false or
                 deceptive statement of expenses is discovered by the CRO even after the official results of
                 the election have been submitted by the CRO, the CRO may amend those results by
                 disqualifying the candidate in question.

Article 5. Violations and Penalties

    1.   The Chief Returning Officer may penalize any candidate and determine the penalty for campaigning
         in violation of the campaign rules above and for any other breach of the Electoral Regulations and
         any other election irregularity. The Chief Returning Officer may determine her own procedures with
         regard to investigating and acting on electoral irregularities, provided that:
             i.   the Chief Returning Officer or her designate investigates any reasonable allegations or
                  complaints;
            ii.   all complaints or allegations, and responses, are posted publicly,
           iii.   all decisions of the Chief Returning Officer are posted publicly; and
           iv.    such procedures otherwise comply with this Article.

    2.   In the event that the Chief Returning Officer or her designate determines that a candidate(s) has
         committed an offence, the Chief Returning Officer or her designate must determine whether the
         offence was serious or minor, and shall use her discretion when determining the appropriate
         penalty.

    3.   Generally, minor offences are characterized by being:
           i.   accidental or unintentional; and
          ii.   likely to have little or no material impact on the results.

    4.   Generally, serious offences are characterized by being:
           i.   intentional or deliberate; and
          ii.   likely to have a material impact on the results.

    5.   For serious offences, the Chief Returning Officer may disqualify a candidate and may also lodge a
         complaint against the candidate with Council with a view to having Council suspend some or all of
         the candidate's Society privileges.

    6.   For lesser offences, the Chief Returning Officer or her designate may withdraw one or more of a
         candidate's campaign rights, including, but not limited to, the right to poster and the other rights
         enumerated in Article 4 above.

    7.   The Chief Returning Officer or her designate may, at her discretion, issue a written warning rather
         than imposing a penalty for lesser offences, especially in the case of a first and/or accidental offence.

    8.   The Chief Returning Officer shall not deduct votes as a penalty in any election or referendum.

    9.   If serious offences have been committed by more than one candidate in an election, the Chief
         Returning Officer may disqualify multiple candidates or declare the results of that election invalid.

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    10. If serious offences have been committed in a referendum, the Chief Returning Officer may declare
        the results of that referendum invalid.

Article 6.    General Meeting and Referendum Regulations

    1.   Annual general meetings, special general meetings, and referendums shall be held and run in
         accordance with the Society Act, the Bylaws and this Article. Through these democratic events, the
         members may vote on matters concerning the business of the Society, and such voting shall include
         the right to vote on Ordinary Resolutions and Special Resolutions.

    2.   An Ordinary Resolution:
             i. must conform with the Society’s purposes, as stated in the Constitution;
            ii. may be adopted in a general meeting or a referendum;
          iii. must conform to the required voting majority provisions as outlined in the Society’s Bylaws
                and the Society Act;
           iv. must be consistent with the Society’s Bylaws and Regulations and must not be ultra vires to the
                Society’s powers;
            v. other than a fee change referendum, shall expire after three (3) years, or such shorter time as
                determined in the resolution;
           vi. must not require the Society to breach an existing contract; and
          vii. must not include any provision or action that ought to require a Special Resolution, as defined
                by the Society Act, the Bylaws or these Regulations.

    3.   A Special Resolution:
            i. must conform with the Society’s purposes, as stated in the Constitution;
           ii. may only be adopted in a general meeting;
          iii. must be consistent with the Society’s Bylaws and must not be ultra vires to the Society’s
               powers; and
          iv. must conform to the required voting majority and notice provisions as outlined in the
               Society’s Bylaws and the Society Act.

    4.   In a manner consistent with the latest edition of Robert’s Rules of Order, Newly Revised, the chair of
         a general meeting shall rule out of order any ordinary or special resolutions which do not comply
         with this Article.

    5.   Further to Bylaw 4(9)(iv), a referendum question may only be put to the membership by the Director
         of Operations if it:
             i. is an Ordinary Resolution, as defined by this article.
            ii. is substantively different from any previous referendum question put to the membership in
                the preceding twelve (12) months;
          iii. is not a Special Resolution, as defined by the Society Act, the Bylaws or these Regulations;
           iv. is not frivolous, racist, sexist, homophobic or otherwise demeaning to the membership or the
                campus community;
            v. in the case of a fee referendum, does not seek to increase or decrease the Society’s fees by more
                than fifteen percent (15%) in any given fiscal year;
           vi. in the case of a fee referendum, creates, establishes or increases a fee whereby the funds raised
                are to be used and dealt with only for the Society’s purposes; and
          vii. is clear, unbiased, and phrased in a manner that permits a yes/no answer.




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6.   In the event that a referendum question, adopted by Council pursuant to Bylaw 4(3)(i), fails to meet
     all of the requirements of Article 6(6) above, then the Director of Operations shall rule the question
     out of order and advise Council, in writing, of her decision.

7.   In the event that a referendum question, proposed by petitioners pursuant to Bylaw 4(3)(ii), fails to
     meet all of the requirements of Article 6(6) above, then the Director of Operations shall rule the
     question out of order and post a notice within the student newspaper or such other recognized
     campus media as determined by Council.

8.   Notwithstanding Article 6(7) above, should a referendum question proposed by petitioners
     pursuant to Bylaw 4(3)(ii) meet all of the requirements of Article 6(5) above other than Article
     6(5)(vii), then the Director of Operations shall bring the petition to Council and, if Council agrees by
     a Two-thirds (2/3) Resolution, the question shall be submitted to the Society’s auditors for
     rewording, and their decision on the rewording is final. If Council does not so resolve, the question
     shall be put to the members exactly as drafted by the petitioners. In the event that the Society’s
     auditors are unwilling or unable to reword the proposed question, Council shall be the final
     determiner of the wording, and shall approve, by a Two-thirds (2/3) Resolution, a clear, unbiased
     question that permits a yes/no answer.

