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AMS Assembly

September 12th 2013

Robert Sutherland Hall Room 202

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Agenda

1. Approval of Agenda of the meeting of September 12th 2013 [Motion 1]

2. Approval of Minutes of the meeting of April 4th, 2013 [Motion 2]

3. Speaker’s Business

4. Guest Speaker

5. President’s Report - President Eril Berkok

6. Vice President’s Report

a. Operations - Vice-President Nicola Plummer

b. University Affairs - Vice-President Thomas Pritchard

7. Board of Director’s Report - Chairman Rico Garcia

8. Student Senator’s Report - Senator Isabelle Duchaine

9. Rector’s Report - Rector Nicholas Francis

10. Student Trustee’s Report - Undergraduate Trustee Andrew Aulthouse

11. Statements by Members

12. Question Period

13. Business Arising from the Minutes

a. That AMS Assembly approve the second reading of the amendment to the AMS

Constitution, Section 19: Transition, as seen in Appendix A: Lost in Transition. [Motion 3]

b. That AMS Assembly approve the second reading of the amendment to the AMS

Constitution, Section 2: The Society and Executive of the Society, as seen in Appendix B: No

More Years. [Motion 4]

c. That AMS Assembly approves the second reading of the amendment to the AMS

Constitution Section 10.02.02, as seen in Appendix C: NAD. [Motion 5]

d. That AMS Assembly approve amendments to Policy Manual 1 Section 8, Part B: AMS Space

Designation and Part C: Club Space Allocation, as seen in Appendix D: Space Is Neat.

[Motion 6]

e. That AMS Assembly approve the removal of policy Manual 2, Section 8: Bus-It Working

Group, as seen in Appendix E:Bus-It. [Motion 7]

f. That AMS Assembly approve the creation of Policy Manual 2 Section 9: Undergraduate

Student Trustee, as seen in Appendix F: Trust. [Motion 8]

g. That AMS Assembly approve amendments to Policy Manual 1, Section 2 Part A: Assembly

Policy, as seen in Appendix G: Assembly Votes. [Motion 9]

14. New Business

a. That AMS Assembly reaffirm the ratification of Jacob Trenholm as the Marketing Officer for

the 2013-2014 year. [Motion 10]

b. That AMS Assembly reaffirm the creation of the position of Kingston Opportunities Officer

under the Municipal Affairs Commission, as seen in Appendix H: Kingston Opportunities

Officer. [Motion 11]

c. That AMS Assembly reaffirm the amendments to AMS Policy Manual 3 Section 9 Part D as

seen in Appendix I: Sustainability Action Fund [Motion 12]

d. That AMS Assembly reaffirm the creation of the position of Clubs Street Initiative Chair and

Committee Member, as seen in Appendix J: CSI [Motion 13]

e. That AMS Assembly approve amendments to the AMS Hiring Policy and Procedures

Manual as seen in Appendix K: AMS Hiring Amendments [Motion 14]

f. That AMS Assembly approve amendments to the Employee Policy and Procedures Manual

as seen in Appendix L: AMS Employee Amendments [Motion 15]

g. That AMS Assembly ratify Christopher Parker to the position of Chief Returning Officer for

the 2013-2014 year. [Motion 16]

h. That AMS Assembly ratify Eddie Burroughs to the position of Judicial Affairs Deputy for the

2013-2014 year. [Motion 17]

i. That AMS Assembly ratify Kristen John to the position of Judicial Affairs Deputy for the

2013-2014 year. [Motion 18]

j. That AMS Assembly ratify Claire Cathro to the position of Judicial Affairs Deputy for the

2013-2014 year. [Motion 19]

k. That AMS Assembly ratify Alexandra Jockwig-Welsh to the position of Judicial Affairs

Deputy for the 2013-2014 year. [Motion 20]

l. That AMS Assembly ratify Deng Pan to the position of Judicial Affairs Clerk for the 2013-

2014 year. [Motion 21]

m. That AMS Assembly appoint ______ and ______ to serve as AMS representatives to the SLC

Council 2013-2014. [Motion 22]

n. That AMS Assembly approve the creation of the position of Recruitment Committee

Member under the Human Resources Office, as seen in Appendix M: Recruitment

Committee. [Motion 23]

o. That AMS Assembly approve the first reading of the amendments to Section 5.06 of the AMS

Constitution, as seen in Appendix N: Shaking it up [Motion 24]

p. That AMS Assembly approve the goal plan of the Municipal Affairs Commission for 2013-

2014, as seen on the Assembly Dropbox. [Motion 25]

q. That AMS Assembly approve the goal plan of the Academic Affairs Commission for 2013-


r. That AMS Assembly approve the goal plan of the Social Issues Commission for 2013-2014, as

seen on the Assembly Dropbox. [Motion 27]

s. That AMS Assembly approve the goal plan of the Campus Activities Commission for 2013-


t. That AMS Assembly approve the goal plan of the Commission of Internal Affairs for 2013-


u. That AMS Assembly approve the goal plan of the Commission of Environment &

Sustainability for 2013-2014, as seen on the Assembly Dropbox. [Motion 30]

v. That AMS Assembly approve the creation of an ad hoc Assembly committee to review the

results of the FIPPA Request filed by the ASUS Executive for Queen's Event Services.

[Motion 31]

15. Discussion Period

a. Volunteer Positions for AMS Assembly

AMS Assembly

Thursday, April 4th, 2013

Wallace Hall, JDUC

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Motion Sheet

1. Moved by: Kristen Olver

Seconded by: Thomas Pritchard

That AMS Assembly approve the agenda for the Assembly meeting of September 12th, 2013.



That AMS Assembly approve the minutes for the Assembly meeting of April 4th, 2013.

3. Moved by: Eril Berkok


That AMS Assembly approve the second reading of the amendment to the AMS Constitution, Section 19:

Transition, as seen in Appendix A: Lost In Transition.



That AMS Assembly approve the second reading of the amendment to the AMS Constitution, Section 2:

The Society and Executive of the Society, as seen in Appendix B: No More Years.



That AMS Assembly approves the second reading of the amendment to the AMS Constitution Section

10.02.02, as seen in Appendix C: NAD.

6. Moved by: Derrick Dodgson

Seconded by: Mira Dineen

That AMS Assembly approve amendments to Policy Manual 1 Section 8, Part B: AMS Space

Designation and Part C: Club Space Allocation, as seen in Appendix D: Space Is Neat.

7. Moved by: Nicola Plummer

Seconded by: Kristen Olver

That AMS Assembly approve the removal of policy Manual 2, Section 8: Bus-It Working Group, as seen

in Appendix E:Bus-It.

8. Moved by: Lauren Long

Seconded by: Mira Dineen

That AMS Assembly approve the creation of Policy Manual 2 Section 9: Undergraduate Student Trustee,

as seen in Appendix F: Trust.

9. Moved by: Alex Marshall


That AMS Assembly approve amendments to Policy Manual 1, Section 2 Part A: Assembly Policy, as

seen in Appendix G: Assembly Votes.


Seconded by: Nicola Plummer

That AMS Assembly ratify Jacob Trenholm as the Marketing Officer for the 2013-2014 year.


Seconded by: Catherine Wright

That AMS Assembly reaffirm the creation of the position of Kingston Opportunities Officer under the

Municipal Affairs Commission, as seen in Appendix H.



That AMS Assembly reaffirm the amendments to AMS Policy Manual 3 Section 9 Part D as seen in

Appendix I: Sustainability Action Fund.



That AMS Assembly reaffirm the creation of the Clubs Street Initiative Chair and Committee Member, as

seen in Appendix J: CSI.

14. Moved by: Theresa Hillis


That AMS Assembly approve amendments to the AMS Hiring Policy and Procedures Manual as seen in

Appendix K: AMS Hiring Amendments.



That AMS Assembly approve amendments to the Employee Policy and Procedures Manual as seen in

Appendix L: AMS Employee Amendments.



That AMS Assembly ratify Christopher Parker to the position of Chief Returning Officer for the 2013-

2014 year.

17. Moved by: Apollonia Karetos


That AMS Assembly ratify Eddie Burroughs to the position of Judicial Affairs Deputy for the 2013-2014

year.



That AMS Assembly ratify Kristen John to the position of Judicial Affairs Deputy for the 2013-2014

year.



That AMS Assembly ratify Claire Cathro to the position of Judicial Affairs Deputy for the 2013-2014

year.



That AMS Assembly ratify Alexandra Jockwig-Welsh to the position of Judicial Affairs Deputy for the

2013-2014 year.



That AMS Assembly ratify Deng Pan to the position of Judicial Affairs Clerk for the 2013-2014 year.



That AMS Assembly appoint _____ and _____ to serve as AMS representatives to the SLC Council

2013-2014.



That AMS Assembly approve the creation of the position of Recruitment Committee Member under the

Human Resources Office, as seen in Appendix M: Recruitment Committee.



That AMS Assembly approve the amendments to Section 5.06 of the AMS Constitution, as seen in

Appendix N: Shaking It Up.

25. Moved by: Catherine Wright


That AMS Assembly approve the goal plan of the Municipal Affairs Commission for 2013-2014, as seen

on the Assembly Dropbox.

26. Moved by: Alison Williams


That AMS Assembly approve the goal plan of the Academic Affairs Commission for 2013-2014, as seen


27. Moved by: Michelle Williams


That AMS Assembly approve the goal plan of the Social Issues Commission for 2013-2014, as seen on the

Assembly Dropbox.

28. Moved by: Gareth Savage


That AMS Assembly approve the goal plan of the Campus Activities Commission for 2013-2014, as seen


Moved by: Kristen Olver


That AMS Assembly approve the goal plan of the Commission of Internal Affairs for 2013-2014, as seen


29. Moved by: Colin Robinson


That AMS Assembly approve the goal plan of the Commission of Environment & Sustainability for

2013-2014, as seen on the Assembly Dropbox.

30. Moved by: Scott Mason

Seconded by: Irfan Tahiri

That AMS Assembly approve the creation of an ad hoc Assembly committee to review the results of the

FIPPA Request filed by the ASUS Executive for Queen’s Event Services.

President’s Report to Assembly

Eril Berkok

September 12th, 2013

[email protected]

Hello members of Assembly,

Hope all has been well and that you are as excited as I am to get knee deep into the fall semester! Here

are some choice updates.

Marketing Office Revamp

This year we have decided to take the Marketing Office in a brand new/old direction. In the past three

years it has focused much of its attention on the AMS visual identity – producing materials for various

departments, setting new standards, etc. In an effort to become a more research driven society, Jacob

(the new Marketing Officer, per Assembly ratification) and I are positioning the office as a market

research department. Over the course of the semester we will be developing a framework through

which the society can do research that will substantiate our advocacy stances and provide our services

with quality, statistical customer feedback. The visual design portfolio will remain but be outsourced to

Yearbook & Design Services and we will continue to ensure the visual brand identity is up to date via

discussions at Board of Directors and other bodies.

OMB Appeal

Over the course of the summer Thomas, Catherine, and I have been working to develop partnerships

with other campus and community organizations in order to ensure the strongest possible appeal at

the lowest possible cost. The Sydenham District Association, which represents residents within the

Sydenham electoral ward, have been working closest with us and our legal counsel to determine how

we can divide costs and efforts to raise awareness and strengthen the appeal. As they are filing a

similar but different appeal to the same by-law, they have been seeking out parties to declare as

participants in their appeal. We have been doing the same and have the Society for Graduate &

Professional Students, the St. Lawrence College Students’ Association, and the Queen’s University

Faculty Association as declared participants in our own appeal. The showing of support for the two

appeals, especially after this Monday’s pre-hearing, has been heartwarming. Traditionally, Queen’s

students and the near-campus residents of Kingston have lacked for opportunities to collaborate, but

this is a shining example of communities coming together for the betterment of everyone.

Homecoming

The Executive and I have been working diligently to ensure that the safety and reputation of Queen’s

students on the Homecoming weekends are a top priority when it comes to their planning and

execution. Over the course of the summer we did have discussions with the administration as to how

student-based programming, particularly involving the interactions between students and alumni,

mailto:[email protected]

could be incorporated in a large-scale manner on both weekends. Though we were on the track to

achieving some success in terms of incorporating that into this year’s Homecoming, it became evident

that the administration would not go forward with these plans until next year.

I have been working with the Marketing and Communications Officers on a communications plan for

the coming month to ensure that students are aware of the context in which Homecoming returns and

how best they can have fun while staying safe. I will update Assembly as we make progress on this

initiative.

MnO Renegotiation

Earlier in the summer, Nicola halted the renegotiation of the management and operations agreement

that governs the operations of the Student Life Centre (JDUC, Queen’s Centre, MacBrown Hall, and the

Grey House). Because of a large amount of turnover within the AMS, we felt that it would be hasty to

proceed with renegotiations being at such a disadvantage for institutional memory. Given that the

agreement has not been properly rethought since the opening of the Queen’s Centre, we felt that it was

time to look into it beyond simple clarifications. I will be educating myself as to the history of the

project and the original intentions as laid out by the AMS, and will be resuming negotiations in mid-

October.

Strategic Enrolment Management Group

This group began meeting in August in order to determine a course of action moving forward for the

development of a long-term enrolment plan. In our last meeting earlier last week, the first draft of a

discussion paper was put forward to the committee for feedback. This discussion paper will be posted

for the benefit of the greater campus community as the group itself moves forward on consultations.

Consultations will begin with town halls from the Senate Committee on Academic Development,

taking place on September 24th and 25th from 6-8pm at a location TBD. It will also be taking place at the

joint Board of Trustees/Senate retreat on October 5th, and then also at University Council on the

weekend of October the 19th. There will be multiple opportunities to comment throughout.

