P.A.U.S.E
Page |1
P.A.U.S.E.
Psychology Association of Undergraduate Students at Erindale
University of Toronto at Mississauga
3359 Mississauga Rd. North
Mississauga, Ontario
L5L 1C6
Constitution 2014-2015
_____________
Bernice Au
President
_____________
Tooba Shakeel
VP Administration
_____________
Zameena Jaffer
VP External
P.A.U.S.E
Page |2
TABLE OF CONTENTS
Article I……………………………………………………………....Name
Article II……………………………………………………………..Purpose
Article III……………………………………………………Premium Memberships
Article IV……………………………………………………………Executives
Article V……………………………………………………………. Assistants
Article VI…………………………………………………….………Meetings
Article VII……………………………………………………..…….Elections
Article VIII………………………………………………………….Removal from Office
Article IX…………………………………………………….Constitutional Amendments
P.A.U.S.E
Page |3
Article I: Name
The Psychology Association of Undergraduate Students at Erindale is affiliated with the
University of Toronto at Mississauga (UTM), the Psychology Department at UTM and
the University of Toronto Mississauga Student’s Union (UTMSU). The academic society
is also referred to as PAUSE and/or the Psychology Society. The PAUSE office is based
in Room 2039 Deerfield Hall, UTM.
Contact: psychology@utmsu.ca
Website: http://pause.sa.utoronto.ca
Phone : (905) 569 - 4666
Article II: Purpose
PAUSE seeks to provide all students at UTM the opportunity to enhance their knowledge
of the diverse field of psychology. PAUSE seeks to plan academic and social events,
which highlight the role of psychology in everyday life.
PAUSE strives to take an active role in the community through fundraisers for local
charities.
PAUSE also aims to keep our members and the UTM student community informed of
psychology opportunities both on and off campus and bridge the gap between the
psychology students and the faculty.
Article III: Premium Memberships
Premium memberships are open to UofT Community Members (Students, Staff, and
Faculty). Each member is required to pay a premium membership fee of $6 ($5 during
Welcome Week in September). Premium members are kept updated on PAUSE’s
upcoming events and news via the society’s email list, have access to past tests rentals,
and will receive discounts to events and merchandise.
Article IV: Executives
Executive positions are only available to those who will be undergraduate students in the
upcoming term. All executives for a given academic year are elected in the previous
academic year as per election guidelines outlined in Article VII. Once elected each
executive must sign a copy of the constitution and agree in full to perform their duties to
the best of their abilities. All executives are responsible for upholding the PAUSE
constitution and must adhere to the university’s code of conduct and the policies outlined
by the UTMSU to act as an academic society executive.
P.A.U.S.E
Page |4
Presidential Board:
President:
The role of the President is to promote, organize, and oversee all of the society’s
activities and events. Other responsibilities include arranging for recruitment, orientation,
and training of office/marketing assistants throughout the year in addition to applying to
awards or grants for PAUSE and holding weekly mandatory meetings. The President is
also required to keep in communications with ASAC, UTMSU, the Psychology
Department at UTM, Student Life, and the Dean as well as to delegate the society’s work
among the remaining executives and assistants. The President must also communicate
with the department liaison regarding validations and updates for the Co-Curricular
Record. They also need to ensure that all executives, assistants, and members are given
equal opportunity within the society, and to address any concerns or social conflicts
should any issues arise. At the end of the academic year, the President must report to
UTMSU outlining all events and place throughout the year.
Vice President of Administration:
The VP Administration keeps in close contact with ASAC and UTMSU and aids the
President in his/her duties. The VP Administration and the President arrange for
recruitment, orientation and training of executive assistants and volunteers throughout the
year. In addition, the VP Administration overlooks executive and volunteer activities and
reports any discrepancies to the president. The VP Administration must assume the
President’s positions if, for any reason, the President is not present or unable to fulfill
his/her responsibilities. The VP Administration must hold a minimum of one office hour
per week.
Vice President External
The VP External is responsible for external contact with other Student Clubs, Student
Academic Societies, the Medium, organizations affiliated with UTM and other external
organizations. The VP External also oversees the internal non-presidential team and must
be in constant communication with the marketing and social directors to ensure a smooth
performance of the society. The VP External must delegate and assign responsibilities to
the team appropriately ensuring that deadlines are being met, and may act as a troubleshooter for any issues that may arise. In addition, the VP External is also responsible for
searching and applying for awards and/or scholarships on behalf of the Society. The VP
external must hold a minimum of one office hour per week.
VP Finance Director:
The principal role of VP Finance is to oversee all of the society's assets, financial status,
and to aid the President in his/her duties. The VP Finance is responsible for overseeing
the society's overall budget as well as assigning a budget for each event. The VP Finance
has principal signing rights to the society's bank account and is responsible for all
P.A.U.S.E
Page |5
account transactions. The VP Finance must assess the society's office transactions and
skim the money box to $150 when there is an excess of money and to provide change
when needed. The VP Finance is responsible for collecting and storing original receipts
for purchases made towards the society's events, and reimbursing executive members for
said purchases. It is the VP Finance's responsibility to provide ASAC and UTMSU an
updated financial report and bank statement when requested. The VP Finance must hold a
minimum of one office hour per week.
