Undergraduate Political Science Council

Constitution
Prepared for: UPSC Committee 2014/15
Prepared by: UPSC Executive Committee of 2013/14
Date: February 15th 2014

CONSTITUTION OF THE UNDERGRADUATE POLITICAL SCIENCE COUNCIL

OF YORK UNIVERSITY
As of February 2014, UPSC will be under a new revised constitution.
February 15, 2014
TITLE I THE ASSOCIATION
ARTICLE 1 NAME AND GENERAL AFFAIRS
1.1
The official name of this student organization shall be the Undergraduate Political
Science Council.
1.2
In this document, this student organization shall be referred to as the Undergraduate
Political Science Council, and shall be abbreviated as UPSC.
1.3
The UPSC is a student organization composed of voluntary members with common
interests and, or associated with the Political Science Department.
ARTICLE 2 OBJECTIVE & MISSION STATEMENT
2.1
The mandate of the UPSC shall be:
2.1.1 To promote the interests of its members before different bodies including, but not limited
to, the Department of Political Science, McLaughlin College, York Federation of
Students, and the Faculty of Liberal Arts & Professional Studies.
2.1.2 To encourage students to become involved in the university community as well
community at large.
2.1.3 To offer activities and services to enhance professional, academic, and social aspects of
the lives of UPSC members, as well as the broader York University community.
2.1.4 To support amongst students a sense of connection with professors, administrators, and
alumni.
2.1.5 To disseminate information of interest to UPSC members including career opportunities,
scholarships, academic opportunities, and research positions.
2.1.6 The mission of The Undergraduate Political Science Council of York University is to
provide effective representation for students who are majoring or minoring in political
science to the Department of Political Science and to the entire York University
community. It is to execute activities of a non-partisan nature to encourage critical
thought, community, and unity amongst members and students. The UPSC Executive
committee aims to work with members of the York community in order to raise the
professional standing of the UPSC, as well as offering students within political science
academic help and related social events.
ARTICLE 3 MEMBERSHIP
3.1
Membership in the UPSC is voluntary and shall include either:
3.1.1 Registered undergraduate York University students with an interest in Political Science.
3.1.2 Students in any of the major, double major, honours, and minor in Political Science.
3.2
No person shall be excluded from Council for reasons related to age, gender, race,
nationality, ancestry, citizenship, marital status, illness or results from medical tests,

3.3
3.4
3.5
3.6
3.7
3.8

sexual orientation or preference, place of residence, school of thought, beliefs, religious

affiliations or activities, criminal record, any physical handicap or invalidity.
Within the terms set out in this document, the Executive Committee is the decisionmaking and representative body for those students who are members as defined by
Article 3.1
Members have the right to attend meetings of all decision-making bodies, with the
exception of executive committee meetings, as well as speak and vote at general
meetings.
Members have the right to run for Executive and Non-Executive positions
Members have the right to vote in Executive elections, by-elections, recalls, and
referenda.
Members must have access to the minutes of any formal UPSC meeting.
Members have the right to access services, research, information, materials and other
resources of Council.
TITLE II THE ORGANIZATION

ARTICLE 4 EXECUTIVE COMMITEE

4.1
The governing body of the UPSC shall be known as the Executive Committee, will be
responsible for recognizing the supremacy of this Constitution and be bound by it, and
may also be referred to as Executive.
4.2
Executive members shall be responsible for having full comprehension of this
constitution and its Articles and will be assumed to have such knowledge and will be
treated as such.
4.3
No one individual shall simultaneously hold more than one of the positions listed in
Section 4.5.
4.4
The Executive shall govern in consistent with the policies set out by the constitution.
4.5
The voting positions on the Executive Committee are as follows:
a)
President
b)
Vice President
c)
Managing Director, Finance
d)
Managing Director, Student Life
d)
Managing Director, Academics
e)
Managing Director, Communications
f)
Secretary
g)
Editor-in-Chief, HPS Journal
h)
Managing Director, York Model Arab League
i)
Managing Director, York Model African Union
j)
Managing Director, York Model World Health Organization
4.6
4.7

Members of the Executive Committee shall be elected every year pursuant to Article 14,
by and from the body of UPSC members.
Executive Committee Meetings:

4.7.1
4.7.2
4.7.3
4.7.4
4.7.5
4.7.6

The Executive Committee shall meet at the request of the President (or Vice President) or
request of the Secretary.
A meeting of the executive committee should occur monthly during May-August and
occur bi-weekly between the months of September and April.
Every effort should be made to attend a meeting in-person; teleconference or video-calls
are acceptable if prearranged.
All executive meetings shall be conducted using Roberts Rules of Order.
The President, Vice President or a designated individual shall Chair all executive
meetings.
If the Secretary is unavailable to record meeting minutes, the Chair shall designate an
associate or executive to record meeting minutes.