The enrolment of our university is an especially important topic. The number of students that we want

our institution to have determines almost every other factor here, including: student-faculty ratio,

space needs, demand for student support services, and many others. Given its importance, I highly

encourage you to check out the website here: http://www.queensu.ca/provost/enrolmentplanning.html

and to ask me questions as I am the sitting representative on this group.

Campus Master Plan

Started earlier last year, this will be the plan going forward for the next 10-50 years that will determine

the physical shape of our campus. It will be documenting underlying principles and more specific

plans as to how our space needs (of all kinds, not just teaching) will be addressed. Over the past year,

vision, principles, guidelines, and near-term initiatives have been drafted, and a campus community

http://www.queensu.ca/provost/enrolmentplanning.html

open house will be forthcoming sometime in October or November. An actual draft is currently

underway, and a final draft is expected to be passed by the Board of Trustees in February. As I am the

sitting AMS representative on this group, please let me know if you are interested to know more.

Library Counting Application

As was talked about by last year’s Executive, the AMS planned to set up an online application that

displays the number of occupants within Stauffer library. I am pleased to report that the equipment is

installed and the software documentation has been provided to us with which to write the application.

A finalized agreement between the Library and the AMS is nearly sorted out, and the application itself

should be done sometime within the next month or so for everyone’s benefit.

Alumni Council

Also mentioned last year was the restarting of Alumni Council, which is an advisory body to the

Executive comprised of alumni at least 5 years out from the AMS. I have sat down with our

Information Officer and restructured the council to make it a leaner group and to have it co-chaired by

the AMS Honourary President. I am hoping to have those changes coming to the next Assembly along

with a nominee for Honourary President. Once that’s over and done with we will proceed with having

it populated.

Annual Report

This year’s annual report will cover the 2012-2013 year’s activities and will provide an overview of

everything that occurred. Final numbers and statements are forthcoming from the auditing process and

once those are in, the writing process will be underway. Our Communications Officer has begun

already on formatting and preliminary writing and it should be ready well ahead of this term’s

corporate general meeting.

Canada Student Horizons Group

The Canada Student Horizons Group is a shareholding company representing four stakeholder groups:

University of Alberta Students Union, The Alma Mater Society of the University of British Columbia,

the University Students’ Council of University of Western Ontario, and the Alma Mater Society of

Queen’s University. CSHG owns a 24% share in a student travel agency called Travel CUTS, and we

have been receiving royalties from these shares on an annual basis for a number of years. I was elected

President of the organization and we held a meeting earlier in the summer. At this point we are

anticipating a significant sum of funds receivable towards the end of the semester. I will update

Assembly as this matter plays out over the coming months.

Officer Redistribution

Over the course of the summer it was determined that a best fit for the internal organizational structure

was to have all five officers (IT, Human Resources, Marketing, Communications, and Student Centre)

report to the President. Given the positioning of the President and the officers in between the two sides

of the organization (government and corporate) it made sense to place them together for philosophical

congruence and for developing synergies. Additionally, given the nature of the President’s advocacy

and the players involved in the governance of the Student Life Centre, this also made sense. Finally,

this will give an opportunity for the portfolio of the Vice-President Operations to expand back into

duties it used to perform but couldn’t in the past few years.

Cheers to many exciting weeks to come,

Eril Berkok

Vice-President (Operations) Report to Assembly

Nicola Plummer


[email protected]

Welcome home members of Assembly!

I hope each and every one of you had a fantastic summer and are ready for a meaningful and

productive year! The AMS Office was buzzing this summer with fantastic ideas and change, and I am

thrilled to welcome students back to campus. In this week’s report, I will highlight a few of the projects

I worked on in the summer and upcoming issues on my desk.

Goal Planning | This year I worked closely with Annette Paul (AMS Executive Director) and the

Directors to overhaul how we goal plan in each of the services. A new document and methodology was

created and we saw considerable positive feedback from the AMS Board of Directors. I am happy with

the work of the Head Managers and their management teams, and I am very optimistic that our

services will enjoy significant success in the coming year.

Budgeting Process | All of our budgeting for services, offices, and commissions has been completed.

Annette and I are finalizing the drafting of the additional budgets that fit within our consolidation.

This includes: the four restricted funds, General Office, Assembly, etc. I am aiming to have the

Consolidated Budget finished by next week at which point it will be presented to Assembly following

the presentation of last year’s actuals at the Fall Corporate General Meeting. I worked really closely

with Annette to change the way we approach budgeting and clean up some of the practices that had

gone on for the past three years. I am also looking to provide more clarity in my presentations to

Assembly on how the AMS finances work and encourage questions at any time should there be any

confusion. I am committed to providing a transparent and clear approach to the Society’s finances.

Service Changes | As you will have seen, it was a busy summer for the Corporate side of the AMS. I

will highlight a few of the larger changes to the services and allow the Directors to expand further in

their reports. The Common Ground renovated and updated their JDUC location and have reopened it

as The Brew by Common Ground. TAPS went through a rebranding of Alfie’s to The Underground.

Walkhome saw a significant culture change, with a more patron-centric approach from the

management team. P&CC went through a rebranding of their visual identity standards and introduced

a new colour printer for production jobs along with a new photo printer. SMART is now experiencing

its first year on the Corporate side and we will continue to update Assembly on the status of this shift.

QTV went through a rebranding of their visual identity standards and has now developed a more

extensive relationship with Athletics and Recreation. The Queen’s Journal has reduced their print copy

to one issue per week in an attempt to improve their financial situation. YDS overhauled their Agenda,

and apart from an error on the spine, has now introduced one of the most aesthetically pleasing

Agendas to date. This is just the tip of the iceberg in terms of changes to the services, but I will allow

the Directors to further inform members of the Corporation on the status of their services.

Employee Development and Recruitment| I have worked extensively with Theresa Hillis (AMS

Human Resources Officer) to work on employee development projects for AMS full-time staff to


improve health and wellness and work-life balance at the AMS. It has become increasingly apparent

that applications have been down for these full-time positions, and so we are working on a multi-

faceted strategy to make these jobs simultaneously more attractive and more rewarding while still

minimizing costs to students. We are becoming creative with our approach and would love any

feedback!

Health and Dental Plan | This summer I spent a considerable amount of time educating myself on the

Health and Dental Plan and looking at ways where we could further offer value to students. After

becoming more familiar with the plan, it became quite apparent to me that our students have one of the

best options available to them in the country and I am quite proud and reassured that we have

excellent coverage. One of the projects I worked on was raising awareness about the plan and looking

at ways students could become better informed on what the plan can offer them, at which point they

can decide whether to opt-out. A motion was passed at Board of Directors this summer to roll out a

communications plan, so look out for the green studentcare messaging around campus that will ramp

up further in the following year.

Administrative and Payroll Assistant| I worked closely with Annette to recruit and hire for a new

Administrative and Payroll Assistant and we are happy to announce that we have hired Maria Haig,

whose smiling face you can now find at the AMS Front Desk. We spent most of August training her

and ensuring that she is well equipped to answer any general and health and dental questions along

with administering payroll for our 500+ student employees.

Audit | Annette, Lyn Parry (AMS Controller), and Janice Kirkpatrick (AMS Accounting Assistant)

have been working with the auditors from KPMG to complete the audit process. Our audit was

delayed this year due to backlogged accounting work. However, we are confident in its completion this

month as well as the production of the AMS Annual Report before the Fall Corporate General Meeting.

Student Fees /Opt Out | The Opt-Out period has officially begun and is running until September 20th.

We have our internal Opt-Out system functioning perfectly, and studentcare.net/works has our

Health/Dental Opt-Out system live. We have a signed agreement from the Dean of Student Affairs and

the Registrar stating that all student fees from the previous year will be reconciled by October 1st and

90% of this year’s fees will be transferred to us by November 1st.

CFRC & RQU | I have been working closely with both Annette and Devin McDonald (Media Services

Director) to ensure the continued efforts to fulfill our portion of the MOU regarding of the separation

of CFRC from the AMS. We have also been in close communication with the University, specifically the

Office of the Dean of Student Affairs, to ensure that there are no issues on their end as they were in

charge of CFRC before transferring it to the AMS in 2006. There have been a number of challenges due

to extenuating circumstances that make it difficult to execute on the MOU from both parties, but we are

successfully moving towards a completion of the MOU for the April 2014 date.

RFP Process for On-Campus ABMs | In my role as incoming Vice-President (Operations) I sat on a

committee along with reps from Student Affairs, the Engineering Society, the Treasury, and Strategic

Procurement that put together an RFP for on-campus automated bank machines. The final submission

deadline was June 5th and after extensive discussions with the committee and reviewing all

submissions, CIBC was chosen for the contract. It was my role to effectively balance students’ interests

with regard to accessibility and the financial benefit of the ABMs to students. To be expected, it proved

to be a difficult transition period. I am confident that in the coming years CIBC will provide a

considerable benefit to students, especially given the high quality of their student banking plans, which

are unparalleled across the country. I learned a lot about the restrictions placed on us by procurement

law and would be happy to expand on the process should anyone have any questions.

Rethink the Predrink | I worked closely with Justin Reekie (Hospitality and Safety Services Director)

and Stephanie Johnson (The AMS Pub Services Head Manager) to develop an extensive and well-

researched proposal for the Dean of Student Affairs that allows us to sell $2.50 drinks between the

hours of 9-11pm at The Underground. The idea behind the proposal was to combat the increasing

prevalence of predrink culture on campus and in the University District. We firmly believe that by

offering students an inexpensive alternative to drinking in their house, they would opt for the safer

drinking environment provided by Walkhome, Queen’s Student Constables and TAPS Staff. I welcome

any feedback or questions on the proposal and the process we went through to ensure its success.

That’s all from me for now. Please feel free to email/phone/text me or stop by my office should you

have any questions or require any additional information. I look forward to taking questions at

Assembly.

Cha Gheill,

Nicola

Vice-President (University Affairs) Report to Assembly

Thomas Pritchard


[email protected]

Members of Assembly,

Welcome back! I hope you all had fantastic summers and are settling back into your schedules nicely.

We have had an extremely busy summer and I am excited to share some of what we have been up to!

Ontario Municipal Board Appeal

In June, the AMS alongside the Sydenham District Association, and an individual graduate student

filed an appeal with the Ontario Municipal Board in response to the city’s recent decision regarding the

redrawing of electoral district boundaries. Today we attended the pre-hearing at which the procedural

order was determined for the main hearing which is to take place starting on October 21st and will last

approximately 5 days. Groups and individuals were also able to register as a participant today. This

means that although they are not an appellant, they can still speak at the hearing and add evidence.

Thus far we know that the SGPS, the Queen’s University Faculty Association and St. Lawrence College

Student Association, as well as several individuals from the community have registered as participants.

We appreciate the support from our partners, and look forward to resolving this issue as quickly as

possible following the hearing.

Ontario Undergraduate Student Alliance

In May, Allison, Eril and I traveled to the OUSA transition conference in Toronto. At this we learned

about the organization, talked about priorities from previous years and identified where we would be

going moving forward. We also received various types of training and had several guest speakers,

including the Minister of Training, Colleges and Universities. In July, Allison and I attended the OUSA

Strategic Planning Conference. At this we developed our strategic plan for the year and identified

authors for the 6 papers which will be renewed this year. I am currently working as the author of our

Access paper and will work on our Aboriginal Students paper in the Winter. Finally, in June, I was

appointed as one of the two OUSA student reps to the Ontario Centre for Innovation in Campus

Mental Health.

Goal Planning/Budgeting

A significant portion of the summer is devoted to the goal planning and budgeting process. I am very

pleased with everything that has come of this and everyone worked very hard to hit all of their

deadlines. I altered the goal planning process this year in order to make a more workable, reasonable

document. On the budgeting side, we had an added challenge this summer when we had to switch

over to a new accounting system on the government style. We are now using a system called project

accounting which is much more effective, however it meant more budget related tasks for all of the


commissioners. Further, it has caused the budgets to be slightly different from years past, as you will

see at the next assembly.

Hazing Prevention Institute

In June I attended an institute in Kentucky as a guest of the administration. The institute focused on

hazing prevention in a variety of situations. I attended alongside Arig Girgrah from Student Affairs, as

well as two athletes and members of athletics administration. The conference was quite informative

and very interesting. The university has just begun to talk about hazing, and will be forming some sort

of hazing task force for which I will be offered membership. I will keep you all updated as this

progresses.

Student Learning Experience Task Force

SLETF completed our draft report in the early summer which finished off the first phase of the

committees work. We have now re-created subgroups to look at the general recommendations in the

report and identify what specific recommendations need to be made. I am serving on the sub-group

which looks at student supports.

AMS Membership Bursary

Applications for this year’s membership bursary went up the second last week of August. Students

have until the 20th to apply and are eligible to receive either the full amount or half. As per policy the

committee to review the applications will consist of myself, Allison, Michelle and a representative from

General

The various other university committees which I sit on are moving along, with no major developments

over the summer. Internally, we completed space allocation and clubs grants in July. You will notice a

bit of moving around of some of our own offices, and we feel that the new set up will serve students

better and be more effective. I am in talks with Frontenac Community Mental Health Services to have

professional support groups come to campus. I am hoping to have this going as quickly as possible, but

there is quite a bit of process involved.

There are many other projects on the go and these are just a few highlights, so if you have any other

questions, please feel free to send me an email.

Cha Gheill,

Thomas Pritchard

Vice President (University Affairs)

AAC Report to Assembly

Isabelle Duchaine


[email protected]

Hello all,

After the relatively lonely summer we’ve had in the offices, I’m happy to have everyone back. Here’s to

some long nights spent together over the next 8 months! Now, in anticipation of a packed agenda for

our first Assembly, I’ll dive right into the exciting world of academics.

In the AAC:

As a Commissioner, most of my summer was spent reading everything . If you would like a run-down

on provincial policy, the budget model, the period of PSE underfunding in the nineties, or any

similarly riveting academic topic, I should be able to assist. I have also written some research briefs for

a few key topics that I can make available to anyone interested – just let me know!

