Updated February 2013
*Note: Though this document has been cross referenced with the NUGSS Official Policy
Manual, Policy Number 3.8: Elections; please refer to the policy and bylaw manuals for further rules and regulations regarding elections procedures.

1.0 Board of Directors Position Descriptions ..................................................................... 3
1.1 Executive Directors ................................................................................................... 3
1.1.1 President:............................................................................................................ 3
1.1.2 Vice President Finance ...................................................................................... 4
1.1.3 Vice President Social: ........................................................................................ 5
1.1.4 Vice President Student Affairs: ......................................................................... 6
1.1.5 Vice President External: .................................................................................... 6
1.2 Associate Directors ................................................................................................... 8
1.2.1 Associate Director-Events (Associate Director Vice President Social) ............ 8
1.2.2 Associate Director-Communications (Associate Director Vice President
Student Affairs) ........................................................................................................... 8
1.2.3 Aboriginal Representative (Associate Director of Vice President External) ..... 9
1.2.4 Women’s Representative (Associate Director of Vice President External) ...... 9
1.2.5 Academic Representative (Associate Director of Vice President Student
Affairs) ...................................................................................................................... 10
1.2.6 Sustainability Representative (Associate Director of Vice President Finance) 10
2.0 Election Period ............................................................................................................ 11
2.1 Nomination Period: February 1 – February 15 (10 school days) ............................ 11
2.2 Campaign Period: February 16 – March 4 (16 days – 5 of which are school days) 11
2.2.1 Policy 3.8, Section V: Campaign .................................................................... 11
2.3 Speeches-February: 27 (Wednesday) at noon ......................................................... 13
2.4 Voting Days: March 5 and March 6, 2013 ............................................................. 14
3.0 Post-Election Procedures ............................................................................................ 14
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1.1.1 President:
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Overseeing all Executive Directors and see to the proper functioning of the
Executive Committee
Be invested with signing authority for the society;
In case of an emergency, the President can assume extraordinary powers that do not officially fall within his/her listed roles and responsibilities, provided that he/she receives approval from the Board of Directors;
Is, as President of the Society, responsible for dealing with matters pertaining to and not excluding: o o
Relations with the University of Northern British Columbia;
External relations with other bodies or universities; o o o o o
Relations with all agencies in all levels of government;
Relations with Faculty Associations;
Reporting to the Board of Directors any concerns or resolutions of the
Executive Committee;
Communicating to UNBC or the public at large the respective decisions of the Board of Directors;
Ensure student input is being taken into account during strategic planning processes; o o o o o o o o o o o
See to the smooth operation of all committees or bodies of the Society;
Acting as chief spokesperson and representative of the Board of
Directors;
Acting as a liaison between the Senate and/or Board of Governors
Student Representatives and the University community;
Acting as the official liaison between the Society and University Senior
Administration and the Graduate Student Society;
Shall attend all meetings of the Senate;
Attending regular meetings with the President of UNBC and the Provost, the latter only if it should be deemed necessary;
Assisting with bylaws and policies as per the Vice President Student
Affairs’ portfolio;
Shall assist the NUGSS General Manager with the planning of the NUGSS
Annual Retreat;
Attending bi-weekly meetings with the General Manager;
Keep the Board of Directors informed of Provincial and Federal
Government education and funding policies;
Shall work with the VP External to coordinate provincial and national lobbying efforts on behalf of the Board of Directors, and improve the public profile of students and their concerns;
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o o o o o
Committee Membership: Northern University Student Centre
Commission co-chair, NUGSS Monetary Affairs Commission Vice-Chair,
NUGSS Executive Committee Chair and NUSC Joint Liaison Chair;
Shall assume responsibility for promoting and informing the student population of the goals, services and activities of the Society;
Shall work with the VP External and other directors to ensure the NUGSS website and social media platforms are up to date and relevant;
Shall complete succession planning worksheet upon completion of term, and ensure that all NUGSS Directors have done so;
Such other duties that may be assigned by the Board of Directors from time to time.
