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Governance

Constitution

Here we have provided you with our Ambrose Student Council’s Constitution. We wanted to be sure that all the information about ASC and the way we run was open to our students. The Constitution outlines our purpose as a Student Council, our relationships within the school, and how our finances and student fees breakdown. Feel free to look through here should you have any questions, if you have a problem with anything written, described, or with how Student Council is being run, refer to the Bylaws Document, Bylaw II Sections 3, 4 & 7.

Constitution of the AMBROSE UNIVERSITY Undergraduate Students’ Council

ARTICLE I – NAME

Section 1: Title of Organization

Clause 1: The name of this organization shall be the Ambrose University Undergraduate Students’ Council (also referred to as the Students’ Council)

ARTICLE II – MISSION STATEMENT

Section 1: Purpose of the Students’ Council

Clause 1: The Ambrose Students’ Council exists to glorify God by engaging the spiritual, social and mental growth of Ambrose students.
To realize its mission, the Students’ Council will:

  • Fulfill the unique needs of students by being an informational resource.
  • Initiate and implement a network of communication by which student concerns and interests are positively represented to the various sectors of the University.
  • Facilitate student initiated purposeful, social activities, emphasizing a greater sense of community and personal wellbeing.
  • Encourage and support spiritual and intellectual pursuits on campus.
  • Cultivate awareness and activism regarding contemporary social issues by developing programs of Christian response.
  • Promote a positive Ambrose presence off campus through service-related involvement in the community.

ARTICLE III– JURISDICTION

Section 1: Authority

Clause 1: The Student Association will rest their authority in the elected representatives known as the Ambrose Students’ Council.
Clause 2: The Students’ Council shall represent the Student Association to the Faculty, Staff, and Administration in general and institutional matters.
Clause 3: The AVP of Student Life may add to the responsibilities of Students’ Council, as collaboratively agreed upon by the Cabinet of Ambrose University and the Students’ Council.
Clause 4: The Students’ Council has the ability to add further qualifications of members of the Students’ Council by instituting a bylaw.
Clause 5: The Students’ Council has the ability to add further responsibilities in regards to their relationship to the Student Association through the process of instituting a bylaw.
Clause 6: The Students’ Council shall have authority to develop policies and procedures to aid in the efficiency and function of their government, as long as it complies with the boundaries of the Constitution, Bylaws & Policies. These policies and procedures are only applicable for the specific Council that implements them.

ARTICLE IV – MEMBERSHIP OF THE ORGANIZATION

Clause 1: The membership shall consist of all those students enrolled in programs of undergraduate study at Ambrose University who pay the Students’ Council fee.
Clause 2: Students enrolled in modular classes only, Internship programs, or onSite shall be excluded from the Students’ Council during the year in which they are participating in said programs or classes unless they choose to pay the Students’ Council fee.

ARTICLE V – MEMBERSHIP OF THE STUDENTS’ COUNCIL

Section 1: Foundations

Clause 1: All members of the Executive Students’ Council and the Students’ Council Administration shall be elected or appointed according to the policies procedures in the Constitution, Bylaws & Policies and shall abide by these rules of order.
Clause 2: If no candidate meeting the requirements for a given position has come forward to run for office by the date set in Bylaw V, Section 2, the Selection Committee of Bylaw V, section 8 will appoint someone to the position or declare it vacant.

Section 2: Structure

Clause 1: The Students’ Council Executives will consist of the following members:

  • Students’ Council President
  • Vice President of Academics
  • Vice President of Finance
  • Vice President of Spiritual Life
  • Vice President of Community Life
  • Vice President of Marketing & Communications

Clause 2: The Students’ Council Administration will consist of the following members:

  • Director of Wellness
  • Director of Social Justice
  • Director of Operations
  • Director of Missions
  • Executive Assistant
  • Assistant to the Vice President of Marketing & Communications
  • Assistant to the Vice President of Finance
  • Assistant to the Vice President of Community Life

Clause 3: The AVP of Student Life, or another individual elected by the Cabinet of Ambrose, shall serve as the Advisor to the Students’ Council. This individual, hereafter designated the Students’ Council Advisor, shall act solely in an advisory capacity and will have no vote, though they do retain a role in passing changes to the Constitution, Bylaws & Policies, as outlined in Articles IX and X respectively.

ARTICLE VI – RELATIONSHIPS

Section 1: Students’ Council Relationship with Ambrose Authority

Clause 1: The Students’ Council President and Students’ Council Advisor shall interpret the Ambrose Mission and Institutional Objectives as they may affect the activities of the Students’ Council.
Clause 2: If the Students’ Council wishes to appeal a decision of the Ambrose Cabinet, it must first attempt to engage the Cabinet in cooperative discussion; however, if this discussion does not resolve the issue, the Students’ Council President may refer the matter to the Ambrose Board of Governors.

Section 2: Students’ Council Relationship with the Student Association 

Clause 1: Within the boundaries of the Ambrose Mission and institution-wide objectives, the Students’ Council shall have the responsibility to initiate and to carry out the following duties on behalf of and for the benefit of the Student Association:

  1. The Students’ Council shall provide spiritual leadership to the Student Association through its speech and action.
  2. The Students’ Council shall purposefully craft and implement a plan to facilitate intellectual, social, physical, and spiritual growth among the students.
  3. The Students’ Council shall sponsor and coordinate various co-curricular activities to foster an increased sense of community among students.
Section 3: Students’ Council Relationship with Itself

Clause 1: Once the Students’ Council has reached a decision by a majority vote, all members of Students’ Council must stand by that decision, regardless of the vote they cast.
Clause 2: The Students’ Council shall speak with a united voice outside the Boardroom and shall not publicly slander Students’ Council’s decision.

ARTICLE VII – ELECTIONS AND TERMS OF OFFICE

Section 1: Authority

Clause 1: The authority to regulate and administer elections and appointments of the Students’ Council shall be vested in the Student Association.
Clause 2: The Executive Assistant of Students’ Council shall be responsible for the execution of election procedures.
Clause 3: The Students’ Council shall determine the manner and procedure of elections by the Bylaws.

Section 2: Election and Appointment of Members

Clause 1: The elected members of the Students’ Council will be the following:

  • Student’s Council President
  • Vice President of Academics

Clause 2: The appointed members of the Students’ Council will be the following:

  • Vice President of Finance
  • Vice President of Spiritual Life
  • Vice President of Community Life
  • Vice President of Marketing & Communications

ARTICLE VIII – ACCOUNTABILITY

Clause 1: The Students’ Council is accountable to God, the Student Association, and the institution.
Clause 2: In order to foster a greater sense of accountability, all meeting minutes and budget information will be available on the Students’ Council website.