ARTICLE 5 DUTIES AND POWERS OF THE EXECUTIVE

5.1
All members of the Executive shall:
5.1.1 Be responsible for holding office hours of no less than 2 hours a week between the
months of September and April, which should continue during exam period.
5.1.2 Are expected to attend all events and activities, as well as assist in promoting through
tabling, and posters, etc.
5.1.3 Must be students with an active presence on campus and are available to students.
5.1.4 Should make every effort to attend all retreats, committees, meetings, and development
sessions.
5.1.5 Shall notify the Secretary at least twenty-four hours in advance, if possible, of any
intention to be absent from, or late for, a meeting of Council.
5.1.6 Incoming correspondence is to be the sole responsibility of the Executive Committee
unless deemed otherwise by the committee and sent to the council for review and/or
approval.
5.1.7 Officers of the Executive Committee, in particular the President, have the power to
represent the UPSC as a whole but should be mindful to consult the executive on matters
that are deemed important and be prepared to accept its input.
5.1.8 To ensure that the outgoing Executive or Associate from the previous term of office
informs and assists the incumbent of that position of their duties, responsibilities, and
expectations in the upcoming term of office.
5.1.8.1 The outgoing Executive or Associate is required to compile a briefing note to pass on
knowledge to the incoming Executive or Associate.
5.1.9 To learn, and be prepared to teach other Members and Associates, the proper upkeep and
efficient running of the Council office space, including, to support fellow members in
their duties, initiatives and projects in a collaborative manner.
5.1.10 Shall perform any duties pertaining to the UPSC as assigned to by the President.
5.1.11 Shall make an effort execute class talks to any Political Science affiliated courses with
information about upcoming events and services.
5.1.12 Shall make an effort to collaborate with other Executives and Associates.
5.2
5.2.1
5.2.2

Duties of the President

Presides over all meetings of Council and Executive Committee.
Is the official spokesperson of the Executive Committee and the UPSC.

5.2.3 Is responsible for the effective operation of the UPSC and ensuring that all Executive
Members, the Vice President in particular, fulfill their duties and abide by the
constitution.
5.2.4 Is responsible for the allocation of additional duties, and should provide reasonable
forewarning of new duties to Executives and Associates.
5.2.5 Is one of two signing authorities on the UPSC bank account.
5.2.7 If required, has the authority to create a temporary Associate of Council that can fulfill a
responsibility that cannot be fulfilled by an Executive Member.
5.2.8 Planning, with Vice President, Finance, a budget for the UPSC before the 15th of May.
5.2.9 Consulting with members and professors regularly.
5.2.10 Sitting, or appointing an Executive Member to sit, as the representative of the UPSC on
all relevant student, departmental, and administrative committees or boards.
5.2.11 Along with the Senior Vice President hold meetings with the President of the
McLaughlin College Council, Master of McLaughlin College, YFS President,
Undergraduate Director and Chair of Political Science, administrators in the Faculty of
Liberal Arts and Professional Studies, professors and members as necessary.
5.2.12 Ensuring that the UPSC follows constitutional guidelines and that the Constitution is kept
up-to-date.
5.2.13 Ensuring accessibility during the summer months and ability to perform their duties
without hindrance, including availability on a daily basis during the Fall and Winter
terms.
5.2.14 To develop goals, objectives and a vision for Council to follow by the end of May and to
train all Council members to implement the plan.
5.2.15 To organize and plan a Council-wide retreat within the first two months after Elections,
to help develop on a plan for the upcoming year.
5.2.16 To oversee any financial transactions of the club and ensure councils have appropriate
access to cheques, receipts, petty cash, and any other financial documents.
5.2.17 To oversee the proper handling and storage of records of Council and make readily
available to all members, including financial statements.
5.2.18 To ensure that there is a proper transfer of signing authority for Council Funds.
5.2.19 To ensure a proper transition is made between Executive Council after Elections.
5.2.20 To advertise and promote student involvement to all incoming First Year students at
academic orientation and through Orientation Week mail-outs.
5.3
Duties of the Vice President
5.3.1 Shall fulfill the duties of the President when he or she is unable to do so.
5.3.2 Is responsible for relaying information between Executives and the President on various
events and activities taking place under the direction of the UPSC.
5.3.3 Shall perform any duties pertaining to the UPSC as assigned to by the President.
5.3.4 Is responsible for relaying information between the Political Science Department,
McLaughlin Masters Office, McLaughlin College Council, YFS and the UPSC, keeping
up to date on activities.
5.3.5 Is responsible to assist the President in coordinating representation on all departmental
committees that the UPSC has a seat on, and ensure maintenance of those positions.
5.3.6 Along with the President, hold meetings with the President of the McLaughlin College
Council, Master of McLaughlin College, YFS President, Undergraduate Director and