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 Shall see to it that the Society's financial activities are properly managed;
 Be invested with signing authority for the Society;
 Shall chair the Monetary Affairs Commission;
 Issue a bi-weekly Monetary affairs Commission report to the Board of Directors;
 Shall recommend to the Board of Directors by-laws relating to financial matters;
 Shall assist in preparing the budget for approval at fiscal year end and for presentation at the September meeting of the Board of Directors;
 Shall prepare and present to the Board of Directors motions dealing with the
Society’s budget;
 Shall provide reports to the Board of Directors as to the economic status of the
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Society’s businesses;
Shall oversee sub-tenant lease agreements with the General Manager and review annual reports of sub-tenants;
 Shall expand sponsorships and corporate relations of the society;
 Shall be responsible in overseeing all fundraising initiatives, which seek to benefit the society;
Shall assist NUGSS Clubs with financial responsibilities;
Shall update and maintain the Monetary Affairs Commission portion of the
NUGSS website biweekly with the minutes as well as relevant finance
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 information that students should be aware of;
Committee membership: Northern University Student Centre Commission
(NUSCC), NUSC Joint Liaison Committee, Space Allocation Committee, University
Fees Committee;
Shall assume responsibility for promoting and informing the student population of the goals, services and activities of the Society;
Shall complete succession planning worksheet upon completion of term;
Such other duties that may be assigned by the Board of Directors from time to time.
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1.1.3 Vice President Social:
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Shall assume the responsibility for the organization of the Society’s orientation week, the annual Shinerama Campaign and all other annual and monthly events;
If necessary, shall defer responsibility of Shinerama to another Executive member no later than May of the election year;
Shall cooperate with the various Faculty Associations, other societies, and clubs to coordinate joint efforts in the organization of events;
Shall work with NUGSS General Manager, and NUSC Food and Beverage
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Manager in the execution of the annual Backyard BBQ, and monthly/yearly
NUGSS events held in the Thirsty Moose Pub;
Shall assist in coordinating and promoting events (both social and educational) and functions both on and off-campus for the purpose of enhancing the quality
 of life of the members of the Society;
Will prepare a schedule of semester events by the second meeting of the Board of Directors each semester;
Shall have all events dates set in the NUGSS student planner; 
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Shall ensure the NUGSS website and social media platforms are updated with
NUGSS events;
Shall successfully complete a UNBC event checklist for each NUGSS event, which includes contacting and receiving approval from the Director of Student Success,
Risk Management, and Facilities;
 Will meet with the Student Life Coordinator, residence life coordinator and
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 residence life assistants once a semester to discuss events happening within the
UNBC community;
Shall assume responsibility of the Social Events budget, and must work to mitigate expenses and costs to students, while balancing NUGSS best financial interests;
 Shall assume responsibility for the Society's philanthropic endeavors;
 Maintain and chair the Event Planning Committee;
 Direct AD Planning and Events with regards to event planning and execution respectively;
 Shall meet with AD Planning and Events on a bi-weekly basis to establish better communication and task delegation;
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Shall complete succession planning worksheet upon completion of term;
 Shall assume responsibility for promoting and informing the student population
 of the goals, services and activities of the Society;
Administer and maintain the NUGSS=sponsored bulletin boards throughout the university;
Shall complete succession planning worksheet upon completion of term;
Such other duties that may be assigned by the Board of Directors from time to time.
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Shall assume responsibility for the Society's clubs;
Be invested with signing authority for the Society;
Shall assume responsibility for the Society's services;
Shall assume responsibility for the Society's Refugee Program;
Shall ensure that policies are effectively implemented and updated pursuant to the decisions of the Board of Directors;
Shall administer the Undergraduate Academic Representation policy; 
 Shall ensure that all student positions on the University's administrative and educational committees are filled and that this representation favours the interest of students;
 Shall endeavor to gain student representation on the University's administrative
 and educational committees where student representation does not exist;
Be responsible for changing Constitution and Bylaw amendments for the General meetings of the Society;
 Shall liaise with and represent international student issues at UNBC;
 Shall organize clubs day during fall and winter orientation;
 Shall create and have available clubs packages at the beginning of each semester;
 Shall ensure that the NUGSS website is updated monthly with all club information, up coming club events, as well as other issues that arise;
 Shall assume responsibility of club discipline;
 Shall ensure clubs are updated with all relevant policy changes within a week
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 after being approved by the Board of Directors;
 Shall update clubs profiles on the NUGSS website once per semester;
 Shall maintain an accurate list of contact information for all clubs;
 Shall conduct all Club Hearings in September and January;
 Committee Membership: Internal Clubs Committee Chair, Student Refugee
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Program and Monetary Affairs Commission member;
Shall assume responsibility for promoting and informing the student population of the goals, services and activities of the Society;
Shall complete succession planning worksheet upon completion of term;
Such other duties that may be assigned by the Board of Directors from time to time.
