The name of this organization shall be: Quantitative Life Sciences Association (QUALSA) Hereinafter referred to as (ie, the “Society”, or the “Association”, etc):
The purposes of the organization shall include:
a. To provide representation to the Membership, as appropriate;
b. To provide a sense of family to the graduate and postdoctoral researchers working within the Department;
c. To promote a sense of belonging among its members so that they may easily seek assistance (academic or otherwise), as appropriate;
d. To arrange a healthy set of activities for its members, so that the participants may purposefully benefit from the athletic and recreational nature of an organized event; and,
e. To foster a sense of competition, academic, and otherwise, with equivalent organizations outside the Department
All graduate students and Postdoctoral Scholars currently registered in the department of Quantitative Life Sciences (or "school of" or "programme in", etc.) are regular members of this Society. Aside from this stipulation, the Quantitative Life Sciences Association shall not discriminate in any way deemed unlawful or inappropriate by the PGSS constitution, or McGill University ethics guidelines.
4a: There shall be six (6) executive officers of the Association, hereafter referred to as the “Executive”, they are:
President
Vice President External
Vice President Finance
Vice President Academic
Vice President Social
Chair Secretariat
4b: The Executive shall be elected annually as per the election guidelines set out in this Constitution.
4c: The Executive shall be jointly charged with the responsibility of:
a. Ensuring prudent fiscal management of the Association’s funds.
b. Producing Council Meeting and General Assembly agendas.
c. Relaying to Council comments, questions, and concerns of relevance to the Association
d. Producing and maintaining guides detailing procedures of individual executive functions.
e. Providing all documents generated by their respective offices to the Secretariat.
f. Maintaining up-to-date website content including:
i. The Association's Constitution
ii. The names and contact information of:
The Executive;
Committee members;
PGSS Councillors
These responsibilities shall hereafter be referred to as the “joint responsibilities of the Executive”.
4d: The duties of the officers shall be as follows:
Further to the joint responsibilities of the Executive, the President shall:
a. Be the official representative of the Association to all external entities;
b. Be responsible for all official correspondence with all external entities;
c. Be familiar with the content of the University’s Handbook of Student Rights and Responsibilities, and in particular the Charter of Students’ Rights with respect to defending the rights of the Association;
d. Be one (1) of the two (2) required signing officers;
e. Maintaining and organize up to date document of the Association’s Constitution;
f. Compiling meeting agendas with duties including:
i) receiving and compiling reports from all other executives and committees;
ii) previous meeting records; and
iii) agenda items as approved by the Executive.
g. Be one of the PGSS Councillors for the Association;
h. Conduct all of the Association’s elections according the procedures and regulations specified in this Constitution; and
i. Chair Council Meetings.
j. Compile and maintain a list of organizations to which the Association is related, and produce records of all procedures and documents required in establishing and maintaining such relationships;
k. Maintain and transmit the records and documentation of the Association’s activities required by the PGSS to the appropriate PGSS representative within the deadlines stipulated by the PGSS for a Graduate Student Association (GSA);
l. Verify adherence by the Association to all required regulations concerning the activities of a GSA as specified by the PGSS.
m. Represent the Association when the Association does not have a Vice President External
Further to the joint responsibilities of the Executive, the Vice President External shall:
a. Represent the Association as Councillor at meetings of the PGSS Council.
b. Represent the Association at meetings of the PGSS and other graduate student associations, when appropriate.
c. Keep the other Executive Members informed of developments and decisions taken at the PGSS Council.
d. Send a brief report to the Executive summarizing important issues and decisions taken at the PGSS Council.
e. Perform other duties as required by the Executive Board.
Further to the joint responsibilities of the Executive, the Secretariat shall:
a. Be the designated correspondent of the Association to the Membership including:
i. notification of all of the Association’s meetings/assemblies; and
ii. distribution of meeting materials (e.g. agendas).
b. Act as Recording Secretary for Council Meetings and General Assemblies;
c. Maintain and organize up to date electronic (where appropriate) and paper (where appropriate) records of all of the Association’s documents including:
i. financial records as provided by the VP Finance and Operations;
ii. Meeting records (agendas, minutes, etc...);
iii. Documentation arising from the activities of the Executive;
iv. Template and filled forms (e.g. Nomination Forms);
v. The Association’s operations manuals.
