University of Canterbury Postgraduate
Student Association Constitution
DEFINITIONS:
AGM
Annual General Meeting of the PGSA
called under Section 7.2.
Charity Dinner
Main annual event of the year to
raise money for a charitable trust or society.
College
Umbrella under which as specific
area of disciplines is administered (College of Science, Engineering,
Education, Arts, Business and Economics, Law)
Department
Umbrella under which a specific
discipline (e.g. Chemistry) is administered.
Member Mailing List
List of contact details of all members
of the PGSA
PG Mailing List
List of contact details of all PGs
(PhD, Masters, and Honours) enrolled at the University of
Canterbury.
PGSA Committee
Abbreviation:
Exec.
The
representatives tasked with running and administering the
functions of the PGSA, elected annually at the AGM.
PhD Handbook
A guide given to all PhD thesis
students at the time of enrolment.
PG Coordinator
Person in charge of all affairs related
to postgraduate students, assigned by each department.
PG Village
Postgraduate Village set up as a
space to be used solely by PGs
Postgraduate
Abbreviation: PG. Any student
enrolled at UC that has finished a degree and is embarking in
another.
University of Canterbury
Abbreviation:
UC.
Academic
institution in which the PGSA operates.
Dean of PG Studies
Person in charge of all PGs currently
working on a PhD thesis.
Full Member
A student currently enrolled at UC
who has paid the joining fee.
Associate Member
A student or non-student who
wishes to remain informed of PG news and events from the PGSA
and from UC, but who has not paid the joining fee.
Exec meeting
Meeting of the exec to discuss and
organize arising issues and events. Meeting called for by the
president on a regular (usually weekly) basis.
Officers
Elected members of the PGSA
Committee
UCSA
University of Canterbury Student
Association. Officially represents all students at University, both
undergraduate and postgraduate students.
Newsletter
Regular communication sent out by
the PGSA to all members with relevant information (e.g. events,
University news, etc).
1. NAME
a.
The name of the organization governed by this constitution shall be the
“University of Canterbury Postgraduate Students’ Association”, hereby referred
to as the PGSA.
b.
The PGSA shall be administered by the PGSA Committee created under this
constitution.
2. PURPOSE
a.
The purpose of the PGSA Committee is to see that the mission statement is
carried out by supervising and coordinating the execution and financing of
activities, by affecting measures with respect to its rules, and by acting as a
representative body for PGs to present their views to University, College, and
Department staff and committees.
b.
The objectives of the Club shall derive, and not be at conflict with, the aims,
objectives and policies of the University of Canterbury Students’ Association Inc.
3. MISSION STATEMENT
a. To provide a voice and social support for University of Canterbury postgraduate
students.
b. To improve the quality of the postgraduate experience.
c.
To foster a wider sense of community amongst PGs across colleges and
departments.
d.
Organize social events to encourage professional and social interaction with a
wide variety of interdisciplinary postgraduate members, supervisors, faculty,
future employers, etc.
e.
Provide opportunities for peer guidance, support, advocacy and
communication throughout a PGs academic career.
f.
Provide networking opportunities with potential employers, key community
groups and industry leaders.
g.
Provide networking and promotional opportunities for our research in our
chosen fields.
h. Establish a common space for all postgraduates at the University.
4. MEMBERSHIP
a. Membership is granted at the payment of a membership fee determined by the
committee at the beginning of each year. This fee goes towards supporting the
running and organizing of the PGSA and events.
b.
Members must be enrolled at the University of Canterbury at the time of
joining.
c.
Members may pay the fee to a current Exec member or to the online bank
account.
d.
Members shall be identified by a sticker with the PGSA logo to be put on their
Canterbury Card.
e.
Membership shall expire 12 months following sign up, with a one month grace
period to renew. Students must renew their membership to continue as
members of the PGSA. Students may renew their membership, or join for the
first time, at any time of the year.
f.
Members shall receive information relevant to the club in the newsletter.
g.
No member of the PGSA shall be discriminated against on the grounds of sex,
age, sexual orientation, race, religion, or disability.
5. OFFICERS
a. The affairs of the PGSA shall be conducted by the PGSA Committee, which must
include the following officers: President, Secretary, Treasurer, Sports and Social
Events Officer, Advocacy Officer. It may also include some or all of the following
officers: Vice president, Sponsorship Officer, Academic Events Officer, General
Exec Member and a Webmaster. The officers’ responsibilities are listed in
Section 6.
b.
Officers shall be responsible for carrying out the decisions agreed upon at the
Exec meetings.
c.
In the event of a position becoming vacant before the end of the academic
year, the addition of a new permanent Officer during term time to the PGSA
Committee needs to follow these steps:
i.
Students interested in the vacant
position must express their interest in writing to the PGSA Committee,
and must describe why they think they are suitable and qualified for the
vacant position.
ii.