9.   The dates, times and polling locations of a referendum initiated by Council shall be set within the
     Two-thirds (2/3rds) Resolution adopted by Council. The dates, times and polling locations of a
     referendum initiated by petitioners shall be set by the Director of Operations, provided that Council
     may overrule her decision with a Two-thirds (2/3rds) Resolution and set its own dates, times and
     polling locations if it so chooses.

10. In order to allow the membership reasonable notice of a change in their fees, and to allow the
    Society time to budget for any modification to its revenue, any change to the Society’s fees shall take
    effect no sooner than twelve (12) months after the successful referendum results are reported to
    Council.

11. The chair of a general meeting shall conduct the general meeting in accordance with Bylaw 3 and
    Bylaw 25, the applicable portions of these Regulations, and other rules as established by the
    members at the meeting, provided that those rules are consistent with the Constitution, Bylaws and
    Regulations of the Society.

12. Once officially called in accordance with this Article, the Chief Returning Officer shall conduct
    referenda in accordance with Bylaw 4, the applicable portions of these Electoral Regulations, and
    other rules and procedures developed by the Chief Returning Officer, provided that those rules and
    procedures are consistent with the Constitution, Bylaws and Regulations of the Society.

13. The Chief Returning Officer shall cause to be publicized each referendum by means of
    advertisements containing the wording of the referendum question, such advertisements to appear
    in a campus publication or publications no later than seven (7) days prior to the referendum and
    during the week of the referendum.

14. Campaign material must be approved by the Chief Returning Officer before being posted or
    published. All campaign material must be removed within one (1) week of the end of voting.

15. Neutrality
      i. The Society shall be neutral in all referenda unless Council decides by Resolution to support a
         side.


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           ii. If Council does not decide to support a side in a referendum, then none of the Society's offices,
               materials, or resources may be used by any side in the referendum.

    16. Yes and No Committees
            i. Council shall allocate up to a maximum of $250 to fund one Yes committee and up to a
               maximum of $250 to fund one No committee in every referendum.
           ii. To qualify for funding, a Yes or No committee must submit to the Chief Returning Officer a
               petition for funding on which must appear the following:
                       1. the signatures and student numbers of at least 250 Members; and
                       2. a list of the members of the Yes or No committee identifying them as members of
                           that committee.
         iii. The Chief Returning Officer shall verify through the Registrar's office that the names and
               numbers appearing on petitions presented in accordance with paragraph (ii) above are those
               of Members.
          iv. In the case of a referendum initiated by petition, the petitioning side shall be deemed to have
               fulfilled the requirements of paragraph (ii) above, provided that it includes on the petition for
               a referendum a list of committee members as required by paragraph (ii).
           v. When originally submitting its petition for funding, a Yes or No committee must consist of
               five members. If the committee fulfils the requirements of this article, the Chief Returning
               Officer shall designate it as the body entitled to receive referendum funding. Notwithstanding
               this provision, the Chief Returning Officer may decide to put a different committee in place or
               to add or subtract members from the original committee.
          vi. Funding for each Yes or No committee shall consist of any combination of credits for
               photocopying on the Society's photocopiers and money provided as reimbursement for
               campaign expenses incurred elsewhere and approved by the Chief Returning Officer. A Yes or
               No committee must submit an application for reimbursement and supporting receipts to the
               Chief Returning Officer in order to receive reimbursement.
         vii. The Yes and No committees shall function as regular ad hoc committees, submitting their
               minutes to Council and making spending decisions by Resolution.
        viii. The Chief Returning Officer shall publicize the availability of funding for Yes and No
               committees by means of advertisements appearing in a campus publication or publications no
               later than seven (7) days prior to the referendum.”

Article 7. Polling Regulations

    1.   The Chief Returning Officer shall establish polling stations at such locations and times so as to
         ensure that as many Members as possible have an opportunity to vote.

    2.   Polls shall be in conspicuous locations, including locations in or about the Society's offices on each
         campus, and in such other conspicuous locations at the discretion of the Chief Returning Officer.
         Subject to Bylaw 8(9), poll times shall be at the discretion of the Chief Returning Officer. Advance
         polling may be held at the discretion of the Chief Returning Officer.

    3.   Poll locations and times shall be advertised in a campus publication or publications as determined
         by the Chief Returning Officer. Poll locations and times may be altered from those advertised,
         depending on the availability of poll clerks.

    4.   The Chief Returning Officer shall ensure that each polling station has the equipment and personnel
         required to conduct the voting in an efficient and secure manner, making sure to preserve the
         secrecy of each voter's ballot and ensuring that voters are properly informed about voting
         procedures and how to mark their ballots.


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    5.   Instructions on voting procedures shall be clearly posted at each polling station, including
         instructions on how to mark the ballot, especially when preferential voting is required.

    6.   Each candidate shall be permitted to submit a poster not exceeding 22 cm x 30 cm (8.5 x 11") which,
         if approved by the Chief Returning Officer, the Chief Returning Officer will cause to be posted
         clearly at each polling station.

    7.   Each candidate shall be permitted to submit a candidate statement of no more than one hundred
         (100) words, which, if approved by the Chief Returning Officer, the Chief Returning Officer will
         cause to be posted clearly at each polling station. In preparing the statements for posting, the Chief
         Returning Officer shall ensure that each statement appears as a single paragraph, using a
         standardized font and font size for all candidates, with no special formatting, bulleting or other
         alteration of the text being permitted.

    8.   Each Yes or No committee in a referendum shall be permitted to submit a poster not exceeding 22
         cm x 30 cm (8.5" x 11") which, if approved by the Chief Returning Officer, the Chief Returning
         Officer will cause to be posted clearly at each polling station. At the discretion of the Chief
         Returning Officer, other groups or individuals wishing to publicize their point of view on a
         referendum question may be granted the same right to have a sign or poster at each polling station
         as is granted in this paragraph to the Yes and No committees.