On top of this, the internal Commission has been preparing for the year ahead:

1. The Academic Grievance Centre (AGC) is a service run by through the AAC providing information

and assistance to students navigating sticky academic situations. Over the summer, I handled all

Academic Grievances coming through the AMS, so it’ll be nice to have the Office in full swing again!

Training is fast approaching, and we are creating an expansive resource bank for all Officers. Come see

us with all your academic woes.

2. Other Committees (Teaching Awards, Teaching Issues, Student Faculty Relations Committee,

External Advocacy Coordinators) If you are reading this report, it means that the first all-AAC

volunteer training session has taken place, jam-packed full of planning for the year ahead. We have a

little bit of hiring left to do, but I’m very excited about the team we’ve assembled so far. Several

changes will likely be coming to Assembly soon regarding the mandate of the Teaching Issues

Committee, so watch out for those.

3. Academic Caucus While not technically part of the internal Commission, Academic Caucus plays an

important role in academic advocacy at Queen’s. This body is comprised of academic representatives

from each Faculty Society, and takes on a variety of large-scale issues and projects. It’s a wonderful

resource for collaboration and information-sharing, and I’ll ensure Assembly has regular updates on

what we’re up to! Our first meeting is fast approaching.

At Queen’s:

Even though few courses are taking place, the summer is by no means an academic dead zone at

Queen’s. Here are a few of the issues we’ve been dealing with:


1. Audit of Student Assistance Levy You know that hundo dollar payment you make along with your

tuition every year? That’s your Student Assistance Levy, and it’s a compulsory ancillary fee that the

university started levying before the Ministry for Training, Colleges, and Universities implemented its

Ancillary Fee Protocol in 1994. This fee was originally supposed to go entirely to student assistance (via

bursaries and work-study), but no one has ever checked in to make sure this practice has continued.

We did a brief audit of the fee over the summer, and while there were many strange uses for the fee

proposed in its early days, it is currently going where it should be. I would like to see this audit

performed every 5 years to ensure accountability and transparency.

2. Enrolment The topic of enrolment increase at Queen’s has consumed a large portion of my time thus

far, and will continue to do so for the rest of the year.

Currently, the university is working on a Strategic Enrolment Plan for the next decade, with townhalls,

conducted by yours truly , occurring on September 24th and 25th. These townhalls will represent the

bulk of the group’s consultation with students, so please come out if you are able. Details on time and

location to follow.

I am also working on an Enrolment Policy, to be ratified by AMS Assembly, which will hopefully be

submitted on the part of students.

3. Whatswhat.ca The vision for the whatswhat.ca project – a syllabus bank for students made available

during course selection – has evolved into a comprehensive planning device, complete with a

scholarship calculator, an assignment calculator, info on ancillary fees and teaching awards to

accompany syllabi, and a link to Exambank. There is a lot of work left to do before this is a reality, but

we’re well on our way. Updates to follow.

4. The AAC Does Policy The AAC used to be a veritable policy-writing machine, and the documents it

produced went a long way to strengthen our lobbying efforts to the university and the province . This

year, I’ll be reinvigorating the AAC’s policy backbone with documents addressing Enrolment,

Innovation, and Indirect Costs of Research. Get ready to see those coming across your desks!

5. Registration For the most part, registration was an improvement on the last two years, with the

SOLUS growing pains lessening. As I’m sure Alex has detailed in his own Assembly report, we had a

few issues with Con-Ed Science failing to meet its enrolment targets , an issue which the AMS and

CESA are sorting out in concert with the Provost’s Office. I was pleasantly surprised by the support we

received from the Deputy Provost, so hopefully we’re nearing a happy ending.

6. Provost’s ‘New’ Budget Model I spent a good portion of my summer looking into the incentives

imbedded in the Provost’s Relatively New Budget Model, and what these incentives will mean for each

Faculty and School over the course of the coming years. I met will (almost ) all Deans, and have talked

with the Provost several times on the issue. I won’t outline the result of all these meetings here, but if

you would like more information, I would be happy to set aside some time to sit down and chat. It’s all

very interesting stuff.

8. Sustainability of the Commission Because of the information-heavy nature of my portfolio, it tends to

expand quite a bit every year. I am conducting a review of the position to see how it can become more

sustainable in the future; a comprehensive reorganization of all the documents in the office is being

undertaken right now, and I’m looking into the use of Research Briefs as a means of providing some

easy-ACCess institutional memory to future Commissioners.

Across Ontario:

The AMS is a member of the Ontario Undergraduate Student Alliance (OUSA), a body comprised of 7

student unions lobbing the province on issues of education. To learn more, come see me or visit

ousa.ca.

1. Funding Formula and Roundtables This year, OUSA will be looking into a new provincial funding

formula for higher education. As an element of this, we will be hosting visioning roundtables with

stakeholders across the sector (one of which will be at Queen’s), and I will be authoring a policy paper

in the Spring detailing our recommendations. Some great experts have offered their time as we

undertake this process, and I couldn’t be more excited.

2. Youth Jobs Strategy OUSA made a submission with recommendations for the Youth Jobs Strategy

being rolled out by the province, with a focus on issues of gainful employment and unpaid

internships. Many MPPs have been hosting roundtables, but alas ours is not. That being said, our

efforts through OUSA have afforded us a lot of input into the process.

4. OUSA Alignment Vote This year, the AMS must vote on whether or not it will continue to be aligned

with OUSA. Specifics will be made available soon, so keep an ear to the ground!

CAC Report to Assembly

Gareth Savage


[email protected]

Hi everyone!

Whether you spent your summer in Kingston or elsewhere, welcome back to another year at Queen’s –

I hope it’s going swimmingly for all of you so far! I’m really looking forward to working with you all

on Assembly this year!

This report will outline what has been going on in the CAC over the summer and what’s coming up

soon.

Orientation Week 2013

The Class of 2017 has arrived and were welcomed by over one thousand passionate student leaders

who volunteered their time throughout Orientation Week 2013. Some highlights of the CAC’s

involvement in O-Week 2013 include:

o FYNIRS Week ran from September 1-3, providing an alternative to Residence

Orientation programming for the 5% of first year students who choose not to live in

residence

o NEWTS Week ran from September 4-7, offering Orientation Week activities uniquely

designed for the needs and interests of transfer, international, and BISC students who

are new to Queen’s but familiar with university life

o Orientation Roundtable (ORT) provided administrative support and logistical

coordination to ensure that all of the 9 faculty/program Orientation Weeks at Queen’s

ran smoothly

o Congratulations to Samantha Soto (ORT Coordinator), Kristina Ma, Jeffrey Ingold,

Elizabeth Prendergast, and Sarah Kucharczuk (ORT Directors), Lexie Pinheiro and

Samantha Moras (FYNIRS Co-Chairs) and Leanne Gardner (Head Gecko) for their

tireless hard work and immense contribution to the success of Queen’s Orientation

Week 2013

The Return of Homecoming

Homecoming planning continued at full speed throughout the summer months, with the CAC in

attendance at all Programming Group Meetings. Despite some logistical setbacks in mid-summer, I

have been working to plan a student-focused event on both Homecoming Saturdays (October 5th

and 19th) which will feature free pancakes, carnival games, student club showcases and a last-


minute opportunity to get decked out in Tricolour gear and facepaint leading up to the parade to

the Gaels football games!

Formation of the Student Arts Council

The Student Arts Council, an AMS Executive platform initiative, will be the newest addition to the

CAC portfolio this year, with representation from various student arts-groups and campus arts

venues to promote awareness, accessibility and advocacy of student art at Queen’s and to

encourage broader engagement and cultivate a greater interest among students in their peers’

artistic works. This September and October will be a formative period for the Council, with the

drafting of its guiding policy, selection of members and vision for the year in consultation with

student arts groups on campus.

CAC Fall Volunteer Hiring

There are still several volunteer positions that need to be filled for this year. Applications for all the

below positions are due September 27th – available at myams.org/apply

o Hiring committee co-chairs for: Capture the Faculty, University District Hockey League

(UDHL)

o Hiring committee members for: Capture the Faculty, UDHL, Queen’s Charitable

Events, Queen’s Model UN

o Hiring first year interns for: Queen’s Model Parliament, Queen’s Model Court

Upcoming CAC Events

The year has only just begun, but applications for some of Queen’s premiere conferences

are due soon, so be sure to apply. Paper applications will be available next week in the

AMS Offices.

o Queen’s Model Parliament (Jan 15-17) delegate applications due September 30th

o Queen’s Model Court (Nov 16-17) delegate applications due September 30th

o Glow in the Dark Yoga Rave (Late Sept/Early Oct)

Campus Activities Bursary (now available online)

o Available to subsidize, partially or in full, the more expensive participation fees for

CAC events

o An application form has been created and is available online at myams.org/cac

o Due within 2 days of registering for the relevant event

If you ever have any questions about the Campus Activities Commission, always feel free to send me a

quick email, call or ask me in person! The CAC puts on a broad spectrum of events each year, but

there’s always room for new and exciting events, so if you ever have an idea for a brand new event that

you want to bring to life, I encourage you to come by my office!

Looking forward to a great year,

Gareth Savage

AMS Campus Activities Commissioner 2013-2014

CIA Report to Assembly

Kristen Olver


[email protected]

Over the past few months the CIA has been occupied reviewing society policy, and has drafted

amendments to Non-Academic Discipline, Clubs, AMS Assembly, and is working towards creating a

policy that would install a system of handling cases of group non-academic discipline at Queen’s.

These will all be coming in the next few weeks!

Non-Academic Discipline

As mentioned above, a lot of work regarding NAD this summer has been centered on establishing a

system to handle cases of group non-academic discipline. In establishing this policy the Commission

has worked with the Clubs Office and Faculty Society executive for input on the most efficient and

restorative ways to process clubs and faculty groups that may enter into the NAD system. This will be

coming to Assembly shortly! Judicial Affairs Director Apollonia Karetos has also been busy sending

out mock cases to the Judicial Affairs Deputies in preparation for the fall. We also have new

informational student and community NAD pamphlets. If you would like them for your office/ just

because please drop by the Commission of Internal Affairs in room 054 of the JDUC to pick some up!

Clubs

This summer the Clubs Office had a very successful granting period, with approximately $30,000 in

granting requests. Unfortunately our office only has $4,000 to grant clubs over the summer, though

we’ve encouraged all clubs to re-apply for the fall period. To see a list of clubs who have been allocated

money from the summer club granting period, please see the Assembly Dropbox.

Additionally, the AMS has teamed up with Athletics and Recreation to transform Clubs Night into

Tricolour Open House! We are very excited for this partnership; we anticipate it to be a great success

that will provide students with more opportunities to see what Queen’s has to offer and to get

involved. It is taking place this Tuesday and Wednesday from 5-9pm in the Queen’s Center/ARC.

Come check it out!

The clubs office is primarily an administrative body, and until now has not been able to reach out to

clubs to provide support beyond organizational and logistical help. This year we would like to

implement the Clubs Street Initiative (CSI). This would be a committee of volunteers that connect clubs

with the Clubs Office and resources on and off campus. They would attend various club meetings each

week and volunteer as extra helping hands with club events and conferences. Overall we’re excited to

have more volunteer opportunities available to students in the CIA!

For a list of all Clubs ratified for the 2013-2014 year, as well as *new* clubs to the AMS,

please see the Assembly Dropbox.


Elections

Know anyone with student fee questions? Send them my way! The Fall Referenda period approaches

with date approval taking place at the next Assembly. If you would like to know the tentative dates,

shoot me an email!

Assembly

There are a few changes taking place this year, from Assembly pamphlets to office hours and our cool

new logo (shout out to Jacob Trenholm, our Marketing Officer for designing them). Updates will be

coming your way!

I love office visitors, if anyone ever has any questions or concerns please come talk to me or send me an

email. It’s going to be a great year!

Cheers,

Kristen Olver

CES Report to Assembly

Colin Robinson


[email protected]

CES Summer Overview

Sustainability Action Fund

Amendment has been made to add a third granting period in July prior to school year to be

administered in similar fashion to clubs grants

Summer grants will equate to 33% of conservatively estimated (80% of previous year) student fee

Will allow for sustainability projects requiring financing to begin receiving funding in the summer

(e.g. AMS services)

Will ensure that the historically high ($10K/year) unacceptable rollover does not occur and funds

are allocated in the most effective and responsible manner possible

Bikes and Boards Rebrand and Relocation

Expanded services will include

Retooled business model to allow the shop to finance the expansion of services

Increased procurement, refurbishing and retail of used bikes

Retail of longboards handmade by students and longboard hardware

Increased repair services for bikes and longboards

Formalized structure for assisted DIY fixes

Formalized partnership with Kingston Coalition for Active Transportation

More centralized, visible and accessible location in the Lower JDUC

Standardized Waste Diversion and Implementation of Organics Program

According to recent waste audit, food waste makes up 69.5% of Queen’s landfill stream

PPS has agreed to collect organics from receptacles throughout the Student Life Centre

Waste Stations will be consolidated to 24 strategically placed locations and each station will have

all waste options (cans/plastic/glass, paper/cardboard, organics, garbage)

GFL Environmental Corp. (waste management contractor) will track waste

PPS will use SLC Organics as pilot project to inform their plans to implement a campus-wide

organics program

JDUC Energy Management Board

Working group has been strategizing to a develop an energy management framework

Strategy follows institutional energy management framework ISO 50001

Core members: CES, SGPS Sustainability Coordinator, SLC Facilities Officer

Outer members: Queen’s Energy Engineer, Student Centre Officer, Utilities Kingston Conservation

Officer


Currently undergoing energy audit process with Utilities Kingston to assess opportunities

Strategy emphasizes operational practice (low cost) measures before infrastructural (high cost)

retrofits

Financial Ethics Research Committee

Working group with BOD liaison, Enactus Queen’s, CES, SIC to ensure investment and

procurement practices do not conflict with AMS organizational values (the values of students).