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Act as a liaison and encourage positive relations with other student organizations;
Be the official media spokesperson for the Society;
Keep the Board of Directors informed of Provincial and Federal Government educational and funding policies;
Chair the Regional Campus Forum as indicated in Policy 3.9;
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Be a liaison for all Regional Campuses of UNBC, meeting with the representatives from the three campuses with the most student enrolment once per academic year;
Follow policy when dealing with regional campuses;
Is responsible for the recruitment of NUGSS representatives on UNBC’s regional campuses;
Shall meet with the Director of Regional Operations (UNBC) and Regional
Student Representative a minimum of once per academic year;
Shall assume duties of principal organizer of campaigns led by the Society;
Shall be responsible for coordinating provincial and national lobbying efforts on the behalf of the Board of Directors, and improving the public profile of the students and their concerns;
Act as a liaison between Over the Edge (OTE), the Prince George Public Interest
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Research Group (PIRG), CFUR, Northern Pride Centre and the Society;
Shall Chair the Northern Transportation Improvement Commission (NTIC) and ensure that student complaints and concerns are brought to the commission;
 Shall send out NTIC meeting minutes to the Board of Directors;
 Shall meet with the City of Prince George Transit analyst when needed;
 Shall oversee all issues and concerns pertaining to the U-PASS;
 Shall lead all referendums and assist the President with any lobbying efforts;
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Shall update Northern Transportation Improvement Commission (NTIC) section on the NUGSS website bi-weekly with minutes as well as relevant transportation information that students should be aware of;
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Maintain the overall function of the NUGSS website and social media platforms to ensure regular updates are being completed;
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Shall sit on the UNBC Alumni Association as a NUGSS Ex-Officio Director to ensure the undergraduate student body is represented;
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Committee membership: UNBC Alumni Association ex-officio director, Northern
University Student Centre chair, NTIC chair;
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Shall post NUSCC meeting minutes on the NUGSS website and send out meeting minutes to the Board of Directors;
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Shall assume responsibility for promoting and informing the student population of the goals, services and activities of the Society;
 Shall complete succession planning worksheet upon completion of term;
 Such other duties that may be assigned by the Board of Directors from time to time.
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 Shall assist the Vice President Social with an emphasis on the planning and execution of events;
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Shall be present at all NUGSS events;
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Shall assist VP Social with decorations, set-up, and clean up for all events;
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Shall act as co-chair of the Events Planning Committee;
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Shall meet at the beginning of every month with the Vice President Social to discuss tasks for the month;
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Shall work with AD Communications on updating and maintaining the events calendar bulletin board;
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Shall be responsible for taking minutes for the Events Planning Committee;
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Shall be responsible for sending out the agenda and minutes to members of the Events Planning Committee and the Board of Directors
 Shall be a voting member of the Events Planning Committee;
 Shall assume responsibility for promoting and informing the student population of the goals, services and activities of the Society;
 Administer and maintain the NUGSS-sponsored bulletin boards throughout the university;
 Shall complete succession planning worksheet upon completion of term;
 Such other duties that may be assigned by the Board of Directors from time to time.
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Shall update the website and NUGSS forms of social on a weekly basis
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Shall work with AD Events on updating and maintaining the events calendar bulletin board
 Shall maintain the NUGSS wall displays to promote upcoming events and initiatives of the society
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Shall meet with the VP Student Affairs when necessary to discuss broad and specific items for communication to the society
 Shall assume responsibility for promoting and informing the student population of the goals, services and activities of the Society;
 Administer and maintain the NUGSS-sponsored bulletin boards throughout the university;
 Shall complete succession planning worksheet upon completion of term
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Shall complete other such duties that may be assigned by the Board of Directors
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from time to time.
