The Graduate Division of Educational Research Students’
Association of the University of Calgary__________________________________________________________________
By-Laws
BY-LAW 1 – MEMBERSHIP
1. All persons registered as graduate students in the Graduate Division of
Educational Research, hereinafter referred to as the “Department”, at the
University of Calgary who pay full- or part-time fees to the Faculty of
Graduate Studies, hereinafter referred to as the “FGS”.
2. Active membership in the Association shall cease at the end of the
student’s final registered year as a graduate student in the FGS at the
University of Calgary.
BY-LAW 2 – RIGHTS AND RESPONSIBILITIES OF MEMBERS
1. Active Members of the Association shall have the following rights:
i to be represented on the Graduate Representative Council (GRC),
Department meetings, and other bodies of the University through the
Association’s duly elected or appointed representatives; and
ii to participate in the Association through its structures, services, and
By- Laws.
2.
Active Members of the Association shall have the responsibility to
observe the Constitution and By-Laws of the Association.
BY-LAW 3 – EXECUTIVE
1. The duties of the Executive shall be shared by the President, VicePresident Campus, Vice-President Distance, Treasurer and Secretary.
2. The office of each member of the Executive shall be open to any student
who has been an Active Member for a period of not less than one academic
semester at the time they take office, and who intends to remain an Active
Member until the end of the usual term of office.
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3. Executive Meetings and all meetings of the Graduate Council shall be
chaired by a President or Vice-President present at the meeting, unless all
members of the Executive are absent, in which case another member of the
GC shall chair the meeting upon majority (greater than 50%) vote.
4. The Executive shall require due observation of the Constitution, By-Laws,
and policies, and shall undertake duties described therein.
5. A member of the Executive, if he or she meets the requirements set forth
by the Graduate Students’ Association (GSA) shall be one of the Division’s
graduate student representatives on the Graduate Representative Council
(GRC).
6. The President shall be one of the Department’s graduate student
representatives on the GRC and shall sit as the graduate student
representative at Department meetings as an ex-officio member. The
President shall act as chief communications officer with all University and
Department organizations, except where another officer is so appointed by
the Executive.
7. The V-P (Campus) shall act as an advocate for all campus-based members.
He or she may also, if the requirements set forth by the GSA are met, be one
of the Department’s graduate student representatives on the GRC.
8. The V-P (Distance) shall act as an advocate for all students registered in
distance and on-line programs in GDER and represent their interests on the
Executive.
9. The Treasurer shall oversee the financial operations of the Association.
This is to include the financial state of the Association as well as any
committees who are authorized to spend Association monies on behalf of the
Executive.
10. The Treasurer shall report on the finances of the Association at Executive
and Graduate Council meetings, prepare a budget for annual approval and
monitor the budget to ensure that monies are disbursed in accordance with
the policies of the Association and the GSA.
11. The Secretary shall maintain records of each meeting of the Executive
Council, all General and Annual General Meetings; shall distribute agendas
and minutes to the membership and be responsible for general
correspondence when required.
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12. A member of the Executive may resign at any time by submitting a letter
of resignation to the Association. An Executive member shall resign from
office upon the termination of his or her registration at the University of
Calgary.
12. Meetings of the Executive shall be held at a minimum three (3) times per
year or as required.
BY-LAW 4 – GRADUATE COUNCIL (GC)
1. The GC shall consist of all Active Members of the Association.
2. The GC shall have the authority to assign members to act on their behalf
on the Executive.
BY-LAW 5 – GC MEETINGS
1. All meetings of the GC shall be run in accordance with Robert’s Rules of
Order or by vote of the GC otherwise. A minimum two-thirds (2/3) vote by
those present shall be required in the GC to pass a resolution modifying the
roles of order for the duration of that meeting.
2. A member of the Executive shall act as Speaker of the GC meeting, shall
continue to hold a vote on any motions or resolutions, and shall hold an
additional tie-breaking vote in the event of a tie vote of the GC.
3. All active members of the Association may attend GC meetings, participate
in discussions and vote.
4. The GC shall meet at least once per year at the Annual General Meeting.
5. The business of each meeting of the GC shall include the following:
i the reading, considering, and approval of the minutes of the previous
meeting
of the GC;
ii a report by the Speaker, including presentations by visiting
speakers/presenters;
iii committee reports;
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iv other business as deemed appropriate by the GC.
6. Quorum for GC meetings shall be satisfied by the attendance of at least
5 (five) Active members, excluding members of the Executive.
7. Notice of GC meetings shall be given by appropriate means to all members
at least three (3) days prior to a scheduled meeting.
BY-LAW 6 – ELECTION OF OFFICERS
1. General Elections shall take place in the Fall semester of each year. The
Executive is responsible for setting the date of other elections as necessary.
2. A member of the GC shall be appointed as Returning Officer (RO) for the
elections and shall remain impartial during the election process.
3. The RO shall announce the holding of an election at least fourteen (14)
days prior to the opening date of the election and shall specify the procedures
for nominating and voting, including the time period for each. Nominations
shall be accepted as soon as the election is announced and shall close one (1)
day before the announced election date.
4. After the nomination period is closed, members will have a period of up to
three (3) days to vote in a manner as stated in the announcement of the
General Election.
5. After the end of the voting period, the ballots shall be counted by the RO.
A simple majority shall constitute election in the case of all Executive offices.
A nominee shall also be elected to a given position by acclamation if no other
nominations are made for such office.
6. The RO shall inform the Association membership of the names of the
successful candidates and shall submit a report at the earliest opportunity to
the incoming Executive.
BY-LAW 7 – FINANCES
1. Any withdrawal of funds from an Association account shall be signed by the
Treasurer and countersigned by one of the other members of the Executive
2. The financial records of the Association shall be open to examination by
the GSA, the Department, or any Active Member after due notice has been
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given to the Treasurer. The Treasurer, with the President or a Vice-President,
shall establish a suitable time and place, with the examination taking place
on the University of Calgary campus.
BY-LAW 8 – GENERAL MEETINGS
1. A member of the Executive shall ensure that all General Meetings are
announced by appropriate means no later than seven (7) days prior to the
date of the General Meeting. This announcement shall include a proposed
agenda.
2. The business of each General Meeting shall include:
i the reading, consideration and approval of the minutes of the previous
General Meeting;
ii any business not requiring notice that the General Meeting wishes to
consider;
iii reports of Executive officers, including the financial report by the
Treasurer.
3. The quorum of all General Meetings shall be ten (10) Active Members,
excluding Executive Members. If quorum is not achieved, the Meeting may
proceed, but resolutions may not be passed until the next Meeting.
4. A member of the Executive shall preside at all General Meetings as
Speaker.
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