5.3.7
5.3.7
5.3.8
5.3.9
5.3.10
5.3.11
5.3.12
5.3.13
5.3.14
5.3.15
5.3.16

5.4
5.4.1
5.4.2
5.4.3
5.4.4
5.4.5
5.4.6
5.4.7
5.4.8
5.4.9
5.4.10
5.4.11
5.4.12

Chair of Political Science, administrators in the Faculty of Liberal Arts and Professional
Studies, professors and members as necessary.
To assist in the planning of the summer training session and Executive Council retreat
within the first two months of the elected term.
To ensure each Vice President fulfills their tasks and duties.
To hold a portfolio meeting with all Executive members after Elections.
To order office supplies and materials needed for tabling and promotion, as well planning
an office cleaning schedule.
To maintain an accurate list of all Members and Associates of Council, including:
telephone numbers, email, student id, and any other information deemed appropriate.
To assist in any management of financial affairs, including contracts and waivers.
Shall coordinate an Associate recruitment campaign within 2 months of election.
Shall ensure that all subordinate Executive Members fulfill their obligations.
Shall maintain regular communications with Executives.
Shall provide regular feedback to all Executives.
Shall be held accountable, by the President, for failing to fulfill articles 5.3.13, 5.3.14 and
5.3.15.
Duties of the Managing Director, Student Life
Shall fulfill the duties of the Senior Vice President when he or she is unable to do so.
To be available on a weekly basis during the Fall and Winter session.
Is responsible for recruitment, including taking a leadership role in coordinating the
annual Meet and Greet, McLaughlin Orientation Week and Academic Orientation,
Fall/Winter Campus Day, York Fest, and recruiting booths during the elected term.
Is responsible for coordinating the execution of all major events as per Executive
Committee directives.
To propose events to Council, as well plan, execute, promote, and track any activities and
events deemed culturally, academically, professionally and socially enriching to UPSC.
To organize and propose an outline of the details of first and second semester events and
activities.
Perform outreach to student organizations and governments on campus to collaborate
with on events.
To seek opportunities to do joint promotions or programming with clubs to promote
student engagement in UPSC.
Shall ensure that all subordinate Academics Associates fulfill their obligations.
Shall maintain regular communications with Academics Associates, including weekly
meetings.
Shall provide regular feedback to all Academics Associates.
Shall be held accountable, by the Executive Committee (and the President in particular),
for failing to fulfill articles 5.4.9, 5.4.10 and 5.4.11.

5.5
Duties of the Managing Director, Academics
5.5.2 To represent Council in any matter of Academic importance, and keep Council informed
in these matters.
5.5.3 To work with the Political Science Department, McLaughlin Master Office, and LA&PS

5.5.4
5.5.5

5.5.6
5.5.7
5.5.8
5.5.9
5.5.10
5.5.11

Is responsible for organizing and executing the Annual Spring Political Science
Conference.
To ensure that Members are familiar with the various Academic resources available on
campus, and the pertinent contact information, such as names, office locations, e-mail,
and phone numbers.
To meet at least once a semester with the Faculty of LA&PS, SCLD, Alumni office,
Political Science in seeking opportunities of partnership.
To work alongside the Journal and Editor-in-Chief in developing and executing bi-annual
Journal.
Shall ensure that all subordinate Academics Associates fulfill their obligations.
Shall maintain regular communications with Academics Associates, including weekly
meetings.
Shall provide regular feedback to all Academics Associates.
Shall be held accountable, by the Executive Committee (and the President in particular),
for failing to fulfill articles 5.5.8, 5.5.9 and 5.5.10.

5.6
Duties of the Managing Director, Communications
5.6.1 Is responsible for coordinating advertising for all council operations and events.
5.6.2 Is responsible for establishing a communication strategy for the year, such as details on
website changes and proper timeline of electronic mailings.
5.6.3 Must search out and maintain new opportunities and methods of increasing the visibility
of UPSC; encouraging the participation of the membership in UPSC activities, and of
promoting the attendance of UPSC members in general.
5.6.4 Is responsible for coordinating the printing of posters and tickets for all council
operations and events.
5.6.5 Is responsible for checking the email account and answering and/or forwarding all
relevant correspondence received.
5.6.6 Responsible of updating electronic mailing list.
5.6.7 Must have website management capabilities or must be willing to acquire such skills.
5.6.8 Is responsible for writing articles to MacMedia and/or Excalibur to raise awareness for
events.
5.6.9 Is responsible for sending announcements through the UPSC, Political Science
Department, McLaughlin College List-Serv pertaining to the events of the UPSC.
5.6.10 Ensure UPSC website mediums are maintained, and updated on a weekly basis,
including: Yu Connect, Facebook, Twitter, blogs and UPSC website.
5.6.11 Working with executives to develop online initiatives to aid Executive Members in the
completion of their respective mandates.
5.6.12 Shall ensure that all subordinate Communications Associates fulfill their obligations.
5.6.13 Shall maintain regular communications with Communications Associates, including
weekly meetings.
5.6.14 Shall provide regular feedback to all Communications Associates.
5.6.15 Shall be held accountable, by the Executive Committee (and the President in particular),
for failing to fulfill articles 5.6.12, 5.6.13 and 5.6.14.
5. 7

