AMS Assembly
Thursday, December 3, 2015
Page 1 of 63
Agenda
1.
2.
3.
4.
5.
6.
7.
8.
9.
10.
11.
12.
13.
14.
Motion #1 – Approval of the Agenda of the meeting of December 3rd, 2015
Motion #2 – Approval of the Minutes of the meeting of November 19th, 2015
Speaker’s Business
Guest Speaker
a. Jordan Morelli, Chair of the Senate Committee on Academic Development
i. Fall Reading Week Consultation
President’s Report: President Kanivanan Chinniah
Vice-President’s Report
a. Operations: Vice-President Kyle Beaudry
b. University Affairs: Vice-President Sarah Letersky
Board of Director’s Report: Chairperson Michael Blair
Student Senator’s Report: Student Senate Caucus Chair Leah Brockie
Rector’s Report: Rector Mike Young
Undergraduate Student Trustee’s Report: Trustee Jennifer Li
Statements by Members
Question Period
Business Arising from the Minutes
New Business
a. Motion #3 – “That AMS Assembly nominate one voting member of Assembly to
sit on the Special Committee on External Alignment”
b. Motion #4 – “That AMS Assembly approve the Fall Equity Grants as follows:
$2300 to the ASUS Equity and Diversity Commission, and $700 to the Human
Rights Office.”
c. Motion #5 – “That AMS Assembly formally ratify Vasanth Ranganathan as the
AMS Assembly member of the Radio Queen’s U Board”
d. Motion #6 – “That AMS Assembly formally ratify Meaghan Peirce as the 2016
Orientation Roundtable Coordinator”
e. Motion #7 – “That AMS Assembly approve the changes to Policy Manual 2,
Section 8, Part C, as seen in Appendix A: Back To Back”
f. Motion #8 – “That AMS Assembly approve the changes to Policy Manual 1,
Section 4, as seen in Appendix B: Charged Up”
g. Motion #9 – “That AMS Assembly approve the spending limits for the Winter
Elections, as seen in Appendix C: Know Yourself”
Page 2 of 63
h. Motion #10 – “That AMS Assembly approve the changes to Section 6 of the
Hiring and Appointments Policy and Procedures, as seen in Appendix D: Started
From The Bottom”
i. Motion #11 – “That AMS Assembly approve the changes to Section 14 of the
Hiring and Appointments Policy and Procedures, as seen in Appendix E: Best I
Ever Had”
j. Motion #12 – “That AMS Assembly approve the changes to Section 24 of the
Hiring and Appointments Policy and Procedures, as seen in Appendix F: Hold
On, We’re Going Home”
k. Motion #13 - “That AMS Assembly approve the changes to Policy Manual 1,
Section 4, as seen in Appendix G: Headlines”
l. Motion #14 – “That AMS Assembly approve the changes to Section 6 of the
Hiring and Appointments Policy and Procedures, as seen in Appendix H:
Energy”
15. Discussion Period
a. Bursary Program
b. Fall Hiring Period
Page 3 of 63
Motion Sheet
1. Moved by: Jon Wiseman
Seconded by: Kanivanan Chinniah
“That AMS Assembly approve the agenda for the Assembly meeting of Thursday,
December 3rd, 2015”
2. Moved by: Jon Wiseman
Seconded by: Kanivanan Chinniah
“That AMS Assembly approve the minutes for the Assembly meeting of Thursday,
November 19th, 2015”
3. Moved by: Tyler Lively
Seconded by: Kanivanan Chinniah
“That AMS Assembly nominate one voting member of Assembly to sit on the Special
Committee on External Alignment”
4. Moved by: Alex Chung
Seconded by: Sarah Letersky
“That AMS Assembly approve the Fall Equity Grants as follows: $2300 to the ASUS
Equity and Diversity Commission, and $700 to the Human Rights Office”
5. Moved by: Max Garcia
Seconded by: Jon Wiseman
“That AMS Assembly formally ratify Vasanth Ranganathan as the AMS Assembly
member of the Radio Queen’s U Board”
6. Moved by: Danielle Kimmerly
Seconded by: Sarah Letersky
“That AMS Assembly formally ratify Meaghan Peirce as the 2016 Orientation
Roundtable Coordinator”
7. Moved by: Peter Liberty
Seconded by: Jon Wiseman
“That AMS Assembly approve the changes to Policy Manual 2, Section 8, Part C, as
seen in Appendix A: Back To Back”
8. Moved by: Jon Wiseman
Seconded by: Rebecca Herweyer
“That AMS Assembly approve the changes to Policy Manual 1, Section 4, as seen in
Appendix B: Charged Up”
9. Moved by: Jon Wiseman
Seconded by: Rebecca Herweyer
“That AMS Assembly approve the spending limits for the Winter Elections, as seen in
Appendix C: Know Yourself”
Page 4 of 63
10. Moved by: Eva Kapnoudhis
Seconded by: Kanivanan Chinniah
“That AMS Assembly approve the changes to Section 6 of the Hiring and
Appointments Policy and Procedures, as seen in Appendix D: Started From The
Bottom”
11. Moved by: Eva Kapnoudhis
Seconded by: Kanivanan Chinniah
“That AMS Assembly approve the changes to Section 14 of the Hiring and
Appointments Policy and Procedures, as seen in Appendix E: Best I Ever Had”
12. Moved by: Eva Kapnoudhis
Seconded by: Kanivanan Chinniah
“That AMS Assembly approve the changes to Section 24 of the Hiring and
Appointments Policy and Procedures, as seen in Appendix F: Hold On, We’re Going
Home”
13. Moved by: Alex Wood
Seconded by: Jon Wiseman
“That AMS Assembly approve the changes to Policy Manual 1, Section 4, as seen in
Appendix G: Headlines”
14. Moved by: Sarah Letersky
Seconded by: Kanivanan Chinniah
“That AMS Assembly approve the changes to Section 6 of the Hiring and
Appointments Policy and Procedures, as seen in Appendix H: Energy”
Page 5 of 63
The President of the Alma Mater Society
Report to Assembly
Kanivanan Chinniah
3 December 2015
[email protected]
Dear Members of Assembly,
I hope you are all enjoying the final week of school this semester.
Non-academic misconduct review
Currently, the Principal’s Advisory Committee on Non-Academic Misconduct is continuing its
consultations with various groups both internal and external to the University. We would
encourage all of you to encourage your students to send their thoughts on non-academic
misconduct and its future to [email protected] for consideration by the committee. Any and
all comments will be taken into consideration by the committee, and it is imperative that
students provide their input into the process at hand.
The committee will consult the Senate on December 1 where student senators will have an
opportunity to be heard by the committee.
Human Resources Policy Changes
We have decided to abolish the use of proposals in the application and hiring process across the
AMS. Instead of the proposals, we will allow the new Executive to ask for written responses to
questions published in advance of the application deadline. We hope that this will facilitate
further applications for AMS positions, in particular external applicants, who we feel are
disadvantaged by the proposal writing process.
Currently, all applicants to salaried positions in the AMS are required to write a proposal of up
to 5 pages, detailing what they intend to do with the positions. Proposal writing requires
applicants to invest time in meeting the outgoing team to learn sufficient context and detail of
the job in order to write a relatively informed vision of where they want to take the portfolio.
Currently, hiring committees take into account the proposal in terms of thought process in
arriving at a particular recommendation and vision for the position. We feel that this can be
sufficiently captured through responses to questions.
Page 6 of 63
The policy changes before you require the Executive and Human Resources Officer to set
consistent questions for every salaried position. We will accept any feedback that you may
have.
John Deutsch University Centre Development
We have developed a working group for the John Deutsch University Centre in conjunction
with the Provost’s Office. The AMS will intensify consultations with regular students on the
makeup of the John Deutsch University Centre when things are clearer, with an eye to complete
a comprehensive agreement by the end of the academic year. We will provide more details at
the Assembly meeting to come.
Athletics & Recreation Oversight Committee
Stephanie Harper and Danielle Kimmerly will be the AMS delegation at the University Council
on Athletics & Recreation. Ann Tierney, Dean of Student Affairs, has offered to give our
representatives at UCAR a detailed presentation on their budget and the historical trends prior
to the first UCAR meeting. They will also provide regular reports to the Executive on the
progress of the Richardson Stadium project where it is discussed.
Fall Reading Week
Tyler Lively is continuing to engage in consultations on this matter. The discussions have
identified the correct sort of problems that students face throughout the fall term, and we need
to make sure that the solution, if it is fall reading week, is also the correct solution. The AMS
will continue to ensure that this process is student-centric.
Happy to take any questions.
Kanivanan
Page 7 of 63
Vice President (Operations)
Report to Assembly
Kyle Beaudry
3 December 2015
[email protected]
Hello everyone,
I hope you are having a good week. This semester has quickly come to an end, and the holiday
break is just around the corner. For this meeting, I wanted to share the following updates with
you.
JDUC $1.2M Renovations | The bidding process for the $1.2M Renovations closed on
November 30th. From there, the AMS and the University will select a construction company to
begin the work. The bid went out with a requested start date of January 11th.
JDUC Bathroom Renovations | The tender was awarded to Emmons & Mitchell. Construction
began on November 23rd. All day-to-day details are in the hands of our team at the Student Life
Centre, and the anticipated completion date is February 15th, 2016.
Campus Dentist Construction | The construction being performed is moving forward nicely.
