Double Degree Club Constitution

Revision: August 15, 2014

Section 1: Name

The name of this club will be the "University of Waterloo and Wilfrid Laurier University Double Degree Club" and shall henceforth be referred to as the DDC.

Section 2: Mandate

The mandate of the DDC is to help provide Double Degree students with academic and social activities as well as help further develop the program's reputation with businesses and potential co-op employers. The DDC strives to further enrich the academic experience of Double Degree students.

Section 2.1: Affiliations

The DDC maintains active affiliations with the following organizations:

  1. The University of Waterloo Mathematics Society
  2. The Wilfrid Laurier University Student's Union

Section 3: Membership

  1. Membership to the DDC shall be open to all undergraduate students at the University of Waterloo and Wilfrid Laurier University, and shall be restricted to them as well.
  2. Membership shall commence upon paying the membership fee, set initially by the executive officers of the DDC and then decided by a membership vote for subsequent terms. These membership fees will go towards those items listed in Article 6. The membership shall be terminated at the end of each academic term, unless a member actively requests for their membership to be renewed onto the following term (and if such a member continues to be eligible for membership and pays their fee). Membership is subject to termination by the executive officers of the DDC.
  3. Membership fees will include a membership card, which will indicate the name of the organization, the name of the member, the membership number and the term for which the membership is valid. This will allow the DDC to keep a database of all its members and allow the DDC to easily inform its members about any events or meetings scheduled.
  4. Membership entitles all members of the DDC voting rights in all regular meetings and elections. It also entitles members to participate in all DDC functions and events and allows members to hold Executive Council positions.
  5. Membership fees are $0 for University of Waterloo Mathematics students and for all Wilfrid Laurier University students. Membership fees are $2 for all other students.

Section 4: Executive Officers

This club shall be run and administered by the following executive officers:

  1. President
  2. Vice-President of University of Waterloo Affairs
  3. Vice-President of Wilfrid Laurier University Affairs
  4. Director of Finance and Internal Affairs
  5. Director of Marketing and External Affairs
  6. University of Waterloo First Year Representative
  7. Wilfrid Laurier University First Year Representative
  8. Webmaster
  9. Chief Returning Officers (Max 3, Min 0)

Section 4.1: Duties

The primary duty of the executive officers is the upholding of this constitution.

  1. The duties of the President include:
    1. Overseeing the activities of the DDC and ensuring that the organization runs with the intention of fulfilling its mandate
    2. Calling and presiding over all general meetings of the DDC, including one held during the first fourteen days of the new executive's appointment
    3. Appointing a Chief Returning Officer who will be solely responsible for administering the election in the next term. The Chief Returning Officer will not be eligible for a position on the executive in the term in which he or she is administering the election of the executive. Anyone appointed as the Chief Returning Officer has the right to decline the position
    4. Working with the Vice-Presidents to manage club affairs and hiring the Directors during the first fourteen days of the new executive's appointment
    5. Building academic relationships with faculty members at the University of Waterloo and Wilfrid Laurier University, and organizing any academic events as required
    6. Leading the annual mentorship program for incoming students
  2. The duties of the Vice-President of University of Waterloo Affairs include:
    1. Managing the DDC's operations at the University of Waterloo
    2. Liaisoning with faculty and other student bodies at the University of Waterloo
    3. Regularly, the Vice-President of University of Waterloo Affairs would serve as a Double Degree Council Representative at the University of Waterloo Mathematics Society
    4. Working with the President and other Vice-President to hire the Directors during the first fourteen days of the new executive's appointment
  3. The duties of the Vice-President of Wilfrid Laurier University Affairs include:
    1. Managing the DDC's operations at the Wilfrid Laurier University
    2. Liaisoning with faculty and other student bodies at Wilfrid Laurier University
    3. Working with the President and other Vice-President to hire the Directors during the first fourteen days of the new executive's appointment
  4. The Director of Finance and Internal Affairs is responsible for:
    1. Collecting membership fees and keeping a detailed database of DDC members
    2. Keeping an up-to-date record of all the transactions made and the purpose of all expenditures
    3. Maintaining detailed financial records and handing club reimbursements
    4. Constructing a budget to be approved by Mathsoc and SBESS, and adhered to by the club for the term
    5. Recording minutes at all DDC Executive meetings and providing administrative support as required
  5. The Director of Marketing and External Affairs is responsible for:
    1. Establishing relations with businesses whose support might be beneficial to Double Degree students, including and not limited to sponsorships and membership discounts.
    2. Coordinating all activities relating to website design and administration with the web designer.
    3. Promotion of events to club members.
  6. The University of Waterloo First Year Representative and, The Wilfrid Laurier University First Year Representative are responsible for:
    1. Representing the interests of the first year students enrolled at their respective institutions at meetings of the Executives.
    2. Ensuring that all of their constituents are fully informed with regards to Club initiatives and activities.
  7. The Webmaster is responsible for:
    1. Updating, maintaining and constructing the club's website promptly for communications and promotions purposes.
  8. The Chief Returning Officer is responsible for:
    1. Ensuring that DDC Elections run each term in accordance with all procedures outlined in this document
    2. Holding referendums for constitutional amendments
    3. Maintaining relations with faculty at both universities to lobby interests of the Double Degree Club
    4. Orienting club executives at the beginning of each term as to responsibilities, ongoing duties, and continuing club initiatives

Section 4.2: Selection and Hierarchy of Executive Officers

The following positions on the DDC Executive shall be elected through a democratic process open to all current Double Degree students:

  1. President
  2. Vice-President of University of Waterloo Affairs
  3. Vice-President of Wilfrid Laurier University Affairs

The Chief Returning Officer is responsible for holding elections for each term. Any person eligible for DDC membership may make themselves eligible for election. The Chief Returning Officer must publicize notice of an election, including information about how to declare one's candidacy for a position, a minimum of five days before the election is to take place.

