EBOSS Constitution

ARTICLE I NAME

The name of this organization shall be: The Epidemiology, Biostatistics and Occupational Health Student Society (EBOSS), hereinafter referred to as “EBOSS.”

ARTICLE II OBJECTIVES

2.1 To promote and defend the rights, welfare and interests of members of EBOSS.

2.2 To enhance the educational, cultural, environmental and social conditions of its members.

2.3 To represent its members as required.

2.4 To engage in other such activities and undertakings as may seem appropriate to EBOSS.

ARTICLE III MEMBERSHIP

The membership of this organization shall include and be limited to all students registered in the graduate programs offered by the Department of Epidemiology, Biostatistics and Occupational Health at McGill University.

ARTICLE IV EXECUTIVE OFFICERS

4.1 The Executive shall consist of three elected graduate students for the positions of officers of EBOSS:
a) President
b) Vice-President
c) Vice-President Finance

4.2 The order of succession is the order in which the positions are listed in articles 4.1 and 5.3.

4.3 The President shall:
a) attend departmental faculty meetings and Graduate Studies Committee Meetings or send a designate;
b) direct all business at all council meetings;
c) be responsible for the overall efficiency of the council;
d) be the liaison between staff and students;
e) oversee all official functions or designate another officer of the EBOSS to attend;
f) act as a signing officer for financial transactions;

g) have previously held a Student Representative position on the EBOSS council for a full term.

4.4 The Vice-President shall:
a) assist the President in presiding over all events;
b) assume duties of the President at any function which the latter is unable to attend or designate another officer of the EBOSS to attend;
c) attend departmental faculty meetings and Graduate Studies Committee Meetings;
d) serve as a liaisons between the EBOSS council and its student body;
e) attend EBOSS council meetings;
f) serve as a liaison between the student body and the faculty hiring committees to facilitate student input into the hiring of new faculty to the department by actively seeking feedback from the students and providing written feedback to the hiring committees. (Section 4.4f added by Amendment #3)

4.5 The Vice-President Finance shall:
a) keep records of all monies received and spent as authorized by EBOSS;
b) provide an up-to-date financial report at EBOSS council meetings;
c) serve as a liaisons between the EBOSS council and its student body;
d) coordinate any fundraising activities conducted by the EBOSS;
e) act as a signing officer for financial transactions;
f) attend EBOSS council meetings.

4.6 The president may poll the executive members between EBOSS meetings to decide time critical matters that normally require a vote of the EBOSS. This shall be known as a 'core vote'. The 'core vote' shall be binding until the next regularly scheduled EBOSS council meeting and must be reported (and, where possible, ratified) at that meeting. To approve a 'core vote', one of the following conditions must be met:

i) The president and any 2 executive committee members agree
ii) Any 4 executive committee members agree

While strongly encouraged, it is not required that the president poll all members of the executive (e.g. due to the absence of some members) for every 'core vote' as long as the above conditions are met for approving the vote. (This section was added by Amendment #2)

ARTICLE V COUNCIL

5.1 Elected officers of the Executive and elected representatives shall form the Council to preside over EBOSS.

5.2 The Council shall be the working body of the EBOSS between General Meetings.

5.3 The Council shall be composed of the following members:
a) the three officers of the Executive
b) Academic Representative
c) External Representative
d) Biostatistics Representative
e) Occupational Health Representative
f) the Curriculum Committee Representative;
g) the Communications Representative;
h) the Secretary;
i) the PhD Committee Representative
j) the MSc Committee Representative
k) the Post Graduate Students Society (PGSS) Councillors (2)
l) the Epidemiology Comprehensive Exam Representative
m) the Biostatistics Comprehensive Exam Representative
n) any members from departmental bodies on which EBOSS members are entitled to representation (herein after referred to as EBOSS representatives);
o) Council Members at large.

5.4 The Academic Representative shall:
a) inform the EBOSS council of any relevant academic issues pertaining to the EBOSS;
b) serve as a liaisons between the EBOSS council and its student body;
c) coordinate and liaise with the Curriculum Committee Representative and any other pertinent members as designated by the Executive;
d) attend departmental Curriculum Committee meetings or send a designate;
e) attend EBOSS council meetings.