ARTICLE IX – FINANCES

Section 1: Fees

Clause 1: A student fee shall be applied to all members of the Student Association each semester. The Ambrose Finance Office will collect the Students’ Council fee and transfer these funds into the Students’ Council’s account.
Clause 2: The Students’ Council fees shall be collected at the beginning of the fall semester and the winter semester and shall not apply to the spring semester.
Clause 3: The Vice President of Finance will monitor, be responsible for, and report on the collection and transfer of these funds.
Clause 4: The Students’ Council fee will be $88 for all full-time undergrad students in the 2019-20 academic year and $44 for all part-time undergrad students in the 2019-20 academic year and will be assessed each semester. This rate will be recalculated at end of each academic year by the incoming VP Finance using a 7-year rolling average of CPI to determine the following year's student fee rate. This multiplier will be capped at 2% and the inflation metric will be revaluated every 5 years by student referendum. Students on onSite or Internship and students taking only online or modular courses will not be assessed the student fee.
Clause 5: The Students’ Council maintains responsibility and control over the allocation of Student Fees. These funds are to remain in a single Student Council account. Unspent fees are to carry over into the following years’ account.

Section 2: Compensation

Clause 1: Each member of the Students’ Council shall receive a stipend as follows:

  • The Students’ Council President and all other members of the Executive Students’ Council will receive 3.5% each of the total Students’ Council Budget.
  • The Director of Wellness, Director of Social Justice, Director of Operations and the Director of Missions will receive 2.0% of the total Students’ Council Budget.
  • The Executive Assistant, and other Assistants will receive 1.5% of the total Students’ Council Budget.

ARTICLE X – CHANGES TO THE CONSTITUTION

Section 1: Amendment

Clause 1: When any changes are proposed to the Constitution, the Executive Students’ Council President will explore the issue and bring a proposed solution to the attention of the Students’ Council. A motion to amend the constitution must pass the Students’ Council by a two-thirds (2/3) majority vote before it can be brought before the Ambrose Cabinet for consideration.
Clause 2: Before bringing the proposed change to the Student Association, the Students’ Council will seek and receive the approval of the Ambrose Cabinet through the Student Council’s Advisor.
Clause 3: A constitutional referendum shall be held each time the Students’ Council proposes an amendment of the Constitution. The Students’ Council President is responsible for coordinating and executing the referendum.
Clause 4: The referendum to adopt the Constitutional amendments shall occur by anonymous online voting by the Student Association. 
Clause 5: To amend the Constitution successfully, the constitutional referendum must yield a two-thirds (2/3) majority vote in favour of the amendment.
Clause 6: Upon approval of the new amendment by the Student Association, the entire section in question shall be redrawn with the date amended, and a copy of the Constitution containing the un-amended section shall be filed.

Section 2: Ratification

Clause 1: The Constitution or any amendment to the Constitution shall become effective contingent upon approval and ratification by a minimum two thirds (2/3) majority of the votes cast in a constitutional referendum.
Clause 2: Following the ratification of an amendment to the Constitution, the un-amended document shall lose effect and shall be considered null and void.

ARTICLE XI – CHANGES TO THE BYLAWS

Section 1: Authority

Clause 1: Any member of the Student Association may propose bylaws and amendments to bylaws by submitting them in writing to the Students’ Council. In order to take effect, the proposed changes must be approved by the Students’ Council by a two thirds (2/3) majority vote and be approved by the Students’ Council Advisor.
Clause 2: The bylaws shall pertain to:

  1. The manner and procedure of elections,
  2. The management of all subsidiary committees of Students’ Council, and
  3. If deemed necessary by the Students’ Council, the management of any other area within its jurisdiction.
Section 2: Amendment of Bylaws

Clause 1: All approved bylaws shall remain binding and in force until repealed or amended.
Clause 2: Upon amendment of any bylaw, the entire bylaw shall be redrawn with the date amended, and a copy of the bylaws containing the un-amended section shall be filed.

ARTICLE XIII – POLICY MANUAL

Clause 1: The Policy Manual will outline specific operating procedures pertaining to the Students’ Council. It shall deal with any additional policies on matters that do not
require constitutional or bylaw amendments.
Clause 2: Additions or amendments to any of the policies in the manual require a two-thirds (2/3) majority vote in favour of the change by presiding Executive Students’ Council.

ARTICLE XIV – DISSOLUTION OF THE STUDENTS’ COUNCIL

Clause 1: In the event of dissolution of the Students’ Council, after paying or adequately providing for its debts and obligations, the Students’ Council shall devote any remaining assets to the University’s Endowment fund for the scholarship.

Policy

The ASC Policy refers to the specifics of Student Council’s meetings, objectives, elections, accountability, performance, financials, and Club funding. Again, we want to open and honest about how ASC functions and what we are founded on. A part of our accountability is to be accountable to you, the Student Body. We are here to serve you and would love to have you help us along the way.

Policy Manual of the AMBROSE UNIVERSITY Undergraduate Students’ Council

POLICY I - MEETINGS OF THE EXECUTIVE STUDENTS’ COUNCIL

Section 1: Meetings of the Students’ Council

Clause 1: The Students’ Council shall meet regularly on a weekly or biweekly basis, with the exception of statutory, institutional, and summer holidays. Each individual Students’ Council may designate the time and date of its meeting.
Clause 2: Attendance at regular Students’ Council meetings shall be restricted to members of Students’ Council, the Students’ Council Advisor, and those who obtain permission or invitation from the Students’ Council President.
Clause 3: A quorum for Students’ Council meetings shall consist of two-thirds of the voting membership of Students’ Council.
Clause 4: For any questions not covered in the Constitution, Bylaws & Policies, the most recent edition of Robert’s Rules of Order may serve as a procedural guide, or the Student Council may adopt another procedure.
Clause 5: Meetings of the Students’ Council may be called at any time with twenty-four (24) hours notice by the President.

POLICY II – DUTIES AND OBJECTIVES OF THE STUDENTS’ COUNCIL

Section 1: Subsidiary Committees

Clause 1: The Students’ Council may establish subsidiary committees, as needed, to deal with matters within their jurisdiction.
Clause 2: These groups will meet at times requested by their chairperson or the Students’ Council and shall deal with the matters presented to them, bringing their recommendations to Students’ Council.

POLICY III – ELECTIONS

Section 1: Pre-Election Procedures

Clause 1: Students wishing to run for a position shall submit their names and completed applications to the Executive Assistant of the Students’ Council.
Clause 2: In order for VP Academics Election Candidates to be considered a valid candidate they must:

  1. Acquire the signatures of at least twenty members of the Association, on Executive Students’ Council member, and one Faculty member on their application form prior to its’ submission to the Executive Assistant. The Signees must not have signed the form of any other nominee running for the same position.
  2. Meet the appropriate GPA requirements as outlined in the Constitution. 