Dr. Dean Gaber advises that he is optimistic the premises will be done by the end of year and
hopeful for a January opening.
Management & Operations Agreement | Both agreements (the Tri-Party Agreement
previously referred to as Management & Operations Agreement) and the Management
Agreement are complete. Copies are receiving a final review from Queen’s, the SGPS and the
AMS. This agreement will be delivered to the Board of Trustees in March.
Board – Assembly Jurisdiction| I have started to outline the various “grey areas” that exist
between Board and Assembly’s authority and presented a document to the Governance
Committee of the Board of Directors. We will review the document and present findings to the
Board, and then Assembly. Please get in touch with me if you would like more information on
this topic.
Page 8 of 63
Student Activity Fee Review| Two advertised discussion periods were held on November 27th
and December 1st. We fully review the current mandatory fee slate and I will echo the group’s
thoughts at this week’s Assembly. Moving forward, it is up to you to confirm which fees now
meet the definitions outlined in the policy. I will also provide a verbal update at Assembly
regarding the process.
Audit Update| Will Benwood, the Assistant Clubs Manager, and I have been working through
the student groups I reported on during the last Assembly. We have worked on a framework
for determining what information is needed for years moving forward, to ensure this process is
standard each year.
Changes to Hiring Policy| In addition to the policy amendments put forward by Kanivanan,
we will be discussing further proposed changes to the Hiring & Appointment Policy and
Procedures Manual during this week’s meeting. The discussion topic I will present pertains to
the viability of the fall hiring period. Please expect a PowerPoint with the pros and cons so we
can walk through it together!
Discussion on Bursary Program| This is a follow-up from last Assembly. I have spoken with
the Danielle and Jenny, and now we want your feedback!
As always, I am happy to take any questions. Best of luck with your upcoming exams, and have
a safe and relaxing holiday break. See you in January!
Cheers,
Kyle
Page 9 of 63
Vice President (University Affairs)
Report to Assembly
Sarah Letersky
3 December 2015
[email protected]
Page 10 of 63
Academic Affairs Commission
Report to Assembly
Tyler Lively
3 December 2015
[email protected]
Page 11 of 63
Campus Activities Commission
Report to Assembly
Danielle Kimmerly
3 December 2015
[email protected]
Hi Assembly,
I hope school is treating you all well and that you are getting excited for a much deserved
winter break!
University District Hockey League
On Saturday November 21st the CAC Recreation Committee put on a great road hockey
tournament with all proceeds being donated to Right to Play. This year’s tournament was held
on West Campus and had 9 teams come out to play. This was the Recreation Committee’s first
event of the year and I’m happy to report that it was a success! Congratulations to Susie
Emerson, the CAC Recreation Deputy, and her team for all of the hard work that they put into
this event!
Orientation Week Hiring
The past two weeks in the CAC have been filled with lots of hiring and I am very pleased to
announce the following hiring decisions for Orientation Week 2016. Throughout the application
process these individuals showed that they have a passion for student-led Orientation and are
extremely committed to creating a positive experience for the incoming students. I am so
excited to work with all of these individuals over the next 6 months and know that they are all
going to do an amazing job!
Orientation Roundtable:
Coordinator: Meghan Peirce (Nursing, 17)
Logistics Director: Dayna Hellmann (Con-Ed, 17)
Systems and Support Director: Callen Hageman (Eng, 18)
Leadership Development Director: Shannon Crooks (ArtSci, 17)
Concert Director: Devon Laflamme (Nursing, 17)
FYNIRS:
Chair: Mandy Pare
Page 12 of 63
NEWTS:
Head Gecko: Caitlin Mckeen
Logistics Executive Chair: Satinder Kaur
Socials Executive Chair: Anas Hasan
Upcoming Events

Queen’s Model Parliament – January 13th- 16th

Queen’s Model United Nations – January 28th – 31st

Queen’s Media and Journalism Conference – February 26th-27th

Live at the Isabel Concert – March 12th
Happy holidays,
Danielle
Page 13 of 63
Commission of Internal Affairs
Report to Assembly
Jon Wiseman
3 December 2015
[email protected]
Sunny ways, my friends, sunny ways…
Hello assembly!
Tonight is our final meeting of 2015, and the final meeting before election season begins. On
that note, if anyone wishes to come and discuss anything elections-related, please do not
hesitate to send me an email at [email protected] or pop into my office! Now, some updates
internally:
Clubs
Pursuant to policy, I am mandated to notify assembly through my biweekly report about major
changes in the mandate, name, or establishment of our clubs. There are three updates to note:
1. The Queen’s Swing Club will be changing their name to the Queen’s Swing Dance
Club.
2. The Personal Finance Initiative will be changing their name to the Personal Growth
Initiative. This group also will have a new mandate statement:
a. “QPGI is a unique club that aims to motivate the Queen’s student body to
achieve personal growth. Currently, due to traditional thinking, often times
students are unaware of opportunities to achieve success apart from
conventional career paths such as being a doctor or lawyer. At QPGI, we feel that
success is defined in many ways and can be achieved through various means.
We hope to connect students with various speakers from unique industries that
can share their own personal experiences on success. Through these talks, QPGI
hopes that students will be motivated to forge their own path to success using
the ideas learned at these speaking events.”
Page 14 of 63
3. Pending a final ratification meeting between the time the assembly package is
disseminated and this week’s assembly, the Queen’s Initiative for Financial Literacy
(QIFL) may become a ratified club, taking our total number of ratified clubs to 275!!!
Their mandate statement is:
a. “We are a student-run initiative whose vision is to educate and advance the
financial literacy of young leaders. We educate students through a global
financial perspective, and strive to build a solid foundation of financial systems
and concepts for passionate students in an effort to develop future financial
leaders. With approximately eighty-percent of Canadian youth being recognized
as financially illiterate, QIFL focuses on breaking down the barriers caused by
this prominent issue through the education of students of any caliber and
background about finance. In recognition of the fact that every individual needs
to be financially literate in order to be successful in various aspects of life, we aim
to accommodate for students in a non-threatening and encouraging learning
environment, so that the material we teach is truly impactful upon our
audience.”
Assembly
A few aesthetic changes will be made to assembly for the rest of the year, including utilizing
different rooms across campus to make assembly more comfortable to all, and more accessible
to members-at-large that wish to come. On the topic of members-at-large, I will be rolling out
“assembly cheat sheets” for members-at-large to use to help aid in the understanding of the
many procedures we have. If you have friends that want to come to assembly, they are all
welcome!
Clubs Bursary Program
Recognizing the financial needs of students on campus, the Clubs Office will be starting a
bursary program for students wishing to participate in club activities, without the funds to do
so. This program will first begin as a pilot program in the winter semester, with a $3,000
allotment from the Commission of Internal Affairs budget.
Page 15 of 63
There is a present need for this bursary: on the daily, the Clubs Office receives requests for
funding to cover event-specific or club membership fees, due to a student’s financial situation.
Although bursaries currently exist through the AMS for the CAC, Student Fees, and Taxis (for
students with disabilities), there are no bursaries available for club-based activities.
A report will be brought to AMS Assembly at the end of the winter semester, detailing the
outcome of the pilot. The hope is that, if successful, this will become a long-term bursary for
AMS students to use. If successful, this bursary could become funded by a mandatory or optout student fee, and work under a larger “AMS Bursary” project currently being discussed.
If you have any further questions regarding the clubs bursary program, you can into contact
with the Clubs Manager, Jennifer Williams, at [email protected]!
---That’s all for now! I wish everyone all the best on exams, and have a fun and restful winter
break!
Happy holidays!
Jon
Page 16 of 63
Commission of the Environment and Sustainability
Report to Assembly
Peter Liberty
3 December 2015
[email protected]
Hope everybody is excited to be done school for yet another semester! 4 months closer to
graduating and having to figure out what we’re doing with our lives.
Before I get on with it, I’d like to thank everybody who was able to make it out to the
mandatory student fee discussions we had. These are real decisions that have an impact on
students for years to come, so I’m glad you had an interest. Also, big shoutout to everybody
who managed to put up with my thoughts during the meetings; I’m a huge believer in critical
thinking and debate, and there are few things I enjoy as much as having a discussion on the
school with the various student leaders assembled (ha!) here tonight.
I’ve also been working on bringing composting to more buildings on campus. Right now, only
the JDUC and the Queen’s Centre have composting throughout the building. Though a lot of
people in administration seem to think that there will eventually be composting throughout
campus, nobody seems to be really pushing it, so I got in touch with the Faculty of Engineering
and Applied Science to talk about bringing it to the ILC. Though there is a lot of concern from
both the FEAS and PPS about their ability to supply adequate service given recent budget cuts,
they have preliminarily agreed to run the ILC as a building pilot. If things go well, we may see a
campus-wide rollout within a couple years.
I’ve also looked into some possible options for restructuring the commission for next year. This
includes everything from a commission name change (Commission of the Environment and
Sustainability is way too long), to moving around responsibilities between positions, to the
creation and elimination of various opportunities. If anybody has any questions specifically
about this, or has thoughts on what they’d like to see out of their AMS environmentally, let me
know. Nothing is set in stone yet, and not much has happened in the way of consultation, so I
welcome anybody’s thoughts, no matter what.