Duties of Managing Director, Finance

5.7.1 Is responsible for preparing monthly statements of expenses and revenues to be available
to all officers of the Executive Committee.
5.7.2 Alongside the President, and Vice President, present an annual budget to council within
three months of elected term.
5.7.3 Is responsible for continually updating the budget when any changes occur.
5.7.4 Is responsible for compiling a budget to be submitted to various organizations for funding
in conjunction with the executive officer who is responsible for the event.
5.7.5 Ensure that all UPSC financial documents, receipts and files are kept up-to-date.
5.7.6 Shall update the Executive Committee monthly on all recent expenses and revenues.
5.7.7 Shall ensure that all subordinate Finance Associates fulfill their obligations.
5.7.8 Shall maintain regular communications with Finance Associates, including weekly
meetings.
5.7.9 Shall provide regular feedback to all Finance Associates.
5.7.10 Shall be held accountable, by the Executive Committee (and the President in particular),
for failing to fulfill articles 5.7.7, 5.7.8 and 5.7.9.
5.8
5.8.1
5.8.2
5.8.3
5.8.4
5.8.5
5.8.6
5.8.7
5.8.8
5.8.9

Duties of the Secretary

To attend all meetings of Council and take complete and accurate minutes, which must
conform to Roberts Rules of Order.
Is responsible for preparing the minutes and making them available to the Executive
Committee within 24 hours of a meeting.
To keep an accurate list of attendance for each meeting and submit that list to the
President.
To ensure all Executive Council members send out their reports at least 24 hours prior to
each meeting.
To ensure that all Council members send out agenda items at least 48 hours prior to each
meeting.
To disseminate meeting Agenda, mand in consultation with President, at least 24 hours
prior to meetings.
To distribute via list-serv all minutes on a monthly basis.
Is responsible for organizing schedules of meetings and office hours of the Executive
Committee.
To maintain weekly contact, aside from Council Meetings, with all Executives and
Associates of Council, and address any comments or concerns they may have.

5.9
Editor-in-Chief
5.9.1 Is independently responsible for the effective operation of the HPS Journal.
5.9.2 Shall Library administrators, History Department representatives, and Editors to ensure
the online publication of HPS Journal.
5.9.3 Shall coordinate a call for papers no later than October.
5.9.4 Shall coordinate the publication of a special edition in the Winter term that conforms to
the topic of the Annual Spring Political Science Conference.
5.9.5 Shall update the Executive Committee monthly on all HPS developments.
5.9.6 Shall ensure that all subordinate Editors fulfill their obligations.
5.9.7 Shall maintain regular communications with Editors, including weekly meetings.
5.9.8 Shall provide regular feedback to all Editors.

5.9.9 Shall be held accountable, by the Executive Committee (and the President in particular),
for failing to fulfill articles 5.9.6, 5.9.7, and 5.9.8.
5.10 Managing Director, York Model Arab League
5.10.1 Is responsible for coordinating the annual YMAL Conference in coordination with the
UPSC Executive Committee.
5.10.2 Shall independently form and Chair the YMAL Planning Committee.
5.10.3 Will be the main liaison between the YMAL Planning Committee and the Executive
Committee.
5.10.4 Shall determine committees and topics for the conference in collaboration with the
Executive Committee.
5.10.5 Shall manage the registration process.
5.10.6 Shall allocate country and position assignments to schools and units.
5.10.7 Shall oversee production, distribution, and enforcement of rules of procedure.
5.10.8 Shall ensure the production, distribution, and quality of background guides and other
materials for the Conference ensuring the highest academic standard.
5.10.9 Shall oversee the production, distribution, and quality of delegate handbooks.
5.10.10 Is responsible for scheduling and conducting regular meetings with the YMAL Planning
Committee to organize and complete conference preparations.
5.10.11Is responsible for ensuring YMAL Planning Committee tasks are completed according to
the schedule set, in concert, by the Members of the Executive Committee.
5.10.12 Is responsible for corresponding with external delegates and delegations participating in
the Conference.
5.11 Managing Director, York Model African Union
5.11.1 Is responsible for coordinating the annual YMAU Conference in coordination with the
UPSC Executive Committee.
5.11.2 Shall independently form and Chair the YMAU Planning Committee.
5.11.3 Will be the main liaison between the YMAU Planning Committee and the Executive
Committee.
5.11.4 Shall determine committees and topics for the conference in collaboration with the
Executive Committee.
5.11.5 Shall manage the registration process.
5.11.6 Shall allocate country and position assignments to schools and units.
5.11.7 Shall oversee production, distribution, and enforcement of rules of procedure.
5.11.8 Shall ensure the production, distribution, and quality of background guides and other
materials for the Conference ensuring the highest academic standard.
5.11.9 Shall oversee the production, distribution, and quality of delegate handbooks.
5.11.10 Is responsible for scheduling and conducting regular meetings with the YMAU Planning
Committee to organize and complete conference preparations.
5.11.11Is responsible for ensuring YMAU Planning Committee tasks are completed according to
the schedule set, in concert, by the Members of the Executive Committee.

