SC-CÉ Constitution^1 2 (DRAFT)

Preamble:
Date: October, 2005

The members of the Canadian Association on Gerontology-Association canadienne de gérontologie Student Connection-Connexion Étudiante (SC-CÉ) enthusiastically embrace the national, multidisciplinary scope of the Canadian Association on Gerontology-Association canadienne de gérontologie (CAG-ACG) and efforts "…to foster research, education, and policy aimed at improving the quality of life of the elderly in Canada" (CAG website, August 29, 2001). SC-CÉ members are in an excellent position to help inform the fostering of education, in particular, as we are the students of the programs that currently exist. This SC-CÉ constitution shall enable the CAG-ACG student members to contribute to the CAG-ACG objectives and ensure the longevity of SC-CÉ members' activities. Through the creation of opportunities for meaningful student participation, the SC-CÉ and the CAG-ACG will be fostering future membership and activities as students assume positions within the field of aging upon graduation.

1. Name

The name of this organization shall be the CAG-ACG Student Connection-Connexion Étudiante (SC-CÉ).

2. Statement of purpose

The SC-CÉ is a national network for students interested in issues in aging research and practice. The network has the following goals and objectives:

Goal 1: To support the:

CAG-ACG Vision: To be the Canadian authority on individual and population aging, and

CAG-ACG Mission: To improve the lives of older Canadians through the creation and dissemination of knowledge in gerontological policy, practice, research, and education

Goal 2: To provide a forum:

a) for the discussion of issues of specific concern to students of aging across Canada;

b) for the exchange of information concerning research, practice, grants, job openings, and other relevant items;

c) for networking with students from across Canada and from around the world.

Goal 3: To represent the interests and concerns of students at the CAG-ACG's Board of Directors towards contributing to CAG-ACG activities, optimizing benefits for students, and facilitating student participation.

Goal 4: To support recruitment of CAG-ACG student members towards a sense of student ownership of and future regular membership in the CAG-ACG upon graduation.

3. Languages

In time, as resources allow, the text for all key SC-CÉ documents shall be in English and in French (e.g., SC-CÉ Constitution; SC-CÉ website; SC-CÉ electronic distribution list messages).

4. Membership

Eligibility:

SC-CÉ membership is open to all CAG-ACG members who are students of aging, at a recognized university or college. Each membership is a voluntary, interest-only involvement; each CAG-ACG student member has the right to vote in SC-CÉ elections, to hold SC-CÉ office, and participate on the SC-CÉ website.

Transition to Non-voting Membership:

Once a CAG-ACG member no longer holds student status (defined as paying student fees for CAG-ACG membership and holding registered status at an accredited university or college), the member will no longer have the right to vote in SC-CÉ elections or to hold SC-CÉ office. The membership list will be updated annually through the CAG-ACG national office. A member may remain on the SC-CÉ electronic distribution list to be updated on events and activities if the member so desires.

5. Executive Committee

The affairs of the SC-CÉ shall be managed by an Executive Committee comprised of three Officers and three Members-at-Large. The Officers shall include:

A. President
B. Vice-President
C. Secretary-Treasurer

The Members-at-Large shall include:

D. Website Manager
E. Newsletter Coordinator
F. Distribution List Manager

Duties for each office:

A. The President shall:

i) set agendas for and preside at all meetings of the SC-CÉ and at all meetings of the Executive Committee

ii) represent, as the official liaison, the SC-CÉ Executive Committee and SC-CÉ members in any capacity directly related to the CAG-ACG;

iii) represent SC-CÉ members on the CAG-ACG Board of Directors [as Board member with full privileges]. The Board participation will consist of a two-year term paralleling the two-year term of the SC-CÉ President's position. In the event that the President cannot attend a CAG-ACG Board meeting, then every effort is to be made for the Vice-President to participate in the meeting (e.g., by teleconference if not in person). If the Vice-President were not available, then every effort would be made for the Secretary-Treasurer to participate in the meeting (e.g., by teleconference if not in person);

iv) exercise a general control and supervision over the affairs of the SC-CÉ;

v) serve as Newsletter Coordinator if that position is vacant;

vi) serve as the North American Representative of the International Council of Gerontology Student Organizations (ICGSO) within the International Association of Gerontology and Geriatrics (IAGG).

