Toxicology Students Society
CONSTITUTION
Confirmed the 5th day of April 2005
_________________________________________________
Chairperson of the ToSS Annual General Meeting
ARTICLE 1
PREAMBLE
1. In order to secure their Community
Be it heretofore known that on April 5, 2005 the students of the College of Arts and Science
majoring in Toxicology have freely joined a non-profit organization known as the Toxicology
Students Society (hereafter referred to as ToSS). ToSS will consist of all undergraduate students
majoring in Toxicology and will be represented by an elected Executive Committee.
2. Aims and Objectives
To provide a friendly and welcoming atmosphere in which students engaging in the study of
Toxicology will gather. This atmosphere should promote friendly relations and foster a spirit of
mutual understanding among students of different beliefs and history that share the commonality
of their field of study. Let this atmosphere also provide, through political, academic and social
activities, the opportunity for members of ToSS to develop a community that will enhance their
university experience. ToSS will strive to encourage social interaction and academic
cooperation between its members and other groups in the Toxicology Program, including
graduate students and Faculty. In addition, ToSS will be a voice for Toxicology students at
meetings of the Toxicology Group and the greater University community in which issues of
consequence to its members are discussed.
3. Legality
Members of ToSS desire that their affairs should be regulated according to this document, which
is its constitution.
ARTICLE 2
NAME
The name of this organization shall be the “Toxicology Students Society” and will be
abbreviated “ToSS.”
ARTICLE 3
MEMBERSHIP
Members of the ToSS must be enrolled in the University of Saskatchewan’s College of Arts and
Sciences and majoring in Toxicology.
ARTICLE 4
RIGHTS AND DUTIES OF MEMBERS
All members of ToSS:
1. Have the right to attend all meetings of the ToSS Executive Committee if they abide by
the rulings of the Chairperson.
2. Have the right to address these meetings and introduce motions, if the Chairperson rules
their motions admissible. Only ToSS Executive Committee members can vote at ToSS
Executive Committee meetings.
3. Have the right to run for Executive Committee positions provided the member meets the
qualifications that apply to the position sought. The member running for or applying for
a position on ToSS must be in agreement with the Aims and Objectives as outlined in
Article 1. Disagreement with the stated Aims and Objectives can be used as grounds for
both denial of a position or dismissal of any appointed or elected member.
4. Have the right to vote in all referenda, general elections, or by-elections held by ToSS.
5. Have the right to speak at any General Meetings of the society.
6. Have the right to submit proposed amendments for the constitution prior to ToSS General
Meetings.
ARTICLE 5
EXECUTIVE COMMITTEE
The affairs of ToSS shall be governed by an elected Executive Committee, which shall be
composed of:
1. President
2. Vice President Academic
3. Director of Communication
4. Director of Finance
5. Director of Promotion
6. Social Director
7. Director of Technology
8. Class Representative
9. Faculty Liaison
ARTICLE 6
POWERS AND DUTIES OF THE EXECUTIVE COMMITTEE
1.
2.
3.
4.
Required to read and understand the constitution of ToSS.
Act as representatives of ToSS while in office.
Be the voice of Toxicology students in matters of political, academic and social interest.
Act in the best interests of ToSS in dealing with the regulatory bodies and committees
whose decisions may directly or indirectly affect the academic or social life of the
members of ToSS.
5. Seek to develop the interest of the Toxicology Faculty in student activities and to create
positive relations between students and faculty.
6. Establish and maintain relations with the University of Saskatchewan Students’ Union
(USSU) and the Arts and Science Students’ Union (ASSU).
7. Have the power to present, amend and interpret bylaws.
8. Have the power to create and dismiss ToSS committees.
9. Be held responsible for the control of ToSS monies.
10. Collectively determine while in office all other policies of ToSS, beyond those listed in
this document.
11. Support all activities sponsored by ToSS students insofar as it is possible and feasible to
do so.
12. Have the power to move censure of individual members of the Executive Committee or
demand their resignation according to the dismissal procedure where such action is
warranted (Article 8).
13. Have term of office from April 1 to March 31 of the following year with the exception of
the Class Representative who will hold office only for the term they are enrolled in TOX
300 or TOX 301. Attendance at meetings will be optional during the months of
Intersession and Summer Session.
14. May be elected serve consecutive terms on the Executive Committee.
15. Submit written reports to the Director of Communications at scheduled meetings of
ToSS.
16. Respect the opinions and views of all ToSS members.
17. Provide leadership to the undergraduate Toxicology student body and act as their
ambassadors to the Toxicology Program and University Community.
18. Assist all ToSS Executive Committee members in the cooperative planning and
execution of ToSS-approved activities.
19. Submit a final review of each position, along with recommendations for the incoming
member to the Director of Communications by May 1st following a term in office.