5.10.12 Is responsible for corresponding with external delegates and delegations participating in
the Conference.
5.12 Managing Director, York Model World Health Organization
5.12.1 Is responsible for coordinating the annual YMWHO Conference in coordination with the
UPSC Executive Committee.
5.12.2 Shall independently form and Chair the YMWHO Planning Committee.
5.12.3 Will be the main liaison between the YMWHO Planning Committee and the Executive
Committee.
5.12.4 Shall determine committees and topics for the conference in collaboration with the
Executive Committee.
5.12.5 Shall manage the registration process.
5.12.6 Shall allocate country and position assignments to schools and units.
5.12.7 Shall oversee production, distribution, and enforcement of rules of procedure.
5.12.8 Shall ensure the production, distribution, and quality of background guides and other
materials for the Conference ensuring the highest academic standard.
5.12.9 Shall oversee the production, distribution, and quality of delegate handbooks.
5.12.10 Is responsible for scheduling and conducting regular meetings with the YMWHO
Planning Committee to organize and complete conference preparations.
5.12.11Is responsible for ensuring YMWHO Planning Committee tasks are completed according
to the schedule set, in concert, by the Members of the Executive Committee.
5.12.12 Is responsible for corresponding with external delegates and delegations participating in
the Conference.
[Adapted from the York Model United National Constitution]
ARTICLE 6 DUTIES AND DISMISSAL OF ASSOCIATES
6.1
All Associates shall:
6.1.1 Participate to the best of their ability.
6.1.2 Fulfill all tasks delegated by their respective Vice President.
6.1.3 Execute class talks to promote UPSC events.
6.1.4 Meet regularly with their respective Vice President.
6.1.5 Table no fewer than 4 hours per month.
6.1.6 Associate positions are as follows:
a)
Director, Social Promotion
b)
Director, Events
c)
Director, Internal Funding
d)
Director, External Funding
e)
Director, Conferences
f)
Director, Internships
g)
Director, Media
h)
Director, Videocast
i)
Editor (x2)

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6.2
6.2.1
6.2.2

Director, Social Promotion

Shall fall under the supervision of Vice President, Student Life (Article 5.4).
Shall organize and execute regular social events including: pub nights, and coffee nights.

6.3
Director, Events
6.3.1 Shall fall under the supervision of Vice President, Student Life (Article 5.4).
6.3.2 Shall coordinate events and programming as directed by Executive Committee.
6.3.4 Is responsible for proposing new event ideas.
6.3.5 Shall work to build partnerships with other on-campus groups with the intent to
collaborate on events.
6.3.6 Shall be familiar with TUUS, ITC, and other relevant event coordination protocol.
6.4
6.4.1
6.4.2
6.4.3

Director, Internal Funding

Shall fall under the supervision of Vice President, Finance (Article 5.7).
Shall submit all funding requests as directed by Executive Committee
Shall familiarize ones self with funding request procedure of LAPS, SCLD, YFS, and
Department of Political Science.

6.5
6.5.1
6.5.2

Director, External Funding

Shall fall under the supervision of Vice President, Finance (Article 5.7).
Shall actively seek funding and sponsorship from off-campus institutions as directed by
Executive Committee.

6.6
6.6.1
6.6.2

Director, Conferences
Shall fall under the supervision of Vice President, Academics (Article 5.5).
Shall coordinate the UPSC delegation to all conference including, but not limited to,
CPSSA Conference, and IAPSS Conference.
6.6.3 Shall keep up-to-date on all Conference both on and off campus, and seek to promote
them to UPSC whenever relevant.
6.6.4 Shall take leading role in coordinating the Annual Spring Political Science Conference.
6.7
6.7.1
6.7.2
6.7.3
6.7.4

Director, Internships
Shall fall under the supervision of Vice President, Academics (Article 5.5).
Shall compile a database of all available relevant internships.
Shall coordinate internship fair with Career Centre.
Shall seek out new internship opportunities for UPSC and its members.

6.8
6.8.1
6.8.2

Director, Media
Shall fall under the supervision of Vice President, Communications (Article 5.6).
Shall be responsible for the maintenance and utilization of UPSCs website, Facebook
page, twitter account, list-serv, and all other online and new media style mediums.
6.8.3 Shall work to showcase the prestige of the Department of Political Science, York
University, and UPSC.
6.9
6.9.1

Director, Videocast
Shall fall under the supervision of Vice President, Communications (Article 5.6).

11

6.9.2
6.9.3

Is responsible for researching and coordinating interviews with Professors.

Shall use the Videocast to increase the prestige of UPSC, the Department of Political
Science, and York University.
6.9.4 Is responsible for coordinating all ITC requirement for Videocast.
6.9.5 Is responsible for effective editing of Videocast.
6.10 Editor
6.10.1 Shall fall under the supervision of Editor-in-Chief (Article 5.9).
6.10.2 Shall aid the EIC in the publication of HPS Journal.
6.11 Dismissal of Associates
6.11.1 Associates may be removed for the following reasons:
a)
Mishandling of duties as prescribed by Article 6
b)
Lack of attendance
c)
Acting in conflict with the Constitution
d)
Conflict of interest
6.11.2 Dismissal without prejudice procedures against an Associate may be initiated one of two
ways:
a)
The Vice President of the Associate in question, with support of the President,
may begin the dismissal procedures for any of the reasons prescribed under
section 6.11.1.
b)
The Executive Committee, by a majority vote on a motion presented by any
Officer of the committee, may begin the dismissal procedures against an
Associate for reasons prescribed under section 6.11.1.
6.11.3
In order to dismiss an Associate with prejudice the President must consult with,
and receive unanimous support of, both the Undergraduate Program Director and
the Master of McLaughlin College.
6.12 Recruitment of Associates
6.12.1 Within one month of the election of the Executive Committee the President, and Senior
Vice President shall begin an open-recruitment of Associates.
6.12.2 A call for CVs shall occur, and be heavily promoted for no fewer than 5 days.
6.12.3 All candidates shall complete an application for which will be held in the UPSC office.
6.12.4 The Executive Committee shall commit a meeting to reviewing all CVs and application
forms submitted to date.
6.12.5 The Executive Committee shall make the greatest effort in responding to all applications,
scheduling interviews with those deemed most qualified for desired Associate Position.
6.12.6 No fewer than two Executives will be present at all interviews, and each Executive is
responsible for making their own notes.
6.12.7 An Executive Committee meeting will be required to review interview findings, and
select the most suitable candidate.
ARTICLE 7 FINANCIAL POWERS OF THE EXECUTIVE COMMITTEE
7.1
All budgetary items must be discussed with the entire executive committee.