• Represent Aboriginal issues at UNBC;
• Be an Associate Director to and assist the Vice President External;
• Be a liaison between the UNBC First Nations Centre and NUGSS;
• Shall organize a smudge on a minimum of once per semester for student and the
BOD to attend;
• Attend two potlucks per semester;
• Meet with Director of First Nations Centre once a month;
• Shall organize an annual event to promote knowledge of Aboriginal culture, issues etc. on campus;
• Assist in coordinating communication between First Nations Centre and the Peer
Support Network;
• Meet once a semester with the Peer Support Network;
• Shall assume responsibility for promoting and informing the student population of the goals, services and activities of the Society;
• Shall complete succession planning worksheet upon completion of term;
• Such other duties that may be assigned by the Board of Directors from time to time.
 Is a female student at UNBC interested in pursuing an active role in representing womens’ issues on campus;
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Liaison between the Women’s Centre and NUGSS;
 Shall attend at least two Women’s Centre Collective Meeting per month as outlined in their respective governing policies;
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Shall organize and coordinate the National Day of Remembrance and Action on
Violence Against Women, and an event in the January semester concerning women’s issues, rights etc.;
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Be an Associate Director to and assist the Vice President External;
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Shall assume responsibility for promoting and informing the student population of the goals, services and activities of the Society;
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Shall complete succession planning worksheet upon completion of term;
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Such other duties that may be assigned by the Board of Directors from time to time.
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• Sit on the UNBC CASHS and CSAM committees;
• Represent the College of Arts, Social and Health Sciences Faculty Department;
• Represent the College of Science and Management Faculty Department;
• Liaise with the NUGSS President regarding the Senate;
• Represent NUGSS membership when academic decisions affecting students are being made;
• Communicate academic decisions to NUGSS membership;
• Be responsible for the Better World Books program;
• Be an Associate Director to and assist the Vice President Student Affairs;
• Sit on Lab and Field Safety Committee, and act as a liaison between students and the Board of Directors;
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Shall ensure the NUGSS Tutor Board is maintained;
 Shall work with the VP Student Affairs to administer the Undergraduate
Academic Representation policy;
• Must attend all meetings of UNBC Senate;
• Shall organize meetings between NUGSS and student representatives of the
Board of Governors and Senate once per academic semester;
• Shall promote student success by acting as a liaison with Student Success
Center, The Wellness Centre, and the Academic Success Centre;
• Shall assume responsibility for promoting and informing the student population of the goals, services and activities of the Society;
• Shall complete succession planning worksheet upon completion of term;
• Such other duties that may be assigned by the Board of Directors from time to time.
• Act as a member of the Green University Planning Committee;
 Act as Chair of the Greenhouse Advisory Committee;
 Shall act as a liaison between Students for a Green University, the Greenhouse
Advisory Committee and NUGSS;
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Shall administer and maintain the NUGSS Transportation Board;
• Work towards supporting a greener Campus at UNBC and promoting Canada’s green University;
• Shall assist the Green University Project Manager, PGPIRG and other groups on campus who are working towards green initiatives;
• Shall assume responsibility for the promotion and for informing the student population of the goals, services and activities of the Society;
• Work with UNBC Green Residence Assistants to promote greening initiatives in residence;
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• Work with the NUGSS President to create a sustainability training session for
NUGSS Annual Retreat;
• Any other duties that may be assigned by the Board of Directors from time to time;
• Act as Vice Chair of the NTIC (Northern Transportation Initiatives Commission);
• Shall put forth proposals to the Green Fund at the start of each semester as needed;
• Shall complete succession planning worksheet upon completion of term;
 Shall sit on the Northern University Student Center Commission;
• Any other duties that may be assigned by the Board of Directors from time to time
 During the nomination period, interested candidates must come to the NUGSS office to pick up a nomination package which includes information pertaining to election procedures and regulations. A complete nomination package must include at least 15 signatures from UNBC undergraduate students stating their support of the candidate’s nomination and a picture and biography of the candidate that have been sent to Megan at nugss-hello@unbc.ca.
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Nominees are required to read the NUGSS Elections Policy, Policy Number 3.8, in the NUGSS Official Policy Manual, available on the NUGSS website. This policy includes essential information about NUGSS elections including campaign rules and regulations as well as the consequences for infractions .