The following positions shall be hired by the aforementioned executives, and will report directly to the President of the DDC:

  1. Director of Finance and Internal Affairs
  2. Director of Marketing and External Affairs

The Chief Returning Officer shall solicit applications for these positions during the election process. The hiring decision shall be made by the President and Vice Presidents during the first fourteen days of the term. The term of any Director's position is to be decided by the President.

The following positions shall be elected through a democratic process open only to first-year Double Degree students:

  1. University of Waterloo First Year Representative
  2. Wilfrid Laurier University First Year Representative

There will be no First Year Representative during a Spring term.

The following position is to be hired for by the President and Vice-Presidents, and will report directly to the President:

  1. Webmaster

This position will be held until the candidate resigns or at a length determined by the President.

The following position shall be hired for by the President when a current Chief Returning Officer has stepped down or when a Chief Returning Officer has been voted out by at least two-thirds of the current executive team:

  1. Chief Returning Officers (Max 3, Min 0)

Section 4.3: Executive Restrictions

The following Executive positions are mutually exclusive: 1, 2, 3, 4, 5, 6, 7

Position 8 (Webmaster) may be held along with any other position

Position 9 (Chief Returning Officer) may be held along with any other position. Position 9 (Chief Returning Officer) can only be appointed to an executive who has completed a minimum of one full term as a club executive.

Only members in their 1A 1B term can only run for First Year Representative position representing their home university.

Members in their 2A, 2B, 3A, 3B, 4A, 4B, 5A or 5B can run for any position on executive council, excluding First Year Representatives.

Section 4.4: Elections Procedure

The Chief Returning Officer is responsible for holding elections for Positions 1, 2, 3 and soliciting applications for Positions 4, 5. Elections for Positions 6, 7 will be held during Fall and Winter terms only, and these positions will be vacant during the Spring term.

Elections must be publicized to the general Double Degree public, and candidates must have a period of at least 3 days in which to declare their candidacy. The Chief Returning Officer is responsible for ensuring that all votes cast are only cast by eligible electors (current Double Degree students, minus the Chief Returning Officer).

Elections for Fall-term positions 1, 2, 3 should be held prior to the first day of classes. Elections for positions 6, 7 should be held during the first week of classes.

Elections for Winter-term positions 1, 2, 3, 6, 7 should be held prior to the first day of classes, or during the first week of the term.

Elections for Spring-term positions 1, 2, 3 should be held prior to the first day of classes, or during the first week of the term.

The tenure of the previous term's executive ends as soon as the Chief Returning Officer announces the results of an election.

Each position on the DDC Executive must be held by one person. The Chief Returning Officer is not eligible to vote in elections, except to break a tie.

Section 5: Executive Council

The Executive Council shall consist of the Executive Officers and the Faculty Advisor(s). The Executive Council has the power to take actions and make decisions on behalf of DDC members, with the interests of the DDC at heart. DDC members, however, may overturn a decision made by the Executive Council through a vote at a general meeting of DDC members. Such a vote requires 2/3 of the vote to pass. If the membership of the DDC agrees that the Executive Council has been abusing its decision-making power, with a 2/3 majority vote, any or all members of the Executive Council may be removed from the council. At such a general meeting, replacement Executive Officers shall be elected by the DDC members. Thus, if such a vote is to occur, DDC members must be informed of the vote prior to the meeting so that they can be present to vote if they choose to do so.

Section 6: Allocation of Funds

It is recommended DDC funds be allocated to the following items:

  1. DDC academic events.
  2. DDC social events.
  3. Bringing in speakers to address the DDC.
  4. Developing a DDC library.
  5. Expenditures brought forth by DDC members and decided under a vote by DDC members.
  6. Emergency expenditures the DDC believes are crucial to its existence.

It is the responsibility of the Director of Finance and Internal Affairs to ensure that funds provided by any body at the University of Waterloo be used to provide the above services to University of Waterloo students only. It is the responsibility of the Director of Finance and Internal Affairs to ensure that funds provided by any body at Wilfrid Laurier University be used to provide the above services to Wilfrid Laurier University students only.

Section 7: Ammendments

Amendments to this document may be made following a democratic vote open to all DDC members. This vote may only take place at a general meeting. In order for an amendment to pass, it must receive a minimum of 75% support.

Section 8: Committees

Committees may be created and dissolved by the Executive Council. The duties of any such committee will be determined by the Executive Council.

Section 9: Dissolution

In the event of the dissolution of the club, all assets of the club shall be transferred to the Mathematics Society of the University of Waterloo or the Wilfrid Laurier University School of Business and Economics Students' Society, based upon the source of their original funding. Assets purchased with membership fees will be transferred to either of the above bodies based on their relevance to each body, as decided by the Executive Council.