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7.2
7.3
7.4

All financial matters exceeding 100 dollars must be voted on by the Executive
Committee and must meet executive quorum.
All financial matters 100 dollars or less only need the consent of the President.
The President must receive copies of monthly bank statements and make them available
to all Executive officers upon demand.

ARTICLE 8 CONFLICT OF INTEREST

8.1
A conflict of interest arises when a current member of Council has or could be seen to
have an opportunity to use the authority, knowledge, or influence derived from his or her
position to benefit improperly the member or another person. Such situations include, but
are not limited to, the following:
a)
Having personal financial dealings with an individual company whose
business with Council involves the members sphere or responsibility;
b)
Executives cannot directly influence the election process of candidates for,
and not limited to, personal or political reasons.
8.2
A member having an actual or potential conflict of interest with respect to a matter before
Council shall forthwith disclose it to Council and shall refrain from participating in the
discussion of the matter other than to answer questions from other members of Council,
and shall refrain from voting on the matter.
8.3
On hearing of a potential conflict of interest, the Presiding Officer (President or Vice
President) shall either determine that no conflict of interest exists or will exist, or find
that a conflict of interest exists or will exist or find that a conflict of interest exists and
reach an agreement with the members involved by which that conflict can be removed or
avoided.
8.4
Where an Executive accepts a fee, gift, or personal benefit that is connected directly or
indirectly with the performance of the Executive duties of office, the Member shall, at the
next meeting of Council, disclose this information, and indicate the nature of the fee, gift,
or benefit, as well its source, and the circumstances under which it was given and
accepted.
8.5
A member who has reasonable and probable grounds to believe another Member is in
contravention of this Article may by application in writing setting out the grounds for the
belief and the nature of the contravention alleged request that the President or Vice
President seek an opinion from the Undergraduate Program Director or the Master of
McLaughlin College.
8.6
Failure to disclose a potential conflict of interest constitutes grounds for disciplinary
procedures.
ARTICLE 9 IMPEACHMENT PROCEDURES
9.1
Grounds for impeachment:
9.1.1 Any Executive Members who misses any three regular meetings, in either the Fall session
or the Winter session, of Council without a reasonable and unavoidable cause.
9.1.2 Any Executive Member who is habitually late for meetings of Council, consistently
misses office hours, or consistently fails to perform his/her duties.

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9.1.3 Any member of Council who is deemed by Council to create a disturbance, fail to abide
by motions, procedure or rulings of Council.
9.1.4 Any member who is censured or suspended more than once shall immediately be
considered for impeachment.
9.1.5 Misappropriation of funds.
9.1.6 Mishandling of duties as described by Article 5 or Article 8.
9.1.7 Acting against the constitution.
9.1.8 Excess outside workload negatively affecting performance.
9.2
Any two Executives may petition the Executive Committee to begin the procedure of
impeachment against an Officer of the Executive Committee for any of the reasons noted
on section 9.1.
9.3
Said petition, mentioned in section 9.2, shall be directed to all members of the Executive
Committee. The member regarding whom the petition is concerned shall be entitled to
receive the copy of the original petition signed by the President as confirmation that it has
been seen, and that there are carbon copies of the original.
9.4
Upon receipt of said petition, the Executive Committee shall immediately call a full
meeting of Council to be held as soon as possible and all Associates and Councillors shall
be duly notified.
9.5
Where there is a council quorum, the person(s) making the allegation may call witness,
and the accused Officer has the right to respond to allegations in like manner. Following
the presentation, council will debate the issue before casting a vote.
9.6
A Council voting quorum, after the presentations mentioned in section 9.5, is required to
remove an Officer of the Executive Committee from office.
9.7
In the event of the registration or impeachment of an elected Officer, temporary
appointments may be made by the Executive Committee for a period not to exceed sixty
days, at which time a by-election must be called, unless the appointment occurs within
sixty days of the Annual General Meeting.
9.8
Prior to any impeachment, the individual in question will have reasonable time to plead
their case before the Council. Any violations of this may be appealed to SC&LD.
ARTICLE 10 DUTIES AND POWERS OF THE COUNCIL
10.1 Council is the ultimate deciding body of the UPSC and all its decisions are final and
binding.
10.2 The articles of this constitution set out Councils powers.
ARTICLE 11 MEETINGS OF COUNCIL AND ITS PROCEDURES
11.1 All meetings of council will conform to Roberts Rules of Order.
11.2 If sections of this constitution and Roberts Rules of Order are in conflict, this
constitution will take precedence.
11.3 Council quorum defines the attendance for meetings in both the executive and the council
meetings as a whole. Quorum is reached when there is a majority of voting Executives
present at a meeting (4).
11.4 The UPSC President, who presides over meetings, does not cast a vote, except to break a
tie.
11.5 The Secretary, with the help of the President, has the responsibility of preparing and
circulating the agenda for the meeting ahead of time.
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11.6