    9.   The Chief Returning Officer shall take whatever steps necessary to ensure that only eligible voters
         cast ballots and to ensure that each eligible voter votes only once.

    10. The Chief Returning Officer shall take whatever steps necessary to ensure that only eligible voters
        from an individual campus cast ballots for that campus' Campus Director, Campus Representatives
        and Campus Council Officers.

    11. Poll Clerks
           i.   Poll clerks shall be hired by the Chief Returning Officer at least two weeks prior to an
                election under contract with the General Manager.
          ii.   Poll clerks shall be required to attend a training session arranged by the Chief Returning
                Officer, at least one week before the election, at which they shall be given information on the
                rules and regulations relevant to them.
         iii.   While working at a polling station, no poll clerk shall make remarks supporting or opposing
                any candidate or referendum question; nor may a poll clerk inspect a voter's marked ballot;
                nor may a poll clerk vote while working. Any poll clerk who violates the provisions in this
                paragraph or any other provision in the Electoral regulations shall be subject to disciplinary
                action by the Chief Returning Officer.
         iv.    Poll clerks shall ensure that loitering does not occur in or around the polling station while
                the polls are open.
          v.    Poll clerks shall ensure that polling stations are kept clean and free of any debris, campaign
                materials, or other items that may have been left behind by a student voter.
         vi.    Polling stations shall not be left unattended during polling hours. In the event of an
                emergency which requires the polling station to be temporarily closed or left unattended,
                poll clerks shall remove the ballot boxes, ballots and other voting materials to a secure
                locked location.

Article 8. Ballots

    1.   In elections, each candidate's name shall appear on the ballot as it appears on that candidate's
         student card, except that:

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           i.   candidates who do not wish all their given names as recorded on their student card to
                appear on the ballot may choose to have only one of those given names appear along with
                their surname. Alternatively, candidates may choose to have one of their given names and
                the initial of one of their other given names appear along with their surname; and
          ii.   candidates who are commonly known by a nick-name may choose to have that name appear
                in parentheses after their given name.

   2.   The names of the candidates shall appear on the ballot surname first and alphabetized by surname.

Article 9. Counting of Ballots and Release of Results

   1.   The Chief Returning Officer shall take whatever measures necessary to ensure the security of the
        ballots, including but not limited to measures to ensure that the ballots are kept secure between the
        time they are removed from the ballot boxes and the time they are counted.

   2.   The Chief Returning Officer must be present at all times when ballot boxes are being emptied and
        ballots are being transferred to a secure location in preparation for counting.

   3.   When the Chief Returning Officer is conducting an election for another organization, a
        representative of that organization may be present when ballot boxes are being emptied and ballots
        are being transferred.

   4.   Ballot counting
            i. The Chief Returning Officer shall take all measures necessary to ensure that an accurate
                  count of the ballots cast is obtained.
            ii. The Chief Returning Officer shall take all measures necessary to ensure that only validly cast
                  ballots are counted.
            iii. Only correctly marked ballots shall be counted.
            iv. The Chief Returning Officer must be present at all times during ballot counting.
            v. The Chief Returning Officer shall ensure that the ballots are counted as soon as is reasonably
                  possible after the close of an election, with the exception of enveloped ballots that have
                  student numbers that have to be verified by the Office of the Registrar.
            vi. Each candidate may have one scrutineer present during ballot counting. The scrutineer must
                  be a Member. Candidates may not be scrutineers.
            vii. In referenda, the Yes and No committees may each have a scrutineer present during ballot
                  counting. The scrutineer must be a Member and must not be an election worker or a
                  member of the Executive Board.
            viii. Scrutineers shall be responsible for observing the counting of ballots, witnessing all
                  decisions made concerning spoiled or questionable ballots, and reporting to their candidate
                  or committee any perceived problems or irregularities.
            ix. The Chief Returning Officer may establish further rules concerning the conduct of
                  scrutineers. The Chief Returning Officer shall be responsible for enforcing such rules and
                  monitoring the conduct of the scrutineers and shall have the power to eject scrutineers from
                  the ballot counting area.
            x. The Chief Returning Officer shall conduct a recount of the ballots, for the entire election, or a
                  given position/referenda question, when:
                     a.    the difference between the successful candidate (or winning side in a referendum)
                           and the next candidate (or loosing side in a referendum) is 10 votes or less, or 2% of
                           the ballots cast, whichever is greater; or
                    b.     the Chief Returning Officer believes, for whatever reason, that a second (or
                           subsequent count) would yield a more accurate result.


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                  Whenever possible, different ballot counters than those involved with the original count
                  shall be assigned to any recount.
            xi. As soon as the counting has been completed in elections and referenda, and all relevant
                  complaints disposed of, the Chief Returning Officer may release the results, which shall
                  include the heading, “Official Results, pending their presentation to Council and the
                  resolution of any pending appeals”.
            xii. Results for elections conducted for other organizations shall be released in accordance with
                  the agreements made with those organizations.
            xiii. The counted ballots shall be kept secure until the results of the election or referendum
                  become official by being presented to Council, at which time the ballots shall be moved to
                  storage to be kept for one (1) year.

   5.   Presentation of Results
            i. The Chief Returning Officer shall prepare a written report on the election or referendum,
                 including the results, to be presented to Council once any complaints or appeals pending
                 before Chief Returning Officer have been ruled on in accordance with Article 10 below.
            ii. As soon as the Chief Returning Officer's report is presented to Council, the results shall be
                 official and binding upon the Society. A resolution of Council to receive or approve the
                 report is not required for the results to be binding.
            iii. In the case of a tie in an election, the winner shall be decided by the toss of a coin, such coin
                 toss to be conducted by the Chief Returning Officer in the presence of the tied candidates
                 and one witness for each of the tied candidates.