Students may join the PGSA as
General Exec at any time of the year, but must apply in the same
procedure outlined in 5.3.1.
iii.
Two thirds majority vote by the
current PGSA Officers.
iv.
The majority of Exec members
must vote at an Exec meeting, absent Exec members may vote via email.
The applicant has the right to be present at the time of voting.
d.
If a new position is created, a portfolio must be created for this position and
added into Section 6 of this constitution.
e.
The portfolio description must be voted on as outlined in 5.3.3. before it is
included in the constitution and advertised to all PGs via the PG Newsletter.
f. In event of an optional portfolio position being unfilled, the officer whom they
would report too is responsible for ensuring that their duties are carried out,
which does not necessarily require the personal performance of same.
6. RESPONSIBILITIES OF OFFICERS
a.
The PGSA Committee shall include a PGSA President. The duties of the PGSA
President include:
i. Chair PGSA meetings.
ii.
Promote the interests of the PGSA
throughout the university.
iii.
Oversee the direction of the club
and set PGSA strategy.
iv. Be an advisor to the committee and
the Vice-President.
v.
Oversee activities Secretary,
Treasurer and Advocacy Officers.
vi.
Maintain continuity within the club
from year to year as people come and go.
vii.
Deal with correspondence from
outside the PGSA and distribute to relevant committee members.
viii.
Collect mail from the PGSA mailbox
and distribute it immediately to the various officers as required, noting
what the mail is and who it is passed on to (re committee report).
ix.
Keep PGSA possessions or organise
storage space for those possessions.
b.
The PGSA Committee may include a Vice President. The duties of the Vice
President include:
i.
Chair PGSA meetings in the
absence of the President
ii.
Oversee creation and running of
events such as pub events, and dinners.
iii. Report to the President.
iv.
Oversee activities of Events
Officers, Webmaster and General Exec Members.
c.
Or the PGSA Committee may include two Co-Presidents. Their duties will
include the duties of a President and Vice President, divided as Exec members
see fit.
d.
The PGSA Committee shall include a Secretary. The duties of the Secretary
include:
i.
Send and/or coordinate
correspondence as delegated by committee.
ii.
Take minutes at committee and
general meetings, or arrange somebody else to do so in his/her absence.
iii.
Write up the Minute Book and list
correspondence before committee and general meetings.
iv.
Make a copy of the minutes
available to all committee members after the meeting
v.
Create an agenda and make it
available to all committee members before the meeting.’.
vi.
Make association bookings at the
UCSA as required by the association.
vii.
Hold the current year’s mail and
secretarial records (to be passed onto the President at the end of the
Secretary’s term).
viii. Attend generally to all clerical duties
in connection with the Club.
ix.
Create the newsletter and
distribute it to members.
x. Keep the membership list updated
and available to all committee members.
xi. Report to the President.
e.
The PGSA Committee shall include a Treasurer. The duties of the Treasurer
include:
i.
Keep records of income and
expenditure.
ii.
Give an accurate financial account
of the club’s financial situation via a list of committed costs yet-to-bepaid at each committee meeting.
iii.
Organise full audits of the club’s
spending.
iv.
Manage the collection of funds
from events.
v. Liaise with the Sponsorship Officer.
vi. Report to the President.
f.
The PGSA Committee shall include an Advocacy Officer. The duties of the
Advocacy Officer include:
i.
Be in charge of the PG
Representative Assembly.
ii.
Attending Library and Research
Committee meetings
iii.
Liaise with UCSA and UC regarding
student issues.
iv. Report to the President.
g.
The PGSA Committee may include a Sponsorship Officer. The duties of the
Sponsorship Officer include:
i. Apply for Grants/ Sponsorship.
ii.
Find ways to find the association
money or resources as required.
iii.
Maintain contact with current
sponsors.
iv.
Ensure responsibilities to sponsors
are met.
v. Report to the Treasurer.
h.
The PGSA Committee may include a Webmaster. The duties of the Webmaster
include:
i.
Maintain our Website and other
electronic resources.
ii.
Aid in other computing issues
throughout the year.
iii. Report to the President.
i.
The PGSA Committee shall include a Sports and Social Events Officer. The
duties of the Sports and Social Events Officer include:
i.
Organise regular social events,
which might include casual sports, morning tea, or end-of-month drinks.
ii. Organise one-off social events,which
might include quiz nights, movie nights, Research Speed Dating, tramps,
and ski trips.
iii.
Plan and implement (host) social
events for the PGSA, and organise the social side of events deemed to
have both social and academic aspects.
iv.
When working with the Academic
Events Officer on an event, leadership is to be assumed by the officer
whose responsibility covers the major side of the event, as determined by
the executive committee majority vote.
v. Report to the Vice-President.
vi.