Page 17 of 63
Over the weekend, some of the more politically active members of the CES went off to Ottawa
for the climate march; a movement to ensure Justin Trudeau follows through with his
environmental promises, both through his term and at COP 21, which is happening around
now. I encourage anybody with an interest in the nation’s environmental policies moving
forward to pay attention to this conference, as it is likely to shape the country’s future for the
next several years.
Since this is probably the last time I’ll see most of you for the year, I just wanted to wish you all
luck on your exams and any final deliverables, and I hope you all enjoy your break!
Peter “I don’t have any exams :D” Liberty
Page 18 of 63
Municipal Affairs Commission
Report to Assembly
Matt Kussin
3 December 2015
[email protected]
Hello Assembly,
Hope you’re all doing well while bracing for the last push before the break! It’ll all be worth it
when you’re done, I promise 
Here are some things that have been going on in the MAC:
MAC Committees
It’s been a very busy past couple of weeks for the MAC committees. Breakfast Club held their
first ever “Breakfast for Dinner” Movie Night with great success. The kids and their families
who attended the event were extremely appreciative of the volunteer’s efforts. Generations held
their annual Silver Bells event without a hitch. Seniors from all over Kingston were treated to
performances by All the Queen’s Men, the Caledonias, and Queen’s Magic School Busk, all
while munching on a 3-course meal courtesy of Ban Righ Hall. High School Liaison held Degree
for a Day, which entailed welcoming high school students to campus to experience a day in the
life of a university student. The day was a huge success, with great engagement from the
students! Kaleidoscope held their annual Craft Day in Mac-Brown. They had a great turn out,
and the kids had a blast! United Way just concluded their annual clothing drive, as they
canvased the University District for donations this past weekend. All of the volunteers in the
MAC have been doing a phenomenal job – I couldn’t be prouder!
Holiday Housecheck
The Holiday Housecheck manager for this Winter Break has been hired and is ready to go! We
are currently wrapping up patroller hiring, and will be looking to push out the service to as
many students as possible by the end of the week. If you could direct your constituents to
http://myams.org/holiday-housecheck-form/, that would be much appreciated! Just as a
reminder, participants will regularly have their mail collected and full exterior inspections
conducted on their home. Staff ensure doors are closed and locked, windows are closed and
intact, and examine the premise for signs of break-in.
Page 19 of 63
SMART Transition
SMART has now officially ceased its operations for the year. A huge thank you to Chelsea
Hollidge for her fantastic work over the last couple of months! Staff will still be available on an
ad hoc basis in case you’re interested!
Kingston Bus Routes
Kyle and I met with City staff to discuss potential route and time changes to existing bus routes
(17, 18, & 20). We’re hoping to better align these routes with the needs of students. This is an ongoing project, and is still in the preliminary stages.
Housing Talks
The HRC has been very busy as of late conducting housing talks in residences. They have been
doing a fantastic job, and I know the first years that they’ve spoken to feel much more at ease
with the fact that they’ll become a tenant next year.
Kingston Budget Meetings
The City of Kingston has been holding a series of meetings to discuss the upcoming year’s
budget. We’ve secured some funding from the planning department to expand out proactive
property standards enforcement, which is an extremely exciting initiative for next year. More to
come on this!
I’ll leave it there – happy holiday season everyone!
Matt
Page 20 of 63
Social Issues Commission
Report to Assembly
Alex Chung
3 December 2015
[email protected]
Hey Assembly,
Happy December, everyone! Please read ahead to find out what’s been going on in the SIC:
Equitable Queen’s
I won’t bore you with the details of this project again, but please see my November 5th
Assembly Report to read about the full details. Alternatively, visit www.equitablequeens.com
or its Facebook page (“Equitable Queen’s”) to find out more.
Collective Reflections
Collective Reflections is an annual publication that the Social Issues Commission produces
annually, which showcases student works on topics such as: race & racism, accessibility, mental
health, LGBTQ+ identity, and feminism. Publications can be anything that can be printed (i.e.
poems, short stories, paintings, sketches, photographs, etc.) and should be e-mailed to
[email protected]
The deadline has been extended to January 4th, so if you have some spare time over the winter
break, let your creative side loose for a chance to be published!
AMS Food Bank Directorship
The AMS Food Bank and the Peer Support Centre are the two services in the Social Issues
Commission. While the Peer Support Centre Director position is a salaried position at
25hrs/week, the Food Bank Director position is a volunteer position at 10hrs/week with an
honorarium attached. With the growth of the AMS Food Bank as a service in the past few years,
we have seen directors working more than 10 hours per week and being unable to meet their
goals for the year as a result of time constraints. At this point in the service’s growth, I believe it
is appropriate to evaluate the possibility of making the Food Bank Director position a salaried
one, with an increased time commitment to 20 hours per week. The current director and I are
Page 21 of 63
working to determine what we see the updated job description to look like, how this will
further progress the Food Bank as a service, and how budgeting will work in terms of salary
payments. We are excited for the AMS Food Bank to take this next step and for the progress it
will bring! Stay tuned.
Out-of-City Healthcare Travel Bursary
Most Queen’s students have access to healthcare both local and adequate to meet their needs.
Some students, however, are simply unable to access appropriate health resources in Kingston,
or might require complex treatment plans or regimens overseen by physicians or facilities in
larger cities, or even their home district. As a result, some students are travelling to cities
outside of Kingston (i.e. Toronto or Ottawa) to seek services that are inaccessible here.
Recognizing that frequent out-of-city travel brings a slew of burdens and financial burden being
a huge one, the Vice President (Campaigns & Community Outreach), Lorne Beswick, and I are
working to identify ways in which we can eliminate or reduce those financial burdens. If you’re
interested in this project, please give me a shout and I’d love to hear your thoughts!
SIC Committees
The six committees within the SIC have had a phenomenal semester. Each and every one of
them has put on multiple events ranging from discussion groups to movie screenings to social
media campaigns, all with the collective purpose of inciting anti-oppressive discourse on
campus. None of this community activism would be possible without our dedicated volunteers
and so I just want to say: “THANKS!”
I know Week 12 & exam season is a stressful time of year, so if any of you ever need a break,
please feel free to come chat on my couch. I have tea!
All the best,
Alex
Page 22 of 63
Hospitality and Safety Services
Report to Assembly
Stephanie Harper
3 December 2015
[email protected]
Overview:
It’s been busy, with the conclusion of both fall hiring and evaluations. We now have over 50
new staff at both Common Ground and TAPS. We are always looking for feedback and ways to
improve so please don’t hesitate to send a message to [email protected]
The AMS Pub Services
Updates:
Queen’s Pub:
-
Business as usual
-
The new holiday menu is out! Try a Pub Nog or a Peppermint Twist to get into the
holiday spirit!
-
As per our goal plan, there has been a weekend lunch promotion over the past month. It
was very successful and multiple students won prizes to QP, Common Ground and
exclusive Underground merch!
The Underground:
-
This exam period you have the Harry Potter themed ‘Yule Ball’ to look forward to. Stay
tuned for the some neat marketing videos.
-
Our drink prices are now $3.50 Bar Rail and Domestic Beer / $14 bottles of wine all night
long.
Page 23 of 63
Common Ground:
Updates:
-
Business as usual
-
The Golden Ticket event is running this week exclusively at the Brew. Buy a premade
and have the opportunity to win a Fitbit, $100 to Casa Restaurant or an Apple Watch!
-
The Brew now has new product offerings such as the taco salad, yogurt parfaits, two
new smoothie flavours and a selection of gluten free baked goods.
-
Interested in hosting an event in the lounge? Contact [email protected]
QSC:
Updates:
-
Business as usual
-
Not sure if your event needs a Student Constable? Ask Matt Vrbanac, our Chief
Constable at [email protected]
-
We would love any feedback you may have for the services – send any questions or
concerns to the email above or [email protected]
Happy to answer any questions.
Stephanie Harper, Hospitality and Safety Director
Page 24 of 63
Retail Services
Report to Assembly
3 December 2015
[email protected]
Page 25 of 63
Media Services
dvfddgfvfgvf
Report to Assembly
Emma Fuller
3 December 2015
[email protected]
Hello Assembly,
Walkhome
-
Walkhome will have a new kiosk hopefully before the end of winter exam period.
-
Walkhome has decreased the average wait time from last year by over a minute.
The Queen’s Journal
-
Journal Board will be meeting to discuss potential changes to the management structure.
-
The Journal is always looking for contributors and if you are interested you can email
the Editors-in-Chief.
Studio Q
-
Studio Q has finished live stream for this semester.
-
There is still time to sign up for club photos! Feel free to email
[email protected]
I’m happy to answer any questions!
Emma
Page 26 of 63
AMS Board of Directors Chair
Report to Assembly
Michael Blair
3 December 2015
[email protected]
The board of directors and its committees have been making progress on their goals for the
year. The usual business of reviewing service financials, strategic outlook, and impending
business threats is being conducted. The last few board meetings saw recommendations to
make various capital expenditures to ensure that the services have the infrastructure required to
fulfill their mandates. The introduction of GPS tracked Walkhome teams, a new Walkhome
kiosk are two recent examples.
As always, please feel free to reach out to me if you have questions pertaining to the business of
the AMS.
Additionally, please be on the lookout for people that have potential to become members of
next year’s board of directors. The election will take place at the Annual Corporate Meeting in
the Winter term. Please contact Quinn Giordano, Vice Chairman of the Board
([email protected]) if you have related questions.
