By-laws, Policies and Procedures
This page contains all of the current by-laws, policies, and procedures of the University Students’ Council. To more easily find a specific document, the documents have been divided into categories. The list of categories can be found below with a brief description of the category’s contents and an example of a policy that can be found in the category.
- This policy outlines the process, participants, and parameters of creating advocacy papers that represent the academic, socio-economic, and political concerns of its students. This document sets guidelines for developing paper topics, researching principles and concerns, and passing papers into standing policy of the USC.
- A report on the various discussion topics of the USC’s semi-annual “unconference,” including the main principles and recommendations of the assembled individuals.
ACTIVE ADVOCACY PAPERS
- A standing policy of the USC advocating for student controls on ancillary fees and the nature and affordability of such fees.
- Original Purple Paper, published in 2012. (.pdf)
- A standing policy of the USC advocating for the continued growth and support of early outreach programming at Western and in the London community.
Experiential Learning Opportunities for Students Enrolled in Non-STEM Faculties (.pdf)
- A standing policy of the USC advocating for a renewed focus on extracurricular and experiential learning opportunities for studies outside of STEM studies – Science, Technology, Engineering and Mathematics.
- A standing policy of the USC advocating for the addition of a Fall Reading Break to the academic calendar.
- Original Purple Paper, published in 2012. (.pdf)
Open Educational Resources (.pdf)
- A standing policy of the USC advocating for the creation and implementation of an open educational resource pilot project.
Teaching Stream Tenured Faculty (.pdf)
- A standing policy of the USC advocating for the implementation of teaching-focused faculty within the University and a greater emphasis of teaching as a responsibility of faculty.
ARCHIVED ADVOCACY PAPERS
Purple Paper: Fair Trade Western (.pdf)
- A standing policy of the USC advocating for the visibility and availability of Fair Trade Certified products on Western’s campus.
Board of Directors
- A policy detailing the format and protocols of Board of Directors meetings. These procedures are meant to establish consistency and transparency in Board proceedings, including procedures for notice, meeting times, and confidentiality.
- This policy establishes a social responsibility audit format, to be conducted annually, on each of the USC’s Operations and programs.
The By-Laws of the Corporation.
- A By-Law governing the affairs of the corporation and specifying the structure of the organization. This document outlines the composition of the various bodies that make up the organization, specifies powers, and contains the necessary provisions for the USC to remain in compliance with the Not-for-Profit Corporations Act.
- A By-Law governing the proper administration of USC Elections, containing all of the rules and regulations that both the candidates and Elections Committee must abide by.
- A By-Law governing the staff position of General Manager and her duties as the senior administrative staff of the organization. This document outlines all of the General Manager’s powers and responsibilities to the corporation.
- A By-Law governing the President and Vice-Presidents as leaders of the USC’s Executive branch and the accompanying portfolios.
- A By-Law governing the election, composition and role of the Appeals Board – the USC’s dispute resolution body.
- A description of the duties and responsibilities of the First-Year Students’ Caucus. Includes breakdown of committee members and specifies the committee’s role in voicing concerns to the USC.
- A description of the duties and responsibilities of the International Students’ Caucus. Includes breakdown of committee members and specifies the committee’s role in voicing concerns to the USC.
- A description of the duties and responsibilities of the Mature and Transfer Students’ Caucus. Includes breakdown of committee members and specifies the committee’s role in voicing concerns to the USC.
Communications & Media
- This policy defines what constitutes Advertising Materials and what is and is not acceptable content in order to maintain a University environment that is safe, inclusive, and free from discrimination and harassment. This policy should be read in context with the Advertising Oversight Procedures and the Advertising Oversight Committee: Terms of Reference.
- A description of the duties and responsibilities of the Advertising Oversight Committee, the body tasked with enforcing the Advertising Materials Policy. Specifies the membership of the Committee and certain Committee procedures. This policy should be read in context with the Advertising Oversight Procedures and the Advertising Materials Policy.
- This procedure outlines the approval process for Advertising Materials and specifies individuals with the authority to approve advertising materials. Contains the procedures for appealing a decision to approve/reject materials. This policy should be read in context with the Advertising Materials Policy and the Advertising Oversight Committee: Terms of Reference.
- A policy that prioritizes the use of the USC’s advertising resources to ensure that events, programs, and initiatives are communicated effectively. This policy classifies which groups shall get priority to use the USC’s resources as well as specifies the USC resources in question.
- A guideline to creating a cohesive brand and vision for the USC through regulation of the USC’s visual identity. Contains regulations for the display of the USC logo and how to present the USC’s brand on stationary, Power Point presentations, and business cards.