Executive Board:
Marketing Directors:
There are two marketing directors in the executive committee. Both oversee marketing
strategies (such as classroom, chalkboard announcements, flyer handouts, booths) and
decide on what strategy would work best for each event. For the most part marketing
directors take into consideration the market segments and audience while advertising for
events (eg: some events geared towards psychology students only such as psych grad
school info session while other events like Pub night and variety night for all students).
Marketing directors develop strategies to achieve the greatest number of audience. They
also have marketing assistants (approximately 5-9) working under their supervision.
Marketing directors hold monthly meetings with marketing assistants to discuss
strengths, weaknesses, opportunities and threats involved in the event promotion
strategies. Any suggestions and data collected in the marketing assistants meeting is
reported to other executives during their weekly meeting. Marketing directors are also
responsible for reminding marketing assistants of their responsibilities such as classroom
verbal, chalkboard announcements and event flyer promotion shifts. Another
responsibility of marketing director is to design event posters and flyers that need to be
distributed throughout campus. Posters need to be approved from majority of the
executives before being printed and posted around campus. Each marketing director also
holds minimum of one office hour per week.
Social Directors:
There are two Social Directors in the executive committee. Both Social Directors are in
charge of organizing materials needed for the events hosted by the society, liaising with
other societies, UTMSU, and Professors (i.e. talking to other societies regarding possible
shared events, talking to the respective UTMSU members for printing PSY100 packages
and utilizing the various advertising opportunities on campus, communicating with
Professors, requesting them to hold seminars/luncheons), and aiding the President in
his/her duties. Specifically, they are responsible for booking rooms (suitable for the
specific event) and placing orders for food through Conference Services. They also need
to book audio-visual equipment through Information and Instructional Technology
Services (following the budget and ensuring payments are made on time by checking
with the VP Finance). Additionally, they are responsible for collecting feedback from
attendees (via feedback forms) and presenting the critiques at meetings (to improve future
events). Assist with general marketing and promotion of events via online advertising,
P.A.U.S.E
Page |6
class announcements (verbal and blackboard). The Social Directors must hold a
minimum of one office hour per week per executive and must report to the VP External.
Web Communications Director:
The Web Communications Director’s principal role is to create, maintain, and update the
society’s online presence (website, email, Blackboard, Facebook, Twitter), and plan
accordingly in association with the marketing director, for online advertisements. They
will address any technological concerns (e.g. society computer) to computing services or
to ASAC and/or UTMSU, and report to the VP External about his/her duties. Also, the
Web Communications Director is responsible for advertising any opportunities that may
be of interest to Psychology students. The Web Communications Director must hold a
minimum of one office hour per week and must report to the VP External.
Secretary:
The Secretary’s role includes taking down notes (meeting minutes) during the weekly
meetings and sending them out via email to all PAUSE executives after. The Secretary is
responsible for purchasing items that are required for various PAUSE events though out
the year. The Secretary also has to maintain the orderliness of the PAUSE office (PUMP
room) and restock office supplies as needed. The Secretary is in charge of the society's
email and must respond to general inquiries received via email. In addition, the Secretary
has to aid the President with his/her duties, address the members' general concerns, and
report such concerns to the President, as required. The Secretary must hold a minimum of
one office hour per week.
Senior Advisor:
The advisor is an appointed position by the President for the new academic year who
must have at least one year of experience as an PAUSE executive. The previous President
may not nominate themselves. The advisor does not hold any responsibility to the society
except to advise the Presidential board when needed. If the president fails to appoint an
advisor or one is not available, the presidential board may choose unanimously to appoint
a previous executive or an active PAUSE member.
Article V: Assistants
Office Assistants must be in one of the following programs (specialists, majors, minors):
Psychology, Behaviour and Genetics, Exceptionality in Human Learning or Forensic
Science (Psychology stream). They are under the supervision of the VP Admin.
Responsibilities and duties include attending a monthly mandatory meeting, holding a
minimum of two office hours per week, advertising events to incoming students in the
office, completing a minimum of four event hours, answer any questions/phone calls that
may arise from students, and record all money count transactions, merchandise
purchases, test rentals, and memberships. They must keep in close communication with
P.A.U.S.E
Page |7
the VP Admin at all times. During their office hours, they must maintain a high level of
professionalism.
Marketing Assistants may be enrolled in any program (although there will be priority
give to students in Psychology, Behaviour and Genetics, Exceptionality in Human
Learning or Forensic Science (Psychology stream). However, marketing assistants that
are not in one of those programs listed above are not eligible to run for an executive
position. They are under the supervision of the Marketing Directors. Responsibilities and
duties include attending mandatory monthly meetings, making classroom/chalkboard
announcements, completing a minimum of two event hours, promoting and advertising
for at least two hours per event, and keeping in close contact with the Marketing
Directors. They must maintain a high level of professionalism when promoting events
around campus.