B. The Vice-President shall:

i) report directly to the President and coordinate the work outlined by the President;

ii) represent the President if the President is absent or unable to act; if the position of President is vacant, the Vice-President shall serve as Acting President;

iii) represent the President, if the President is absent or unable to act, in representing SC-CÉ members on the CAG-ACG Board of Directors;

iv) authorize the release of monetary funds for SC-CÉ events and activities upon approval from the President;

v) serve as Secretary-Treasurer if that position is vacant.

vi) serve as the North American Representative of the International Council of Gerontology Student Organizations (ICGSO) within the International Association of Gerontology and Geriatrics (IAGG) if the President or Past-President is unavailable.

Joint Duties of the President and Vice-President:

1. Both officers are empowered to sign all notes, warrants, and other orders for payment of monies drawn by the Secretary-Treasurer.

2. Both officers shall serve as Public Relations persons for SC-CÉ.

3. Each officer is required to assume the responsibilities of the other during a period of absence until the vacant office is filled by another SC-CÉ member.

4. Both officers are responsible for answering any questions concerning the Constitution of the SC-CÉ.

5. Both officers are responsible for maintaining order and proper parliamentary procedure at all meetings.

C. The Secretary-Treasurer shall be responsible for:

i) recording, sending, and archiving meeting minutes;

ii) drafting letters to the membership;

iii) managing the budget, books, and SC-CÉ funds; management of SC-CÉ funds shall include detailed record keeping of expenses, submission of receipts to the Executive Committee, and signing authority with the President and Vice-President to an SC-CÉ bank account (should an account be established).

iv) represent the President, if the President and Vice-President are both absent or unable to act, in representing SC-CÉ members on the CAG-ACG Board of Directors.

D. Member-at-Large (Website Manager):

i) to design/re-design, organize, and maintain the SC-CÉ website as required;

ii) to post and maintain SC-CÉ newsletter submissions, meeting minutes, the Discussion Forum, and relevant, upcoming events on the website;

iii) to act as privacy officer and to maintain the website to conform with privacy legislation including the distribution and storage of information consent forms as necessary;

iv) to serve as Distribution List Manager if that position is vacant.

E. Member-at-Large (Newsletter Coordinator):

i) to research and write submissions for the CAG-ACG's quarterly newsletter, incorporating student members' news;

ii) to arrange for each newsletter submission to be approved by the SC-CÉ Executive Committee;

iii) to submit the final draft of the newsletter submission to the SC-CÉ President for forwarding to CAG-ACG's head office.

F. Member-at-Large (Distribution List Manager):

i) to establish and maintain an electronic distribution list for interested students of aging of the CAG-ACG;

ii) to post regular messages and special announcements to the student membership;

iii) to serve as Website Manager if that position is vacant.

Vacancy:

In the event of a vacancy, a position that has become vacant will be offered up in electoral proceedings. In the case of dismissal, resignation, etc., the Executive Committee may appoint temporary Officers or Members-at-Large until such time that a special election may be held.

Removal of an Officer or Member-at-Large:

Officers or Members-at-Large may be dismissed after inappropriate activity or continuous inactivity in the said SC-CÉ position, specifically if they have not participated in SC-CÉ functions or have not attended meetings at which their presence was required. Inappropriate activity can include such items as the public transmission of confidential information (i.e; student members' names and/or addresses), the use of this information and/or the SC-CÉ website as a vehicle other than for what they were intended, etc. Inactivity is defined as an absence from more than one-half of scheduled meetings. Before dismissal, Officers and Members-at-Large are entitled to due process, entailing a hearing before the Executive Committee. Prior to a hearing, the member will be issued two written warnings that a hearing will be called if the member continues to display inactivity.

Term of Office:

Each Officer or Member-at-Large shall hold office for two years and shall not hold the same position for more than two consecutive two-year periods. No person shall serve on the Executive Committee for more than four consecutive two-year periods, after which a period of at least two years must elapse before re-election to the Executive Committee in any capacity.