Regards,
Mike
Page 27 of 63
Undergraduate Student Trustee
Report to Assembly
Jennifer Li
3 December 2015
[email protected]
Dear Assembly,
Countdown: 4 days. (As of November 30, 2015)
The Board of Trustees is meeting this Friday, December 4th and Saturday, December 5th! Items
on the agenda include an update on the planning of the 175th Anniversary of Queen’s, a
consultation session with the Advisory Committee on Non-Academic Misconduct, and an
update on the Nobel Prize activities.
The full Board of Trustees agenda can be found here:
https://queensuniversity.civicweb.net/document/73277
If you’re interested in attending the open sessions on Friday evening and Saturday morning,
email [email protected] to reserve your spot. I am also happy to meet with any of you in
advance of the meetings to discuss concerns or questions you may have.
As we head into exams, I wish you all the best and encourage everyone to practice self-care
during this stressful time. This is a friendly reminder that grades do not define you. 
In denial that 2015 is almost over,
Jennifer Li
Page 28 of 63
Student Senate Caucus Chair
Report to Assembly
Leah Brockie
19 November 2015
[email protected]
Greetings Assembly,
Can’t believe it’s week 12 already! Senate meets on Tuesday, December 1st, so I will give a verbal
report at Assembly.
Hope you’re all doing well!
Leah
Page 29 of 63
University Rector
Report to Assembly
Mike Young
19 November 2015
[email protected]
Dear Assembly,
Welcome to Week 12! I know it’s hard to believe, but the end of first semester is upon us. I hope
you are all feeling as comfortable as is possible during these stressful times, and that you have
access to the support mechanisms you might need. You’re almost there!
Elections | It’s hard to believe, but the Rector elections are coming up in January. I strongly
encourage anyone who is considering running for the position to reach out so we can chat more
about what the job is like. I am happy to try and answer the age-old question: What does the
Rector even do? I am very excited to see an engaging, positive, and forward-thinking campaign
across all student leadership positions. Campus is going to be filled with election excitement
soon enough!
Agnes Benidickson Tricolour Awards | I cannot emphasize this enough – Nominations for the
Tricolour Award are due by December 23rd at 4pm. If you have any questions about the
nomination process or are having difficulties, please let me know so I can help! It’s vitally
important that we have a chance to recognize those students who have continued the tradition
of exceptional student service here at Queen’s. I encourage you to take part in this process and
to nominate a deserving student! All information can be found online.
Additionally, for any faculties that have yet to appoint a member from your faculty to the
selection committee, please do so as soon as you can. Please contact Elsa at
[email protected] once you have appointed a representative. Thank you in advance!
NAD | As consultations continue, it’s integral that we, as student leaders, ensure that students
are aware of what is going on and that students understand why this issue is relevant to them.
In whatever ways you are able, I encourage you to speak with your constituents about the
implications, the nuances, and the potential outcomes as often as you can. Without student
feedback, student leaders have little support to work with on the advisory committee tasked
Page 30 of 63
with handling this issue. All feedback should be sent to [email protected]. Even if every
student on AMS Assembly sent in their thoughts, this would be a great start. If you have any
questions or concerns about the state of NAD and this review, I’d be very happy to meet with
you to discuss.
Plans for 2nd Semester | There are two bigger projects I’d like to take on next semester before I
leave. Firstly, I’m still working on the establishment of a mental health award to recognize
outstanding service/advocacy in the area of student mental health and wellness. Secondly, I’m
putting together a terms of reference document for the office, and will be restructuring
(hopefully) the finances of the office. I’d like to move to a system where the Rector creates and
submits a budget for the year instead of receiving $3000 on an annual basis, regardless of what
is planned (which is how it currently works). It will hopefully allow for more flexibility within
the office’s operations and will almost certainly lead to increased accountability. There are some
other issues such as retention policy, access to information, confidentiality, and remuneration
that I am also investigating that will be included within the finished product.
-That is all I have for now – looking forward to seeing you on Thursday.
Princeps Servusque Es,
Page 31 of 63
Residence Society President
Report to Assembly
Gregory Radisic
19 November 2015
[email protected]
Page 32 of 63
Arts and Science Undergraduate Society President
Report to Assembly
Brandon Jamieson
19 November 2015
[email protected]
Dear Assembly,
Here’s what we can report on!
OC Hiring
This past weekend the remainder of the Orientation Committee was hired. Becky, Matt, Scott,
Anna, and Brianna have finally solidified the team that’s going to work with them to deliver a
fantastic Orientation Week to the class of 2020. Yes, how shocking is that. While we’re trying to
find our way to the end of the semester, this group has got their eyes set nearly a year in
advance!
Personal Interest Credit Focus Group
On Wednesday of this week we held the final test focus group for the Personal Interest Credit.
Unfortunately, Commissioner Lively was unable to join us. We’ll be able to report more on this
at Assembly.
ASUS CourseGuides
ASUS CourseGuides were one of the central points in our platform. CourseGuides are a student
friendly alternative to the syllabus, where relevant information is included such as class sizes,
accessible features of every class, examination style, and mark breakdown. Getting the project
started posed a rather large obstacle for us as there would have needed to be an enormous
amount of collaboration and tedious logistical planning into seeing them through. However,
due to external factors, the process has simplified itself immensely meaning we’ll likely have
this project completed by the end of our term. We’re working with our first-year intern council,
as well as the DSC’s, the AMS, and the University Library to see this project through.
Page 33 of 63
As always - respectfully submitted,
Brandon Jamieson
Andrew DiCapua | David Litwin | Kate MacDonald | Victoria Chappell | Stefany Li | Lucas
Cohen | Liam Dowling | Sarah Fliskowski
Page 34 of 63
Engineering Society President
Report to Assembly
Julie (JT) Tseng
19 November 2015
[email protected]
Bruchim HaBa’im Assembly,
I hope you’ve all had a lovely Week 12 and that you’re feeling geared up for exam season. The
greeting today is thanks to my wonderful Director of Academics, Jacqueline Craig. She’s a
mensch!
Orientation Week
We’re finally done hiring for Orientation Week… for this semester! We are now done with
hiring the Head of Water Team and the Heads of the Orientation Team Implementing Safety
(OTIS). Moving forward, FREC Committee is now embarking on transitioning processes with
their upper years and formulating on ideas for what they want to do with their portfolios.
HUGE congratulations to our Sci’ 18 AMS Representative Callen Hageman for being hired onto
Orientation Roundtable as the Systems & Support director. We could not be prouder of him and
we know he’s going to make us proud!
Festival of Carols
The 70th Annual Festival of Carols occurred this past Sunday and it was very well-attended by
both students and members of the community. Lots of carols were sung and good times were
had. Thanks to Lindsay Hasegawa and Jerry Haron (Coordinator and Director of Events) for
doing a great job at putting it together.
First Years
We’re getting geared up for exam season and that means EngLinks workshops and it means
that first years will be receiving their Golden Party Armour (GPA) very soon. We had a very
successful and fun time handing out physics cookies before the first years’ midterm, which paid
homage to a special speaker who comes to each annual Orientation Week Sunday Banquet.
Page 35 of 63
Health & Wellness Week
The Faculty of Engineering and Applied Science in tandem with our newly established Health
and Wellness Centre and EngSoc Mental Health Coordinator did wonderful work last week in
putting on several events. Engineering students benefitted from free massages, a dessert bar,
dogs, and a throwback room with tons of games and toys from our childhoods. This initiative
was an expansion after the success of last semester’s highly successful Health & Wellness Day.
EngSoc Council
We had a very interesting and engaging session of Council last year which involved heavy
discussion on proposed changes to our structure. Two years ago, the Executive made a major
restructure in the elimination of two executive members (VP Student Development and VP
Academic), the elimination of a Director (Director of External Communications), and the
creation of three Directorships: Conferences, Academics, and Design. In the last session, we
adjusted which executive to which certain Directors reported to, such as moving the Director of
Human Resources to the President portfolio and the Director of Conferences to the VP Student
Affairs portfolio. We also established a new Outreach position.
If anyone has any questions at all, please let me know.
Cheers,
J "lots of shout outs today" T
Page 36 of 63
Commerce Society President
Report to Assembly
Ana Lopez
19 November 2015
[email protected]
Dear Assembly Members,
ComSoc had an SGA! That means lots of updates to report.
Airbnb / A Night Out | We had two big events last week, with ComSoc alumni coming back to
impart some wisdom. Our first event, Life after Goodes: The Road to Silicon Valley, featured
Rob Hoy BComm ‘19. He shared some advice for students looking in opportunities in tech, as
well as some Airbnb swag. Later that week we welcomed a panel of speakers to discuss LGBTQ
issues in the workplace. Tim Thompson, VP of TD Asset Management, got the night started off
with a keynote, followed by a panel discussion with Queen’s alum Stephen Menon and Bryan
Fautley. It was the first event of its nature hosted by ComSoc, and we hope to continue this
culture of inclusivity in Commerce.
Holiday Hope | Our Outreach Commission held its Holiday Hope event on Monday,
November 23rd. A number of ComSoc committees (and an AMS committee!) signed up and
sponsored the Holiday wish lists of 188 kids in the Kingston community - the turnout and
engagement across the commerce student body was absolutely amazing to see. The event also
included a coffeehouse performance where students were able to showcase their talents in front
of their peers.