Clause 3: The Executive Assistant of the Students’ Council shall be responsible for verifying the validity of all candidates and their applications.
Clause 4: Candidates must submit their applications by 5:00 pm fourteen days prior to the election date.
Clause 5: The Executive Assistant of the Students’ Council shall post the candidates forms at seven days prior to the election date.
Clause 6: The Executive Assistant shall hold a mandatory meeting for all the candidates thirteen days prior to elections to notify the candidates of the following:

  1. Where posters are and are not allowed to be displayed.
  2. The time and date of the candidate’s speeches and voting.
  3. The deadline for the removal of campaign posters.
  4. A mandatory meeting after the votes have been tallied to inform candidates of the results. The Executive Assistant will be responsible of setting the time of this meeting.
  5. Any other information the Executive Assistant deems relevant.

POLICY IV – STUDENTS’ COUNCIL ACCOUNTABILITY AND PERFORMANCE

Section 1: Accountability Coach

Clause 1: The President will be the Accountability Coach for the Executive Students’ Council. At the start of the year, each Executive member will be assigned a coach, as determined by the President. The President’s accountability coach will be the Students’ Council Advisor.
Clause 2: Executive Students’ Council members will act as coaches for Students’ Council Administration members that serve within their respective areas of jurisdiction as determined by the Constitution.

Section 2: Maintaining Goals and Expectations

Clause 1: At the beginning of the school year, each Students’ Council member must come up with a comprehensive plan of his or her goals and responsibilities for the entirety of the school year. This includes, but is not limited to, any items that are found in the job description of the Students’ Council member. This plan will be presented to the Executive Students’ Council for approval upon prior consultation with the Accountability Coach, and must be approved by a two-thirds (2/3) majority.
Clause 2: Each member is responsible for organizing bimonthly meetings with their coach. This will be a time to review the member’s goals and expectations, and help each member stay on a positive and successful track.

Section 3: Performance Inquiry

Clause 1: At the end of each semester, Accountability Coaches must review each member’s attempts to fulfill their goals and responsibilities. If it is felt that a member has not put in sufficient effort to fulfill these items, the advisor is to meet with the other Accountability Coach and Students’ Council Advisor for further consultation. If that meeting results in the agreement that sufficient effort has not been put forth, the advisor must bring the matter before the Executive Students’ Council through a special meeting called by the President.
Clause 2: If any member of the Executive feels a Students’ Council member has not put in sufficient effort to fulfill their goals, they must meet with the Students’ Council Advisor and both Accountability Coaches. If that meeting results in the agreement that sufficient effort has not been put forth, the member must bring the matter before the Executive Students’ Council through a special meeting called by the President.
Clause 3: If a meeting is called to review a Students’ Council member, the concerns must first be outlined to the Students’ Council Executives, followed by a defense by the member in question. The Students’ Council Executives will then discuss the matter and decide if the matter warrants a partial or full revocation of the member’s stipend for that semester. A vote for any forfeiture of stipend must have a two-thirds (2/3) majority to pass.

POLICY V – STUDENTS’ Council FINANCIALS

Section 1: Deposits into the Students’ Council Account

Clause 1: When collecting cash payments during an off-campus event, two persons from the Students’ Council must collect and count the cash together at the time of collection. The amount collected must be sealed in an envelope, with the amount collected written on the back of the envelope. Both members who have done the collecting must initial the seal of the envelope.
Clause 2: When a cash deposit is made into the Ambrose Students’ Council account (ORG419021), two personnel from Executive Students’ Council must count the collected cash together after it is received and deposit the cash together. Both members must sign off on the deposit slip provided by the Finance Office when doing so.
Clause 3: If depositing cash from an off-campus event, at least one member doing the deposit must not have been involved in cash collection during that event. Members must confirm that the amount collected correctly corresponds to the amount written on the envelope. If a discrepancy occurs, the Students’ Council President and the AVP of Student Life must be notified to help investigate the situation and find a resolution.

Section 2: Withdrawal Slip Signatures

Clause 1: When a cheque request is made, the withdrawal slip that is created must have signatures of two of the signing officers of the executive Students’ Council, as well as a final sign off from the AVP of Student Life. 
Clause 2: If a cheque request is being made out to one of the signing officers of the Council, this person cannot serve as one of the two Council member signatures. In this instance the cheque request must be authorized by the other two signing officers of the Council, in addition to the AVP of Student Life.

Section 3: Revenue and Expenses

Clause 1: All revenue and expenses that are related to a Students’ Council function or activity must flow through the Students’ Council account.
Clause 2: Revenue collected from students directly must either be: 1) collected by students paying directly at the Finance Office into the Students’ Council account, or 2) by means of a float overseen by two Executive Students’ Council, where the proceeds of an event are able to be deposited directly into the Students’ Council account following the events completion.
Clause 3: The related individuals that have incurred expense of the event will then be reimbursed upon request by the Students’ Council account directly. Students should never reimburse a Students’ Council member directly; all direct revenue and expenditure transactions must be able to be accounted for by the ORG419021 Students’ Council account activity.

POLICY VI – STUDENT CLUBS

Section 1: Club Funding Structure

Clause 1: Each year the Undergraduate Students’ Council is to make a commitment to set aside a voted upon amount of funds from its overall budget that is intended for approved clubs to request a portion of upon a written submission for the fund’s intended usage. Clause 2: Club requests for funding must relate to future expenditures. The Students’ Council will not consider requests that relate to reimbursement for funds that have already been spent. Funding requests must relate to future plans that the club as a whole has decided to invest into. 
Clause 3: In putting forward a request, Students’ Council suggests but does not require clubs to seek funding for such purposes that directly support a sustaining initiative/investment for the benefit of their club’s future in subsequent years of study, in addition to the benefit and growth of its current members.