11.7

At least 7 full days notice of said regular meetings of council must be provided. This
notice is to be widely distributed by any means necessary, including but not limited to:
email, telephone, notices on the office door and notices in the campus newspapers.
The UPSC Executive Committee may call emergency or other meetings of council with
less notice.

ARTICLE 12 DUTIES AND REMOVAL OF COUNCILLORS

12.1 The Duties of a Councillor are as follows:
12.1.1 Councillors are expected to attend all meetings that are not for the executive members
only.
12.1.2 Councillors are expected to participate and help in the organizing of events and activities.
12.2 Dismissal of Councillors
12.2.1 Councillors may be removed for the following reasons:
a)
Mishandling of duties as prescribed by Article 6
b)
Lack of attendance
c)
Acting in conflict with the constitution
d)
Conflict of interest
12.2.2 Dismissal without prejudice procedures against an Associate may be initiated one of two
ways:
a)
The Senior Vice President, with support of the President, may begin the dismissal
procedures for any of the reasons prescribed under section 12.2.1.
b)
The Executive Committee, by a majority vote on a motion presented by any
Officer of the committee, may begin the dismissal procedures against an
Associate for reasons prescribed under section 12.2.1.
12.2.3
In order to dismiss a Councillor with prejudice the President must consult with,
and receive unanimous support of, both the Undergraduate Program Director and
the Master of McLaughlin College.

TITLE III ELECTION

ARTICLE 14 ELECTION PROCESS FOR EXECUTIVE OFFICERS
14.1 Nomination Period:
14.1.1 Members who wish to run for Executive Position must nominate themselves or be
nominated by another member of Council by the second Monday of February.
14.1.2 Nominees are responsible for submitting a letter of Proposal as well speech at Election
meeting.
14.1.3 For Executive or general election, a nomination period of not less than five regular school
days is allowed for each position.

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14.2
14.2.1
14.2.2
14.2.3

Eligibility to Vote:
Members wishing to vote in UPSC Election must be current York University students.
Must be a member of Council and be present at the Election.
Must provide Full Name, York Email, Student ID, Phone Number, Program of Study,
Year of Study to vote.
14.2.4 Members have one vote per nominee.
14.2.5 If a member is not able to make the election meeting he or she may submit an advance
vote, including information detailed in section 14.2.3 on the day of election to the C.R.O.,
who shall keep this information confidential.
14.3 Campaign Period:
14.3.1 The campaign period will begin two hours after the close of the nomination period and
shall end at 11:00pm on the Fourth Monday of March.
14.3.2 A candidate will not be permitted to spend in excess of $20 in the campaign, and must
submit all receipts to the C.R.O.
14.3.3 Any public online campaigning is strictly prohibited.
14.3.4 Candidates are not to poster publically.
14.3.5 Campaign material will be distributed on UPSC mailing list to membership.
14.3.6 It is the responsibility of the candidate to ensure their respective material has been sent
to upsc@yorku.ca for circulation to council body.
14.3.7 It is the responsibility of the candidate to address any questions or concerns about the
campaign materials or campaign procedure with the President before taking any steps.
14.3.8 Campaign material cannot be offensive.
14.3.9 Any concerns about violations to campaign procedures of candidates should be sent
to upsc@yorku.ca in writing within 48 hours of the suspect violation.
14.4
14.4.1
14.4.2
14.4.2
14.4.3
14.4.4

Election Rules and Procedures:

Candidates must propose a platform and proposal of position.
Each candidate shall be allotted a time slot to address voting members on Election day.
A question period will be followed after speeches.
UPSC Executives must be neutral agents during the election period.
Voting shall take place using a secret ballot whereby members elect Councillors by
majority vote.
14.4.5 Each voter will receive one ballot for each position outlining the names of each
candidate.
14.5
Eligibility to Run for Elected Office:
14.5.1 Candidates must be a UPSC active member within 8 months a priori to the
Announcement of the Election.
14.5.2 Candidates must be current students and enrolled in courses with the Political Science
Department as of the Fall session.
14.5.3 The Executive will define active membership prior to the announcement of the
elections.
14.5.4 Active Membership would ordinarily be described as participation in a minimum of one
event, but is up to discretion of the C.R.O.