Article VI: Meetings
Executive meetings are held weekly as decided by the President. It is mandatory for
executives to attend the meetings unless there are circumstances beyond their control.
Only the President Board may invite someone that is outside of the executive team to the
weekly meeting. Meetings upon which important budget/fiscal information may be
discussed and during which important voting may occur are only open to the executives.
PAUSE has two general meetings per academic year and is open to both members and
non-members. The first general meeting will take place sometime in early to mid October
and the second meeting will take place sometime in March.
Article VII: Elections
Elections for executive positions for the proceeding year take place annually during
March, depending on availability of the society and Ulife. Only UTM students who were
previously an executive assistant or executive may run for the President, VP Admin
External, and Finance position. However if no past executives are present then
presidential positions will be open, a priority system will be in place in that the order of
preference is office or marketing assistants, anyone in the Psychology, Behaviour and
Genetics, Exceptionality in Human Learning or Forensic Science (Psychology stream)
program with volunteer experience, or anyone enrolled in any for those programs. All
other executive positions are open to all UTM undergraduates enrolled in one of those
programs listed above.
Election procedures:
During the campaign week, the candidate must obtain twenty signatures (20) from
students in one of the following programs (specialists, majors, minors): Psychology,
Behaviour and Genetics, Exceptionality in Human Learning or Forensic Science
(Psychology stream). The twenty signatures must be confident that the candidate is
willing and dedicated to their obligation as an executive if they are elected. Of the twenty
P.A.U.S.E
Page |8
signatures, only a maximum of two executive signatures is allowed. They must also
attach a ROSI printout that clearly states their name and their subject posts. In addition to
nominations, the candidate must submit a written paragraph (maximum 100 words)
outlining why they would make an effective executive. Before submitting their
nomination form, candidates must schedule an interview and obtain the signature of
previous executive for the position they are running for. Candidates are also welcome to
promote their candidacy by advertising throughout the campus during the campaigning
period. Such advertising will be not funded by PAUSE or by UTMSU but must be
approved by the UTMSU. Please consult elections procedural manual for further details
on elections, voting and challenges to the electoral procedure.
Prior to voting, everyone that is qualified to run must attend a mandatory All Candidates
Meeting by the assigned CRO. If the candidate is unable to attend this meeting, they may
fill out a proxy form in which someone can attend this meeting on behalf of them. The
representative of the candidate is therefore responsible for communicating with the
candidate about the meeting. Voting will then take place during the voting period and is
conducted online through the Ulife system. Only U of T Mississauga undergraduates
enrolled in a Psychology, Behaviour and Genetics, Exceptionality in Human Learning or
Forensic Science (Psychology stream) programs will be allowed to vote. A Chief
Returning Officer (CRO) will be assigned to supervise the electoral process by UTMSU.
The CRO may not be someone who is affiliated with PAUSE but the CRO must be a
member of the UofT academic community (staff, faculty, and student) and must not be
running for elections for the upcoming year.
Article VIII: Removal from Office
An executive member may be removed from office by the society if they fail to perform
his/her duties continuously as defined by the society constitution. Failure to attend
multiple meetings, misrepresentation and/or illicit actions including but not limited to
affiliating or condoning of anyone making a personal profit from the PAUSE Society as
well as the student body by any means by any executive may result in a removal of
office. Potential removal from office requires one warning email that is sent from the
PAUSE email to the executive in question and to the VPUA. A motion to vote of removal
from office may be called by a presidential member of the board during an executive
meeting. The removal of the executive member must be voted upon by the remaining
society executives through an anonymous vote; the vote will pass and will be effective
immediately if there is a majority vote by the Executive Board and a ¾ vote from the
Presidential Board.
A bi-election must take place immediately following the removal of an executive. If the
removal may occur in the second semester of the academic year, a bi-election may be
delayed dependent on the necessary help required. A mandatory bi-election must take
place for all presidential positions if necessary as there may not be enough time to
remove the executive and hold a bi-election. Bi-election procedures must follow the
annual election procedures.
P.A.U.S.E
Page |9
If an executive decides for any reason that they no longer want to remain an executive,
they must submit a letter of resignation addressed to the remaining executives and a copy
sent to VP Campus Life. Resignation is effective immediately upon receipt of the
resignation letter and a bi-election may or may not be called to order.
Office and marketing assistants both follow a three strike policy in which they will be
removed if a third strike is given. They may be removed from office and/or relieved from
the society if they fail to assist the executives appropriately and/or fail to perform his/her
duties. Only the presidential board may, upon a meeting, decide to remove an assistant
from office for appropriate reason, without a vote. A letter of resignation is not required
if an assistant decides that he/she no longer wants to remain an assistant.
Article IX: Constitutional Amendments
The ability to propose and vote on constitutional amendments rests with the executive
board. All proposals must be endorsed by a minimum of 5 executives and 2 presidential
executives. All changes must be made in the presence of all executives at a meeting and
must be voted on. Approval for all amendments requires majority vote from the
Executive Board and ¾ vote from the Presidential Board.
An updated and signed constitution must be submitted to the VPUA of the UTMSU and
Ulife and one must be kept in the office at all times.