20. Voting privileges at Executive Committee meetings of one vote per member shall be held
by all members of the Executive Committee with the exception of the Faculty Liaison.
21. There shall be no voting by proxy at Executive Committee meetings
22. Time shall be made for one Executive Committee meeting per week.
23. Must strive to attend all meetings of ToSS. If unable to attend, regrets should be sent.
24. Ensure that the constitution is followed by other ToSS Executive Committee members.
ARTICLE 7
ELECTIONS
1. Timing of Elections
There shall be an election each year between the 1st and 31st of March for all positions on the
Executive Committee with the exception of the Class Representative and Faculty Liaison. The
Class Representative will be elected at the beginning of each term from either the TOX 300 or
TOX 301 classroom while the Faculty Liaison will be appointed by the Toxicology Group.
2. Eligibility of Office
All members of ToSS are eligible to be elected for and hold positions on the Executive
Committee. The Class Representative must be a member of the classes in question during their
term in office.
3. Eligibility of Voting
Any ToSS member may cast a vote in Executive Committee elections.
4. General
The Executive Committee may pass bylaws that govern the administration of elections, election
voting procedures and rules regarding by-elections.
ARTICLE 8
DISMISSAL
1. Any Executive Committee member is subject to a motion of dismissal by a two-thirds
majority of the ToSS Executive Committee.
2. Disagreement with the stated Aims and Objectives (Article 1) can be used as grounds for
dismissal of any appointed or elected member.
3. Written notice of intention of dismissal must be given to the Executive member in
question at least 72 hours prior to the ToSS meeting at which their dismissal will be
discussed.
4. If the student has been notified of ToSS’s intentions and will not attend the meeting by
choice, dismissal is valid.
5. If in attendance, a vote of non-confidence is required for dismissal to pass.
ARTICLE 9
REFERENDUM
1. Any ToSS member may demand a referendum on any topic by presenting a petition
signed by at least 5% of ToSS members.
2. Any ToSS member may demand the resignation of any ToSS Executive Committee
member by presenting a petition signed by at least 10% of ToSS members.
3. In case of a petition demanding a resignation, at least one of the members demanding the
resignation must be prepared to run for the position in question.
ARTICLE 10
GENERAL MEETINGS
1. An Annual General Meeting shall be held during each Academic Year.
2. Special General Meetings may be held at the discretion of the Executive Committee.
3. The Chairperson for General Meetings will be appointed by the ToSS Executive
Committee.
4. Fifteen days notice must be given for a General Meeting.
5. All members of ToSS may vote.
6. Quorum will consist of all ToSS members present.
7. The constitution can be amended by a vote in which two-thirds of Quorum are in favor of
the proposed amendment.
8. Proposed amendments must be submitted to the Chairperson one week prior to the
scheduled General Meeting.
9. The chair shall post the proposed amendments so that they are available to all ToSS
members at least five days prior to the General Meeting.
10. General Meetings shall be open to all Toxicology Program faculty and staff who will
have voice, but no voting privileges.
ARTICLE 11
BYLAWS
1. Subject to this constitution, the ToSS Executive Committee shall have the power to pass,
amend or repeal any bylaws providing for the operation and better functioning of ToSS.
2. Any bylaw passed by the Executive Committee shall be subject to approval and
ratification by the membership at the next General Meeting.
ARTICLE 12
DISSOLUTION OF THE SOCIETY
Upon dissolution of ToSS, all assets of the society shall be placed in a Toxicology Program
restricted funds account controlled by the Toxicology Centre, entitled ToSS. This will remain in
effect until such time as funds and assets can be passed onto a democratic organization of
students specifically representing undergraduate Toxicology students. If the Toxicology
Program ceases to exist, all assets shall be endowed to the Arts and Science Students Union and
become available for distribution to other campus groups.
Toxicology Students Society
BYLAW #1: GENERAL BYLAWS
Confirmed the 5th day of April 2005
_________________________________________________
Chairperson of the ToSS Annual General Meeting
ARTICLE 1
FINANCES
1. Requests for monies for reimbursement or payment must be made in writing to the
Director of Finance at least one day prior to an Executive Committee meeting.
2. Any dispersal of ToSS funds are subject to Executive Committee approval.
3. Financial records will be open to any member of ToSS.
ARTICLE 2
RESIGNATIONS
1. Letters of resignation must be written and signed by the resigning party.
2. Said letter will be filed with the Director of Communications and read at the following
Executive Committee meeting.
ARTICLE 3
VACANCY PROCEDURES
1. In the event that an elected position is vacated the Executive Committee may be
employed to act, depending on the circumstances.
2. Any elected position vacated before October 1 will be filled by a by-election.
3. Any position vacated after October 1 will be appointed by the Executive Committee.
4. The Class Representative in term two will be filled by a by-election prior to February 1
and appointed by the Executive Committee after February 1.