Conference Season V4.0 | Conference season is now wrapping up! Shout out to QACE and
DECA, our last two external events to roll through for November 2015. Caroline is in the
process of locking down 2016-2017 dates. Co-chair hiring for the Fall conferences has begun its
course, with Bhavik Vyas & Rayna Pearlson taking on QCLS, Natalie Prsa & Matt Boughner on
QBET, Hao Chen Sang & Hayden Katz leading QSELF and Alex Thorn & Connor Ritchie on
QLEAD!
Page 37 of 63
Executive Team Restructure | The Advisory Board was successful in passing a motion to
change the executive structure of our ComSoc leadership this past weekend. We have been
working on a structure change for several years and are excited for this coming January election
to begin the transition. We will keep our one President, two VP model, but re-allocate the
portfolios and officers whom they manage. Shoutout to Michael Hassar and Taryn Mason for
writing the changes to every single policy document!
QMAA and QMAC Merger | In a historic SGA, the Queen’s Marketing Association Conference
and Queen’s Marketing and Advertising Association merged, forming the ‘Queen’s Marketing
Association’. This was the outcome of 6 months of hard work from the respective co-chairs, VP
Internal, VP External, and our Advisory Board Chair. We are excited to have a unified front
bringing marketing opportunities to students, and look forward to the amazing work that this
new committee will undoubtedly accomplish.
CEO Hiring | The CEO hiring panel (SOARB, outgoing CEO chair and Logs, and current CEO
Chair) had interviews Monday the 16th with offers going out shortly after. Congratulations to
Maddy, Kingsley, Jackie, Julia, Emily, Emlyn, Palmer, Matt and Erin for killing the application
process! I’m looking forward to working with the team that Bruce put together and seeing the
positive changes to Orientation Week continue.
As always, I’m available to chat via email or Facebook.
Ana Lopez
President, Commerce Society
[email protected]
Page 38 of 63
Concurrent Education Students Association President
Report to Assembly
David Wiercigroch
19 November 2015
[email protected]
Hi Assembly!
It’s been a pleasure to get to know everyone during my term and collaborating with many of
you. I cannot believe the year is half over! Best of luck to you all on the final exams and papers
as we head into exam period.
Here is what CESA has been up to:
|CESA Clubs|
We officially have 6 ratified CESA Clubs. We have already heard a lot of positive feedback and
look forward to having clubs begin operations first thing next semester. Our Clubs Director and
I had a very positive meeting with AMS Clubs Manager Jennifer Williams to discuss
collaboration and support for the remainder of the year and (hopefully) years to come! We look
forward to partnering with the AMS to expand supports for our clubs!
|Education Students’ Mental Health Initiative Committee|
This past CESA Council, we appointed a member to the ESMHIC on West Campus. The lead for
this initiative comes from Sarah Horsford, the Faculty of Education Counsellor at West Campus.
We look forward to strengthening ties between the community on West!
|CESA Governance Review Committee|
We struck the CGRC to review our current council structure and propose suggestions to make
our Association more efficient. The committee is composed of 8 members spanning Council,
Extended Council and Members-at-large. The committee will submit a report on December 20th
with their recommendations.
|Con-Ed Week|
Con-Ed Week will be taking place the first week of Winter semester! We will have many events
and initiatives taking place throughout the week as well as opportunities to win some new
merchandise (Mittens anyone?). Marketing for this event will be released in the coming weeks!
That’s it for me. I hope you have a relaxing and enjoyable break!
Page 39 of 63
Physical Education and Kinesiology Students’ Association President
Report to Assembly
Lindsay Toth
19 November 2015
[email protected]
Page 40 of 63
Nursing Students Society President
Report to Assembly
Alexandra Palmeri
19 November 2015
[email protected]
Greetings, Assembly!
I can hardly believe it’s week 12! Where has the time gone?! They say time flies when you’re
having fun, so I guess it’s been a pretty grand semester. 
Life in the Queen’s Nursing world has been busy, as per usual, but wonderful nonetheless. Our
students are gearing up for final exams and OSCEs (practical examinations). As well, our
graduating students are preparing for next semester’s final practicum, or “consolidation” as we
like to call it. Many of our students will be venturing to new cities for these placements, and we
hope this time will be one of tremendous growth and enjoyment for all.
Orientation Week 2016:
We are pleased to announce that we have a full Orientation Week 2016 team. Head Cape, NOC,
and CAPES have all been hired. Last week, this fabulous crew ventured out into the University
District to sing Holiday Carols – we are off to a cheerful start!
National Nursing Students’ Week 2015:
NNSW 2015 was a massive success. We experienced fantastic attendance for all of our
initiatives. The week featured a U&U Photobooth with Raffles, Holiday Photobooth & Clothing
Sale @ Cogro, Resumé & Coverletter Writing Workshop, Nursing Survival Kit Giveaway,
Nursing Candy Grams, Movie Night, Yoga Night, Warm & Fuzzies in the NSS Student lounge,
Puppy Therapy, Dodgeball Tournament and Skating/Santa Claus Parade with Med/PT/OT
students. The NSS Team worked incredibly hard to plan this week of celebration, and we hope
that all of our nursing students felt cared for and appreciated.
Exec Elections:
We are thrilled to be able to welcome Courtney Middegaal to the NSS 2016 Exec team as Vice
President, University Affairs! As many of you may already know, NSS terms run for the
duration of a calendar-year as opposed to an academic year, hence the reason why our elections
have already taken place. As well, I am extremely humbled to be able to announce my reelection for the role & responsibility of NSS President. To my knowledge, I’ll be the first student
Page 41 of 63
to serve two years back-to-back. We are incredibly excited to begin the next year together…
Look forward to BIG things!!
Looking forward to seeing everyone soon!
Thanks a latté for all the fun this year.
Vincat Scientia Morbos
Alexandra Palmeri
President | Queen’s University Nursing Science Society
[email protected]
Page 42 of 63
Computing Students’ Association President
Report to Assembly
Max Garcia
19 November 2015
[email protected]
Hi everyone,
AMS Assembly this term has been a great learning experience. I hope all of you have gained new
knowledge and brought that back to your constituents.
This week’s COMPSA Report is a short one. The Tech Committee for the 2016 Orientation Week
has been selected and is composed by the following people:
Andrew Bootsma - Logistics Coordinator
Hannah Greer - Finance Coordinator
Pauline Bennett - Academics Coordinator
Nicole Ellis - Publications Coordinator
Dominique Steneker - Fundraising Coordinator
Krystina Correa - Fundraising Coordinator
Deven Bernard - Sponsorship Coordinator
Hannah Duncan - Sponsorship Coordinator
I’m very excited to see them all working with Orientation Chair (High Tech) Khamil Alhade and
I know that they will plan an awesome week for the class of 2020.
Hope everyone has amazing holidays.
- Max Garcia
COMPSA President
Ps. “It should be mandatory that you understand computer science.” - Will.i.am
Page 43 of 63
MBA Students President
Report to Assembly
Joshua Hamilton
19 November 2015
[email protected]
Page 44 of 63
Aesculapian Society
Report to Assembly
Jonathan Krett
3 December 2015
[email protected]
Page 45 of 63
Appendices
Appendix A: Back to Back
Section 8, Part C: The Sustainability Action Fund Granting Committee
Section 1: Committee Mandate
The Sustainability Action Fund (SAF) Committee shall work to:
a) Review project proposals submitted for funding through SAF grants
b) Facilitate the granting of funds collected through the SAF student fee to undergraduate AMS
member initiatives
c) Seek to provide financial assistance to student-run projects that increase campus energy efficiency,
reduce waste, and/or educate the Queen’s community on sustainability-related issues
Section 2: Membership
The SAF Granting Committee shall be comprised of the following representatives:

AMS Vice President University Affairs

AMS Commissioner of the Environment and Sustainability (Chair)

Three (3) AMS Assembly members (to be selected at the beginning of the academic year)

AMS Commission of the Environment and Sustainability Deputy Commissioners (NonVoting)

Queen’s Sustainability Office Sustainability Manager (Non-Voting)

At least one faculty member, preferably whose field of expertise involves sustainability and
the environment (Non-Voting, selected by the Chair)
It shall be the responsibility of the Chair to:
i. Schedule and preside over all meetings of the Committee
ii. Act as a liaison between the Granting Committee and the Administration
iii. Ensure adequate yearly transition is achieved through creating and maintain written
records/reports/manual
iv. Administer the grants to the successful applicants
Page 46 of 63
Section 3: Duties of the Sustainability Action Fund Granting Committee
a) The Granting Committee shall have complete authority over the SAF and all of its functions
b) It shall be the responsibility of the Granting Committee Members to:
i)
Attend and participate in regular meetings of the Granting Committee
ii) Review grant applications and determine the allocation of funds
iii) Provide feedback to all individuals/groups submitting grant applications
iv) Promote the SAF to members of the Queen’s undergraduate student body
v)
Conduct promotional campaigns to encourage the submission of grant applications
vi) Conduct promotional campaigns to encourage student involvement in the administration of
the SAF, including applications to the Granting Committee
vii) Ensure proper measurement and accountability by all grant recipients
vii)viii)
Ensure the submission of final reports by all grant recipients
viii)ix)
Review all final report submissions and determine whether grant funds have been
spent appropriately
ix)x)
Compile and publish an annual report, submitted to AMS Assembly, outlining all
activities and expenditures of the SAF
x)xi)
Orient and create transition manuals for incoming Granting Committee Members
xi)xii)
Complete a SAF program review every third year of the SAF’s operations, prior to
the triennial review of the SAF student fee and make recommendations re the SAF fee
duration, amount, and optional/mandatory status
xii)xiii)
Promote the SAF to students in order to have the fee passed at referendum. A
committee member who has any involvement or connection with an applicant organization
shall declare this to the Chair who shall determine whether a conflict of interest exists and
how best to proceed.