Further to the joint responsibilities of the Executive, the VP Academic shall:
a. Plan and execute academic events
b. Producing and maintaining a list of alumni
c. Produce and maintain a comprehensive list of facilities and procedures for aiding Members in obtaining information and solutions to issues relating to academic activities.
d. Plan and execute social events and activities when the Association does not have a Vice President Social
Further to the joint responsibilities of the Executive, the VP Finance and Operations shall:
a. Be one (1) of two (2) required signing officers;
b. Be responsible for ensuring all financial transactions adhere to the approved Association budget;
c. Maintain official financial records for auditing purposes including:
i. Retaining all Financial records for six (6) years after the year of initial transaction;
ii. keeping the Association’s budget and Constitution for reference; and
iii. destroying all financial records after the six (6) years period.
d. Be responsible for preparing the Association’s yearly budget and final annual financial statement;
e. Administering and maintaining the Association’s assigned facilities and resources.
Further to the joint responsibilities of the Executive, the VP Social shall:
a. Plan and execute social, cultural, and other activities for members of the Association.
b. Coordinate with the Department to plan and execute all social events related to Orientation for new students.
c. Advocate and act as a liaison for all non-academic related matters within the Department.
d. Work in coordination with the VP Academic to ensure an inclusive and supportive environment is maintained in all student-life activities.
e. Promote student involvement in all activities that allow for social, academic, and professional networking.
f. Participate in meetings with other graduate student associations, when appropriate.
g. Perform other duties as required by the Executive Board
5a: The Executive shall be the officers of the Quantitative Life Sciences Association, and shall be elected once per year as per the election guidelines set out below.
5b: The Executive shall hold office from April 1st of each year until the following March 31st
6a: The Quantitative Life Sciences Association Council shall be the working body of the Quantitative Life Sciences Association between General Meetings.
6b: The Council shall be comprised of:
I. The Executive
II. All Quantitative Life Sciences Association representatives to PGSS Council (if different from the above members).
6c: Quorum shall be two-thirds of the Executive with the President and Vice President Finance present.
6d: Council meetings are open to all members of the Quantitative Life Sciences Association.
The Quantitative Life Sciences Association shall elect representatives to the PGSS and to all committees and bodies within the Quantitative Life Sciences on which graduate students are entitled to representation.
8a: The Quantitative Life Sciences Association shall conduct fund-raising for such programs or activities as it sees fit.
9a: The General Meeting shall be called by a decision of regular quorum of council.
9b: Notice of a general Meeting shall be given by posting announcements on departmental notice boards and by e-mail (where possible) at least one week before the meeting.
9c: Quorum for the General Meeting shall be 10% of the general membership.
9d: All motions shall be passed upon a simple majority of 50% + 1 vote.
The Quantitative Life Sciences Association will utilize the PGSS Simplyvoting platform for all elections of the executive.
10a: Elections shall be held once per year on or before April 1st.
10b: Notice of open positions shall be given at least one week in advance of the General Meeting.
10c: Any regular member of the Quantitative Life Sciences Association may seek election for open positions, providing they acquire the nomination of one (1) other regular members.
10d: Ballot shall be secret, and be counted in the presence of at least two (2) non-candidate members.
10e: Vacancies during the course of the year shall be filled by by-election, to take place at a special General Meeting.
The Quantitative Life Sciences Association shall be affiliated with the Post Graduate Students Society of McGill University (PGSS), as provided for by that body's constitution.
12a: This constitution has been initially adopted by a two-thirds majority of a General Meeting of the Quantitative Life Sciences Association.
12b: Amendments to this constitution shall be made at a General Meeting.
12c: Notice of proposed amendments shall be posted at least one week before the General Meeting.
12d: Amendments will be voted on by open ballot, and shall pass by a two-thirds majority of those present at the General Meeting.