Section 2: Processing Request Submissions

Clause 1: Club requests must follow this process:

  1. The Ambrose club will decide upon a specific expenditure it would like to undertake.
  2. The individual club President or Treasurer will complete the form entitled ‘Ambrose Students’ Council Request for Club Funds Form’ and submit via email to the Students’ Council VP of Finance. 
  3. Upon receiving the written request, the VP of Finance will review and present the request to the rest of the Council at the next immediate Students’ Council meeting. As a whole the Students’ Council will review the request and either approve/disapprove the amount of funding requested or choose to provide a portion of the funding requested, for the described purpose.
  4. Following the Council’s decision, the VP of Finance will contact the club’s representative who submitted the request (President or Treasurer) within the immediate week subsequent to this meeting to notify them of the decision made and forthcoming process.
  5. In the event that the club request is approved, the VP of Finance will coordinate with the Treasurer of said club to ensure an internal transfer of funds for the amount approved is carried out and completed by the Ambrose Finance Office. After this transfer of funds occurs, the responsibility of ensuring this funding is used for its approved intended purpose(s) is in the hands of the club, specifically its Treasurer and complementary signing officers.
  6. All decisions made by the Council are final; however, clubs do have the option of submitting additional requests for other investments throughout the year. As a whole, the club funding budgeted amount will be 6.5% of overall undergraduate student fees received in a semester. Club request as well as Students’ Council discretion and approval will decide the distribution and allocation of this 6.5%.
Section 3: Constitutional Changes to Clubs

Clause 1: Any club which chooses to make revisions to their constitution must submit a (minimum) one-page proposal to the ASC Director of Operations. The Director of Operations will discuss with the ASC VP – Finance as to whether the constitutional changes are major or minor. E.g. major changes can be the addition of new roles within the club hierarchy, funding  changes, etc. E.g. minor changes can be the renaming of roles within the club hierarchy.
Clause 2: If the Director of Operations and the VP – Finance deem the changes to be:

  1. Major: a vote must be passed by a minimum of two-thirds (⅔) of the Student Council to approve of the changes.
  2. Minor: the ASC President will choose to approve the changes and notify the Student Council team of the change.

POLICY VII – EXTERNAL RELATIONS

The below policies and procedures pertaining to partnerships/sponsorships also pertain to any official Ambrose Club and will be included in the club manual for view.

Section 1: Policy Applicability

Clause 1: The below policies are procedures pertaining to partnerships/sponsorships also pertain to any official Ambrose Club and will be included in the club manual for view.
Clause 2: The above policies pertain specifically to organizations who wish to partner with Ambrose Student Council on an event, request Ambrose Student Council to sponsor an event, or wish to sponsor an Ambrose Student Council event.
Clause 3: Exceptions to this policy include using the use of an external venue to host a particular ASC event, where no sponsorship and/or partnership to co-host is requested. Should ASC wish to rent a location and incur a monetary cost, a necessary contract will need to be drawn up indicating usage fees and a terms of agreement; however no further steps outlined below will need to be taken.

Section 2: Prohibitions for Approaching External Organizations

Clause 1: Ambrose Student Council may not approach or accept offers from organizations that conflict with Ambrose University or Ambrose Student Council, or organizations that violate ASC’s governing documents.

Section 3: Sponsoring/Partnering with External Organizations for Internal Events

Clause 1: Should a council member wish to purchase goods from a food service vendor to use during an ASC event, the following steps must be taken:

  1. Gain the approval of the ASC President.
  2. Gain the approval of Aramark catering services through the internal events department of Ambrose University to ensure it is not a breach of contract.
  3. Should the company wish to partner as a co-host/sponsor the event, the below steps in Clause 2 or 3 must be additionally followed. 

Clause 2: If a council member should be approached by an external organization to partner/sponsor an event, the ASC representative is required to:

  1. Request a proposal document outlining the intent of partnership and mutual benefit for both parties as well as the roles of each organization in partnership.
  2. Next, this document is to be presented to the council at the next Executive meeting, allowing for at least 3 days’ notice for the Executive council to overview the document and a vote is to be taken where a ⅔ majority must approve of the partnership as presented.
  3. If the vote should pass by a ⅔ majority, the document will be presented to the Associate Vice President - Student Life for a final vote of approval to ensure Ambrose standards are being complied with.
  4. Should the proposal pass both levels of approval, the member approached may then return to the organization informing them of how the partnership should proceed.
  5. Should the proposal fail at either level, it will be brought back to the organization that we cannot partner with them at the time, but should changes be made to the proposal we would reconsider.

Clause 3: Should a council member wish to engage in a partnership with an external organization to partner/sponsor an event, the ASC representative is required to:

  1. Draft a proposal document outlining the intent of partnership and mutual benefit for both parties as well as the roles of each organization in partnership.
  2. Present this document to the external organization and have a signatory approval of the proposal.
  3. Next, this document is to be presented to the council at the next Executive meeting, allowing for at least 3 days’ notice for the Executive council to overview the document and a vote is to be taken where a ⅔ majority must approve of the partnership as presented.
  4. If the vote should pass by a ⅔ majority, the document will be presented to the Associate Vice President - Student Life for a final vote of approval to ensure Ambrose standards are being complied with.
  5. Should the proposal pass both levels of approval, the member approached may then return to the organization informing them of how the partnership should proceed.
  6. Should the proposal fail at either level, it will be brought back to the organization that we cannot partner with them at the time, but should changes be made to the proposal we would reconsider.

*Exclusions to this policy include food service vendors.
Clause 4: Should a council member wish to engage an external speaker, the ASC representative is required to:

  1. Draft a proposal document outlining the topic that the speaker is being asked to speak on, their speaking credentials, the nature of the personal or professional relationship between the ASC representative and the speaker, and the negotiated cost of the speaker.
  2. Present this document to the speaker and have a signatory approval of the proposal.
  3. Next, this document  is to be presented to the ASC President and the Staff Advisor related to the ASC representatives respective position, allowing for at least a 2 weeks’ notice for an overview of the document and research about the speaker (including and not limited to looking them up online, reading through their social media, and other platforms of media).
  4. Once the proposal and research has been approved, the ASC President, the Staff Advisor, and the ASC representative will meet with the speaker to discuss their topic and their speaking notes.
  5. Should the proposal pass both the research and personal levels of approval, the member approached may then return to the speaker informing them of how the partnership should proceed.
  6. Should the proposal fail at either level, it will be brought back to the speaker that we cannot partner with them at the time, but should changes be made to the proposal we would reconsider.
Section 4: Final Authority in Sponsorships/Partnerships

Clause 1: ASC recognizes the importance of having in place a Final Authority over sponsorship agreements, should the need arise. Procedure is as follows:

  1. Final authority over any sponsorship agreement, sponsorship contract or full legal contract ultimately rests with the President and Associate Vice President - Student Life.
  2. Final authority over the allocation of any income and/or goods received by ASC as part of a sponsorship agreement ultimately rests with the Executive Council and Associate Vice  President - Student Life.

Bylaws

The ASC Bylaws are very exciting and filled with technicalities about the qualifications of our team, our accountability, our decisions, our duties, our electoral code, our finances and our benevolent fund. This is one of the most important documents as it outlines the small cogs and screws that hold ASC together. Should you feel that we are not holding up to our Constitution, Policy or Bylaws, refer to Bylaw II, Sections 3, 4 & 7.