Committee will make non-binding recommendational reports to BOD

Maximize social and environmental value in AMS investment and procurement practices through

portfolio screening

MAC Report to Assembly

Catherine Wright


[email protected]

Hello members of Assembly!

This summer, a lot of exciting plans have been made for furthering Town-Gown relations and

improving the integration of students into the Kingston community. Without further ado…

University District Re-Naming

As many of you are probably familiar with, the AMS has been trying to re-brand the near-campus

neighbourhoods as the “University District” for about 3 years, to eliminate the inappropriate term of

“student ghetto.” This name came after the failed attempt of “Student Village,” after consulting all

students, landlords, community partners and Queen’s administration. The MAC has tried promoting

this name through SMART, the AMS website, the Golden Key award, and more. It is evident that this

new identity needs visibility in order to catch on. So, after further consulting with city staff &

councillors, Mayor Gerretsen has brought forward a motion to City Council for this Tuesday, Sept. 10,

reading:

“BE IT RESOLVED THAT City Staff be directed to work with the AMS and Queen’s Campus

Master Planning Committee to identify the boundaries of the proposed ‘University District’ and

to explore the costs associated with altering or replacing street signs; and

THAT Staff report back to Council in November 2013.”

Homecoming

The return of Homecoming for 2013 is super exciting!

The MAC has been working with Marketing & Communications and others to plan our

communication strategy for the weekends. I’ve also been working with SMART to plan additional

hours of community clean-up for the weekends, as well as with Gareth, Campus Activities

Commissioner to plan “Queen’s Gives Back,” a food drive for the KFL&A United Way.

Housing Grievance Centre

The AMS Housing Grievance Centre is well underway to be operational for October 2013. We are

hiring for a Director for the centre and 5-8 Officers, all volunteer positions due with most other AMS

applications on September 27. The centre will be located in the lower JDUC, and be a one-stop resource

and referral centre on topics like house hunting, housemate issues, landlord issues, property standards

questions, and more. Stay tuned!


Kingston Opportunities

This year, the former “Community Opportunities Facilitator” position in the MAC has transformed to

be the Kingston Opportunities Officer. This volunteer will work with the Kingston Economic

Development Corporation (KEDCO), as well as Career Services, to market both positions available now

for students to apply to as well as Kingston as an ideal location to start a career post-graduation. Like

“Kingston Opportunities” on Facebook for updates on what’s out there!

Municipal Electoral Boundaries Appeal – In a nutshell!

Over the summer, the AMS has filed an appeal to the Ontario Municipal Board to re-examine the

electoral boundaries that City Council decided on back in April. In short, city staff had created options

for new boundaries that included estimates of where post-secondary students lived, as well as options

for boundaries without these student populations. Staff preferred the option with student populations,

but city council voted in favour excluding student populations, which essentially breached our rights

to effective representation (one of three councillors in the area will be lost).

On the bright side, this has brought many community partners together. We’re working closely with

the Sydenham District Association on this appeal, and have gained the support of other groups as

“participants” such as the SGPS and SLC Student Association.

Monday, Sept. 9th was the pre-hearing of the appeal, and the case should hopefully be resolved by the

end of this semester.

If you have any questions, please let me know. Looking forward to a great year ahead!

Your MuniciPAL,

Catherine Wright

SIC Report to Assembly

Michelle Williams


[email protected]

Hello Assembly,

I hope you had great summers and are looking forward to an exciting year on Assembly! The Social

Issues Commission has eight committees in our education and human rights portfolios; five sections in

our social issues themed publication; and two services – the Peer Support Centre and the Food Centre.

Here is a glimpse of what I – and the SIC – been up to the last couple of months!

Peer Support Centre (PSC)

Last year, there was significant change to the policy of the PSC which laid out the parameters of the

service, and highlights the importance of the service in the Queen’s community. We are lucky to have

had this strong base to work upon, and have been focusing on maintaining the high level of service the

PSC had last year. The Director of the PSC this year is Sebastian Gorlewski, who has been working

hard to keep the PSC running these summer months (kudos to him on all his hard work). During the

summer months we maintained hours of Monday to Thursday 2:00-6:00pm.

Last week the volunteers of the PSC went through extensive training to prepare them for the role –

they are all incredibly passionate individuals and it will be a great year for the centre with them on

board. Makeup training for those who were unable to attend last week will take place this week.

The changes we have made to the PSC this year are our hours and nature of the telephone in the office.

The PSC will be open 7 days a week from 2:00-10:00pm – it is reopening on September 16th (it has been

closed to allow time to train our volunteers). The PSC will no longer offer support over the phone, and

volunteers are only able to answer general questions (e.g. when are you open) when they do get a call.

If you have any questions about these changes or the PSC in general, you can email me or Sebastian at

[email protected]

Education on Queer Issues Project (EQuIP)

One of my major projects for the year is to re-establish EQuIP’s lending library and open their office as

a queer positive drop in space. During the summer, my Deputy Commissioner for the Education

portfolio, Emily Wong, and I have been cataloguing the books we have, moving furniture around, and

generally working to get the space open. We’ve made great progress, and are on track for opening the

space in October. If you have any input into what resources (e.g. books, pamphlets, posters, etc.)

should be made available send me an email, I’d love to hear your suggestions!

Every year, EQuIP hosts Queerientation, a series of events meant to welcome incoming queer and



allied students to Queen’s. Everyone is welcome to attend, and the chairs Shannon and Mark have been

working hard to make sure it is great! You can check out the list of events here! It runs throughout the

month of September.

Publications Restructuring

After much deliberation, we decided to restructure our publications portfolio. In the past, we have had

five different publications – Able, cultureSHOCK, HeadsUP, OutWrite, and Queen’s Feminist Review

(QFR) – focusing on different facets of identity and social justice. We are now combining them into one

larger annual publication that encompasses the five as sections within. We feel this demonstrates the

SIC’s commitment to intersectionalities of identity and will make for an impressive publication that

provides opportunities for students and members of the community to be published. Our publication

will primarily focus on: (dis)ability, (anti-)racism, Feminism, queer issues, and issues surrounding

mental health.

The publications deputy, Adriana Sgromo, has been working very hard on this initiative – and was one

of the key players in deciding on a name for the publication. What is it called you ask? You’ll have to

check out our fall re-launch of the 2012-2013 editions of our publications on September 28th for the big

reveal. Check out the event details here!

We are always looking for visual and written submissions – they can be sent to

[email protected]

Have a good one!

Best,

Michelle Williams

https://www.facebook.com/events/506616296094580/?ref=25

https://www.facebook.com/events/584303804966797/


Hospitality & Safety Services Report to Assembly

Justin Reekie


[email protected]

Overview: This summer has been incredibly busy for all of the H&S services. The services have

completed their goal plans, marketing plans and budgets for the year. All of the services have

completed their major renovations and projects, and have been preparing for the school year. Staff

training was a success and now we look forward to a successful school year!

Common Ground

1. Common Ground has been looking into ways to improve efficiency and consistency of our

Barista station. Board of Directors passed the proposal for a new automatic espresso machine,

which will eliminate a lot of time to produce a better quality product.

2. Common Ground has created a ‘Prep Station’, modelled after TAPS’ hybrid station, which will

also improve efficiency and consistency.

3. Common Ground is pleased to introduce the Southwest Chicken Wrap to its menu this year.

We have also introduced a Turkey Apple Cheddar premade, to reduce the demand at our

Sammies station.

4. I am pleased to announce that our JDUC location will now be called: “The Brew by Common

Ground”. We have introduced a new lounge space (previously the prep room), bagels and

cream cheese, espresso drinks, debit and credit, soups, all of our baked goods and premades,

and everything has also been freshly painted. I encourage you all to go check it out!

The AMS Pub Services

1. Alfie’s has been officially rebranded to The Underground! All of the renovations and projects

have been completed, and we are excited to announce our new theme night: Hip Pop.

2. We have introduced “Rethink the Predrink” at The Underground; which is a promotion that

involves selling single mixed drinks for $2.50 between 9PM-11PM. This is to encourage

students to drink in a safer environment with controlled proportions, trained bartenders,

StuCons, etc…

3. Updates were made to the QP menu, which includes Grilled Cheese and a new Roasted Red

Pepper and Pesto sandwich. Go get one today!

4. September 13th – Classic Rock! September 20th – Throwback! October 4th – Hip Pop!

Walkhome

1. Walkhome has been in very high demand throughout Orientation Week. Request a walk

yourself by stopping by the kiosk in the lower JDUC, or by calling in to (613) 533 9255!

2. The discipline system for Walkhome has been updated so employees do not crowd the kiosk


and stay at the couches. This is to promote a welcoming environment at the kiosk for patrons.

3. Walkhome will be closely evaluating walk statistics in order to not under or over schedule

employees.

Queen’s Student Constables

1. The Queen’s Student Constables have purchased new sweaters to keep them warm when

working outside.

2. The Queen’s Student Constable team has been working hard to create a more efficient and well

run service. They will be creating marketing campaigns to help remove the negative perception

students have against student constables.

3. Not sure if your event needs Student Constables? Ask Amrit Athwal, our Chief Constable at

[email protected]


Retail Services Report to Assembly

Dan Bone


[email protected]

Hello members of Assembly!

The summer has been very busy at the AMS, and quite a bit has changed in the retail portfolio. I

encourage you to visit each of the services to see what they can do for you!

The store completed minor renovations over the summer and completely revamped their visual

identity standards, including changing the logo. The store now has more walk-up computers, more

space for customers and a much more modern feel.

In-store capabilities have dramatically increased with the purchase of a new production printer, fax

machine and folding machine. This has allowed us to decrease the cost of colour prints and become the

cheapest in Kingston. Email [email protected] or [email protected] for a quote on

your next production job! Posters, pamphlets, rave cards—the P&CC can pretty much do it all.

A photo printer has been purchased, and you can now print your photos at the P&CC today for 29¢ per

4x6 photo!

Tricolour Outlet has launched its website (www.tricolouroutlet.ca) and its fall promo video

(http://vimeo.com/73040441)! The website should fulfill all of your Tricolour needs, but please let me

know if you think it’s missing something. The promo video highlights many aspects of student life at

Queen’s, including many of our student-run services. I encourage you to share it with your

constituents!

The school supplies section has been critically analyzed to provide the highest quality products at the

cheapest price (fun fact: Tricolour Outlet has the cheapest batteries in Kingston!).

New clothing designs can be seen on the website or in store, including a limited edition rugby jersey

named after Alfie Pierce.

Consign your books today! A new point of sales system has been installed over the summer, allowing

us to continue to offer used book consignment to students. You make 75% of whatever price you set for


your books, so make sure you consign soon!

Much of the summer has been spent determining a business model that works for SMART on the

corporate side of the AMS.

With support from the Municipal Affairs Commission, SMART will continue to offer community

cleanup services.

Please let your landlords know about SMART and their mission to improve the University District! We

can provide high quality property maintenance for as little as $15 per visit. Just have your landlord

email Michael Mooney at [email protected].

Quality control has been an important part of the service this year. No edge is left untrimmed with

SMART!

Media Services Report to Assembly

Devin McDonald

April 4th, 2013

[email protected]

Queen’s Journal

The Journal has had a productive summer working to address some significant challenges the service

faces and will continue to face. In addressing the potential for the onset of a structural deficit, the

decision was made to reduce the number of issues from 2 to 1 per week while bolstering online

offerings by redesigning the Journal’s website. On the business side, Kevin Kim, the Business Manager

and myself, have taken a particular effort to implement more quantitative sales and budgeting

projections, this includes the implementation of a customer relations management software for the

sales staff.

Queen’s TV

Building on the successes of the past two years Queen’s TV continues to develop their abilities as a

professional news and video production service. During May, QTV launched a new visual identity,

providing a more professional brand as a touchstone for students. Throughout the summer we have

secured agreements with Athletics, Queen’s Pub, Ale House, and the Mansion to broadcast QTV

content on their Televisions this will open new exposure for the service while providing new avenues

for ad sales. In August, QTV made the decision to move to new offices to the top floor of MacGilvery

Brown Hall. The New offices will provide improved capacity as well as more focused work and

volunteer spaces.

Yearbook and Design Services

The YDS staff have spent the summer working to design and publish the agenda while managing the

remaining work for the 2012-2013 Yearbook. We have received the Agenda and the Yearbook as of late

August. The Agenda’s new bound soft cover design has been well received by students for its more

distinguished look.

In an effort to expand our external design service we have launched a new management position—the

External Design Manager. The position has secured a contract with the AMS Marketing Office to

complete all internal AMS design work but will also be soliciting external design work for on campus

and off campus groups.

Convocation Services

Graduation Ceremonies for the 2013 class proceeded with much success. I am currently working to

ensure the same for the fall ceremonies, while improving procedures and processes of the services.

Queen’s Media and Journalism Conference

After two strong years we are looking forward on further building on the progress of two past

committees. Over the summer I have worked with chairs to re-conceive the structure of the conference

to include more active crisis simulation components mixed with the more traditional keynote and

tutorial model. In addition, we started the process of launching a website, the site will launch by the

end of the month.


CFRC

As I stepped into my role on May 1st, CFRC began its first year as a fully autonomous service

including the full operations of its parent corporate board of directors Radio Queen’s University. I have

worked closely with the board, the Finance and Fundraising Committee and the full time staff to

ensure they establish effective policies and procedures both for the board itself, and for the operations

of the station. I have worked with the Student Outreach Committee to plan events and campaigns to

increase student awareness of, and engagement in, the station. Lastly, I have worked to ensure the

Memorandum of Understanding is fully implemented, working to resolve any residual operational or

financial entanglements.