5. The Faculty Liaison will be filled through an appointment by the Toxicology Group.
ARTICLE 4
CENSURE
1. Any member of the Executive Committee is subject to a motion of censure, provided that
the member is present at the time of the motion.
2. A vote of two-thirds majority by the ToSS Executive Committee is necessary.
ARTICLE 5
QUORUM
Quorum at any ToSS meeting shall be a simple majority of voting Executive Committee
members.
ARTICLE 6
JOINT MEETING OF OLD AND NEW EXECUTIVE COMMITTEES
1. After the annual elections there will be at least one joint meeting of the outgoing and
incoming ToSS Executive Committees after April 1.
2. The Joint Executive Committee meeting shall be chaired by the Chairperson of the
outgoing ToSS Executive Committee.
3. During this meeting the incoming Executive Committee members shall have voting
privileges.
ARTICLE 7
RULES OF ORDER
All ToSS meetings will be guided by Robert’s Rules of Order at the discretion of the
Chairperson.
ARTICLE 8
IN-CAMERA
1. The Executive Committee reserves the right to go in-camera to discuss matters it wishes
to remain confidential.
2. Because the Executive Committee is a public student forum, in-camera sessions will be
used only when it is most important to do so.
3. In-camera sessions of the Executive Committee will be used primarily to discuss
Executive Committee personnel matters and potentially embarrassing items in which
public input is not desirable.
4. Any member of the Executive Committee may move to go in-camera. A motion to go incamera requires a second, is not debated, and is carried by a simple majority of the
Executive Committee.
5. Only Executive Committee members may be present during in-camera discussions.
6. No records of in-camera discussions are kept.
7. Motions cannot be made in-camera; all motions must be made in open session.
ARTICLE 9
CHAIRPERSON FOR MEETINGS
1. The President of ToSS shall be the chairperson of all ToSS meetings, unless the President
appoints the Vice President Academic or another ToSS member as Chairperson ProTempore.
2. The Chairperson must sign all approved and amended minutes before they are posted for
public viewing by the Director of Communications.
3. The Chairperson must sign and date all amended copies of the constitution and by-laws
following General Meetings of ToSS.
Toxicology Students Society
BYLAW #2: EXECUTIVE PORTFOLIOS
Confirmed the 5th day of April 2005
_________________________________________________
Chairperson of the ToSS Annual General Meeting
ARTICLE 1
DUTIES OF THE PRESIDENT
1. Call irregular meetings of the Executive Committee upon petition by at least three
Executive Committee members.
2. Responsible for the implementations of all ToSS Executive Committee decisions.
3. Have the power to sign cheques that will also be signed by the Director of Finance.
4. Be a member of and act as a liaison to the Toxicology Undergraduate Program
Administration Committee.
5. Speak at the Annual General Meeting of the Toxicology Group.
6. Set the agenda for each meeting of ToSS.
7. Provide the Director of Communications with the agenda for each ToSS meeting at least
two days in advance.
ARTICLE 2
DUTIES OF THE VICE PRESIDENT ACADEMIC
1. Encourage ToSS students in academia through debate, speakers and symposiums.
2. Represent ToSS at meetings of the Toxicology Group that have relevance to the members
of ToSS.
3. Have the power to sign cheques that will also be signed by the Director of Finance.
4. Maintain a file containing exams of relevance to Toxicology students.
5. Work with the Director of Technology to ensure that an up-to-date listing of exams
available in the ToSS exam file is posted in the ToSS website.
6. Represent the President in the event of his/her absence.
7. Organize an annual lecture series highlighting the research of members of the Toxicology
Group.
8. Act as a Liaison between ToSS and the Toxicology Graduate Studies Committee.
ARTICLE 3
DUTIES OF THE DIRECTOR OF COMMUNICATIONS
1. Keep an accurate record of the proceedings and attendance at each ToSS meeting.
2. Work with the Director of Technology to ensure that all ToSS meeting minutes are
posted on the website.
3. Each copy of the minutes, as approved or amended by ToSS, shall be signed by the
meeting Chair and the Director of Communications.
4. Notify members of regular and general meetings by posting a notice at least forty-eight
hours before the time for which the meeting is called.
5. Receive the agenda from the President for each meeting and have copies posted and
distributed prior to each meeting.
6. Coordinate office hours.
ARTICLE 4
DUTIES OF THE DIRECTOR OF FINANCE
1. Have charge of all monies of ToSS and stipulate procedures regarding monies for events.
2. Keep an accurate account of all income and expenditures through proper accounting
procedures.
3. Have the power to sign all cheques that will also be signed by the President or Vice
President Academic.