Bylaws of the AMBROSE UNIVERSITY Undergraduate Students’ Council

BYLAW I – QUALIFICATIONS FOR MEMBERS OF STUDENTS’ COUNCIL

Section 1: Academics

Clause 1: Each member of the Executive Students’ Council must have a cumulative grade point average of 2.30 or higher on a 4.00 scale to qualify for office. To run for this office, the president must have a cumulative grade point average of 2.70 or higher on a 4.00 scale.
Clause 2: Each member of the Students’ Council Administration must have a cumulative grade point average of 2.00 or higher on a 4.00 scale to assume and to maintain office.
Clause 3: The Students’ Council President must not be enrolled in more than fifteen (15) credit hours per semester.
Clause 4: To run and to hold office, each Students’ Council member must be enrolled in a minimum of three (3) credit hours at Ambrose per semester.

Section 2: Residency

Clause 1: The President of the Students’ Council must have completed a minimum of forty eight (48) credit hours of study at Ambrose prior to assuming office.
Clause 2: To run for office, the President of the Students’ Council must have already served or a minimum of two (2) semesters in a formal student leadership position at Ambrose.
Clause 3: The Vice President of Marketing and Communications, Vice President of Finance, Vice President of Spiritual Life, Vice President of Community Life, and the Vice President of Academics must have completed at least twenty-four (24) credit hours at Ambrose before assuming office.

Section 3: Lifestyle and Personal Integrity

Clause 1: The members of the Students’ Council must actively support and adhere to the Ambrose Mission Statement and the Ambrose University Responsibilities of Membership for  Students, available at https://ambrose.edu/community-standards.

BYLAW II – ACCOUNTABILITY

Section 1: Communication

Clause 1: The Students’ Council will also attempt to create increased public awareness by:

  1. Holding town hall meetings at least once a semester to update students on current issues.
  2. Having Students’ Council meeting minutes available to the public.
  3. Engage the student association through social media and other communication channels.
Section 2: Responsibility

Clause 1: Members of the Students’ Council must accept all of the responsibilities that come with their office; any failure to fulfill these responsibilities, as determine by a two thirds majority vote of the Students’ Council, will be considered a resignation of the office.

Clause 2: The Students’ Council members must attend all Students’ Council meetings but may receive special permission to be excused from a meeting by the Students’ Council President. Unexcused absences from any Students’ Council meetings will receive the following penalties:

  1. Following one (1) unexcused absence per semester, a warning shall be issued. 
  2. Following two (2) unexcused absences per semester, a member receiving a stipend will forfeit twenty-five percent (25%) of this stipend, to a maximum of two hundred dollars ($200).
  3. Following three (3) unexcused absences per semester, a member will forfeit his or her office; any applicable stipend will be paid out on a prorated basis.

Clause 3: An absence is deemed excused or unexcused by the Students’ Council President, whose decision may be appealed to the Advisor of Students’ Council by the member in violation.
Clause 4: All incoming members of the Students’ Council must attend the Student Leadership Retreat in the fall semester.

Section 3: Referendum

Clause 1: Any member of the Student Association who disagrees with a decision made by the Students’ Council may bring forward a written petition requesting Students’ Council to retract or to change its decision.
Clause 2: This petition must have the signatures of at least ten percent (10%) of the members of the Student Association.
Clause 3: After receiving a student petition, the Students’ Council may decide to reverse its decision. If, however, the Students’ Council does not wish to rescind its previous decision, it must hold a Student Association referendum on the decision in question. The Students’ Council will have seven (7) days after receiving the petition to call for a referendum, if necessary.
Clause 4: This Student Association referendum shall follow the applicable voting procedures found in Bylaw II. However, the referendum must yield a two-thirds (2/3) majority vote to rescind a Students’ Council decision. Moreover, a minimum of ten (10) percent of the Student Association must vote in the referendum for any change in the Students’ Council’s decision to take place.

Section 4: Recall

Clause 1: The Student Association has the authority to recall an election if dissatisfied with a member voted into office; however, the Student Association may exercise this power
only if it bases its appeal on information unavailable at the time of the original election that may have changed the election results.
Clause 2: To issue a recall, any member of the Student Association may bring forward a petition containing the signatures of a minimum of ten percent (10%) of the Student Association in favour of a recall.
Clause 3: Once the Students’ Council receives this petition for recall, it will have seven (7) days to organize a meeting for the entire Student Association. At this meeting, the Students’ Council member in question will have an opportunity to respond to the petition for recall.
Clause 4: Upon the adjournment of this meeting the Students’ Council will have three (3) days to call for a referendum of the Student Association regarding the petition for recall.
Clause 5: The Student Association referendum shall follow the applicable voting procedures found in Bylaw II. However, the referendum must yield a two thirds (2/3) majority vote to recall the election. Moreover, a minimum of ten percent (10%) of the Student Association must vote in the referendum to recall the election successfully.
Clause 6: If the referendum stands in favour of a recall, the vacant position shall be filled by the Selection Committee according to the procedures found in Article V, Section 1.

Section 5: Appeals

Clause 1: If a Students’ Council member fails to maintain the academic standards, lifestyle and personal integrity standards, or Students’ Council responsibilities set out in Bylaw II,
the member may be asked to forfeit his or her position on Council as stated in Bylaw II, Section 2, Clauses 1, and 2.
Clause 2: The Students’ Council member may, in turn, appeal the resulting forfeiture of position to the Ambrose Cabinet by initiating the following appeal process:
The Students’ Council member must first issue a letter of appeal to the Students’ Council Advisor stating the reasons for the appeal.
The Students’ Council Advisor will then meet with the appellant privately to discuss the matter and to allow the appellant to present a verbal case. This meeting must take place no later than one week after the Student Council’s Advisor receives the letter of appeal.
The Students’ Council Advisor will then convene with the Ambrose Cabinet in camera to discuss the appeal. After receiving the appeal from the Students’ Council Advisor, the Cabinet must vote on the appeal and convey its decision to the appellant within one (1) week. Any decision to allow the appeal requires at least a two-thirds (2/3) majority decision of the Ambrose Cabinet.
If unsatisfied with the Ambrose Cabinet’s decision, the appellant has seven (7) days to appeal this decision to the Office of the President.

Section 6: Performance Inquiry

Clause 1: Each Students’ Council member will be tasked with creating a comprehensive set of goals for the year and is assigned an Accountability Coach to aid in this process through the year.
Clause 2: If a Students’ Council member is found to not be putting in sufficient effort to achieve his or her goals, the Executive Students’ Council may vote to remove part, or all, of the member’s stipend for that semester.
Clause 3: The stipulations by which the Council must proceed with these accountability and performance measures can be found in Policy V of the Policy Manual.