AMS Board of Directors Report to Assembly

Rico Garcia

April 4th, 2013

[email protected]

Hello Assembly members and I hope you all had a great summer. My name is Rico Garcia and I am

the Chair of the AMS Board of Directors for the coming year. I am a fifth year student doing a major in

Applied Economics with a minor in Global Development Studies

The AMS Board is comprised of the Executive, 6 student Directors, 3 community members, all 3 of the

Service Directors, and the Executive Director. We serve a strategic management, financial, and support

role for the entire corporate side of the AMS. Throughout the next couple of weeks I plan to meet with

each of you to teach you more about the role of the Board and answer any questions you might have.

This being said, so far we’ve had four meetings. Below are the main action items that came out of each

of them:

June Meeting:

o Approved an expenditure from the Accessibility Queen’s fund for gender

neutral washrooms in Mac-Corry

o Renamed “Alfies” as “The Underground”

o Approved renovations (store layout) for Tricolour Outlet

o Approved new job description for Admin. Assist. & Payroll Manager

o Approved a QTV Capital Expenditure for livestream equipment

July Meeting:

o Approved A/C capital expenditure for Tricolour Outlet and QP

o Approved the purchase of a CRM system for Queen’s Journal

o Approved Goal Plans for all AMS Services

o Approved the purchase of two new printers for the P&CC

o Approved a communications plan for the Health and Dental Plan

o Approved renovations to The Underground

o Approved the purchase of new espresso machines

o Approved renovations to CoGro Express space

o IT Cap Ex for a new order follow up system

August Meeting:

o Approved all job descriptions for Fall Hiring

o Approved the budgets for all of the AMS Services

o Made changes to the Employee Policy and Procedures Manual

o Made changes to the Hiring & Appointment Policy Procedures Manual

o Approved the job description for an Archiving Assistant

September Meeting:

o Approved the position of an External Design Manager w/ YDS


o Discussed the rebranding of CoGro Express

o Discussed the Space and Admin. Costs in AMS Budgets

As you might be able to tell, the VP Ops, Service Directors, and Head Managers were quite busy this

summer, which meant that the Board had several long and productive meetings. If you’d like more

details about any of these meetings, please let me know as our agendas and minutes for the open

sessions are publicly available upon request.

I am also happy to report that for the first time in a while we have a full Board of Directors with three

community members with various areas of expertise: Professor David McConomy (Accounting), Susan

Goodyer (Human Resources), and Daniel Coderre (Commercial Law). With a full Board, and after

seeing all of the work that has been done this summer, I am happy to report that the AMS Inc. is in a

great financial and strategic position moving forward. The Board has full trust in the Executive, and the

rest of the management team, and we therefore can’t wait to see all of the great things that they

accomplish this year.

Finally, we have 5 standing committees of the Board (Personnel, Finance and Audit, Permanent Staff,

Long-Term Strategic Planning, and Governance) and have representatives at the Journal Board and the

SLC Council. We are also currently discussing the need for any ad-hoc committees for the coming year.

I will be reporting more about each of these committees at a later date.

This is all for now. Thank you for reading this report and do not hesitate to contact me at the

information below, or in person, in case you have any questions.

Sincerely,

Rico Garcia

Chair

Board of Directors

Alma Mater Society of Queen’s University Inc.

[email protected]

Cell: (613) 888-9832


Undergraduate Student Trustee Report

Andrew Aulthouse


[email protected]

Dear Assembly,

I’m very excited to have started my term and to have the opportunity to work alongside all of you.

Summer was not an overly busy time for the Board, as we were between our May and October

meetings, but I will soon be preparing for my first Board meeting at the start of October. I spent time

this summer meeting with members of the university administration and gaining a better

understanding of the people, policies, and issues at Queen’s. I also attended a meeting of the Audit and

Risk Committee on August 13, and am looking forward to more Board work. If you have any questions

about upcoming issues or my role on the Board of Trustees, please email me at

[email protected]!

Andrew Aulthouse


Student Senate Caucus Chair Report to Assembly

Isabelle Duchaine


[email protected]

Holler fellow student-government enthusiasts!

How are you? I am good. How was your summer? Mine was swell.

Now, as Captain Shang said in my second-favourite Disney movie,

“Let’s get down to business.”1

The University Senate is one of three governing bodies of the University and deals primarily with the

academic proceedings of the institution, handling everything from honourary degrees, academic

planning to orientation review. Every Faculty has a number of elected members on Senate which is

made up of 69 members (53 elected, of those 53, 15 are students).In addition, Senate is based upon a

committee structure; the majority of the work is done in 1 of the 19 Senate Committees or their various

sub-committees. Membership on committees are not limited to Senators, so ch-ch-check out if you can

sit on a Committee! Sometimes there are even snacks (this is rare, do not get your hopes up).

As Student Senate Caucus Chair, I co-ordinate training, logistics, and support for student senators form

all faculties and liaise with AMS Assembly and SGPS Council. SSC is having our training day this

week, so Deputy SSCC Brunner and I have been busy prepping for this. Additionally, Senate is a bit

early this year so by the time of this Assembly we should have a copy of the Senate Agenda. I put

forward a question about deferred maintenance, so I’m looking forward to hearing about that – the

University has over $250million of deferred maintenance, which harms both the academic environment

and physical safety of our campus community. Aside from my interests in credit transfer, enrolment,

online learning, academic integrity, and deferred maintenance, I’m looking forward to spending this

year clarifying the relationships between Senators and their home-societies.

Additionally, the Faculty of Arts and Science is short one student senator, so next ASUS Assembly

we’ll be nominating one lucky student to fill that spot until the October by-election. Huge shout-out to

President Mason for being uber helpful in directing interested applicants my way!

I’m looking forward to a year of academic engagement, advocacy, team-building, and jokes about

Senator Housing Allowances, so come say hi and check out Senate!

Student Senate Caucus Chair | Alma Mater Society |[email protected]

1 Email me with the name of my favourite Disney movies before Assembly and I’ll enter your name in a draw for some post-

Assembly noms. Spoiler: noms will be QP breadsticks. All AMS members eligible, no purchase necessary.


University Rector Report to Assembly

Nick Francis

April 4th, 2013

[email protected]

Incoming and returning members of Assembly,

Hope the summer months treated you well. It feels great to be back! Here are a few updates:

Agnes Benidickson Tricolour Award

The awards process will begin much sooner this year to ensure that we maximize the committee’s time.

Presidents, please consider how you will conduct a search for your representative to sit on the selection

committee. For your reference you can see complete details about the award and its process on the rector

website. http://queensu.ca/rector

Frosh Flag

One of the key lessons I have learned at Queen’s is that it is incumbent on current students to contribute to

the history and traditions of this place. During the recent Orientation Week, I decided to demonstrate the

ease in which students can start a tradition and the impact it can have on others. A large painted canvas was

made into a tricolour flag and then signed by every frosh and their leaders with silver and gold sharpies.

My hope is that this initiative will be carried on in future years and the flags will serve as a memento of the

experience that students have during Orientation Week. Keep an eye out in the SLC for this year’s flag, as I

hope to hang it up for all to see! Special thanks to Robert Thomson and Ali Zahid for their dedication to the

project.

Assistant and Caseworker Positions

This fall I will be hiring two positions for the Office. The assistant position was successful last term and I

think it will be a good use of the Office’s resources to give another student this opportunity. The new

caseworker role is very exciting as it will give one student the rewarding experience of supporting their

peers in academic and non-academic cases. The caseworker will be poised to prepare students with the use

of university policy and tact. If you or someone you know is interested in either of these roles, please visit

the Office of the Rector Facebook page to learn more, or visit me in the office slash email me.

Princeps Servusque Es,

Nick Francis

Web: www.queensu.ca/rector [email protected]

(613)-533-2733

Twitter: @nfranchise

Facebook: facebook.com/queensrector


Scott Mason

ASUS President


[email protected]

Hello Assembly!

Welcome back from the summer, I trust we all had a refreshing break from school! Here are a

few updates from the Arts & Science Undergraduate Society.

Review Engagement

ASUS has undergone its first financial review in its history! Over the summer, Irfan and I

conducted an internal audit of our finances which we then submitted to Collins Barrow to

independently assess. The review has been executed to bring better accountability to our membership

and will be made publically available after its submission to assembly in late September/early October.

ASUS APP

The Society has invested in a new online App which is available on IOS and Android devices.

We utilized it during Orientation Week to give updates to interested students. We hope to utilize it for

the remainder of the school year to promote the society.

Restructuring

This summer Irfan and I made the tough decision to restructure our Permanent Staff. We have

transitioned from two permanent staff members to just one. We thank Joanne Lorway for her years of

service to the Society and look forward to our year working with Leanne McNeely.

The Society will combine the roles of Business Manager and General Manager into one full time

position to be held in the first year by Leanne McNeely.

The decision to move to one permanent staff member from two was based upon two

considerations. First, having one full time staff member is a more efficient allocation of student dollars

as the move will save the Society approximately $6000 annually. Second, the change to a full time staff

member will allow for an individual to devote the adequate time in maintaining ASUS’s newly created

financial records by Collins Barrow.

Joanne has worked at ASUS for seventeen years, and the decision to not renew her contract was

very hard for Irfan and I.

ASUS Camps

ASUS Camps just finished its most successful financial year ever. This is due to the

stewardship of Alex Love and Jessica Sheridan who not only were great leaders for the staff but also

wicked good planners. Theme weeks included Superheroes, Rockstar and Animal planet, the kids had

an awesome time.

This year’s staff showed a great level of dedication and Irfan and I are very grateful for their

hard work!

Tyler Hennick

President, Queen’s Commerce Society

Dear Assembly Members,

I hope you all had an incredible Frosh Week and are looking forward to the year ahead! On behalf of

myself and my Vice Presidents Ashton Menuz and Charlie Prussky, we are incredibly excited to be

working with the AMS Assembly this year.

Frosh Week | We are incredibly proud of our Commerce Executive on Orientation (CEO) and their

work in putting together another very successful Frosh Week. This year’s team introduced new events

to appeal to a greater diversity of students and took a new approach to their relationship with the

Bosses and subsequently the Bosses relationship with the incoming students while maintaining the

traditions that our faculty builds and grows off of. The CEO’s efforts definitely paid off as they were

able to overcome the challenges that arose and put together a fantastic welcome to the Commerce Class

of 2017. Congratulations to all orientation committees across the university on their respective weeks.

Frosh Hiring | We are beginning our Frosh Hiring season in which most of our 51 committees as well

as various Society leadership positions hire students from the incoming class. We will be hiring for

over one hundred positions over the next few weeks. If you have any questions about our Frosh

Hiring process, you can contact our Human Resources Officer, Darren Cole ([email protected]).

New Commerce Program Director | We are thrilled to be working with new Commerce Executive

Director, Lori Garnier, who moved into her role in July 2013. Director Garnier joined the School of

Business in 2002 and has held roles including the Program Manager and Associate Director of QSB’s

Executive Education and full-time MBA programs respectively, as well as most recently the Director of

Operations of the Commerce program.

Outreach Commission | ComSoc’s Outreach Commission has been very busy over the summer. Their

first event, which took place during Frosh Week and engaged the incoming class, raised $3900 for the

Nyantende Foundation in just over an hour. They have also been preparing for their latest campus-

wide activation: Queen’s Stands Up Against Bullying. Built off of the success of Queen’s Give the Gift

of 8 (2012), Queen’s Wears Green (2011), and Queen’s Wears Pink (2010) and inspired from growing

concerns on our campus and across the country about the treatment of different groups and

individuals, this campaign will allow Queen’s to be a leader in the area of bullying prevention.

If you have any questions, concerns, or would like to discuss any of the above items, do not hesitate to

reach out to me at any time.

Best,

Tyler

Tyler Hennick

President, Commerce Society

[email protected]

Hello Assembly!

I hope that everyone had a relaxing and rewarding summer!

Below are some updates from CESA:

Orientation Week:

I would like to take this opportunity to thank our Orientation Executive and Orientation Leaders for

producing and executive such a memorable and rewarding week for our first year students. Their

efforts were instrumental in creating a positive transition for students who are just beginning to call

Queen’s “home”.

Con-Ed Science ’17 Acceptance Issues:

As some of you may be aware, there was an incident this summer in which the Registrar offered

acceptance into the Con-Ed Science program via a first come first serve system to any Arts and Science

students who qualified. Put simply, this was an inequitable process that ignored various crucial

aspects of the acceptance process such as a short essay expressing the student’s interest in education.

Furthermore, this process detracts from the program’s reputation.

AMS Academic Affairs Commissioner Allison Williams was instrumental in helping us make it clear to

the Registrar that this process was the wrong choice. The Deputy Provost will be writing a letter to

indicate to the registrar that the process was unacceptable. CESA will be writing a letter of support.

Hiring Underway:

Hiring is well underway for CESA’s Extended Council. Applications have been posted and there

seems to be a lot of interest!

Fall Elections:

Nomination period for first year positions on CESA council has also begun. Many first year students

expressed interest in joining Council.

In a unique circumstance, CESA will be electing its Representatives to the AMS in a Fall Election. So,

for the time being, proxies will fill the three empty positions.

ASUS Relations:

Scott Mason and I have met to discuss CESA’s relationship with ASUS and ways to ensure it is

effective and mutually beneficial. We are looking forward to the coming year and collaborating on

projects. I am also excited to attend the first ASUS President’s Caucus of the term with COMPSA’s

President, Sahib Purba.

Red Room Reception:

In consultation with Scott and Sahib, we have decided to host the Red Room Reception together on

Sept. 30th. This is an event in which our various council members and volunteers can meet their

counterparts and share ideas. This event was previously held in Winter term but was moved to

September to facilitate more collaboration.

We’ve Grown!:

Our Con-Ed family has grown by an additional 256 students, giving Con-Ed a population of

approximately 750 students! This has a few profound changes on our program: an improved budget, a

bigger presence on campus, and presents a few logistical issues in terms of how our events are run.