Section 4: Meeting Procedures and Voting Powers of the Granting Committee
a) The Granting Committee shall operate as a consensus-based decision-making body. When a
consensus cannot be reached, a supermajority (2/3) of voting Committee Members shall be required
to allocate funds
b) All 2/3 supermajority requirements will be rounded up to the highest whole number
c) All 2/3 of voting members must be present for Quorum to be reached and a meeting to be held
Page 47 of 63
d) Meetings/votes during the May-August period may be conducted online, if necessary, and shall
be facilitated by the Chair
Section 5: Allocation of Funds and Project Selection
a) The Granting Committee shall determine the allocation of funds to applicant projects by
consensus or a 2/3 supermajority vote of the voting members of the Committee
b) The Committee may elect to fund only a portion of a project where it sees fit
c) All funds dispersed by the Committee shall be allocated to projects with direct AMS member
involvement. Such projects may include, but not be limited to, internships, initiatives which include
students in their oversight bodies, students’ research, and projects proposed and to be managed by
students
d) All projects eligible for SAF funding shall satisfy the following general requirements and criteria:
i)
Projects must directly address environmental sustainability on the Queen’s University
campus, or in the capacity that on-campus activities influence sustainability off-campus
ii) All proposed projects must have a clearly defined, measureable, and/or quantifiable outcome
15. Project proposals may be submitted by Queen’s University students, staff, administrators,
AMS Services/Commissions/Offices or faculty, or faculty, provided that Submitted project
proposals must have at least one undergraduate studentAMS member is involved in the
project in a managerial capacity
iii) Individuals and groups not affiliated with Queen’s University may not submit proposals
iv)iii)
Projects shall have received all necessary written approval by any applicable or
appropriate campus officials prior to consideration by the Granting Committee
v)iv)
SAF funding shall not be allocated to projects already mandated by law or by
Queen’s University policy directive, as Queen’s University is already obligated to allocate
funds towards such projects
vi)v)
Projects shall have a mechanism for measurement, evaluation, and/or follow-up after
funding has been dispersed. At minimum, a project plan must include the creation of a
report made to the Granting Committee after successful (or unsuccessful) implementation
xiii) If a project is expected to have ongoing benefits, such as ongoing annual cost savings, the
project plan submitted must include a mechanism for tracking, recording, and reporting
these benefits back to the Granting Committee on an (at least) annual basis
xiv) Project shall have publicity, education, and outreach components
xv) Projects shall have direct undergraduate student involvement
Page 48 of 63
e) The Granting Committee shall give preference and priority to project proposals that meet the
following criteria in additional to meeting all general requirements, however, meeting the following
criteria is not required for projects to be considered for SAF funding
i)
Preference will be given to projects that demonstrate the greatest reduction in Queen’s
University’s negative environmental impacts for a reasonable cost
ii) Preference will be given to projects with a strong student participation and leadership
component
iii) Preference will be given to projects that address the environmental, social, and economic
aspects of sustainability in a holistic manner
iv) Preference will be given to projects that have a publicity, education, or outreach component
vii) Preference will be given to projects that have not applied for the fund in the prior year
f) All funds received from the SAF student fee shall be granted during the same academic year
g) SAF funds are not to be used or reallocated for purposes other than those described in this
document
h) Recipients of the SAF shall publicize the fund during their event/campaign/project
i) The SAF shall normally have three yearly granting periods: the first shall be held no later than the
end of July, the second shall be held in the Fall term no later than the end of October, and the third
to be held in late February (if necessary). However, the committee may choose to review
applications received outside the normal application period in exceptional circumstances.
The availability of a summer granting period reflects the practical reality that for some student
organizations, particularly AMS Services, this is a period where there is more capacity to identify
and develop projects, apply for grants and to prepare to implement new initiatives that will impact
the Queen’s community as soon as possible in the upcoming academic year.
Consistent with the priority of seeking to ensure that SAF funding does have an impact as early as
possible each year, the committee may allocate up to 33% of the SAF during the first granting period
and shall undertake to allocate the remainder during the second period. The third granting period in
February shall be held only in the event there are remaining funds.The committee shall normally
aim to allocate approximately 1/3rd of the fund in each granting period. In accordance with AMS
Student Fee Policy, the granting committee shall seek to disburse the entirety of the funding it
receives from the SAF fee in the year it which it was collected. However, in the event the committee
Page 49 of 63
receives an insufficient number of viable applications to comply with this requirement, it may retain
up to 25% of the SAF funding for granting purposes the following year.
Insofar as granting decisions may be made prior to the actual collection of the SAF fee, granting
capacity shall be estimated conservatively at 80% of the previous year’s student fee funding.
Section 6: Accountability, Records, and Reports
a) The SAF, as overseen by the Granting Committee, shall remain accountable to the student body
and therefore shall:
i)
Make all records of the SAF available to the public through publically accessible financial
records and Granting Committee meeting minutesif requested
ii) Issue an annual report of its activities to the AMS Assembly
b) All projects receiving funding from the Sustainability Action Fund shall submit a report to the
Granting Committee at the conclusion of the project or annually from the date of the project
approval if the project is funded for longer than one year
i)
The report must include a budget detailing all expenditures of funds granted or loaned to a
project by the Granting Committee
ii) All projects receiving SAF funding must keep adequate and correct books and records of
account, as well as records of all expenditures, and must be able and willing to provide any
or all of this information to the Granting Committee at any time upon request
c) Upon review of a report, the Granting Committee shall judge whether the funds allocated to a
project were spent appropriately within the scope of the project, as outlined in the project proposal.
If the Committee feels the funds were spent inappropriately, the Committee may require the return
to the SAF of the funds allocated to the project
d) The Chair, on behalf of the SAF Granting Committee, must keep on record:
i)
Minutes of all meetings of the Granting Committee, indicating the time and place of such
meetings, the names of those present, and the proceedings thereof
ii) Adequate and correct books and records of account, including accounts of its properties and
business transactions, and accounts of its assets, receipts, disbursements, gains, and losses
iii) Record of projects proposed and selected each year and the funds allocated to each
iv) Reports made back to the Granting Committee on completed projects and all annual reports
received from projects with ongoing benefits and/or revenues
v)
Copies of all annual reports which the Granting Committee has issued to the AMS Assembly
Page 50 of 63
Appendix B: Charged Up
1. CAMPAIGNING (EXECUTIVE)
A. Campaigning shall not commence until the end of the validation period and the
beginning of the campaign period.
B. All campaign materials and promotions are subject to the approval of the CRO. A
sample of all campaign materials shall be submitted to the CRO to be kept on file for
the duration of the campaign. All posters must be stamped to indicate approval. All
websites and social media accounts must be approved by the CRO prior to posting.
All updates shall be closely monitored by the CRO.
C. The contents and methods of campaigning shall be above reproach. Candidates shall
not misrepresent the character or policies of other candidates, nor shall they interfere
in any manner with the campaign materials of other candidates. Candidates shall not
make statements that they know are untrue. All campaigning is subject to the approval
of the CEO.
D. Campaign posters shall be no larger than 11 inches by 17 inches. Any campaign
material exceeding this size shall be defined as a banner.
i. There shall be a limit of 150 posters approved per team/candidate.
ii. There shall be a limit of three banners approved per team/candidate.
E. Should a campaign poster be torn down, the CRO may use his/her discretion to
approve a new poster to replace it, so long as no more than 150 posters are on display
at one time.
F. All posters must be printed on recyclable paper and must be recycled after the end of
the campaign period.
G. Posters may not be affixed to painted areas, doors, or glass. Candidates are responsible
for ensuring that campaigning conforms to individual building policy.
H. Candidates must book all table space for use during the campaign period through the
Elections Team. The Elections Team will also co-ordinate the booking of banner spaces
in the JDUC. The allocation of table and banner space will be done through a lottery
process.
I.
Campaign tables or booths must be staffed by the parties involved, at all times.
Promotional materials may not be left unattended.
J.
Any classroom appearance must be cleared through the instructor in advance of the
scheduled time. This contact may be made during the nomination period.
Arrangements for classroom talks shall be the responsibility of the teams. All content
Page 51 of 63
shall be consistent with previously approved campaign material and shall be above
reproach.
K. No form of off-campus campaigning shall be permitted. Candidates shall not place
campaign materials on trees or utility poles either on or off campus. This includes
banners strung from utility poles.
L. Campaign/promotional materials may not be distributed to mailboxes in the
University District or student housing nor shall any form of door-to-door campaigning
be permitted.
M. All campaigning in Residence must conform to Residence policies. No room-to-room
campaigning in Residence shall be permitted.
N. No candidate may campaign inside campus pubs or cafeterias. Campaigning shall be
permitted in line-ups but shall not occur past the point where patrons are requested
to provide identification for entrance. Campaigning in line-ups shall also be subject to
any applicable residence or university regulations.