- This policy regulates the use of the USC logo and letterhead and specifies which individuals may use the logo and letterhead and under which circumstances. Specifies when and how USC operations are to use the USC logo.
- Best practices in social media when representing the USC.
- A policy governing the use of social media by USC operations, services, portfolios, and departments. Establishes criteria for creation of USC affiliated social media accounts and specifies the members of the organization responsible for these accounts. Gazette Policy Policies and procedures relating to the operation of the Gazette. Example: Gazette Editorial Policy.
Coordinators & Volunteers
Policies and procedures relating to the duties, selection, and support of Coordinators and other student volunteers. Example: Volunteer Scope of Responsibilities.
- Commissioner & Coordinator Selection Directive
- Commissioner & Coordinator Selection Guidelines
- Commissioner & Coordinator Selection Complaints Procedure
- Interim and Final Reports Procedure
- Volunteer Orientation and Training Policy
- Volunteer Progressive Discipline Policy
- Volunteer Scope of Responsibilities
- Teaching Awards Rules of Procedure
- Terms of Reference: Orientation Staff
Council & Standing Committees
- A description of the duties and responsibilities of the Senior Operations Committee, consisting of chairs from all the standing committees and the speaker of council.
- A description of the duties and responsibilities of the Budget Review Committee, a sub-committee of the Long-Term Plan and Budget Standing Committee. Includes breakdown of committee members and specifies the committee’s role in approving the USC budget.
- A timeline of Council and Standing Committee meetings. Outlines meeting dates, deadlines, and election timelines.
- A description of the duties and responsibilities of the Standing Committees of Council. The four Standing Committees of Council are Senior Operations, Student Experience, Advocacy, and Governance and Finance.
- Rules of procedure enacted by Council regarding the agenda, meeting times, time limits, powers of the Speaker, and other conduct during Council meetings. A supplement to Robert’s Rules of Order.
- Council motions that affect the legislative operations of the USC.
- This policy is to ensure the continuity of the work of the Board, Executive and Council during the summer months – detailing the extent of their power while council is not meeting in the summer.
- Sets expectations and specifies penalties for attendance at Council meetings and Standing Committees. Contains rules regarding submission of regrets, demerit points, and when a member can be removed from Council.
- A By-law governing the proper administration of USC Elections, containing all of the rules and regulations that both the candidates and Elections Committee must abide by.
- A terms of reference that details the composition and mandate of the Elections Governance Committee.
- A procedure that details the necessary processes for both candidates and the Elections Governance Committee involving campaign finances.
- A procedure that provides information necessary for candidates to complete a Nomination Form for a USC Election.
- A procedure that outlines the steps by the Elections Governance Committee follows during an allegation, including hearings, investigations, and criteria of offenses.
- This policy establishes a requirement for gaining approval to attend discretionary conferences, and also establishes reporting requirements for the Executive Council after they attend conferences and learning retreats, such as the annual Executive Research Trip.
- This policy is a guide on how to positively correct any misconduct of performance issues related to the work of the Executive Officers of the corporation. This Policy is the guiding policy for coaching, discipline, and termination decisions rendered in regards to the Executive Officers.
- This procedure outlines the earning power of an Executive Officer, as well as the procedure by which salary adjustments may be made.
- A description of the duties and responsibilities of the Executive Officers of the USC, outlining the limits of each respective portfolio.
- A description of the scope and responsibilities of the Executive Council of the USC.
- This policy outlines the criteria that must be met in order to qualify as a position eligible for honoraria, the criteria that will determine the honorarium available for the position, and the guidelines for awarding and withholding honoraria. This policy should be read in tandem with the Interim and Final Reports Procedure.
- A guideline for the writing (format and style), submission (to whom), and approval (criteria and deadlines) of interim and final reports as submitted by Coordinators, Interns, Executives, and Gazette Front Office Staff. This policy should be read in tandem with the Honoraria Policy.
External Strategies and Relationships
- Outlining the USC’s membership in and relationship with the Ontario Undergraduate Student Alliance.
- Outlining the USC’s relationship with external bodies.
- A review of the USC’s membership in the Ontario Undergraduate Student Alliance from the Council year 2009/10.
- A review of the USC’s membership in the Canadian Alliance of Student Associations from the Council year 2012/13.
- A review of the USC’s membership in the Ontario Undergraduate Student Alliance from the Council year 2013/14.
- Constituent Council Grants Directive
- Fees and Financial Statements Policy 2016 (.doc, .pdf)
- Grants Fund Policy
- Grants Sub-Committee
- Travel Policy
- Request for Car Rental
- Travel Itinerary
- Grant Application
- Capital Plan FAQ
Budgets, Fee Schedules, & Financial Statements
The current USC Budget and Fee Schedule, CHRW Budget, Capital Plan, and Audited Financial Statements.