Article 10. Interpretations, Rulings and Complaints

   1.   During an election or referendum, the Chief Returning Officer or her designate may make rulings
        and interpretations.

   2.   Protests or complaints of irregularities regarding candidates, referendum campaigners or election
        officials may be submitted to the Chief Returning Officer or her designate, provided that the protest
        or complaint is submitted in writing no more than seventy-two (72) hours after the occurrence or the
        discovery of the occurrence to which it relates and is signed by at least three (3) Members who
        personally witnessed or were otherwise privy to the incident. This provision notwithstanding, the
        Chief Returning Officer may consider a protest or complaint submitted more than seventy-two (72)
        hours after the occurrence to which it relates if, in the opinion of the Chief Returning Officer or her
        designate, it would be reasonable to do so under the circumstances (for instance, if there has been a
        delay in discovering an alleged irregularity), but no protest or complaint shall be submitted more
        than seventy-two (72) hours after the end of balloting.

   3.   Written complaints must include a:
           i. description of the issue in question;
           ii. statement of the remedy being sought;
           iii. sworn affidavit of the complainant; and
           iv. a twenty-five ($25) dollar filling fee.

        The complainant must also provide the Chief Returning Officer or her designate with copies of all
        supporting documents that the complainant wishes to have considered.

   4.   With regard to complaints against election staff, the onus of proof is upon the complainant to
        demonstrate that the election staff erred in some material way. The failure of the Chief Returning
        Officer or any election worker to strictly abide by any given rule shall not be sufficient, in and of


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          itself, to establish the merits of complaint: a material effect in the result of the election must be
          established.

     5.   Upon receipt of a written complaint, the Chief Returning Officer or her designate shall provide copy
          of that complaint to all respondents and to any other interested parties referenced in the complaint,
          all of whom shall have, at their discretion, the opportunity to respond in writing in regards to the
          complaint(s) in question.

     6.   The Chief Returning Officer must not hear or consider verbal complaints as a part of the rulings and
          complaints process, though the Chief Returning Officer may choose to informally discuss complaint
          with the complainant, elections staff, KSA staff or such other people as she deems necessary in order
          to understand the details of the matter, as presented in the written submissions.

     7.   The written decision of the Chief Returning Officer or her designate must consist of the following
          elements:
              i. the decision itself; and
              ii. the reasons for the decision.

     8.   All elements of the decision referred to in paragraph 7 above must be in writing, and copies must be
          given to the complainant and all interested parties. Decisions of the Chief Returning Officer or her
          designate shall be enforced upon the release of the written decision, or at some later time as outlined
          in the decision itself. They are binding upon all participants in the election, even if under appeal as
          provided in Article 11 below.

Article 11. Appeals

1.        In the event that a complainant believes that the Chief Returning Officer or her designate erred in
          any decision pursuant to Article 10 above, the complainant may appeal that decision to the Chief
          Returning Officer. Such applications for appeal must include:
               i. description of the issue in question;
               ii. report of the decision being appealed;
               iii. statement of the remedy being sought;
               iv. description of the errors made by the Chief Returning Officer or her designate;
               v. sworn affidavit of the appellant;
               vi. all documentation the appellant intends to have considered with the appeal; and
               vii. a $25 filing fee.

2.        On receiving the appellant’s application, the Chief Returning Officer shall decide whether it meets
          the requirements of paragraph 1 above. If it does not, the Chief Returning Officer shall dismiss the
          application, and notify the appellant in writing. If it does, the Chief Returning Officer shall proceed
          with the appeal.

3.        The Chief Returning Officer shall consider the merits of the appeal, but shall undertake whatever
          process for considering the appeal that she sees fit, provided that she maintains the principle that the
          onus of proof is upon the appellant to prove that the Chief Returning Officer or her designate erred
          in some material way in the original decision. The failure of the Chief Returning Officer, her
          designate or any other elections staff to abide by any given rule shall not be sufficient, in and of
          itself, to establish the merits of an appeal: a material effect in the result of the election must be
          proved.

4.        The Chief Returning Officer shall:
          i.     determine if the appeal is dismissed or upheld;

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        ii.     if upheld, then the Chief Returning Officer shall determine in what ways and to what extent
                the original decision is overturned or amended; and
        iii.    deliver a written report to the appellant, all interested parties and Council regarding her
                judgment.

Article 12. By-Elections and Other Special Elections

   1.   Notwithstanding the provisions elsewhere in these Electoral Regulations prescribing the number of
        polling hours for elections and the procedures to follow for nominations, the Chief Returning Officer
        may set different polling hours and prescribe different procedures for nominations in the case of a
        by-election to fill a vacancy and in the case of other special elections.

   2.   During a by-election, those candidates currently holding office who wish to run for another position
        in the Society shall be required to resign their currently elected position by submitting their
        resignation before the start of the nomination period. Further to this:
            i.   the resignation shall be in writing and presented to Council before the beginning of the
                 nomination period;
           ii.   the effective date of their resignation shall be when the results of the by-election are
                 presented to Council
          iii.   elected officials who do not resign from their current elected position before the beginning
                 of the nomination period shall be ineligible to run in the by-election; and
          iv.    when possible, the Chief Returning Officer will post an addendum to the Notice of By-
                 election listing any positions that may have become vacant between the initial posting of the
                 initial Notice and the actual opening of nominations.