We will be looking to consult with larger faculty societies to learn how best to serve a growing

constituent-base and maintain visibility on campus.

CESA and the ESS:

Newly Elected ESS President Natalie Tsui and I are looking forward to building on the work done by

our predecessors to establish an effective working relationship with one another. We will be looking at

any and all opportunities to work together.

Con Ed Events

September is an extremely busy month for Con-Ed! We have our Back to School Smoker coming up on

Wednesday, September 11th, our Charity Pancake Breakfast on Saturday, September 14th, intramural

and volunteer committee signups, and the always fun Con-Ed Camp on September 21 – 22.

Alex Marshall

President

Concurrent Education Students’ Association

(613) 532 7756

[email protected]

PHEKSA President Report to Assembly

Savannah Silva


[email protected]

None submitted.

NSS President Report to Assembly

Jessica Searle


None submitted.

Queen’s Computing Students Association

Queen’s School of Computing

Goodwin Hall | Union Street Kingston,

ON | K7L 3N6

www.compsa.queensu.ca

None submitted.

http://www.compsa.queensu.ca/

MBA PRESIDENT: KYLE R.J. DREVER

[email protected] AMS Assembly September Report

INTRODUCTION

Hello fellow Assembly members,

Welcome back to the assembly members who were out of Kingston this summer. Since I arrived in May

this year, I have yet to experience Queen’s during regular operation and so far it’s quite different then

summer session. The Full-time MBA program currently runs from May to the following April, but my

class is the last class to go through this time period for the program. As of January 2014, the MBA Full-

time program moves to a January to December period. My term as president has been spent preparing

for this change to program and to make sure the incoming class receives the same or better benefits as

we are receiving currently. I will highlight some of the areas of concern.

TRANSITION

The most important aspect of the change in the program time period is this will be the first and

possibly the only time two classes overlap. The 2014 graduating class and the 2015 graduating class

will overlap for approximately four months, so this is a great time to bring the program to new heights

as we will have the best opportunity to set up a mentoring experience an MBA class will ever have. I

have been in talks with the program administration and the QSB Business Career Center in regards to

giving the 2015 class the best experience as possible. This unique situation has even attracted attention

with our alumni, as I have started to receive suggestions from many who have graduated the program.

Many aspects of the program will have areas of transition, such as: classes, professors, team

environment, professional clubs, extra-curricular clubs and our famous Point4s. A point of contention

between the club presidents and the administration is the incorporation of the professional clubs of the

2015 class with the clubs of the 2014 class. The student side sees it as a mentoring opportunity if the

2015 clubs are brought within the 2014 clubs, whereas the administration is taking the viewpoint on

running separate clubs for both classes. I am currently siding with the club presidents, as it would give

a leg up to the incoming class and give a chance for the 2014 class to practice their knowledge in the act

of passing it on.

BUDGET

The current set up of the MBA student society budget has us operating on the leftover funds from the

previous class, which has been historically viable in allowing us to operate until our club fees are

deposited to us in November. This will prove difficult for the incoming class since they will be

spending four months with my class, sharing our budget, surviving the summer and early fall, then

finally receiving their respective funds in November 2014. I am in talks with our program

administration, the Business Career Center and the AMS on ways to change the time when the funds

will be delivered to the incoming class and every class after going forward.

The professional club budgets will also be a point of contention, especially if the new class clubs ends

up incorporated into our old class clubs. This at the moment is secondary to the MBA student society

budget.

TRANSITION NIGHT 2014

Transition Night is the night where alumni from the recently graduated class would return to Kingston

to welcome the new class on one night early in the program. Our transition night occurred early May

and there were about 10 alumni who returned to show us a fun evening with dinner, comedians and

karaoke. The next transition night will be almost twice the size of the previous transition night, as all of

my class will still currently be in school and the 2015 class will be the same size as my class. I have

already started to discuss ideas with my executive team and the administration, because it sounds like

the budget requirement for the Transition Night 2014 will be double Transition Night 2013.

Sincerely,

Kyle Drever

Residence Society President Report to Assembly

Hasina Daya


[email protected]

Summer: We had a busy and productive summer at the Res Soc office. We had two full time staff members. Our

main focus over the summer was working on Residence Orientation, changes to the discipline system including

the implementation of a positive recognition program, and creating a more comprehensive training period for

our staff. Res Soc has also managed to secure about 15 partners for the upcoming year who have promised a

series of downtown discounts, we have a full range of partners from Smoke’s Poutine, the DrugSmart Pharmacy

in the ARC, and CHIC hair salon downtown.

Staff training: From August 20th to Sept 1st, all Residence staff underwent full day training. Council staff worked

hand in hand with dons to create a year long vision for their respective buildings. Training also included

sensitive topics such as Diversity, Sexual Assault, and Conflict management to ensure all staff living in residence

were trained with the tools to address potential obstacles a resident may face in their first year.

Residence Orientation: Residence Orientation was everything we could have hoped for and more. Move-in was

smooth and at record timing. Council staff once again had the opportunity to personally distribute sparkly gold

wristbands, a first years’ ticket to all Residence O-week events, along with our Cardholder, their ticket to

downtown discounts and front desk rentals. This was a great opportunity provided to us by Housing and

Hospitality to be one of the first touch points for students moving into residence.

We had spectacular turnout at our events this year as well, with about 3,100 students at the Carnival and Dance

held at the PEC and about 2,000 to our Casino night. The student experience office was instrumental in execution

of these events and largely helped in acquiring prizes to give away to students in attendance of the Casino night –

our feature prize was a Microsoft Surface, courtesy of the Campus Computer Store.

Marketing: This is an exciting year for the Marketing of Residence Society as we are a new society. We

rebranded the summer, painted our office, launched Facebook and Twitter (Res_Soc) and bought posters to be

displayed at all events we plan to host through out the year.

Events: ResSoc has partnered with BISC admissions to create a Castle-Queen’s pen pal program. The event that

corresponds to this project is on September 22nd. We also are currently booking our times at the Corn Maize,

Halloween Haunt in Toronto, and a Residence wide Frontenac’s Game.

Hiring: We have a full staff of Executives, House Presidents and Residence Facilitators. By the time next AMS

Assembly rolls around, I hope to announce a full volunteer cohort of FYEAs, Floor Reps, Interns, and a Scribe.

Regards,

Hasina Shain Daya

President & CEO

Appendix A: Lost In Transition

Section 19.01 Transition

19.01.01 The Executive shall be retired as of May 1st. At that time the Executive-Elect shall assume the powers

vested in the offices of the Executive.

19.01.02 The Assembly shall be retired as of May 1st of each year. Representatives to Assembly may change in

accordance with Member Societies’ constitutions and policies. The AMS Executive-Elect and incoming Council shall

serve as non-voting ex-officio members of Assembly until May 1st.

The Assembly shall be retired at the Society Annual Meeting. At that time the Assembly-Elect shall assume the

powers vested in the body of the Assembly. However, in accordance with 18.01.01, paragraph (i) of subsection

5.01.01, paragraph (vii) of subsection 5.01.05 and 19.01.01 the incumbent Executive and Council shall continue to

hold the status of Assembly members. For greater certainty the AMS Executive-Elect and Council-hired shall serve as

non-voting ex-officio members of Assembly until the close of the fiscal year.

19.01.03 It is recommended that the by-laws of the Corporation provide that the elected directors to Board assume

office within three (3) weeks of the CGM, the exact time to be at the discretion of the prior Chair. The incumbent

Executive shall remain as Directors on the Board and as Officers of the Corporation, and incumbent Service Directors

shall remain as members of the Board until the close of the fiscal year.

19.01.04 The Executive, prior to the election of their successors, shall ensure that the Transition Manual is up to

date. Further, during the Transition period, the Executive-Elect shall refer to said Transition Manual.

19.01.05 Considerations set out in this constitution that reference the Executive, including, but not limited to,

Section 2.02, Section 2.04, Section 6.03 and Section 6.11, shall apply where reasonable and as appropriate to the

Executive-Elect .

Appendix B: No More Years

Section 2.02 Executive of the Society

2.02.01 The Executive of the Society shall consist of a President, a Vice-President (Operations), and a Vice-President (University

Affairs) who must be Society members. They shall be members of Council and voting members of Assembly. The positions

shall be considered full-time from May 1 until April 30 of the following year.

2.02.02 The President and Vice-Presidents shall run as a team and shall be elected from the student body at large. The campaign

and election shall be held in accordance with the Society Policy on Elections and Referenda. Individuals running for executive

positions shall be AMS members during the school term in which they run for office, and may be enrolled in no less than one (1)

course during the Fall and Winter of their terms. Executive members may take more than three (3) courses only by appeal to the

Assembly.

2.02.03 Incumbent members of the AMS Executive shall not be eligible to run for re-election but shall be eligible to run in a

subsequent year. The AMS Human Resources Officer shall not be eligible to run for an AMS Executive position in the academic

year in which they hold or have held that position.

2.02.04 In the absence or unavailability of any one member of the Executive, or in the event that any one of the three Executive

offices becomes vacant, the remaining Executive members may appoint a replacement, who is a Society member, subject to the

approval of two-thirds (2/3) of the members of the Assembly present and voting at a meeting where n0otice of a motion of

approval has been duly given. Should the nominee of the remaining Executive members be rejected, the Assembly may make an

appointment, or it may require the remaining Executive members to propose alternative nominees.

2.02.05 Should the Assembly decide that the exercising of its authority to nominate candidates is undesirable, it shall call an

election within a month to be held in accordance with the Society Policy on Elections and Referenda.

2.02.06 In the absence or unavailability of any two members of the Executive or in the event that any two, or all three, of the

offices become vacant, the Assembly shall choose replacements who shall temporarily assume the powers and duties of those

Executive members until such time as an election can be held, in accordance with the Society Policy on Elections and Referenda.

Appendix C: NAD

That AMS Assembly approves changes to AMS Constitution Section 10.02.02 as seen in Appendix [number]

Part 10: AMS NON ACADEMIC DISCIPLINE

10.02.02 Insofar as the Judicial Committee is only one of several non-academic disciplinary bodies within the

university it shall not consider certain kinds of cases identified as better suited for a different jurisdiction.

Specifically, the Judicial Committee shall not hear cases of blatant discrimination (sexual, racial or otherwise),

harassment, sexual assault, serious assault of a non-sexual nature, use or possession of weapons (as defined by the Queen’s

University Weapons Policy), and murder, unless referred to by the Senate Committee on Non-Academic Discipline. It will,

however, act as an appeal body for the residence judicial system when appropriate. The AMS Judicial Committee shall not

hear cases of academic discipline.

Appendix D: Space Is Neat

Section 8, Part B: Room BookingAMS Space Designation

1) Only faculty societies and those groups/organizations that have received official recognition from the A.M.S. are

eligible to book space on campus.

2) Any group wishing to book space must notify the Commission of Internal Affairs, which will then determine

whether they are in fact eligible to receive this privilege.

3) All groups that have received room booking eligibility must then fill out a Student Event Form and follow the

procedures outlined therein.

1. This Part shall govern the designation of all AMS exclusive space within the Student Life Centre.

2. AMS exclusive space shall be designated for use by the Executive, in consultation with the Student Centre Officer

and Facilities ManagerOfficer.

3. Designation of space shall remain in effect until amended otherwise.

4. AMS exclusive space shall be designated for purposes such as, but not limited to:

a) AMS Salaried staff offices

b) AMS Commissions

c) AMS Offices

d) AMS Services

e) AMS Committees

f) Club Space

5. Allocation of Club Space to individual groups shall be conducted annually in accordance with Policy Manual 1,

Section 8, Part C: Club Space Allocation.

Section 8, Part C: Club Space Allocation

1. General

1.1 Club Space allocation shall be conducted annually during June-July.

1.2 This policy shall govern the allocation of AMS controlled exclusive space in the JDUC, 51 Queen’s Crescent, and

Macgillivray-Brown Hall and in Queen’s Centre Phase 1Student Life Centre designated as Club Space.

1.3 Responsibility for this process shall rest with an informalthe Club Space Allocation Committee which shall be

comprised of the Student Centre Officer, the AMS Clubs Manager, the Internal Affairs Commissioner and the Vice-

President (University Affairs).

1,4 The Space Allocation Committee shall be chaired by the Clubs Manager.

2. Eligibility

2.1 All extracurricular groups and clubs which have been duly ratified or re-ratified by the Internal Affairs Commission

no later the end of June, and AMS member societies shall be eligible to apply for space for the academic year

commencing the ensuing September.

3. Application Process

3.1 All extracurricular groups and clubs seeking ratification or re-ratification shall at that time be notified of the space

allocation process by the Internal Affairs Commissioner.

3.2 The space allocation form attached to this policy shall be made available in the Internal Affairs Commission office

to all groups/clubs by the first week of March.

4. Selection Criteria for Space Allocation

4.1 In evaluating and prioritizing requests for space the following criteria shall be given consideration:

Confidentiality requirements

Need for storage

Number of club members

Degree to which space itself will be utilized for group/club based activity

Number of students impacted by club activity

Past utilization of space

Tradition of the group/club at Queen’s

Accessibility requirements

History of a club’s previous tenancy

4.2 Space shall be allocated on a yearly basis only, however the Space Allocation Committee may offer space for a

multi-year period where it determines special circumstances so warrant.

4.3 2 Previous occupancy of allocated space shall not be considered a guarantee for renewal.

5. Notification

5.1 The space allocation process shall normally be completed by July 31 and all groups shall be informed via email at

this time.

5.2 Groups required to vacate space shall normally have until the first week of classes in September to do so, unless

extenuating circumstances arise.

5.3 A complete and current listing of space allocation shall be posted in the Internal Affairs office and on the AMS

website.