- USC Audited Financial Statements, May 31, 2014
- USC Audited Financial Statements, May 31, 2013
- Radio Western Financial Statements, May 31, 2013
- Current CHRW Budget
- Fee Schedules 2013/14
- Capital Plan
- Operating and Capital Budget: 2013/14
- Operating and Capital Budget: 2014/15
- Operating and Capital Budget: 2016/2017 (.doc, .pdf)
- USC Audited Financial Statement May 31, 2015
- This is the Grant Application that will be the foundation throughout the 2015/2016 academic term. The Grants Committee may make revisions where they feel as though the application is not targeting the necessary information.
Grants Committee Terms of Reference (.pdf)
- A document that outlines the scope, composition and responsibilities of the Grants Committee.
Grants Fund Policy (.pdf)
- This policy details the origins and intent of the Grants Fee that is levied on undergraduate students.
- This document helps provide guidance to the application process and contains criteria that is used in the adjudication process of the Grants Committee.
- A guideline to identifying and managing conflict of interest, ensuring the USC conducts its business and political affairs in conformity with the highest ethical and moral standards
- A policy establishing the USC’s compliance with the Personal Information Protection and Electronic Documents Act, which lists ten principles for personal information protection. Contains provisions for the collection, storage, and disclosure of personal information.
- A policy establishing a consistent means of recording accident/incident investigation information, which is used to prevent a recurrence of the same or similar accidents. A part of the USC’s health and safety procedures.
- A policy relating to health and safety training for staff and volunteers, detailing the frequency and nature of such training. Outlines the responsibility of the organization to train and make workers aware of health and safety concerns associated with the job.
- Outlines the USC’s commitment to providing and maintaining a healthy and safe work environment for all employees, customers, suppliers, and visitors. Details the responsibilities of management, supervisors, and employees with regards to a collaborative approach to health and safety.
- A policy detailing the specific duties of managers and supervisors in the workplace with regards to health and safety.
- A policy empowering the General Manager to maintain human resources policies and procedures to ensure that the USC’s full-time, part-time, and volunteer employees are managed responsibly in compliance with government legislation.
- A description of the duties and responsibilities of the USC’s Joint Health and Safety Committee. Specifies the Committee’s membership and includes procedures for meetings, workplace inspections, investigations, and member certification.
- A policy providing guidelines for the conduct of full-time and part-time staff, including Executives, in relation to the media. Outlines who is and is not an authorized spokesperson of the organization. To be read in conjunction with the Media Spokesperson Procedure.
- Outlines the specific procedures for dealing with media requests for both internal and external media sources. To be read in conjunction with the Media Spokesperson Policy.
- Provides guidelines for staff and volunteer conduct in relation to social media communications. Ensures consistent representation of the USC across all social media platforms.
- A policy outlining the expectations of the organization regarding the prevention of discrimination, harassment, and violence. Specifies the responsibilities of members of the organization in upholding the standards of the USC.
- A policy establishing the responsibilities of the USC and its employees after a work-related injury or illness has been sustained. This Policy is guided by the requirements of the Ontario Workplace Safety and Insurance Act, and its primary objective is to ensure an early and safe return to work.
- A policy established to maintain a professional workplace environment free from interpersonal conflict and discrimination. Governs the interaction of employees and volunteers with each other and their workplace environment.
- A policy outlining the development and implementation of a workplace wellness program, including management and human resources responsibilities.
Long-Term Strategic Plan
- The current strategic plan of the USC. A reference document for the Corporation to provide strategic direction for all facets of the Corporation.
- A guide to the execution of the previous strategic plan, A Vision to Lead. Specifies areas of action that should be undertaken to meet the expectations of the strategic plan and identifies the individuals responsible for carrying them out.
A Vision to Lead (2009)
- A previous strategic plan of the USC. Superseded by the 2012 Strategic Plan.
- A previous strategic plan of the USC. Superseded by A Vision to Lead. See attached Executive Summary for an introduction to the plan.
From Gauntlet to Stairway (2002)
- A previous strategic plan of the USC. Superseded by Built to Lead.
- PSN Usage Policy
- Ally Western Constitution
- EnviroWestern Constitution
- Ethnocultural Support Service
- I Know Someone
- Services Review 2012
- Services Review 2009
- Women`s Issues Network (WIN)
- Services Policy – Standards of Service
- Services Policy – Governance Policy
- Services Policy – Selection Procedure
- Services Policy – Service Creation Procedure