Article 13. Conduct of Elections for Other Organizations

   1.   The Chief Returning Officer shall conduct elections and referenda for other organizations, including
        the election of students to the Education Council and Board, only under the following conditions:
            i.   The election must primarily involve the Society's Members.
           ii.   A contract to run the election must exist between the Society and the other organization,
                 such a contract to be approved by Council.
          iii.   The contract between the Society and the other organization must specify that the Chief
                 Returning Officer shall manage and administer the whole election from the close of
                 nominations through to the counting of ballots.
          iv.    The contract must specify the rules to be followed concerning the eligibility of candidates
                 and voters.
           v.    The rules referred to in paragraph (4) must be in accord with the basic principles of
                 democratic elections.
          vi.    The contract between the Society and the other organization must state that the election
                 shall be conducted according to the relevant provisions of the Electoral Regulations except
                 for those rules specified in the contract.
         vii.    The contract must specify what body or person in the other organization shall be the liaison
                 with the Chief Returning Officer.
        viii.    The contract must specify what the duties of the other organization shall be in the running
                 of the election.
          ix.    The contract must specify who shall pay for the costs of running the election and specify in
                 what manner payment will be made.
           x.    The contract must prescribe a procedure for appealing decisions of the Chief Returning
                 Officer.

   2.   The contract must be renegotiable at least every two (2) years.

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Section XII. Records of the Society

Article 1. Maintenance of Records

1.     For the purposes of this section, the term "records" shall include books, documents, maps, drawings,
       photographs, letters, vouchers, papers and any other thing on which information is recorded or
       stored by graphic, electronic, mechanical or other means, which are incidental to the operation of the
       Society and/or its officials.

2.     During an elected official's or staff member's time in office, she must maintain and preserve the
       records associated with her role in her position and in her custody from time to time.

3.     All records held in an elected official's or staff member's custody are the property of the Society, and
       shall be rendered-up to and returned to the Society if and when she leaves office, leaves
       employment or changes position.

4.     An elected official or staff member who is leaving a position must transfer her completed records to
       the Records Coordinator and Archivist and transfer all active documents to her successor in their
       entirety. No records may be taken from the Society, disposed of or destroyed except in accordance
       with Article 2 below.

Article 2. Disposal of Records

1.     During an elected official's or staff member's time in office, she may dispose of or destroy copies of
       records that she deems are simply encumbering other files and records. Under no circumstances is
       this paragraph to be construed to permit the disposal or destruction of master copies of any record,
       or copies that may, for any reason, have any continued value to the Society.

2.     Master copies of any record, or copies that may, for any reason, have continued value to the Society,
       shall only be destroyed or disposed of upon the joint authority of the General Manager and the
       Director of Operations. The General Manager and the Director of Operations shall endeavour to
       consult with any reasonably interested parties within the Society, who may have further use or
       purpose for the records, prior to their destruction or disposal.
                                        REGULATIONS
                                        REGULATIONS
                                            Valid as of May 7th, 2010
                                      Kwantlen University Student Association



Section XIII. Campus Clubs, Academic Associations, and Recognized Groups

Article 1. General

1.      The Society shall acknowledge the following campus-based student organizations:
        i.      Academic Associations: the registered student associations of the degree and diploma
                granting faculties and schools of Kwantlen University, which operate as subsidiary
                organizations of the Society;
        ii.     Clubs: the registered social and recreational student groups, which operate as subsidiary
                organizations of the Society; and
        iii.    Recognized Groups: external organizations, active on campus, which operate externally
                from the Society.

2.      Further rules dealing with Campus Clubs, Academic Associations and Recognised groups may be
        adopted by the Executive Board and placed within the Executive Procedures.

Article 2. Academic Associations

1.      Council may, from time to time, establish Academic Associations in accordance with this section.

2.      Academic Associations are established by:
        i.    the submission, to the Director of Academic Affairs, of a petition duly signed by no less than
              ten percent (10%) of the eligible members within a given school or faculty;
        ii.   the submission, to the Director of Academic Affairs, of a draft Constitution and Bylaws of
              the Academic Association, such drafts being in compliance with this section; and
        iii.  a Two-thirds (2/3rds) Resolution of Council.

3.      Campus-based student organizations which existed as clubs prior to September 1st 2009 shall, where
        appropriate, be acclaimed Academic Associations without having to apply in accordance with
        Article 2(2) above, provided that such an Academic Association complies, in all other respects, with
        this section.

4.      Academic Associations shall:
        i.    have a membership that is inclusive of all students enrolled in the relevant degree or
              diploma granting faculty or school of Kwantlen University;
        ii.   have an elected executive committee, comprised of at least three (3) members;
        iii.  operate democratically;
        iv.   have annual elections, in the manner determined by their bylaws;
        v.    post notices of their meetings on the KSA’s website;
        vi.   keep minutes of their meetings and post their minutes, once approved, on the KSA website;
        vii.  designate one (1) member of their executive to sit upon the Student Senate;
        viii. be eligible to book space through the KSA, through the use of the KSA Planning Tool;
        ix.   be eligible to request KSA support and resources for events, through the use of the KSA
              Planning Tool;
        x.    receive up to one hundred (200) free photocopies per year to assist them in organizing and
              promoting their campus-based activities;
        xi.   receive a free locker, in accordance with procedures set by the Student Services Manager;
        xii.  have such other obligations, benefits and characteristics as outlined in the Executive
              Procedures.
                                       REGULATIONS
                                       REGULATIONS
                                           Valid as of May 7th, 2010
                                     Kwantlen University Student Association


5.     Only one (1) Academic Association may exist for each of the degree and diploma granting faculties
       and schools of Kwantlen University.

6.     Only KSA members shall be members of an Academic Association, and an individual student may
       only be a member of one (1) Academic Association at any given time. Academic Associations may,
       however, create Honourary Memberships within their bylaws which may be bestowed upon non-
       KSA members. Such Honourary members shall not have the right to vote or run in Academic
       Association elections or referenda, or hold an executive position within the Academic Association

7.     Academic Associations may, by referenda of their membership, establish their own fees. Such a
       referendum shall:
       i.      be called upon the submission, to the Director of Academic Affairs, of a petition duly signed
               by no less than ten percent (10%) of the eligible members of the Academic Association;
       ii.     occur during the next KSA General Election; and
       iii.    a Two-thirds (2/3rds) Resolution of Council.