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14.6
Chief Returning Officer, C.R.O.:
14.6.1 The C.R.O. shall act in an impartial manner in every respect concerning an election to
Council.
14.6.2 The C.R.O shall in no way support any candidate, except when exercising the right to
vote.
14.6.3 The C.R.O shall be responsible for informing all candidates of their rights and
responsibilities concerning election conduct as provided for in the Constitution.
14.6.4 The C.R.O may make any interim decisions, rulings or orders deemed appropriate, fair
and just, provided such decisions, rulings or orders do not conflict with the Constitution,
or instructions by Council.
14.6.5 The C.R.O shall ensure that nomination and election information is complete and widely
publicized.
14.6.6 The C.R.O shall ensure that a complete list of candidates, as well those acclaimed, is
posted immediately following the close of nomination period.
14.6.7 The C.R.O along with Council shall organize, advertise, promote and chair at least one
All Candidates Meeting for the purpose of allowing both candidates, and acclaimed
candidates to make speeches and present platforms to the electorate, and allow the
electorate the opportunity to direct questions to the candidates.
14.6.8 The C.R.O shall prepare the ballots for each election.
14.6.9 If a member is not available to attend the election meeting, he or she may make an
advance vote and send it to the C.R.O.
14.7 Any eligible political science student who has completed the nomination form and
handed it in by the deadline shall be considered nominated for the UPSC Executive
position that said person has chosen.
14.8 During the election period all nominees shall be given a chance to address the electors at
no less than one all candidates meeting. Rules of the meeting shall be determined at the
time by the Executive Committee.
14.9 Results shall be announced by the CRO and confirmed by the two non-running
Executives, who will be acting as Deputy Returning Officers.
14.10 All newly elected officers will take office on April 1st of the year and end March 30th of
the following year.
14.11 Following the election of the executive officers, one meeting of the new council shall be
convened during the month of April, to hold internal elections regarding any
departmental council positions.
14.12 CRO shall be a student at York University and may be a student affiliated with UPSC.
ARTICLE 15 ELECTION RULES FOR EXECUTIVE OFFICERS AND
EMERGENCY ELECTIONS
15.1 In the case of an election, all parties shall be given the chance to address council before a
vote is cast. The President, with the approval of council, decides the time allotted to
speeches for elections to keep within time constraints.
15.2 In the event that an emergency election is required to fulfill executive positions after the
beginning of the academic year, all rules pursuant to Articles 14 and 15 must be adhered
to with the exception of the election period. In said situation, the nomination forms to

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voting day must be less or no longer than 7 days, 5 of which must be business days. The
election must take place on the 8th or 9th day.
TITLE IV SUB COMMITTEES
ARTICLE 16 HISTORY AND POLITICAL SCIENCE JOURNAL
16.1 Every year, there shall be a mandated Journal published by the UPSC, which will allow
undergraduate students to submit an essay style paper regarding any topic, and approved
by the Editor-in-Chief.
16.2 An undergraduate Journal Editor-in-Chief will be elected by Council and responsible to
coordinate the Journal.
16.3 The Journal shall be environmentally friendly and conform to the following guidelines:
a)
Publish an online version of the journal on the UPSC website.
b)
Make a public announcement during the launching party to publicize the Journal.
c)
Advertised on McLaughlin MacMedia Magazine as well Excalibur newspaper.
d)
Work close with the Department of Political Science in publishing the Journal.
ARTICLE 17 CONFERENCE COMMITTEE
17.1 For the effective planning and execution of the Annual Spring Political Science
Conference a Conference Committee will be formed.
17.2 Unless the Executive Committee decides otherwise, the Director, Conference shall Chair
the Conference Committee.
17.3 The Chair of the Conference Committee shall recruit Councillors to aid her/him in the
accomplishments of their duties.
17.4 The Chair of the Conference Committee shall submit an action plan to the Executive
Committee within one month of their recruitment.
TITLE V AMENDMENTS
ARTICLE 17 AMENDING THE UPSC CONSTITUTION
17.1 All Amendments must occur between the months of January and May.
17.2 Amendments to the Constitution must meet Executive Quorum.
17.3 All amendments must be accompanied by the original constitution and written
justification for said amendment.
17.4 In the event that an amendment is passed, but an executive officer is against it, they are
permitted to resign.
17.5 All major amendment shall be detailed under section 17.6 and are to include the
amendment and the justification.
17.6 All major amendments are as follows:
1st) Election Date: The date of the Executive Election period (Article 14) is moved from
the end of March to the end of February. This amendment is made for the sake of
provided the Executive elect more time to establish a cohesive Executive Committee and
mission prior to the summer term.

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2nd) Dismissal Procedures: The dismissal procedure of Associates (Article 6.11) and
Councillors (Article 12.2) is simplified by removing standard impeachment procedures
from positions that are not elected. This amendment is made for the sake of expediency
and efficiency.
3rd) Associate Positions: Associate positions (Article 6) are constitutionally formalized.
The creation of formalized Associate positions is for the sake fulfill several needs,
including: creations of institutional knowledge, embedding leadership development, and
relieving the burden from Executives (while allowing greater innovation).

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