Section 7: Petition for Stipend Review

Clause 1: If a Student Association member believes that a Students’ Council member has not performed up to an adequate work standard and is not deserving of their stipend, they may petition to have the member’s stipend come under review by student referendum.
Clause 2: To issue a review, any member of the Student Association may bring forward a petition containing the signatures of a minimum of ten percent (10%) of the Student Association in favour of a stipend review.
Clause 3: Once the Students’ Council receives this petition for review, it will have seven (7) days to organize a meeting for the entire Student Association. At this meeting, the Students’ Council member in question will have an opportunity to respond to the petition for stipend review.
Clause 4: Upon the adjournment of this meeting the Students’ Council will have three (3) days to call for a referendum of the Student Association regarding the petition for stipend review.
Clause 5: This Student Association referendum shall follow the applicable voting procedures found in Bylaw II. However, the referendum must yield a two-thirds (2/3) majority vote to revoke any, or all, of the member’s stipend. A minimum of ten percent (10%) of the Student Association, moreover, must vote in the referendum for it to be considered valid.

BYLAW III – DECISIONS OF THE STUDENTS’ COUNCIL

Section 1: Decisions of the Students’ Council

Clause 1: In areas where the Student Council has jurisdiction, the Student Council shall:

  • Direct a subsidiary committee to act,
  • Form a temporary committee to take action, or
  • Take action directly.

Clause 2: The Student Council may make recommendations to the faculty, staff, and Ambrose Cabinet concerning areas not under their jurisdiction, but related to student concerns.
Clause 3: When bylaws are amended, the entire section in question shall be retyped with the date amended, and the original section shall be filed.

BYLAW IV – DUTIES OF THE AMBROSE STUDENTS’ COUNCIL

Section 1: Executive Students’ Council

Clause 1: General Duties

  • To attend all Students’ Council meetings and serve as a voting member of the Executive Council.
  • To collectively serve as the administrative authority to the Student Association.
  • To attend the Fall Student Leadership Retreat.
  • To support, by regular attendance, the various activities sponsored by the Students’ Council and by Ambrose.
  • Meet with each other on a weekly, or biweekly basis during the academic year.
  • Shall have the Faculty Advisor attend the weekly, or bi-weekly meetings of the Executive Students’ Council at least once every second week.
  • To read and to understand the Constitution, Bylaws & Policies.
  • To keep an updated binder of all activity planning that shall be passed on to the respective succeeding Students’ Council member.
  • To attend and participate in the Student Leadership Orientation Week and any other necessary student leadership development activities.

Clause 2: Duties of the Students’ Council President

  • To ensure that each member of the Student Council receives a current copy of the Constitution and Bylaws when assuming office and to review the Constitution and Bylaws with the Council prior to the Fall academic semester.
  • To Chair Student Council meetings and ensure an agenda is prepared for each of the meetings.
  • To act as the official voice of the Student Association.
  • To oversee all activities in the Student Council’s jurisdiction.
  • To be one of the signing officers of Student Council, along with the Vice President – Finance and the Vice President – Academics.
  • To distribute tasks among, to develop, and to edify the members of the Student Council.
  • To attend Student Life meetings at the discretion of the Advisor.
  • To attend the administrative meetings of Ambrose University when necessary.
  • To appoint and to determine the duties of the Executive Assistant.
  • To serve on the post-election Selection Committee to appoint to office the remaining Student Council positions.
  • To participate in the Nazarene Student Leadership Conference and be an active member of the Nazarene Student Leadership Association.
  • To ensure that the entire Student Council are familiar with the Constitution, Bylaws and Policies.
  • To oversee the fulfillment of the Constitution, Bylaws and Policies. This includes verifying the GPA of all Student Council members at mid-term and end-semester according to the Constitutional requirements, as well as Student Council candidates at election times.
  • To manage external relations with non-Ambrose parties including (but not limited to):
    • Maintaining an active role in the Alberta Students’ Executive Council (ASEC) acting as the Voting Delegate* by attending conferences and communicating with student leaders from other Alberta institutions.
    • Maintaining an active role in the Calgary Students’ Alliance (CSA) by attending meetings and communicating with student leaders from other Calgary institutions.

* Should the President wish to run for the ASEC Board of Director’s, the Voting Delegate status will defer to the Vice President – Academics.
Clause 3: Duties of the Vice President of Academics

  • Sit on all academic committees on campus as a student representative (APPC and TLC). And be aware of any other relevant committees that would benefit from student representation and request to have a seat. Will work together with Accessibility Services, the Writing Centre, Student Life, etc., to drive student academic success through a holistic learning approach and to foster a healthy academic environment.
  • To operate as one of the financial signing officers alongside the ASC President and the VP – Finance.
  • Will advocate for programs and courses according to interests and needs of the student body.
  • To be actively working on a minimum of 3 academic related advocacy tasks throughout the school year.
  • To review and make any necessary edits to the ASC Governance documents.
  • To chair the Student Program Advocacy Committee (SPAC) and oversee the SPAC representatives through regular meetings.
  • To actively participate and be engaged in external advocacy groups (notably the Alberta Students’ Executive Council and the Calgary Students’ Alliance). To Chair Student Council meetings in absence of the President. Clause 4: Duties of the Vice President of Finance
  • To oversee the financial accounts of the Student Council.
  • To pay all bills, as authorized by the Student Council.
  • To be one of the signing officers of Student Council, along with the Student Council President and Vice President – Academics.
  • To prepare and to present financial reports upon the request of any Student Council member.
  • To keep the records of all incoming and outgoing funds organized and available to the Student Council.
  • To liaise with the Finance Office of Ambrose in managing the finances of the Student Council.
  • To administer the Benevolent Fund in cooperation with the ASC President and a staff member of Student Development.
  • To submit Fall and Winter budgets on time.
  • To ensure that all stipends are properly distributed to recipients at the end of each semester on the last day of classes.
  • To facilitate the Undergraduate Health Plan in cooperation with Ambrose Finance.

Clause 5: Duties of the Vice President of Spiritual Life

  • Supervises the work of the Director of Social Justice.
  • Work in collaboration with the Director of Social Justice to connect expressions of justice with spiritual life expressions (i.e., strategically mobilizing students to serve in external  organizations and to participate in events).
  • Oversee the planning of two Student Council chapels per year – one in the Fall semester, one in the Winter semester.
  • Meet regularly with the Campus Chaplain and serve on spiritual life committees/direction-setting groups at Ambrose (including, but not limited to:Spiritual Life Council)
  • Work alongside the Chaplain in leading and mobilizing students to participate in Spiritual Emphasis Days.
  • Maintain close contact with other spiritual life leaders on campus (e.g. Spiritual ARA’s, Chapel Worship Leaders).
  • To assist in the planning of (what was known as) Spiritual Emphasis days with the Campus Chaplain and the coordination of (what was known as) Serve Days along with the Director of Social Justice

Clause 6: Duties of the Vice President of Community Life

  • To coordinate and to plan student social functions including, but not limited to, Welcome Week, Winter Formal, Winter Kick-off and Year End festivities.
  • To plan informal student events as desired by the presiding Student Association.
  • To appoint and to determine the duties of an Assistant.
  • To serve as the Chairperson of the Campus Activities Board (CAB).
  • To liaise with the AVP of Ambrose’s Student Life to ensure effective communication and engagement in the campus-wide community.
  • To provide support and instruction to the Director of Wellness to create initiatives around campus based on improve the mental health and well-being of Ambrose.