8.     Every Academic Association must submit their annual budget proposal to the Director of Finance no
       later than December 1st of any fiscal year, to cover the proposed expenditures of the following year.

9.     All Academic Association funds and assets are, and shall continue to be, assets of the Society. All
       monies of an Academic Association must be held within the accounts of the Society, and all
       transactions from such accounts must be in accordance with the Society’s Regulations, Budget and
       related procedures as determined from time to time by the General Manager.

10.    Academic Associations may use the KSA logo(s), name and other references upon the joint approval
       of the General Manager and the Director of Operations.

11.    Council may, by Resolution, place an Academic Association in bad standing, and revoke any or all
       of that Academic Association’s rights and privileges until such time as Council, by Resolution,
       restores such rights and privileges.

12.    Council may, by way of a Two-thirds (2/3rds) Resolution, amend the bylaws and/or constitution of
       an Academic Association. In addition to any other notice required for such a motion under the rules
       of order, such a motion to amend shall also require seven (7) clear calendar days notice, in writing,
       to the members of the executive of the relevant Academic Association.

13.    Council may, by way of a Two-thirds (2/3) Resolution, abolish a degree or diploma granting faculty
       or school of Kwantlen University as an Academic Association of the Society. In addition to any other
       notice required for such a motion under the rules of order, such a motion to amend shall also require
       fourteen (14) clear calendar days notice, in writing, to the members of the executive of the relevant
       Academic Association.

Article 3. Campus Clubs

1.     The Executive Board may, from time to time, establish Campus Clubs in accordance with this
       section.

2.     Campus Clubs are established by:
       i.    the submission, to the Director of Events and Student Life, of a Clubs Creation application in
             accordance with the Clubs Procedures;
       ii.   the submission, to the Director of Events and Student Life, of a draft set of operational rules
             of the Campus Club, such drafts being in compliance with this section; and
                                       REGULATIONS
                                       REGULATIONS
                                           Valid as of May 7th, 2010
                                     Kwantlen University Student Association


      iii.    a Resolution of the Executive Board.

3.    Campus-based student organizations which existed as clubs prior to September 1st 2009 shall, where
      appropriate, be acclaimed as Recognised Groups without having to apply in accordance with Article
      3(2) above.

4.    Campus Clubs shall:
      i.    have a membership that includes predominantly Kwantlen students, and at no time has less
            than two (2) Kwantlen Students for each non-Kwantlen student member;
      ii.   have an executive committee, comprised of at least three (3) members;
      iii.  operate democratically;
      iv.   be eligible to book space through the KSA, through the use of the KSA Planning Tool;
      v.    be eligible to request KSA support and resources for events, through the use of the KSA
            Planning Tool;
      vi.   Receive up to one hundred (200) free photocopies per year to assist them in organizing and
            promoting their campus-based activities;
      vii.  receive a free locker, in accordance with procedures set by the Student Services Manager;
      viii. be listed, with contact information, on the KSA’s website;
      xi.   have such other obligations, benefits and characteristics as outlined in the Executive
            Procedures.

5.    The Executive Board shall endeavour to ensure that multiple Campus Clubs are not created which
      fundamentally share the same purposes or social goals.

6.    Any member of the Society may join any Campus Club, and all Campus Clubs must ensure that all
      Society members who wish to join have a reasonable opportunity to do so.

7.    Campus Clubs shall not be components, branches or subservient entities of larger, external
      organizations.

8.    In order to respect the diverse membership and views of the Society’s members, and further to the
      Special Resolution adopted at the KSA’s July 6th 1981 general meeting, the Society shall not establish
      any Campus Club which has as a purpose (either directly or indirectly) to support, oppose or further
      the interests of a political party or religious organization or cause. No Campus Club may fundraise,
      support, promote, sponsor, or advertise for a political party or religious organization.

9.    All Campus Club funds and assets are, and shall continue to be, assets of the Society. All monies of a
      Campus Club must be held within the accounts of the Society, and all transactions from such
      accounts must be in accordance with the Society’s Regulations and Budget.

10.   Campus Clubs may use the KSA logo(s), name and other references upon the joint approval of the
      General Manager and the Director of Operations.

11.   The Executive Board may, by Resolution, amend the operational rules of a Campus Club. In
      addition to any other notice required for such a motion under the rules of order, such a motion to
      amend shall also require seven (7) clear calendar days notice, in writing, to the members of the
      executive of the relevant Campus Club.

12.   The Executive Board may, by Resolution, place a Campus Club in bad standing, and revoke any or
      all of that clubs rights and privileges until such time as the Executive Board, by Resolution, restores
      such rights and privileges.
                                       REGULATIONS
                                       REGULATIONS
                                           Valid as of May 7th, 2010
                                     Kwantlen University Student Association


13.    The Executive Board may, by Resolution, abolish a Campus Club of the Society. In addition to any
       other notice required for such a motion under the rules of order, such a motion shall also require
       fourteen (14) clear calendar days notice, in writing, to the executive of the relevant Campus Club.

Article 4. Recognised Groups

1.     Council may, from time to time, recognise various active student groups in accordance with this
       section.

2.     Recognised Groups become recognised by:
       i.     the submission, to the Director of Events and Student Life, of a Recognised Group
              application form; and
       ii.    a Resolution of the Executive Board.

3.     Recognised Groups are autonomous from the Society, and therefore the Society does not endorse,
       sanction, support or authorize their activities.

4.     Campus-based student organizations which existed as clubs prior to September 1st 2009 shall, where
       appropriate, be acclaimed as Recognised Groups without having to apply in accordance with Article
       4(2) above.

5.     Recognised Groups shall:
       i.     receive up to one hundred (200) free photocopies per year to assist them in organizing and
              promoting their campus-based activities;
       ii.    receive a free locker, in accordance with procedures set by the Student Services Manager;
       iii.   be listed, with contact information, on the KSA’s website.
       iv.    have such other obligations, benefits and characteristics as outlined in the Executive
              Procedures.