 During the campaign period, successfully nominated candidates will attempt to convince students to vote for them.
 NUGSS will post profiles of all candidates on the NUGSS website as well as in the display case in the Wintergarden.
General i.
For a general election or by-election, a minimum campaign period of seven
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consecutive days, of which at least five days shall be regular school days shall be allowed for each position. ii.
Campaigning is anything you do to attempt to convince students to vote for you. iii.
Campaign expenditures may not exceed $50.00, inclusive of all donations. Upon request, candidates must submit an itemized list accounting their campaign expenses, complete with receipts to the C.R.O. iv.
Candidates shall not be allowed to share financial resources with each other. v.
Campaign posters are only permitted on general NUGSS boards and must be printed on recycled paper (will be accommodated by UNBC Copy Services upon request*). vi.
Posters will be allowed to remain for one school day after voting is completed. vii.
Persons acting on behalf of nominees (third party), are subject to the same rules, offenses, and disciplinary action which are assigned to the nominee themselves
(see 2.3 Campaign Rules, Section F: Discipline, Section G: Disqualification). viii.
No person shall campaign or canvas on behalf of any candidate at or in viewing distance of any poll. ix.
All candidates in violation of campaign rules are subject to discipline and disqualification (see Sections F and G of NUGSS Elections Policy 3.8)
Campaign Rules a) Permissible forms of campaigning include: i.
Hanging up banners and posters, ii.
Setting up a table, iii.
Distribution of leaflets, bookmarks or buttons, iv.
One-on-one conversations with students, v.
Use of an online community that is freely accessible to all electors. b) Prohibited forms of campaigning are separated into two offence categories, major and minor. Candidates are subject to disqualification if they commit either a minor offense twice or a major offense once:
Minor Offense:
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i.
Mass, unsolicited emails or similar on-line communication; ii.
Providing web-based material that cannot be accessed freely by all Electors; iii.
Campaigning in any office of NUGSS; iv.
Placing a poster on a non-NUGSS general board.
Major Offense: i.
Door to door campaigning in residence; ii.
Campaigning within visible range of the election table during open polling times on election days; iii.
Posting campaign materials in the visible range of the election table during open polling times on election days; iv.
Campaigning during the nomination period or anytime before nominees have been announced by the C.R.O; v.
Acting maliciously against or substantially prejudicial toward another campaign and/or the Electoral Office; vi.
Harassing anyone involved with or outside the election campaign; vii.
Removing or defacing the advertising of another candidate(s); viii.
Vandalizing campaign materials other than those belonging to the candidate. ix.
Making, joining, or participating in campaigning that defames any candidates in the NUGSS election; x.
Exceeding campaign expense limits.
The UNBC Copy Services Department will print posters on recycled paper if requested.
There is no additional charge for recycled paper.
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Speeches will be held in the Wintergarden and are open to all students to attend.
 Candidate speeches are limited to 2 minutes in length.
 Following their speech, each candidate should be prepared to answer 1 question from each of their opponents (if applicable).
 Following this, a reasonable number of questions will be asked from the audience, as directed by the CRO.
 All speeches will be posted on YouTube within 24 hours.
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 All UNBC undergraduate students are eligible to vote. Voting will take place in the NUSC Building from 9:00am-4:00pm on both voting days.
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Results will be posted on the door of the NUGSS office once all votes have been counted (likely the following day).
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All candidates must remove their posters from all bulletin boards within one day following the last voting day or they will not be reimbursed for their ten dollar deposit.
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Votes are counted the following day and results are posted after counting is completed.
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Results are made official at the following Board of Directors meeting on Friday,
March 8, 2013
 All candidates have the option of having a scrutineer (other than themselves) present during the counting of all votes.
 Successful candidates will take office on April 1 st.
 Executive positions are expected to complete 10 hours of shadowing prior to taking office.
 Associate positions are expected to complete 5 hours of shadowing prior to taking office.
 All Board of Directors are expected to attend the training retreat in March/April.
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Once in office, The NUGSS President is expected to complete 60 hours of work/month.
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Once in office, Executive Directors are expected to complete 50 hours of work/month.
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Once in office, Associate Directors are expected to complete 15 hours of work/month.
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