Clause 7: Duties of the Vice President of Marketing & Communications

  • To liaise between Student Council and other student committees and in regard to communications and promotions.
  • Director of Operations will liaise between clubs and the VP Marketing in regards to club promotional material. 
  • To facilitate and to coordinate everyday public relations, including website announcements, advertising, etc.
  • To support the promotion of activities/initiatives by other departments (where relevant).
  • To appoint and determine the duties of an Assistant.
  • Will oversee all ASC media outlets (social media, posters, videos, etc.).
  • Handling all Photography needs including but not limited to:
    • Taking Photos and Videos at all ASC events.
    • Assembling and coordination of a photography team.
    • Maintaining stock photos to use for marketing needs.
  • To record professional, detailed minutes at Student Council meetings, if the Executive Assistant is absent.
  • Liaise with the Director of Communications of Ambrose University ensuring that all marketing policies are being upheld in best practice and to be informed of all available marketing means usable to ASC
Section 2: Students’ Council Administration

Clause 1: General Duties

  • To run and to hold office, each member of the appointed Students’ Council Administration must be enrolled in a minimum of three (3) credit hours at Ambrose per semester.
  • Each member of the appointed Students’ Council Administration must also have a cumulative grade point average of 2.00 or higher on a 4.00 scale to assume and to maintain office.

Clause 2: Duties of the Executive Assistant

  • To attend all Students’ Council meetings and to record professional, detailed minutes at said meetings. 
  • To compile and oversee the Student’s Council Archives and to pass on physical and electronic copies to the succeeding Executive Assistant.
  • To be accountable to the Students’ Council President and to assist the President in any administrative duties as delegated by the president.
  • To organize and conduct all Students’ Council elections and referendums. 

Clause 3: Duties of the Director of Wellness

  • To plan and to implement a minimum of three different events (active, passive, educational or otherwise) per academic semester based upon the elements represented in the Wellness Wheel (Emotional, Intellectual, Physical, Social, Environmental, Financial, and Spiritual)
  • To coordinate Wellness Weeks in the Fall and Winter semesters to promote well-being the week before final exams.
  • To encourage a space for learning and healing for students on issues that relate to them personally and the outer community.
  • To serve as a contact person between the Student Council and the Athletic Leadership Team so as to promote community and healthy physical practices among Student Association through athletics.
  • To regularly meet and work closely with the Wellness Coordinator of Ambrose University to provide feedback on wellness programming at Ambrose and to work in a collaborative fashion to serve the holistic needs of the student population.
  • Attend Executive meetings as outlined in contract

Clause 4: Duties of the Director of Operations

  • To facilitate the active presence of clubs on campus; providing support and guidance by:
    • Reviewing and guiding each club’s plans for the fall and winter semesters
    • Organizing the Club Fair event in the first month of the fall semester
    • Organizing the Club Fair in the first month of the winter semester
    • Representing club’s concerns to the Executive Student Council
  • To facilitate any club fund requests and to ensure proper distribution of said funds through the VP of Finance
  • To act as a liaison between the Executive Council and Club Leaders to ensure all Club Events are marketed on ASC platforms and recorded on the ASC’s calendar.
  • To handle any operationally related ‘special projects’ as deemed by the Executive Student Council. (ex. Student parking, ASC office space, transit passes, etc.)
  • To act as an assistant for the VP Finance and assist them as required
  • Attend Executive meetings as outlined in contract

Clause 5: Duties of the Director of Social Justice

  • To plan and to implement a minimum of three different events per academic semester (active, passive, educational, or otherwise) related to Social Justice.
  • To encourage students continually to become involved in giving back to others by setting up opportunities for them to serve.
  • To chair the Homies Helping Homies club.
  • To create awareness of social issues and to provide opportunities for students to take action through redemptive engagement with others inside and outside the Ambrose community.
  • To collaborate with Student Development and REACH for the purpose of effective planning.
  • To partner with the Campus Chaplain in regards to Serve Days in September (Spiritual Emphasis Days).
  • Attend Executive meetings as outlined in contract

Clause 6: Duties of the Director of Missions

  • To plan and implement six Dinner and Conversation events per academic year.
  • To plan and implement one missions fair per academic year where organizations can set up booths on campus and interact with students.
  • To plan and implement weekly prayer for the nations on the Ambrose campus.
  • To partner with the Campus Chaplain to plan four missions chapels per academic year.
  • To meet with the International Workers in Residence and the Intercultural Studies Professor in order to receive mentorship, learn about missions, and plan events effectively.
  • To encourage students continually to become involved in engaging in missions by learning and/or praying.
  • To create awareness of missions and the mission of God and to provide opportunities for students to reach up to God and out to others in prayer.
  • To collaborate with Student Life and the Director of Social Justice for the purpose of effective planning.

BYLAW V – ELECTORAL CODE

Section 1: Eligibility for Voting

Clause 1: All members of the Student Association may vote for each of the elected Students’ Council positions.

Section 2: Timeline

Clause 1: The Students’ Council elections shall occur no earlier than the first week of February and conclude before the end of the second week of March. Within these parameters, the Executive Assistant shall determine the date and time of the elections.

Section 3: Terms of Office

Clause 1: The term of office for elected and appointed members of the Students’ Council shall be one calendar year commencing May 1.
Clause 2: If a vacancy occurs in the government of the Students’ Council, the Selection Committee shall fill the position by appointment, as outlined in Article V, Section 1.

Section 4: Voting Procedures

Clause 1: Elections shall be conducted by online voting.
Clause 2: The Executive Assistant will determine the time and duration of voting.
Clause 3: When there is only one candidate running for a position they shall receive an approval vote by the Student Association, as per Bylaw V, Section 5, Clause 2.

Section 5: Tabulation of Online Votes

Clause 1: The results of the online voting shall be confirmed by the following individuals:

  • The Executive Assistant of Students’ Council
  • Another Executive of the Students’ Council appointed by the Students’ Council.
  • The AVP of Student Life or an appointed Faculty member.

Clause 2: When a single individual is running for an elected position on Students’ Council, they must receive a 76% + approval vote to take office without question, a 55 -75% approval vote will result in the Selection Committee making the final decision. When a single individual has 55% or lower approval rating, the candidate will not be allowed to run on Students’ Council. In this event, the Selection Committee will choose another candidate.
Clause 3: If there are two or more candidates running for Students’ Council President and Vice President of Academics, the winner will be determined by majority vote.