Liaise with the Academic Events
Officer.
j.
The PGSA Committee may include an Academic Events Officer. The duties of
the Academic Events Officer include:
i. Organise one-off academic events,
ii.
Plan and implement (host)
academic events for the PGSA, and organise the academic side of events
deemed to have both social and academic aspects.
iii.
When working with the Sports and
Social Events Officer on an event, leadership is to be assumed by the
officer whose responsibility covers the major side of the event, as
determined by the executive committee majority vote.
iv.
v.
Reports to the Vice-President.
Liaise with the Sports and Social
Events Officer.
k.
The Event Officers can request help of the General Exec member(s) and other
Executive Committee members during the event preparation, in which case
those members shall report to the Academic Events Officer.
i.
In the case of larger events, Event
Officers may create a formal proposal to the PGSA Exec Committee to
bring together a subcommittee for the duration of the event; e.g. the
PGSA Ball Committee in 2012.
ii.
The subcommittee may be
composed of members from outside of the PGSA who are voted in by
PGSA Exec members.
iii. At least one Event Officer must take
responsibility of the subcommittee, be present at all subcommittee
meetings and provide regular updates to the PGSA Exec Committee with
meeting minutes available.
7. ANNUAL GENERAL MEETING (AGM)
a.
Notice of Annual General Meeting shall be emailed out to all members and
given to the UCSA Club Development Office, not less than seven days prior to the
meeting taking place.
b.
A notice shall also be placed to appear in an issue of Canta that comes out not
less than seven days prior to the AGM.
c.
An Annual General Meeting of the Club shall be held each year, at a date
determined by the committee. The regular business of the meeting shall be:
i.
To Receive the Annual Report
(President).
ii.
To receive the Financial Report,
and the Statement of Assets and Liabilities for the preceding year.
iii.
To elect Officers and Committee
members for the forthcoming year.
iv.
To transact any other general
business of the Club.
8. ELECTIONS
a. PGSA Committee Officers shall be elected at an AGM by a plurality of votes cast
by full members of the PGSA. A link to a voting website may also be placed in an
b.
c.
d.
e.
f.
g.
h.
i.
j.
k.
l.
m.
n.
o.
issue of the weekly newsletter.
Posts shall be advertised at least seven (7) days prior to the submission of
nominations.
Nominations shall include a brief description by the application as to why they
believe there are suitable for the position they are applying.
This description shall be made available to PGSA members to be able to make
an informed decision prior to voting.
Each nomination shall require a seconder.
Any candidate may withdraw his or her nomination.
Any student enrolled at the University of Canterbury may stand for election.
Under special circumstances (for instance, if a position were to be vacant
otherwise) Alumni may be nominated and voted in as members of the Exec
Committee.
Candidates for election shall be permitted to speak at the AGM at the end of
the nomination process.
All members of the PGSA present at the AGM shall have the right to question
candidates prior to elections.
In the course of polling, the ballot box is the responsibility of the Returning
Officer, who shall express no opinion about the candidates.
i.
Counting of the votes shall take
place immediately after the closing of balloting.
ii.
The Returning Officer shall
facilitate the counting.
Counting shall commence at the end of balloting, and the results of the vote
shall be made available to PGSA members.
In the event of a tie there will be new elections for the contested position(s)
during the AGM.
If any PGSA Officer position falls vacant during the normal term of office, the
vacant office shall be filled by a replacement. The replacement must be agreed
upon by a two thirds majority vote of the PGSA Committee.
Officers may be removed by a two-thirds majority vote of the PGSA committee.
9. MEETINGS
a.
The President will call PGSA Committee meetings whenever he or she deems
necessary, and shall give at least 72 hours notice.
b.
In the absence of the President, the Vice-President shall have the right to call
meetings.
c.
At all committee meetings five officers shall form a quorum.
d.
e.
f.
g.
h.
Decisions shall be taken at committee meetings by a majority vote. Absent
members may vote via email.
Any PGSA Officer may suggest a motion.
The motion will pass with support from half +1 of committee members.
Should a committee member be absent at two consecutive meetings without
apologies or refuse to carry out the duties of his or her post, the PGSA
committee reserves the right to ask for his or her resignation.
All general meetings will be conducted according to the agenda that the PGSA
Committee will decide.
10. FINANCE
a.
The PGSA Treasurer will administer the funds of the PGSA, subject to such
controls as the PGSA will impose.
b.
Only the Treasurer, President and Vice-President shall have signatory rights
over the two PGSA bank accounts.
c.
The main account will be the Club Account
d. The Club Account will contain the majority of the funds.
e. For the Club Account there must be two people present in order to: ask a teller
for a bank balance, sign a check or withdraw money.
f.
The only way to pay money from this account will be to use a check. The Club
Account will have no Internet banking or EFTPOS cards.
g. The second account will be the Business account.
h. This account should hold a limited amount of money.
i.