O. Campaign materials shall not be distributed in campus pubs, cafeterias, AMS offices
and AMS services. In addition, no AMS employees shall display campaign materials
while on duty.
P. All email content shall be consistent with previously approved campaign material and
shall be above reproach. Candidates may request an individual with a reasonable level
of authority within an organization to forward an email to their organization using a
mass email list. Use of AMS mass email lists, including lists for AMS Services, is
prohibited.
Q. All websites and social media accounts must be approved by the CRO prior to posting.
All updates shall be closely monitored by the CRO.
R. All campaigning shall cease by 11:59 pm of the day preceding the first day of voting.
Each candidate or team of candidates will be required to remove all physical campaign
material produced on their behalf for the purposes of the election by 8:00pm on the
day preceding the first day of voting. Campaigning through the use of websites
Websites and other online media may remain available, but may not be used or altered
after the 11.59pm deadline.continue for the duration of the voting days. Candidates or
teams will not be allowed to physically campaign on campus during the voting days.
S.
No polls or surveys of public opinion regarding AMS elections shall be published or
broadcast on the day(s) of voting.
T. Individuals who hold AMS positions or any elected leadership position in its member
societies, and who are serving as campaign managers, advisors or individuals
otherwise closely associated with a team’s campaign, shall declare this to their
Page 52 of 63
supervisor and the CEO. The CEO, in consultation with the supervisor, may require
an individual to assume either altered responsibilities or take a leave of absence, if in
his/her judgment it conveys an unfair advantage, or establishes or implies a conflict of
interest. All leaves of absence shall last for the duration of the campaign period.
U. Candidates are responsible for the conduct of their campaign organization and its
members. Any violation of elections policy by said members shall be regarded as a
violation by the candidate. Individuals who are not members of a specific campaign
organization and who are found to have violated elections policy shall be referred to
the AMS Judicial Affairs Office for prosecution under the AMS non-academic
discipline system.
V. The CRO is responsible for the organization, format and publicity of moderated forums
between candidates. These shall occur during the campaign period. The purpose of these
forums shall be to provide an opportunity for AMS members to ask questions of the
candidates.AMS council members and officers shall remain neutral at all times. They
may not publicly support any individual candidacy whether on or off-duty nor shall
they be permitted to take a leave of absence to do so. AMS offices, email addresses and
other office resources shall at no time be used for any purpose relating to an individual
campaign. All other AMS salaried staff shall be permitted to support an individual
candidacy while off-duty but shall not be eligible to take a leave of absence to do so.
Off-duty campaigning by AMS salaried staff may not occur in the vicinity of any AMS
service.
W. The AMS Assembly shall be a neutral forum. No promotional materials shall be
displayed or distributed at Assembly meetings. All questions at AMS Assembly will
be directed at all teams.
1. CAMPAIGNING (REFERENDA)
A. Campaigning shall not commence until the beginning of the campaign period.
B. There shall be no official or recognized campaigning for or against plebiscite
questions. However, the facilitation of a certain level of educational information
dissemination for the benefit of an informed student vote shall be permitted. (For more
information, please see the section on Plebiscite Questions)
C. Should an event, organized prior to the nomination period for reasons unrelated to
the referendum, be scheduled to take place during the campaign period, the campaign
organization responsible for it can submit a request to the CEO asking that the event
be considered a non-campaign event. If the CEO determines that the event cannot be
rescheduled, the request may be granted, so long as no mention of the campaign is
Page 53 of 63
made at the event. All campaign materials and promotions are subject to the approval
of the CRO. A sample of all campaign materials shall be submitted to the CRO to be kept
on file for the duration of the campaign. All posters must be stamped to indicate
approval. All websites and social media accounts must be approved by the CRO prior to
posting. All updates shall be closely monitored by the CRO.
D. The content and methods of campaigning shall be beyond reproach. Campaign
organizations shall not misrepresent the character or policies of other campaign
organizations nor shall they interfere in any manner with the campaign materials of other
groups. Campaign organizations shall not make statements that they know are untrue.
All campaigning is subject to the approval of the CEO.
E. Campaign posters shall be no larger than 11 inches by 17 inches. Any campaign material
exceeding this size shall be defined as a banner.
I. There shall be a limit of 150 posters approved per team/candidate.
II. There shall be a limit of three banners approved per team/candidate.
F. Should a campaign poster be torn down, the CRO may use his/her discretion to approve
a new poster to replace it, so long as no more than 150 posters are on display at one time.
G. All posters must be printed on recyclable paper and must be recycled after the end of the
campaign period.
H. Posters may not be affixed to painted areas, doors, or glass. Campaign organizations are
responsible for ensuring that campaigning conforms to individual building policy.
I.
Campaign organizations shall book all table space for use during the campaign period
through the Elections Team. The Elections Team will also co-ordinate the booking of
banner spaces in the John Deutsch University Centre (JDUC). The allocation of table and
banner space will be done through a lottery process. If, prior to the campaign and for
reasons unrelated to the campaign, an organization books table/JDUC banner space for
use during the campaign period, it may forfeit its right to allocated banner space,
provided that the space it previously booked is roughly equivalent to the space it would
be allocated.
J.
Campaign tables or booths must be staffed by the parties involved, at all times.
Promotional materials may not be left unattended.
K. Groups may speak to a class only with the prior permission of the instructor in the
classroom. This permission may be sought during the nomination period.
L. No form of off-campus campaigning shall be permitted. Groups shall not place campaign
materials on trees or utility poles either on or off campus. This includes stringing banners
from utility poles.
Page 54 of 63
M. Campaign/promotional materials may not be distributed to mailboxes in the
UnviersityUniversity District nor shall any form of door-to-door campaigning be
permitted.
N. All campaigning in Residence must conform to Residence policies. No room-to-room
campaigning in Residence shall be permitted.
O. No campaign organization may campaign inside pubs or cafeterias. Campaigning shall
be permitted in line-ups but shall not occur past the point where patrons are requested
to provide identification for entrance. Campaigning in line-ups shall also be subject to
any applicable residence or university regulations.
P. Campaign materials shall not be distributed in campus pubs, cafeterias, AMS offices and
AMS services. In addition, no AMS employees shall display campaign materials while
on duty.
Q. All email content shall be consistent with previously approved campaign material and
shall be above reproach. Campaign organizations may request an individual with a
reasonable level of authority within an organization to forward an email to their
organization using a mass email list. Use of AMS mass email lists shall be restricted to
campaigns initiated by the AMS.
R. All websites and social media accounts must be approved by the CRO prior to posting.
All updates shall be closely monitored by the CRO.
S.
All campaigning shall cease by 11:59 pm of the day preceding the first day of voting (the
300 word description that accompanies the fee question on the online ballot is not
included). Each campaign organization shall be required to remove all physical
campaign material produced on their behalf for the purposes of the referendum by
8:00pm on the day preceding the first day of voting. Campaigning through the use of
websites and other online media may continue for the duration of the voting days.
Teams will not be allowed to physically campaign on campus during the voting days
Websites and other online media may remain available, but may not be used or altered
after the 11.59pm deadline.
T. No polls or surveys of public opinion regarding AMS referenda shall be published or
broadcast on the day(s) of voting.
U. Participation by non-AMS members shall be strongly discouraged, in order to ensure
referendum issues are decided by the Queen’s student community in an environment
free from external influence. External participation may be permitted at the CEO’s
discretion, provided that it is limited to the provision of factual information and does not
include financial assistance or campaigning.
Page 55 of 63
V. The AMS and its component parts, including Council, Commissions and Services, shall
be entitled to run fees and referenda questions under the following conditions:
I. Upon participation in a campaign, the salaries and offices of AMS employees
shall be excluded from counting as campaign expenses. Use of any other
resources in the AMS must be approved by the CEO and/or be expensed as
normal campaign expenditures.
II. Upon approval of an AMS-run campaign, AMS Assembly shall reserve the right
to establish further guidelines regarding the campaign activities of the AMS. The
normal campaign rules for a referenda campaign shall still apply.
W. Any AMS member or AMS-affiliated group shall be eligible to campaign against any
question providing written notice of their intent to do so to the CEO and the placing of a
$50.00 on deposit with the CRO. Such notice may be provided at any time during the
nomination or campaign periods.
X. Only one party may campaign against any question. In the event that more than one
party provides notice of their intent to run a “No” campaign against the same question,
the CEO shall request that these parties merge to run a single campaign. If the parties are
unable to reach agreement, the CEO shall determine which party shall run the “No”
campaign. The CEO shall rule in favour of the first party to provide written notice of
intent, unless he/she determines that a subsequent applicant has a significantly greater
interest in the outcome of the question, or significantly greater willingness and ability to
affect the outcome. The CEO’s ruling in this matter is not subject to appeal. “No”
campaigns shall be provided with the same resources made available to the group
placing the question.
Y. No member of the Society shall be eligible to run multiple “No” campaigns at the same
time.
Z. Campaign organizations are responsible for the conduct of their members and
volunteers. Any violation of referenda policy by said members and volunteers shall be
regarded as a violation by the campaign organization. Individuals who are not members
of a specific campaign organization and who are found to have violated referenda policy
shall be referred to the AMS Judicial Affairs Office for prosecution under the AMS nonacademic discipline system.