4. Have accurate knowledge of the financial situation of ToSS at all times.
5. Call for all tenders and estimates.
6. Keep and file all bills obtained during the year.
7. Work with the Director of Technology to outline and post Budget summaries on the
ToSS website in the months of December and March.
ARTICLE 5
DUTIES OF THE DIRECTOR OF PROMOTIONS
1. Responsible for the positive promotion of ToSS and ToSS events both on and off the
University of Saskatchewan campus.
2. In coordination with the Director of the Toxicology Centre, promote the Toxicology
Undergraduate program to the University community.
3. Assume the duties of the Director of Communications in his/her absence.
ARTICLE 6
DUTIES OF THE SOCIAL DIRECTOR
1. Plan and organize social events primarily for members of ToSS and secondarily for the
University of Saskatchewan campus.
2. Work with the Director of Promotions to create advertising appropriate for events held.
3. Acquire appropriate licenses for events.
4. Coordinate events with the Toxicology Graduate Studies Committee.
ARTICLE 7
DUTIES OF THE DIRECTOR OF TECHNOLOGY
1. Create and/or upkeep the ToSS website.
2. Work with the Vice President Academic to provide an updated listing of exams available
in the ToSS exam file on the ToSS website.
3. Work with the Director of Promotions and Social Director to ensure that all ToSS
activities are advertised on the website.
4. Work with the Director of Communications to ensure that all ToSS meeting minutes are
posted on the website.
ARTICLE 8
DUTIES OF THE CLASS REPRESENTATIVE
1. Act as an ambassador of ToSS to students in TOX 300 or TOX 301.
2. Encourage excitement, participation and involvement in ToSS and its events.
3. Assist the Social Director and other members of the Executive Committee in their duties
as appropriate.
ARTICLE 9
DUTIES OF THE FACULTY LIAISON
1. Inform the Toxicology Group of the activities of ToSS.
2. Inform ToSS of the activities of the Toxicology Group.
3. Encourage cooperation and interaction between members of the Toxicology Group and
ToSS.
Toxicology Students Society
BYLAW #3: ELECTIONS POLICY
Confirmed the 5th day of April 2005
_________________________________________________
Chairperson of the ToSS Annual General Meeting
ARTICLE 1
ELECTIONS COMMITTEE
1. Will be comprised of three ToSS members appointed by the Executive Committee, one of
whom will be elected Chief Returning Officer by the Elections Committee.
2. Will conduct all annual elections, bi-elections and referenda of ToSS.
3. Has the power to make decisions on electoral procedure.
4. Will prepare ballots for ToSS Executive Committee elections that list the candidates for
ToSS Executive Committee elections.
5. Will ensure that a copy of the campaign policy is posted the day nominations open and
ensure that the policy is followed during the election period.
6. Will investigate and rule on all complaints of election irregularity.
7. Will refer to the ToSS Elections Policy Bylaw as a guideline.
8. Will determine the location of a polling station and when the polling station will be open.
ARTICLE 2
CHIEF RETURNING OFFICE
1.
2.
3.
4.
Will hereafter be referred to as the CRO
Will chair meetings of the Elections Committee.
Will organize the Elections Committee to supervise the polling station.
Will arrange for poll clerks to work with the Elections Committee members to manage
polling stations during voting.
5. Will inform candidates of election results as soon as the initial count is completed and
post all election results within 24 hours of the initial counting.
6. Will submit a report regarding the ballot count and the results of the elections to the
Elections Committee and Executive Committee.
7. Will keep all ballots for one week after the initial counting, after which time the ballots
will be destroyed.
ARTICLE 3
TIME AND PROCEDURES FOR ELECTIONS
1. The Executive Committee Election will be held annually during the month of March.
2. Any person seeking the office of President must submit a signed nomination form with
10 signatures of ToSS members.
3. The counting of ballots shall take place immediately after the polls close on the final day
of voting.
4. The Elections Committee, scrutinizers for each candidate and one representative from the
Toxicology Program will supervise the count.
5. In the event of election irregularities candidates must make an application for a recount in
writing to the CRO within one week of the initial counting.
6. The campaign period shall be no less then 5 days
7. At least one forum must be held prior to voting day to allow each candidate to address
ToSS members. Notice of the forum must be given one week in advance.
8. No candidate shall interfere with another candidate’s campaign in any way.
9. Candidates are permitted to put up campaign posters at 00:00 hrs the day after
nominations close. Candidates are responsible for the removal of all campaign posters by
23:59 hrs on the last day of voting.
10. No campaigning is allowed in the vicinity of a polling station.
11. Members of the Elections Committee cannot be involved in the campaign of a candidate
seeking office.
12. There shall be no campaign materials used by candidates other than posters unless the
Elections Committee approves them and all other candidates are given the opportunity to
use similar material.
13. Candidates shall be elected by a plurality of ToSS members who vote in the election.