The Treasurer, President and Vice-President will be able to hold EFTPOS cards
for this account and access it via Internet banking.
j.
The PGSA Treasurer shall keep a record of all receipts and expenditures of the
Council over the course of the year and report on finances to the Committee
each month.
k.
The PGSA Committee will receive requests for funding towards the Committee
and also forecast overall spending and allocate money so as not to exceed
money granted by the sponsors.
l.
The PGSA Treasurer will raise cheques, deal with direct purchase orders,
reimbursements and ensure money is available to finance social events when
required.
m. The PGSA Treasurer represents student interests at the Finance and General
Purposes Committee.
11. PGSA COMMITTEE PRIVILEGES
a.
No more than 5% of funding will be spent on PGSA committee for team
building, trips and other such activities.
12. CONSTITUTION
a. The Constitution shall be available to members at all times.
b.
The Constitution shall be reviewed when deemed necessary by the PGSA
Committee.
c.
Details of the proposed alterations to the constitution must be given to all
committee members at least 8 days before the committee vote to approve
amendments to the constitution.
d.
A two-thirds majority from the PGSA committee is required to approve
amendments to the constitution.
e.
The UCSA Clubs Development Officer, UCSA Clubs Committee, and University
of Canterbury Students’ Association Inc must be notified in writing of any
alterations made.
f.
No motion to alter or rescind or add to this Constitution shall be deemed to be
carried if the University of Canterbury Students’ Association Inc Executive deems
the change to be contrary to the interests, aims or objectives of the University of
Canterbury Students’ Association Inc.
13. STANDING ORDERS
a.
The Standing Orders of this Club shall be those of the University of Canterbury
Students’ Association Inc.
14. AFFILIATION
a.
The Club shall apply for affiliation to the University of Canterbury Students’
Association Inc on an annual basis, and will abide by the decisions and rulings of
its Executive. The conduct of the affairs of the Club shall be in accordance with
the Constitution of the University of Canterbury Students’ Association Inc.
15. WINDING UP
a. The Club shall be wound up if:
b. A motion to that effect is passed by a two-thirds majority at a General Meeting
c.
In the event of the Club winding up, all property and assets (including any
monies held in the club bank account), shall be held in trust by the University of
Canterbury Students’ Association Inc for not less than four years, and shall be
given to a University of Canterbury Students’ Association Inc Club with the same
objectives when such a Club is formed. If, after four years, no similar University
of Canterbury Students’ Association Inc Club is formed, the University of
Canterbury Students’ Association Inc shall have the power to dispose of assets
and properties as it sees fit. All profits from such disposal shall go towards the
University of Canterbury Students’ Association Inc Club Funds.
16.
REVOCATION OF MEMBERSHIP
a.
If, for any reason whatsoever, the Committee is of the view that a Member is
breaching the Rules or acting in a manner inconsistent with the purposes of the Society,
included but not limited to harassment of other members and willfull damage to club assets,
the Committee may give written notice of this to the Member (“the Committee’s Notice”). The
Committee’s Notice must:
i.
Explain how the Member is breaching the Rules or acting in a manner
inconsistent with the purposes of the Society;
ii.
State what the Member must do in order to remedy the situation; or
state that the Member must write to the Committee giving reasons why the Committee
should not terminate the Member’s Membership.
iii.
State that if, within 14 days of the Member receiving the Committee’s
Notice, the Committee is not satisfied, the Committee may in its absolute discretion
immediately terminate the Member’s Membership.
iv.
State that if the Committee terminates the Member’s Membership, the
Member may appeal to the Society.
b.
14 days after the Member received the Committee’s Notice, the Committee may
in its absolute discretion by majority vote terminate the Member’s Membership by giving the
Member written notice (“Termination Notice”), which takes immediate effect. The Termination
Notice must state that the Member may appeal to the Society at the next Meeting by giving
written notice to the Secretary (“Member’s Notice”) within 14 days of the Member’s receipt of
the Termination Notice.
c.
If the Member gives the Member’s Notice to the Secretary, the Member will
have the right to be fairly heard at a Society Meeting held within the following 28 days. If the
Member chooses, the Member may provide the Secretary with a written explanation of the
events as the Member sees them (“the Member’s Explanation”), and the Member may require
the Secretary to give the Member’s Explanation to every other Member within 7 days of the
Secretary receiving the Member’s Explanation.
d.
When the Member is heard at a Society Meeting, the Society may question the
Member and the Committee Members. The member or complainant may be accompanied by
individuals to provide support, either evidential or moral, and may request the presence of a
neutral party from the UCSA.
e.
The Society shall then by majority vote decide whether to let the termination
stand, or whether to reinstate the Member. The Society’s decision will be final.
17. SIGNATURES