Page 56 of 63
Appendix C: Know Yourself
The following spending limits are proposed for the Winter Elections:
-
AMS Executive: $800
-
University Rector: $300
-
Referenda: $50
Appendix D: Started From the Bottom
That Assembly approve the amendments to Section 6 of the Hiring and Appointments Policy
and Procedures
6.
APPLICATIONS
6.01 The online application system shall require the applicant to provide the following:
i) position applied for; name; student number; telephone number; e-mail address; faculty; year of
program; number of courses in which applicant is currently enrolled; number of courses in which
applicant intends to enroll in coming year, confirmation of eligibility as per the requirements laid
out in Section 2.
ii) authorization to enable AMS to verify information provided in 6.01 i)
6.02 The application page shall contain the following information:
i) statement that AMS is an equal opportunity employer
ii) eligibility requirements
iii) statement that hiring will be done in accordance with the AMS Hiring and Appointment Policy
and Procedures Manual
iv) the job description v) applicable remuneration information
vi) uploading mechanism for supporting materials (e.g. covering letter, responses to questions,
proposal)
vii) space to request any accommodations
viii) names, positions, relationship to applicant and contact information of references (where
appropriate); affirmation the applicant has notified references they may be contacted.
vii) list of suggested relevant contacts for applicants
viii) due date and time for submission of application
ix) information on interview posting, including dates when interviews will be held
Page 57 of 63
xi) statement that an incomplete application package constitutes a basis for rejection of the applicant
iv) international students shall provide signed confirmation of their international student status
6.03 The application page for salaried staff positions shall list a maximum of three questions for
which a written response not to exceed one page per question (approximately 300 words) shall be
required. The questions shall be approved by the Executive and the Human Resources Officer prior
to the opening of the hiring period. The list of questions shall be consistent with every position in the
AMS.
6.03 04 The application page for service staff positions shall list two questions for which a written
response shall be required. The questions shall be:
1. Why do you want to work for <insert service name>?
2. What skills and qualities are important in being a service staff at <insert service name>?
Responses shall not exceed one page (approximately 300 words). The criteria shall be specific to each
service.
6.04 05 Service staff who wish to apply for rehire may apply for up to 2 additional service staff
positions in the spring hiring period. All employees of a service shall be given equal opportunity to
indicate their interest in applying for rehire. The decision to rehire a service staff for the following
year, shall be made in confidence by the outgoing management team. Each service management
team shall submit to the Human Resources Officer a list of rehire applicants in order of preference.
The Human Resources Officer shall then review this list upon the conclusion of the spring hiring
period to ensure that students’ submitted preferences are taken into account.
6.05 06 Applicants for AMS service staff positions shall be limited to applying to a maximum of
three (3) of these positions. Applicants shall be informed at the end of their interview that they may
resubmit the order of their preferences by a specified date.
Page 58 of 63
Appendix E: Best I Ever Had
That Assembly approve the amendments to Section 14 of the Hiring and Appointments
Policy and Procedures
14.
SELECTION
14.01 Selection of the successful candidate shall be made on the basis of the interviews, any written
proposals responses to advanced questions and reference checks and shall be made only by those
members of the hiring committee present at all of the interviews, unless the VPOPs authorizes the
splitting of hiring committees as detailed in Section 7.03.
14.02 While it is recommended that the Executive-Elect shall normally seek to fill each council position
from among the group of applicants for that specific position, the Executive-Elect shall remain free to
exercise its discretion in selecting a council from among all applicants for the Commissioner and Director
positions, e.g. the position of Internal Affairs Commissioner may be filled by an applicant for Media
Services Director. Nevertheless, applicants shall be restricted to applying for a maximum of two council
positions. In the event a candidate does apply to two council positions, he/she shall submit a single
proposal application for one position but during their interview may at the discretion of the hiring panel
receive questions specific to both positions.
The principle of this section shall extend separately to the hiring of Officers (e.g. an applicant for
Marketing & Communications Officer could be offered the Human Resources Officer position), Services
Managers (e.g. an applicant for TAPS Manager could be offered the P&CC Manager position) and also to
Deputy Commissioners (e.g. an applicant for Campus Activities Deputy Commissioner could be offered
a Municipal Affairs Deputy Commissioner position.)
14.03 In the case of rehire service staff applicants, selection shall be made on the basis of criteria as
detailed in Section 15.02, any written proposalsresponses to questions, AMS service staff
evaluations, and reference checks and shall be made only by member of the outgoing management
team as detailed in Section 8.04.vii.
Page 59 of 63
Appendix F: Hold On, We’re Going Home
That Assembly approve the amendments to Section 24 of the Hiring and Appointments
Policy and Procedures
24. RECORDS RETENTION
24.01 The HR Office shall maintain a central database of all AMS employees and volunteers which shall
consist of name, position, year of study, program and contact information. Each Commissioner, Officer
and Service Manager shall be required to review and confirm the relevant content of the database
containing a list of employees or volunteers under their supervision by no later than December 1st of
each year.
24.02 All written evaluations of candidates, their applications and accompanying documentation (e.g.
responses to questions proposals) shall be kept on file in the Human Resources Office for a period of not
less than six months after their interview has taken place. Applications of successful applicants shall be
kept in their employee file and stored until these files are destroyed.
24.03 Employee records including performance evaluations and all information relating to demerits and
other disciplinary action shall be maintained by individual services in a standardized format and
transferred to the Human Resources Officer for review and storage at the end of each academic year,
which should normally occur in April. Employment records for a staff member who has been
terminated shall be transferred to the Human Resources Officer within a week of the termination. This
information may be viewed by hiring committees for all AMS salaried positions and for service staff
positions. Commissioners may access these files for applicants for volunteer positions within their
Commission.
24.04 All performance based employment records, including evaluations shall be destroyed by
December 31of the academic year immediately following the student’s employment (i.e. for a student
employed during the 2007-08 academic year, the documents would be destroyed Dec 31 08).
Page 60 of 63
Appendix G: Headlines
Current
SECTION 4, Part B: EXECUTIVE ELECTIONS
1. TIMETABLE FOR ELECTIONS
J.
Should only one team fulfil nomination requirements after the noon deadline on Thursday
with no other team having come forward, they shall be elected by acclamation, announced
by press release
Proposed
SECTION 4, Part B: EXECUTIVE ELECTIONS
1. TIMETABLE FOR ELECTIONS
J. Should only one team fulfil nomination requirements after the noon deadline on Thursday with
no other team having come forward, a vote of confidence will be held at the set election date to
determine if the team will be acclaimed. The team will be subject to all rules concerning candidacy.
i. The question to appear on the ballot be of the form: "Do you have confidence in the
ability of (candidate names) to perform the duties of President, Vice President
(Operations) and Vice President (University Affairs) respectively of the Alma Mater
Society?”
ii. If the outcome of the vote is negative, then AMS Assembly shall individually appoint
qualified persons to the executive positions at a special meeting of AMS Assembly held
one week thereafter. Notice shall be given to all AMS members and all interested
members will be invited to appear before Assembly.
iii. No person may be appointed to the Executive in a session of Assembly in which they
have been defeated in a confidence vote. If the outcome of the vote is positive, the
nominee will be acclaimed to the nominated position.
Page 61 of 63
Appendix H: Energy
6. APPLICATIONS
6.01 The online application system shall require the applicant to provide the following: i) position
applied for; name; student number; telephone number; e-mail address; faculty; year of program;
number of courses in which applicant is currently enrolled; number of courses in which applicant
intends to enrol in coming year, confirmation of eligibility as per the requirements laid out in Section
2. ii) authorization to enable AMS to verify information provided in 6.01
6.02 The application page shall contain the following information: i) statement that AMS is an equal
opportunity employer ii) eligibility requirements iii) statement that hiring will be done in
accordance with the AMS Hiring and Appointment Policy and Procedures Manual iv) the job
description v) applicable remuneration information vi) uploading mechanism for supporting
materials (e.g. covering letter, proposal) vii) space to request any accommodations viii) names,
positions, relationship to applicant and contact information of references (where appropriate);
affirmation the applicant has notified references they may be contacted. ixvii) list of suggested
relevant contacts for applicants xviii) due date and time for submission of application xiix)
information on interview posting, including dates when interviews will be held xii) statement that
an incomplete application package constitutes a basis for rejection of the applicant xiiiiv)
international students shall provide signed confirmation of their international student status xiv)
statement that all applicants are placed in a lottery system and are not guaranteed an interview
6.03 The application page for service staff positions shall list two questions for which a written
response shall be required. The questions shall be:
1. Why do you want to work for ______________?
2. What skills and qualities are important in being a service staff at ______________?
Responses shall not exceed one page (approximately 300 words). The criteria shall be specific to each
service.
Page 62 of 63
6.04 Service staff who wish to apply for rehire may apply for up to 2 additional service staff
positions in the spring hiring period. All employees of a service shall be given equal opportunity to
indicate their interest in applying for rehire. The decision to rehire a service staff for the following
year, shall be made in confidence by the outgoing management team. Each service management
team shall submit to the Human Resources Officer a list of rehire applicants in order of preference.
The Human Resources Officer shall then review this list upon the conclusion of the spring hiring
period to ensure that students’ submitted preferences are taken into account.
6.05 Applicants for AMS service staff positions shall be limited to applying to a maximum of three
(3) of these positions. Applicants shall be informed at the end of their interview that they may
resubmit the order of their preferences by a specified date.
Page 63 of 63