6.     The Executive Board may, by Resolution, place a Recognised Group in bad standing, and revoke any
       or all of that organization’s rights and privileges until such time as the Executive Board, by
       Resolution, restores such rights and privileges.

7.     The Executive Board may, by Resolution, cease to recognize a Recognised Group. In addition to any
       other notice required for such a motion under the rules of order, such a motion to shall also require
       seven (7) clear calendar days notice, in writing, to the main contact of the relevant Recognised
       Group.
                                        REGULATIONS
                                        REGULATIONS
                                            Valid as of May 7th, 2010
                                      Kwantlen University Student Association




Section XIV. Student Senate

Article 1. Student Senate

1.     The voting members of the Student Senate shall be:
       i.      the Director of Academic Affairs, who shall be Chair;
       ii.     the elected student members of the Kwantlen Polytechnic University Senate; and
       iii.    the representatives of the duly constituted Academic Associations of the Society.

2.     The Student Senate shall:
       i.     discuss and analyze the impact of University academic policies on students, and make
              recommendations to Council or Senate;
       ii.    review the senate agenda package prior to any meeting of senate, and formulate a common
              student position where feasible;
       iii.   facilitate discussion on academic issues;
       iv.    provide a forum for students to voice their concerns with regard to academic matters at
              Kwantlen;
       v.     discuss the issues and agenda items facing the Senate and address various academic
              concerns on campus; and
       vi.    have such other powers and duties as are assigned by Council from time to time.

3.     Except as outlined within this section, Student Senate shall conduct itself as a committee of the
       Society.

Article 2. Funding

1.     The Director of Academic Affairs shall submit a budget proposal to the Director of Finance no later
       than December 1st of any fiscal year, to cover the proposed expenditures of the following year.
                                         REGULATIONS
                                         REGULATIONS
                                             Valid as of May 7th, 2010
                                       Kwantlen University Student Association



Section XV: Events Regulations

Article 1. General

1.    All individuals or groups wishing to hold a KSA event (or a non-KSA event using KSA space, funds or
      other resources) must first complete the KSA Planning Tool Form found on the KSA website, and
      electronically submit that form to the Clubs and Events Coordinator (clubs@kusa.ca) no less than four
      weeks prior to the event.

2.    The Clubs and Events Coordinator, or such other staff member as designated by the General Manager,
      shall review all submitted planning tools. The Clubs and Events Coordinator shall reject any planning
      tool:

                i)      which is not appropriately filled out;
                ii)     that proposes an event less than four (4) weeks from the date which the planning
                        tool has been submitted;
                iii)    being proposed by an individual or group who are suspended from event
                        organizing privileges in accordance with Section XV, Article 6 below; and/or
                iv)     which, in the opinion of the Clubs and Events Coordinator, proposes an event
                        which is frivolous, unreasonable, dangerous or otherwise prudent for the KSA to
                        reject.

      Planning tools rejected in this manner shall be returned to the individual or group who submitted it,
      with details supplied by the Clubs and Events Coordinator as to why the planning tool was rejected,
      including instructions on resubmission if applicable.

3.    All events must be organized by an ‘Official Responsible for the Event” (ORE), who shall be responsible
      for organizing the event.

4.    The ORE must take steps to ensure that the people listed for various tasks have consented to their role.
      In the event that anyone listed cannot fulfill their role, it is the ORE who MUST ensure that those tasks
      are covered. If, prior to an event, the Clubs and Events Coordinator has grounds to believe that the
      event will not have sufficient staff/volunteer support, she may bring the matter to the attention of the
      GM, who may cancel the event.

5.    Once the Clubs and Events Coordinator has received a planning tool which is not deficient pursuant
      to Article 1(2) above, she shall meet with the Director of Events and Student Life in order to determine
      the appropriate approval authorities, and they shall forward the proposal to those authorities. The
      Clubs and Events Coordinator and/or the Director of Events and Student Life may make a
      recommendation to the authority to approve or reject the proposed event. Any given KSA authority
      may approve, reject or amend the portion of a planning tool which applies to that authority. Once the
      authority has made a decision, the Clubs and Events Coordinator will contact the “Official
      Responsible for the Event” (ORE) and advise them of the decision via email.

6.    The required authorities for event planning tools are:

      i.      Financial: the appropriate financial decision maker must approve, as outlined in the KSA’s
              Budget (Campus Council, Executive, Council, etc);
      ii.     Staffing: the General Manager, if the event proposes to use KSA staff or employees;
      iii.    Volunteers; the Student Services Manager, if the event proposes to use KSA volunteers;
      iv.     KSA Space: the joint approval of the General Manager and the Director of Operations;
                                        REGULATIONS
                                        REGULATIONS
                                            Valid as of May 7th, 2010
                                      Kwantlen University Student Association


      v.      KPU Space: Kwantlen’s written approval, pursuant to the KSA’s ongoing space booking
              agreement. (KSA groups, clubs and associations only);
      vi.     Alcohol: KSA Executive Board approval;
      vii.    KSA Equipment: Clubs and Events Coordinator; and
      viii.   Sponsorship: all sponsorship proposals must be forwarded to the Marketing and
              Communications Coordinator for consideration. However, any bona fide sponsorship
              agreement is a Contract, and must only be approved in accordance with financial Regulations.

      A planning tool must receive approval from each of the appropriate authorities, depending upon the
      scope of the event, before the event is deemed approved.

7.    Alcohol service at an event must follow all applicable laws, and any other rules established by the
      Executive Board or the General Manager from time to time. All Special Occasion Liquor Licenses must
      be held by an employee of the KSA, and all alcohol events must include a minimum of three (3)
      million dollars of general liability insurance, and must be managed in a fashion to ensure that no
      individuals working or volunteering at the event consume any alcohol. All individuals serving alcohol
      must have Serving it Right certification.