6. Contract

6.1 All extracurricular groups and clubs shall be required to sign an occupancy agreement prior to taking occupancy of

their allocated space. The SCO shall be the AMS signatory.

6.2 Provisions within the contract shall include, but not be limited to: move-in/move-out dates, responsibility for keys,

responsibility for space maintenance/cleanliness, adherence to all relevant codes of conduct and university rules and

regulations; assumption of responsibility by tenant for theft and/or damage, and entitlement of the SCO to inspect the

space and review its utilization at the SCO’s discretion.

6.2 Responsibility for determining and enforcing compliance with the tenant’s contractual obligations shall rest with the

SCO.

7. Other Considerations

7.1 Any group/club experiencing physical/maintenance problems with their allocated space (e.g. heating, painting) shall

direct their concerns to the SCO.

7.2 The AMS recognizes and supports in principle, the creation and maintenance of safe zones, i.e. 'women only space',

as a valuable psychological resource in helping to alleviate the persistent problems of discrimination, harassment and

abuse confronted by women. It further recognizes and supports the prerogative of the Queen's University Women's

Centre to freely designate any space within its confines, as 'women's only space'.

7.3 A copy of this policy shall be made available to all groups/clubs applying for space.

Appendix E: Bus-It

Part II, Section 8: Destinations

Section 8, Part A: Bus-It Working Group

Section 1: Mandate:

There shall be a Bus-It Working Group struck as a standing committee under AMS Assembly. It shall aim to:

a. To gather information regarding student opinion and feedback on transit and transit-related issues, and disseminate this

information to the appropriate bodies.

b. To provide non-binding input into the annual contract negotiation between

the Alma Mater Society and Kingston Transit regarding the Bus-It

program

Section 2: Membership

a. Destinations Head Manager (Chair)

b. Destinations Assistant Manager of Marketing, Bus-It and ISIC

c. Student Services Director

d. 2 voting members of AMS Assembly, each from a different faculty society

e. 1 representative from the Society of Graduate and Professional Studies (SGPS), as determined by the SGPS

f. 1 representative from the Jean Royce Hall Council (JRHC), as determined by the JRHC

g. 1 representative from the Office of the Associate Vice-Principal and Dean of Student Affairs (DoSA), as determined by

the DoSA

Appendix F: Trust

Policy Manual 2, Section 9: Office of the Undergraduate Student Trustee

The Undergraduate Student Trustee is the undergraduate students’ representative on the Queen’s University Board of

Trustees. The term and election of the student trustee is described in Section 13.01 of the AMS Constitution.

Office Space

The AMS shall provide designated office space for the Student Trustee; the office shall be made available to the Student

Trustee on the first day of their term.

Student Trustee Fund

As per AMS Constitution 13.01.06, the AMS shall provide an annual allocation of funds to the Student Trustee. This

allocation will endeavor to cover expenses that may include, but is not limited to, transportation, marketing materials, office

supplies, lobbying expenses, and admission to events hosted by the Board of Trustees, the Grant Hall Society, the Queen’s

University Alumni Association, and other University bodies.

Each expenditure of the Student Trustee Fund must be approved by the AMS President and AMS Executive Director. The

criteria for approval of the funds are: 1) whether the expenditure is reasonable and relevant to the portfolio of the Student

Trustee and 2) whether other sources of funding can be located. The Student Trustee can expense up to $2000 per year. The

AMS Assembly may request the Student Trustee to provide a summary of expenditure to date at any time, through the

written request of minimum five (5) voting members to the Commissioner of Internal Affairs.

Appendix G: Assembly Votes

Policy Manual 1 Section 2, Part A: Assembly Policy

34. i)At the conclusion of the debate the Speaker shall call for a vote by a show of hands to determine whether the motion

shall be accepted.

ii) If the decision is to be challenged, five (5) members must stand and request a formal recount.

iii) At the request of at least 50% of voting members, five (5) voting members, the vote shall be taken by role call instead of a

show of hands.

iv) At the request of at least 50% of voting members, the vote shall be taken by a secret ballot instead of a show of hands.

Members shall write his/her name on each ballot cast. Member’s name, affiliation, and vote for each motion will be recorded

in the meeting minutes. Ballots submitted without a name will be considered void and shall be disregarded.

v) Subsection 34 (iv) shall be followed notwithstanding a closed session of Assembly, at which no votes shall be recorded in

the meeting minutes.

iv) When a vote is taken at Assembly, any member may request that the numbers, or the names of the minority voters, be

recorded in the minutes.

Appendix H: Kingston Opportunities Officer

Kingston Opportunities Officer

The Kingston Opportunities Officer position has been created in response to the growing number of

students seeking summer, school year, and post-graduation employment opportunities in Kingston.

Also, the Officer will work to facilitate volunteer opportunities to the growing number of students

seeking volunteer opportunities in Kingston. This mandate is consistent with the City of Kingston

Strategic Plan for the retention of students over the summer months and post-graduation.

Time Commitment

8-month volunteer term from Sept 1 2013 – April 30 2014 of a time commitment of 5-10 hours/week

The successful applicant will be required to attend volunteer training provided by the Human

Resources Office, as well as orientation to the position provided by the Municipal Affairs Commission,

Queen’s Career Services and KEDCO

While the active term for the officer is from September to April, some positions require planning

during the summer months for the development of a Goal Plan.

This is a volunteer position, but is subject to honorarium at the end of the school year if duties are

successfully completed

Responsibilities

Work with KEDCO and community partners to advertise Kingston to students as an option for

summer or post-graduation employment

Communicate relevant job postings from KEDCO’s environmental scan to students

Create a social media identity for the position as students’ connection to the greater Kingston

community

Establish and maintain regular meeting times with KEDCO and other relevant organizations

dedicated to promoting employment of Queen’s students in Kingston

Work with Career Services on development of their career fairs

Communicate relevant job postings from KEDCO’s environmental scan to students

Work with KEDCO and Greater Kingston Chamber of Commerce on hosting a Kingston employment

mixer event and/or entrepreneurship speaker series

Work with Career Services on an expansion of their website to promote working in Kingston

Complete a strategic plan to be submitted to the Municipal Affairs Commissioner

Report to the Municipal Affairs Commissioner on a weekly basis

Maintain regular office hours

Submit a proposed budget according to the regulations of the AMS constitutions

Submit updated budgets as they become available

Submit a final budget

Submit a written transition report

Useful Contacts

Catherine Wright, Incoming Municipal Affairs Commissioner 2013-2014

Ceilidh Stubbs, Community Opportunities Facilitator 2012-2013,

[email protected]

Appendix I: Sustainability Action Fund

Section 9, Part D: 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 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 prior to the end of the winter term)

AMS Commission of the Environment and Sustainability Deputy Commissioners (Non-Voting)

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

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:

a. Attend and participate in regular meetings of the Granting Committee

b. Review grant applications and determine the allocation of funds

c. Provide feedback to all individuals/groups submitting grant applications

d. Promote the SAF to members of the Queen’s undergraduate student body

e. Conduct promotional campaigns to encourage the submission of grant applications

f. Conduct promotional campaigns to encourage student involvement in the administration

of the SAF, including applications to the Granting Committee

g. Ensure proper measurement and accountability by all grant recipients

h. Ensure the submission of final reports by all grant recipients

i. Review all final report submissions and determine whether grant funds have been spent

appropriately

j. Compile and publish an annual report, submitted to AMS Assembly, outlining all activities and

expenditures of the SAF

k. Orient and create transition manuals for incoming Granting Committee Members

l. 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

m. 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 voting members must be present for Quorum to be reached and a meeting to be held

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:

* Projects must directly address environmental sustainability on the Queen’s University campus, or in the capacity that on-

campus activities influence sustainability off-campus.

* All proposed projects must have a clearly defined, measureable, and quantifiable outcome.

* Project proposals may be submitted by Queen’s University students, staff, administrators, AMS

Services/Commissions/Offices or faculty, provided that at least one undergraduate student is involved in the project in a

managerial capacity.

* Individuals and groups not affiliated with Queen’s University may not submit proposals.

* Projects shall have received all necessary written approval by any applicable or appropriate

campus officials prior to consideration by the Granting Committee.

* 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.

*Projects shall go above and beyond established minimum requirements and that are unable to gain full funding from other

sources.

* Projects shall have a mechanism for measurement, evaluation, and 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.

* 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.

* Project shall have publicity, education, and outreach components.

* Projects shall have direct undergraduate student involvement.

* Projects will not be considered that request less than $300 in SAF funding.

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.

* Preference will be given to projects that demonstrate the greatest reduction in Queen’s

University’s negative environmental impacts for the least cost.

* Preference will be given to projects with a strong student participation and leadership component.

* Preference will be given to projects that address the environmental, social, and economic aspects of sustainability in a

holistic manner.

f) All funds received from the SAF student fee shall be granted during the school term

g) SAF funds are not to be used or reallocated for purposes other than those described in this document.

h) 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).

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,,ml 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.will attempt to give out around 50% of the fund. The third granting period in February shall be held

only in the event there are remaining funds.rest will be given out in the second granting period. However, the committee

retains the right to give out most or all of the fund in the Fall semester should they receive deserving applications requesting

such an amount.

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 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:

* Make all records of the SAF available to the public through publically accessible financial records and Granting Committee

meeting minutes.

* 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

* The report must include a budget detailing all expenditures of funds granted or loaned to a project by the Granting

Committee.

* 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:

a. 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

b. 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.

c. Record of projects proposed and selected each year and the funds allocated to each.

d. Reports made back to the Granting Committee on completed projects and all annual reports

received from projects with ongoing benefits and/or revenues.

e. Copies of all annual reports which the Granting Committee has issued to the AMS Assembly.

Appendix J: CSI

Clubs Street Initiative

Job Title: Clubs Street Initiative Committee Chair/Member

Job Type: Volunteer (not subject to honoraria)

Number of Volunteers Holding Position: 6

Hours Per Week: 2-5

Job Description:

Promote and facilitate club collaboration with the AMS

Meet on a weekly basis with the Clubs Manager for updates on Club events, information and

what events to visit that week

Attend club events and provide extra support for club executives (could be booked to help

clubs set up events, etc.)

Divide in groups and visit new clubs each week as a resource

Promote clubs to the general student body

Participate in Clubs Open House

Attend monthly Clubs Office Meetings

Appendix K: AMS Hiring Amendments

Amendments

Sections 7, 8, 15, and 25 Approved by the Board of Directors

pproved by Assembly and the Board of Directors All other sections aA

15. REHIRES

15.01 Consistent with section 1.05, the AMS, in recognition of the importance of providing work, leadership experience and

employment opportunities to students; and of the limited number of such positions, shall strive to disperse employment and

appointment opportunities to as many different students as possible from year to year.

15.02 Insofar as hiring a completely new complement of staff each year would not be conducive to the efficient running of

the services, rehires shall be permitted among the services up to a maximum of 25% based on the number of available staff

positions. Having worked in a service the past year shall in no way guarantee a position the following year. The rehiring of

individuals shall in all cases require exceptional past performance and additionally be based on: their ability to aid in the

training of new employees; their ability to provide leadership to new employees; and the level of continuity they would

provide.

15.03 Any service wishing to exceed the 25% rehire threshold may request approval to do so from the VPOPs.

The VPOPs shall grant a service an exemption from the prescribed limit only upon a determination that the welfare of the

service would be genuinely compromised by a failure to retain additional experienced staff. In no case shall the VPOPs

permit rehires to exceed 50%.

15.04 Where sufficient opportunity has existed to observe and assess the performance of a staff member seeking employment

with the same service for the following school year, the staff member shall be considered as a rehire, regardless of their

status/whereabouts at the time of application. This includes, but is not limited to, employees on a winter term exchange and

employees who were unable to complete their period of employment due to illness or other extenuating circumstance. Insofar

as these students are considered rehires, they shall not be eligible to apply to work for the same service in the fall hiring

period.

15.054 No student shall work more than four years in any service wage-level position. This limit reflects a balance between

the AMS desire to act upon its philosophy of spreading opportunity and its recognition of the positive contribution made by

the exceptional students who are hired repeatedly as staff.

Consistent with Section 1.05 of this document, the Board of Directors may seek to waive this provision, if it judges that the

viability and efficiency of an AMS service may be jeopardized by the limited training and experience available to its staff,

due to a demonstrably low number of returning employees. In taking this action, the Board of Directors shall be acting on the

unanimous recommendation of the relevant service manager, services director and the VPOPs.

22. GENERAL OFFICE SUPPORT STAFF/CASUAL OR LIMITED TERM WORK

22.01 A student in a front desk/reception position shall be eligible to be rehired but consistent with AMS rehire policy, this

shall require exceptional past performance and additionally be based on their ability to aid in the training of new employees

and the level of continuity and professionalism they would provide. A maximum of two front desk staff may be rehired each

year and no student shall be eligible to hold this position for longer than two years.

22.02 The hiring for miscellaneous casual or limited term positions (e.g. assembly scribe, SWEP employees, board scribe)

shall be conducted by the Executive or Council member or manager to whom the employee is ultimately responsible, and

consistent with any applicable Society policies. The hiring shall be guided by the general principles expressed in this

document but the individual responsible for hiring shall retain the discretion to act expediently when necessary upon

receiving approval from the AMS Executive. Expediency shall be deemed to include bypassing normal requirements for the

advertisement/notification of AMS positions.

22.03 In hiring for casual or short-term positions, when possible preference shall generally be given to AMS volunteers to

demonstrate appreciation for their commitment and dedication in serving their fellow students.

22.04 In the event that a head manager determines their service needs to hire additional staff in response to either employee

loss or increased work volume, the appropriate Director may open a hiring period, the duration of which is subject to the

approval of the VPOPS.