Section 6: Declaration of the Results

Clause 1: No results may be disclosed until all the votes are counted and candidates have been notified.
Clause 2: No results are official until the Executive Assistant declares them as such.
Clause 3: To be elected, a candidate must have received more votes than any other candidate.

Section 7: Runoff Elections

Clause 1: If two or more candidates receive an equal number of votes, the tied candidates will be eligible for a run-off election.
Clause 2: The Executive Assistant shall conduct the run-off election no later than three business days after the results of the first election have been tabulated
Clause 3: The same voting procedures shall apply in a run-off election as in a regular election.

Section 8: Selection Committee

Clause 1: A post-election Selection Committee shall be formed and shall consist of the following members:

  • The current Students’ Council President,
  • The incoming Students’ Council President,
  • The incoming Vice President of Academics
  • The current Students’ Council member will sit in on their related incoming position or one other Executive member, as designated by the current Students’ Council President.
  • The Students’ Council Advisor (or designate) shall act in an advisory capacity on this committee.

Clause 2: The Selection Committee will be tasked with appointing individuals to fill the unelected Executive positions, as well as the Administration positions. The Students’ Council Advisor must approve all selected candidates.
Clause 3: The Selection Committee may organize interviews for each candidate prior to making their final decision. The method of these interviews will be done at the discretion of the
Selection Committee or as outlined in the Policy Manual.
Clause 4: If no qualified student applies for an elected or unelected Executive position before the application deadline, the Selection Committee will appoint a qualified member of the Student Association to the position or, if no suitable Student Association member can be found, declare the position vacant.
Clause 5: The Selection Committee shall announce these appointments no later than March 31st of the current academic year.
Clause 6: If there are positions vacant at the beginning of an academic year, the Selection Committee may appoint individuals to those positions. In this case, the Selection Committee will consist of the same members listed in Clause 1, with the exception of the Executive Vice President from the previous academic year being replaced by a member chosen by the Executive Students’ Council.
Clause 7: The Selection Committee shall appoint members to the Students’ Council or declare positions vacant for the year no later than four (4) weeks after the beginning of the academic year.
Clause 8: If any of the elected Executive positions remain unfilled after elections, that position will be filled through the Selection Committee appointing an individual. 
Clause 9: If any of the elected Executive positions remain unfilled after elections, the  person currently holding that position will sit on the Selection Committee.
Clause 10: If an unopposed candidate receives 55 -75% approval (as per Section 5, Clause 4) then the Selection Committee will make the final decision regarding this candidate.

BYLAW VI – FINANCES

Section 1: Audit

Clause 1: The Students’ Council shall provide all financial information to any member of the Student Association upon written request, unless these documents contain information protected by privacy legislation. In cases where legislation prevents full disclosure, the Students’ Council will make available for inspection the portions of the documentation
not protected by statute. The Students’ Council shall also make all financial information available to the Ambrose Cabinet as requested.
Clause 2: During the semester, any member of the Student Association may view the previous month’s financial statements upon written request to the Vice President of Finance within two business days prior to having access to view the information.

Section 2: Departmental Budgets

Clause 1: Each department of Students’ Council is responsible for submitting a budget to the Vice President of Finance to cover anticipated expenses for the coming academic year. The Vice President of Finance will aid and advise Students’ Council members’ representatives during the creation of these budgets.
Clause 2: The Vice President of Finance is to ensure that all preliminary budgets are completed and turned in no later than two weeks prior to exams. Fall budgets are to be completed and handed in no later than three weeks following the end of the Student Leadership Retreat.
Clause 3: It is not the job of the Vice President of Finance to dictate or control the content or value of each budget. Each Department of the Students’ Council is responsible for forming their budgets.
Clause 4: The Students’ Council and their Advisor are accountable for approving these budgets.

Section 3: Proposal Budgets

Clause 1: Any member of the Student Association may approach a Students’ Council member and request that person to sponsor a proposal before the Students’ Council. If it passes the proposal by a majority vote, the Students’ Council may designate money from the budget for that proposal.
Clause 2: Stipends shall be given out at the end of each semester in order to maintain accountability. The first half shall be allocated in December and the second half shall be allocated in April.

Section 4: End of the Year

Clause 1: The Vice President of Finance is responsible for ensuring accurate and complete financial closure at the end of his/her year in the position.
Clause 2: All revenues must be accounted for and deposited in the Students’ Council’s inner-company account within Ambrose University’s Finance department. 
Clause 3: All reimbursement requests must be handed in prior to the last day of finals. It is the responsibility of the Vice President of Finance to remain on duty until this date to assist in closing off financial matters.
Clause 4: Reimbursement requests handed in after this date will not be honored unless a special arrangement has been previously made with the Vice President of Finance .
Clause 5: The following financial areas of the Students’ Council are to be closed out at year-end and the sum of their remaining balances carried over into the next year:

  • Budgets stemming from fees collected
  • Remaining funds left
  • Additional revenues collected during the year
  • Any previously set aside buffer

BYLAW VII – BENEVOLENT FUND

Section 1: Committee Members

Clause 1: A committee that consists of the Students’ Council President, Vice President of Finance, and the AVP Student Life will administer the Benevolent Fund.
Clause 2: The Students’ Council President will be the chairperson for this committee.

Section 2: Eligibility Criteria

Clause 1: Must be a current Ambrose student (also including students on onSite, internship, etc.)
Clause 2: Student must be experiencing some sort of recognizable emergency situation (i.e. serious illness or death in the family).
Clause 3: The maximum amount a student may receive is $1,500 per school year.
Clause 4: Certain expenses will not be covered: tuition, books, vehicle needs, luxury items, or entertainment.
Clause 5: The fund must aid the Ambrose student applicant or their direct dependent.

Section 3: Procedure for Responding to Applications

Clause 1: The student will fill out a simple application form (located at Finance or Student Development).
Clause 2: The application will go to the Benevolent Fund Committee. They will discuss and assess the need (via phone or email if need be) and must have a majority vote to administer funds.
Clause 3: An immediate withdrawal request can be made from Finance after the application has been approved.

Section 4: ASC Monetary Contribution

Clause 1: The maximum amount of money in the Benevolent Fund is to be $5000.
Clause 2: Each year, the Students’ Council is to contribute either 10% of their budget, or an amount from their budget that brings the fund back up to $5000.
Clause 3: The Benevolent Fund is to be in an account separate from the main Students’ Council account.

Archives

If you would like to see any archives from previous semesters or previous years, feel free to contact us at speakup@ambrose.edu and we would be happy to provide you with any documents you would like to see.