8.    All food handling at an event must follow BC Foodsafe regulations, and all persons preparing or
      handling food must be Foodsafe certified. Events held in KSA space which involve the service of food
      must grant the KSA Grassroots Café a first right of refusal to supply that food.

9.    The KSA engages in partner and sponsorship agreements, and all events must be organized in such a
      manner that honours all such agreements.

10.   All events shall be deemed to be open to all members and the public, unless the event planning tool
      specifically notes that the event is closed or private.

11.   Not withstanding the aforementioned imperative that all planning tools be submitted no less than four
      (4) weeks prior to the date of an event, an event may be organized with less notice upon the
      recommendation of the Director of Events and Student Life to the Executive Board, and subsequent
      Resolution of that body approving the short-notice event.

Article 2. Prizes

1.    For events which involve prizes, an Event Prize Tracking Form must be completed itemizing all
      prizes. All prizes must be accounted for by having all winners complete the back of the Event Prize
      Tracking Form. Once the form is complete it must be submitted to the General Manager.

2.    Unless specifically authorized in writing by the General Manager, KSA staff, officials, volunteers,
      directors and anyone organizing an event are ineligible to win prizes.

Article 3. Event Financial Planning

1.    Event financial support is limited to no more than $250.00 for any given organization (internal or
      external) until that organization has successfully held three (3) previous events. Campus Council
      events, Executive events, Council events and events organized by KSA services are exempt from this
      clause.

2.    Only when an event’s planning tool has been approved by all relevant authorities, and the
      minutes/documents supporting the approval submitted to the General Manager and the Financial
      Controller, you may purchase the various items for the event. If a cheque(s) is required to be
                                        REGULATIONS
                                        REGULATIONS
                                            Valid as of May 7th, 2010
                                      Kwantlen University Student Association


     produced for the event (i.e. payment for a specific service from a supplier, etc.) then you must
     complete a “Cheque Request Form” for every cheque needed, and submit it to the Financial
     Controller, allowing a minimum of seven (7) business days for cheque processing.

3.   In the event that cash is to be collected for an event or activity, a Cash Turnover Report must be
     completed and submitted to the Financial Controller.

4.   The ORE must keep a record of all funds requested and spent, and return that record to the KSA upon
     completion of the event. No reimbursement will occur for any monies spent above the amount
     originally approved, or for items outside the scope of the event. Other rules pertaining to cash
     handling and reimbursement may be set by the General Manager from time to time.

5.   Any expenditures in excess of $250.00 on a given service or purchase may require the ORE to acquire
     three (3) separate quotes, at the discretion of the General Manager.

6.   All items purchased for an event with KSA funds become the property of the KSA once the event is
     over and must be returned to the Clubs and Events Coordinator.

7.   The ORE, and any other individuals involved in organizing an event, are obligated to avoid real or
     apparent conflicts of interest, and must report any potential conflicts to the Clubs and Events
     Coordinator as soon as possible.

8.   In order to respect the diverse membership and views of the Society’s members, and further to the
     Special Resolution adopted at the KSA’s July 6th 1981 general meeting, the Society shall not support or
     engage in any event which has as a purpose (either directly or indirectly) to support, oppose or further
     the interests of a political party or religious organization or cause. No event may fundraise, support,
     promote, sponsor, or advertise for a political party or religious organization.

Article 4. Event Promotion

1.   All promotional materials for events which receive KSA support shall include the KSA logo, and must
     otherwise be consistent with rules established from time to time by the KSA Marketing and
     Communications Coordinator.

2.   All proposed advertising and promotion for an event should be clearly outlined in the Planning Tool,
     and in particular making it clear who is responsible.

3.   The ORE must ensure that all posters and other advertising are removed within two (2) days of the
     completion of the event.

Article 5. Event Wrap-Up

1.   The ORE and the sponsoring group of an event are responsible for all set-up and clean-up of the event,
     which includes returning any borrowed items such as extension cords, etc. to the Facilities
     Department, and returning any KSA items to the Clubs and Events Coordinator. Failure to comply
     with this article may lead to the General Manager assigning/hiring staff, trucks, cleaning crews etc. to
     restore everything to its original state, and billing the organizers or the appropriate line item for these
     additional costs.

2.   The ORE of an event, once the event is over (and in no case more than two weeks after the event) must
     complete the final two sections of the Planning Tool document and submit it to the Clubs and Events
     Coordinator via email (clubs@kusa.ca).
                                        REGULATIONS
                                        REGULATIONS
                                            Valid as of May 7th, 2010
                                      Kwantlen University Student Association



3.   Failure to complete the final stages of a Planning Tool, failure to keep an event on-budget, or any other
     deficiencies in following this Regulation may place an ORE or an organization in bad standing with
     regards to events, in accordance with Article 6 below.

Article 6. Event Review, Record Keeping and Bad Standing Status

1.   The Clubs and Events Coordinator, in consultation with the Records Coordinator and Archivist, shall
     be responsible for maintaining a database of all current and past planning tools.

2.   The Clubs and Events Coordinator shall keep a list of individuals and organizations who have held
     three (3) or more successful events, to assist with financial planning of events in accordance with
     Article 3(1) above.

3.   The Clubs and Events Coordinator shall forward a brief report to the Director of Events and Student
     Life addressing any ORE who has failed to complete the final stages of the Planning Tool, failed to
     keep an event on-budget, or any other deficiencies in following this Regulation. The Director of Events
     and Student Life may then choose to bring a Resolution to the Executive Board with the intent of
     placing that organization, that ORE, or both, in bad standing. A proposed resolution of bad standing
     must include the length of time (not to exceed one year), and the limitations of the specific effects of
     the bad standing, up to and including complete prohibition on holding or organizing events.

								
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