Appendix L: AMS Employee Amendments

AMENDMENTS

APPROVED BY THE BOARD OF DIRECTORS ASSEMBLY AND

ARTICLE 4: STAFF TRAINING AND DEVELOPMENT

4.01 STAFF RESPONSIBILITIES

Every student employee must meet their service's training requirements. Failure to do so may result in disciplinary action.

Employees shall be paid at the minimum wage prescribed in the Employment Standards

Act for all mandatory training sessions. The AMS Inc. is responsible for ensuring that all of its employees are properly

trained to deal with duties they are required to perform. This includes the proper use of equipment as well as the liability

involved with dealing with customers.

4.02 ACCESSIBLE CUSTOMER SERVICE TRAINING

In accordance with the Accessibility for Ontarians with Disabilities Act, all AMS employees shall receive mandatory training

on Accessible Customer Service.

4.03 QUEEN’ S STUDENT CONSTABLES

All employees of Queen’s Student Constables shall complete provincially mandated security training and pass the licensing

exam. The AMS shall provide the opportunity for employees to fulfill the in-class component of the training and shall pay

associated examination and licensing fees. Employees who are unable to attend the in-class training as arranged by the AMS

are responsible for completing this component at their own expense, however in all such cases, the AMS will offer the

employee remuneration for the hours spent in training.

4.04 PERFORMANCE APPRAISALS

Consistent with the AMS seeking to provide learning experiences for all its employees, the general intent of performance

appraisals shall be to identify strengths and areas of concern as early as is reasonable to afford employees an opportunity for

growth and improvement.

i) Performance appraisals shall take place twice a year for those on a 12-month contract, and once a year for those on an 8-

month contract. The first evaluation shall occur near the end of the first each four-month period of a 12-month contract,

normally taking place in July and August. The second shall occur halfway through an 8-month contract, normally taking

place in December and January. in which a member

of the staff or management has been working. This shall normally occur during three periods:

May 1 – August 1; September 1 – December 1; and January 1 – April 1.

ii) Performance appraisals shall consist of two components:

i. A written survey allowing employees to comment on their own performance, as well as the performance of the following

employees (as applicable): their supervisor(s), staff they manage, and peers. Full-time employees shallwill also evaluate the

executive as a team where possible or otherwise on an individual basis as applicable.as a whole, as a mechanism to keep

elected leaders

accountable. This survey shall typically include consist of a numerical ranking of skills relevant

skills to the position, as well as an area to comment on strengths and, areas of improvement and next steps.

ii. A performance review meeting with the employee’s supervisor. One additional supervisor or equivalent may attend, at the

discretion of the supervisor.

iii) All eEmployees shall have at least two weeks to complete the written evaluations before their due date.

iv) Evaluations shall be sorted by the Human Resources Officer and passed on to the appropriate supervisor within one week

of the evaluation deadlinedue-date, regardless of whether all evaluations are submitted. This timeline shall be bypassed in the

event of 4.04 v, in which case the supervisor shall receive the relevant sorted evaluations after their own performance review

meeting.

a. If evaluations are not submitted by this date, final appropriate discipline may be

administered.

v) No full-time staff member who is a supervisor may conduct a performance review meeting until they have participated in

their own performance review meeting.

vi) For head managers, assistant managers and service staff, the performance review meeting shall typically be conducted by

two supervisors.

vi) Performance review meetings shall not extend beyond a two week period, unless approved by the

applicable Executive member. This is an effort to afford employees enough time to improve

before the end of the evaluation term.

ARTICLE 5: DISCIPLINE AND APPEALS PROCEDURE

5.01 POLICY

(i) The general intent of disciplinary action shall be to correct and improve employee performance, not to punish.

(ii) The standard of conduct expected from services staff and salaried employees is full adherence to the terms of

employment stated in this manual, the rules outlined in service specific staff manuals and any employment contract they have

signed. All employees shall be provided with a comprehensive list of rules and expectations.

(iii) Expectations for adherence to proper conduct standards shall remain in effect for all employees while they are present

but off-duty in any AMS service, and for employee interaction with co-workers outside the service in which they are

employed.

(iv) All disciplinary actions and any record of such shall remain confidential. In the event of the any termination or the

suspension of a management full-time employee, the Board of Directors may choose to release a statement of notification.

(v) When a conflict of interest exists (e.g. personal relationship, housemate) between an employee and their supervisor, the

supervisor shall remove themselves from any disciplinary process. Responsibility for the process shall be delegated to

another AMS employee in a supervisory position to the employee (e.g. HR manager, director) subject to the approval of the

VPOPs.

(vi) Consistent with section 1.04 of the AMS Hiring Policy and Appointments Policy and Procedures

Manual, the AMS shall endeavour to ensure its employees’ AMS experience does not impede their academic performance. In

the event an employee is encountering serious academic problems, their supervisor shall meet with the employee and

empathetically explore any effect that the employee’s AMS job may be having on their academic performance. Irrespective

of the employee’s job performance, termination may be recommended by the supervisor if in her/his judgment this is a step

that is essential to a resolution of the employee’s academic problems.

(vii) The Human Resources Officer, insofar as this position is a support for both the organization and individual employees,

shall not be present at any discipline meetings including those related to suspension

or termination.

(viii) All written documentation concerning employee discipline (i.e. written warnings and notices of suspension/termination)

shall be subject to review by the Human Resources Officer, who shall ensure adherence to AMS policy.

5.02 PROGRESSIVE DISCIPLINE

(i) The escalating measures listed below shall generally be followed in the event of a rule infraction, unsatisfactory

performance or inappropriate conduct. In the case of service staff, each service may establish its own demerit system at the

discretion of the manager (subject to approval by the appropriate director who must ensure uniformity and fairness among

services’ demerit systems) to determine at what point each of the measures shall be warranted. Any employee receiving a

demerit(s) shall be informed of this disciplinary action and shall be required to acknowledge it, normally by initialling it in

their employee file. Both head managers and directors shall have the discretion to bypass any measure in favour of a more

severe one, when in their judgment an employee’s offence is deemed serious enough to justify so doing. In the event that a

disciplinary measure is bypassed by a head manager/director, their supervisor shall be notified. Where disciplinary measures

have been taken for a service staff during the May-August period, the head manager shall have the discretion to reset a clean

slate for the staff member in the fall, where the manager has determined the existence of extenuating circumstances.

a) Warning noted in employee’s employment file The employee shall be so informed and shall be required to acknowledge that a warning has been retained on file, typically in

the form of demerit points.

b) Written warning and meeting with employee

This warning shall be in the form of a letter to be retained in the employee’s file and shall be signed by both the employee

and the appropriate supervisors. The supervisor shall schedule a meeting with the employee to address areas of concern

regarding the employee’s job performance. This shall normally occur after the accumulation of 4 demerits points so as to

acknowledge concerns early and allow the employee the opportunity for improvement.

An employee who believes they have been disciplined unfairly should, and is entitled to, discuss this matter with their direct

supervisor.

5.03 SUSPENSION

(i) An employee shall be subject to a suspension without pay, not exceeding a period of two weeks, imposed

by the manager/supervisor under either of the following conditions:

a) The employee commits a further offence after all measures listed in 5.02 have been exhausted.

b) In the judgment of the manager/supervisor the employee’s offence is sufficiently serious as to warrant

immediate disciplinary action greater than the measures provided in 5.02 but not so serious as to warrant

termination.

(ii) An employee may be subject to indefinite suspension, with or without pay, for the purpose of

investigating alleged misconduct. Forgone earnings may be restored to the employee at the conclusion of

the investigation.

(iii) While on suspension from their job, the employee shall not be permitted to enter their service or place

of work for any reason, including as a paying customer. The sole exception shall be the Walkhome service

where a suspended employee may request a walk. An employee who fails to comply with this condition of

their suspension shall be subject to further disciplinary action, up to and including termination.

(iv) In all cases of staff suspension the appropriate director shall be informed.

5.04 TERMINATION

(i) An initial decision to terminate employment shall be made independently by the Head Manager or supervisor. Staff

terminations shall subsequently be subject to approval by the relevant Director for the service. The decision to terminate shall

then be subject to a final review and approval by the VPOPs before any action is taken. A decision to terminate a Head

Manager shall be made by the relevant Director and the VPOPs. A decision to terminate a council member or officer shall be

made by the executive. Cause for immediate dismissal shall include, but not be limited to, wilful misconduct, wilful neglect

of duty, repeated unavailability for work, theft, gross insubordination, harassment/discrimination and substance abuse while

on duty.

(ii) Termination of a part-time employee shall normally occur after the accumulation of 10 demerit points, though

employment may be terminated sooner, consistent with the discretion afforded head managers and directors to bypass a

disciplinary measure for a more severe one. A head manager shall not be required to automatically terminate employment at

the accumulation of 10 demerit points, however, any further infraction warranting demerits shall typically result in automatic

termination, at the discretion of the appropriate Director.

(iii) An employee’s employment may be terminated at any point during the probationary period without cause. Once the

probationary period has been completed, an employee may be terminated without cause by providing the employee with the

following working notice, or at the sole discretion of the AMS, pay in lieu of such notice.

Length of Service Weeks of Notice Period

6 weeks - 1 year 1 week

Student is a rehire 2 weeks

(ivii) An employee who has been terminated shall be notified both in writing and in a meeting with those authorized under

section 5.04(i) to make this decision. The VPOPs or delegate shall be present at all such meetings. The employee shall be

informed of their right to appeal at the time of termination.

(iv) The Board shall receive written notification of any decision to terminate a full-timen employee.

(vi) A tri-pub ban issued to any Queen’s Student Constables or TAPS employee shall also constitute grounds

for immediate dismissal.

(vii) The AMS shall act in accordance with any special considerations in the Work Study contracts for students employed

under this program.

5.05 APPEAL OF TERMINATION

(i) A decision to terminate an employee without cause shall not be subject to appeal. An employee who has been terminated

with cause shall be informed of their right to appeal at the time of termination and the relevant timeline.

(ii) An appeal of termination shall be made to the Chair of the Board of Directors. The appeal must be filed in writing to the

Chair within three business days of the employee being notified in writing of the termination. The submission shall state the

grounds for the appeal and shall include any supporting evidence/documentation.

(iii) The Chair shall overturn a management decision to terminate only where there is clear and compelling evidence that the

employee has been treated unjustly. The appeal shall not constitute an opportunity for the Chair to simply second-guess the

judgement of management but rather exists solely to ensure that there has not been an indisputable miscarriage of justice

based on either the facts or on considerations extraneous to the employee’s job performance.

(iv) The onus shall be on the employee filing the appeal to produce evidence and a substantive basis to support the contention

that they have been wrongfully dismissed.

(v) The Chair shall have the right to immediately dismiss an appeal where the Chair determines that the employee’s grounds

for appeal are not substantive in the context of Section 5.05 (iii).

(vi) Where the Chair has decided to hear an appeal, the Chair shall arrange to interview both management and the appellant,

and any other party that in the judgement of the Chair is instrumental to the appellant’s termination. Before rendering a

decision the Chair may seek advice from the AMS retained legal counsel. A decision on the appeal should be rendered within

one week of receipt of the written submission, barring unforeseen circumstances. Written notification of the Chair’s decision

shall be given to all concerned parties.

(vii) At the conclusion of the appeal process, the Chair may decide to:

a) uphold the termination

b) overturn the termination

c) overturn the termination and call for a lesser disciplinary action(i.e. suspension)

In the event the termination is overturned, the employee may be eligible for lost wages/salary at the discretion of the Chair.

(viii) The Chair shall report their decision to the Board of Directors for information purposes.

(ix) The Chair’s decision shall be final and there shall be no further right of appeal.

Appendix M: Recruitment Committee

Recruitment Committee Member

The Human Resources Office is responsible for ensuring that all AMS members receive equitable

access to employment and volunteer opportunities within the AMS and that the experience is safe,

productive, and welcoming. The Recruitment Committee members will work with the Opportunities

and Outreach Coordinator to plan and execute any and all recruitment campaigns to ensure that all

Queen’s students are aware of the opportunities available through the AMS.

Time Commitment, Eligibility and Remuneration

8-month term from September 1 2013-April 30 2014 of a time commitment of 3-5 hours/week

This is a volunteer position

All AMS volunteers must be enrolled in at least 18.00 credit units (60% of a full course load as

determined by your program) both at the time that they apply and for the duration of their

term, and have paid the full slate of AMS mandatory fees

Must attend volunteer training organized by Human Resource Office

Responsibilities

Work directly under Opportunities and Outreach Coordinator (O&O) to complete logistical

work recruitment

Create and distribute all necessary application forms and job descriptions

Maintain the AMS front lobby display of applications and notifications and ensure

communication of hiring logistics and deadlines with the AMS front desk staff

Complete the logistical work of planning and executing AMS Recruitment campaigns during

the Winter semester

Develop and implement methods for ongoing AMS recruitment in consultation with the

Opportunities and Outreach Coordinator

Implement social media recruitment strategies as instructed by O&O

Attend weekly committee meeting with O&O

Complete additional responsibilities as delegated by the O&O

Useful Contacts

Hana Delibasic, Opportunities and Outreach 2013-2014, at [email protected]

Theresa Hillis, Human Resources Officer 2013-2014, at [email protected]

Appendix N: Shaking It Up

5.06.01 The order of business shall be:

(a) Approval of Agenda;

(b) Approval of Minutes;

(c) Speaker's Business;

(d) Guest Speaker;

(e) President's Report;

(f) Vice Presidents' Reports;

(g) Board of Director's Report;

(h) Student Senator's Report;

(i) Undergraduate Trustee’s Report

(j) Rector's Report;

(k) Statements by Members;

(l) Question Period;

(m) Business Arising from the Minutes;

(n) New Business;

(o) Statements by Members;

(p) Question Period;

(q) Discussion Period

ams assembly september 12th 2013 robert sutherland hall ...€¦ · 12/09/2013 · i. that ams...

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