5.5 The External Representative shall:
a) inform the EBOSS council of any relevant university-wide issues pertaining to the EBOSS;
b) serve as a liaisons between the EBOSS council and its student body;
c) coordinate activities between the EBOSS and external organizations;
d) attend Post Graduate Students Society (PGSS) council meetings as a councillor representing the Department of Epidemiology, Biostatistics, and Occupational Health;
e) attend EBOSS council meetings.

5.6 The Biostatistics Representative shall:
a) inform the EBOSS council of any relevant biostatistical issues pertaining to the EBOSS;
b) serve as a liaison between the EBOSS council and the biostatistics student body;
c) attend EBOSS council meetings.

5.7 The Occupational Health Representative shall:
a) inform the EBOSS council of any relevant occupational health issues pertaining to the EBOSS;
b) serve as a liaison between the EBOSS council and the occupational health student body;
c) attend EBOSS council meetings.

5.8 The Curriculum Committee Representative shall:
a) attend departmental Curriculum Committee meetings or send a designate;
b) serve as a liaison between the EBOSS council and its student body;
c) attend EBOSS council meetings.

5.9 The Communications Representative shall:
a) inform the EBOSS council of any relevant communications issues pertaining to the EBOSS;
b) serve as a liaison between the EBOSS council and its student body;
c) organize any activities pertaining to the EBOSS website;
d) coordinate and liaise with the department and council Secretary to keep the website current accurate;
e) attend computer committee meetings;
f) attend EBOSS council meetings.

5.10 The Secretary shall:
a) record and distribute official minutes for all EBOSS council meetings;
b) liaise with the Communications Representative to keep the website current accurate;
c) serve as a liaison between the EBOSS council and its student body;
d) attend EBOSS council meetings.

5.11 The PhD Committee Representative shall:
a) attend the PhD Committee meetings or send a designate;
b) serve as a liaison between the EBOSS council and its student body;
c) attend EBOSS council meetings.

5.12 The MSc Committee Representative shall:
a) attend the MSc Committee meetings or send a designate;
b) serve as a liaison between the EBOSS council and its student body;
c) attend EBOSS council meetings.

5.13 The PGSS Councillors (2) shall:
a) inform the EBOSS council of any relevant university-wide issues pertaining to the EBOSS;
b) serve as a liaisons between the EBOSS council and its student body;
c) attend Post Graduate Students Society (PGSS) council meetings as a councillor representing the Department of Epidemiology, Biostatistics, and Occupational Health;
d) attend EBOSS council meetings.

5.14 The Epidemiology Comprehensive Exam Representative shall:
a) attend PhD comprehensive exam meetings or send a designate;
b) serve as a liaison between the EBOSS council and its student body;
c) attend EBOSS council meetings.

5.15 The Biostatistics Comprehensive Exam Representative shall:
a) attend PhD comprehensive exam meetings or send a designate;
b) serve as a liaison between the EBOSS council and its student body;
c) attend EBOSS council meetings.

5.16 EBOSS representatives shall:
a) attend the designated meetings or send a designate;
b) serve as a liaison between the EBOSS council and its student body;
c) attend EBOSS council meetings.

5.17 Council members at large shall:
a) serve as a liaison between the EBOSS council and its student body;
b) attend EBOSS council meetings.

5.18 There shall be as many members at large as there are nominees.

5.19 All council members shall be eligible to sit on or chair any EBOSS committee or sub-committee.

5.20 The President shall call meetings of the Council not less than twice per semester during the regular academic year (September to April).

5.21 Quorum for a Council Meeting shall be five council members.

ARTICLE VI FINANCES

6.1 EBOSS shall conduct fundraising activities for such programs or purposes it deems fit.

6.2 EBOSS may seek funding from the Post Graduate Students Society (PGSS) as indicated in that body’s Constitution and/or from such other sources as it may decide.

6.3 It is the responsibility of the Vice-President Finance to keep records of all monies received and spent as authorized by EBOSS, and provide an up-to-date financial report at EBOSS council meetings.

6.4 There shall be a total of three signing officers – two of which are required to sign any cheque. The three signing officers shall include the President, the Vice-President Finance. The third signing officer shall be selected by council.

ARTICLE VII MEETINGS

7.1 There shall be at least one General Meetings of EBOSS per year.

7.2 A special meeting for urgent business may be called at any time by the President or two Executive members.

ARTICLE VIII VOTING

8.1 Quorum must be present for any vote to occur. However, the exception to this is a 'core vote' (see clause 4.8). This 'core vote' will be reviewed by a Quorum of council members at the next regularly scheduled EBOSS council meeting. (This section was amended by Amendment #2)

8.2 All members shall receive only one (1) vote.

8.3 To be carried, a vote must be approved by 50%+1 of the members present. For example, if 5 members are present 4 votes (2.5+1=3.5) are required to carry a vote.

8.4 Voting shall be a show of hands, or by secret ballot at the request of at least two (2) members.

8.5 Only council members shall be present during the course of a vote.

ARTICLE IX ELECTIONS

9.1 Elections shall be held in September, for which an exact date shall be decided upon by council members.

9.2 Any student registered in the department of Epidemiology and Biostatistics and Occupational Health (including present council members) may be nominated for executive officer positions providing that they will be able to fulfill their duties from September to September of the following year.

9.3 Council shall nominate a Chief Returning Officer (CRO). The CRO must be a member of the department of Epidemiology and Biostatistics and Occupational Health who is not standing for any position.

9.4 Counting of the ballots shall be done in secrecy by the CRO.

9.5 Elections shall be decided by a majority of votes.

9.5 The new council shall take office on the first day of October.

9.6 Any vacancies occurring in the council shall be filled by new council appointment.

ARTICLE X IMPEACHMENT

10.1 Grounds for impeachment shall include:
a) misuse of funds;
b) non fulfillment of the duties outlined in Article IV judged by the executive members of the EBOSS.
c) chronic absenteeism, defined as missing all committee and council meetings for a period of 2 months.

10.2 Procedure for impeachment of EBOSS members is as follows:
a) a call for impeachment must be called by at least 2 council members and a vote shall occur at the next council meeting;
b) an emergency impeachment meeting can be called on 72 hours notice by 5 council members. Quorum for such a meeting will be 7 council members;
c) In all impeachment meetings, the council member in question will be given a minimum of 20 minutes to defend their actions;
d) A formal complaint must be provided to the council member in question in writing a minimum of 72 hours before the impeachment meeting.

ARTICLE XI AMENDMENTS

11.1 The constitution may be amended upon request at any council meeting.

11.2 Quorum for constitutional amendments is 7.

11.3 Amendments shall be in agreement with the policy of the EBOSS.

Amendment #1 - passed April 2007

Move the following EBOSS positions from section 5.3 to 4.1 to increase officers of the executive to 5:

"i) the PhD Committee Representative
j) the MSc Committee Representative"

Amendment #2 - passed April 2007

1) Add a new clause:

"4.6 The president may poll the executive members between EBOSS meetings to decide time critical matters that normally require a vote of the EBOSS. This shall be known as a 'core vote'. The 'core vote' shall be binding until the next regularly scheduled EBOSS council meeting and must be reported (and, where possible, ratified) at that meeting. To approve a 'core vote', one of the following conditions must be met:

i) The president and any 2 executive committee members agree
ii) Any 4 executive committee members agree

While strongly encouraged, it is not required that the president poll all members of the executive (e.g. due to the absence of some members) for every 'core vote' as long as the above conditions are met for approving the vote."

2) Modify the clause

"8.1 Quorum must be present for any vote to occur"

to

"8.1 Quorum must be present for any vote to occur. However, the exception to this is a 'core vote' (see clause 4.8). This 'core vote' will be reviewed by a Quorum of council members at the next regularly scheduled EBOSS council meeting."

Amendment #3 - passed March 2013

1) Add a new sub-clause to clause 4.4:

"[4.4. The Vice-President shall:] f) serve as a liaison between the student body and the faculty hiring committees to facilitate student input into the hiring of new faculty to the department by actively seeking feedback from the students and providing written feedback to the hiring committees."

2) Revoke Amendment #1