6. Additional SC-CÉ Positions:

Immediate Past-President:

This position may be held by a CAG-ACG member who may or may not be a student.

i) to chair the Nominating Committee;

ii) to consult with the International Association on Gerontology and Geriatrics (IAGG) and the International Council of Gerontology Student Organizations (ICGSO) during the development stages of ICGSO and in creating the terms of reference for the North American Representative;

iii) serve as the North American Representative for ICGSO when the President is unavailable.

Advisor (appointed through majority vote within the SC-CÉ Executive Committee):

This position may be held by a CAG-ACG member who is not a student.

i) to engage in dialogue with the SC-CÉ Executive Committee regarding CAG-ACG protocol, history, current, and future directions, and CAG-ACG dynamics.

Student Representatives on Campus:

This position is filled on a volunteer, non-elected basis:

i) to participate in two national, virtual Student Representative meetings per year by e-mail with the SC-CÉ Vice-President

ii) to participate in the SC-CÉ annual general meeting, either in person or electronically.

iii) to act as a liaison between the SC-CÉ and local campuses. This involves working with local students and the faculty Campus Representative, identified by the CAG-ACG Board, in the promotion of SC-CÉ and gerontological events and issues.

iv) to recruit students of gerontology and other disciplines with a focus on aging to the SC-CÉ.

If more than one student member is interested in becoming a Student Rep at a particular campus, up to two students may be invited to share the responsibility, liaising between local students and the national SC-CÉ Executive Committee.

The position of Student Rep may be held by student members for as long as they maintain active student membership with the CAG-ACG and meet the various obligations of the position. If the obligations were not met, then the SC-CÉ Executive Committee would hold the same due process involved in the removal of an Executive Committee member. If student members must withdraw from the position prior to finishing their studies, a one to two-month notice period prior to departure is recommended. A Student Rep would leave the position upon graduation, or relocation to a different campus.

7. Elections

Elections for various Executive Committee offices shall be held every year following the CAG-ACG's Annual Scientific and Educational Meeting (ASEM). The President, Vice-President, and Website Manager will be elected in one year; the Secretary-Treasurer, Distribution List Manager, and Newsletter Coordinator will be elected in alternate years.

There shall be a Nominating Committee composed of a Chair, who shall be the immediate Past-President, one volunteer from the general body, and one Member-at-Large. Should more than one member of the general body or more than one Member-at-Large wish to volunteer for the committee, a vote shall be held by members of the Executive Committee. Should the elected committee member be unable to serve, the runner-up to the elected member shall be called upon to participate in the committee.

If the position of immediate Past-President becomes vacant, the Executive Committee shall appoint a Chair of the Nominating Committee from the membership; the appointed individual shall not be a member of the Executive Committee nor an alternate to the Nominating Committee for the biennium.

Any SC-CÉ voting member may stand for office. At least six months prior to the election, the Chair of the Nominating Committee shall issue a call for election and shall invite SC-CÉ voting members through the CAG-ACG newsletter and the SC-CÉ distribution list to submit names of eligible persons for the respective offices. Nominations must be accompanied by a letter signed by the nominee assuring the willingness of the candidate to serve. Nominations will be accepted through the SC-CÉ Annual General Meeting until the end of the ASEM.

The election shall take place by electronic ballot through the SC-CÉ Distribution List within a set period of time, e.g., two weeks, of the conclusion of the CAG-ACG's Annual Scientific and Educational Meeting.

8. Finances

At this time, dues are not required for SC-CÉ membership; however, a membership fee is required for CAG-ACG membership. This CAG-ACG student membership fee is subject to periodic review by the CAG-ACG Board of Directors as informed by the SC-CÉ Executive Committee.

Once a budget or dues system has been established, the Secretary-Treasurer, with the President and Vice-President, will be responsible for fund allocation and management as outlined above.

9. Meetings

Executive Committee:

Regular meetings shall be called and chaired by the President throughout the calendar year; at least one meeting shall be held during the CAG-ACG's Annual Scientific and Educational meeting, if more than one member of the Executive Committee is present. If only one member is present, then that member shall represent the committee based upon decisions made by the committee in a electronic meeting prior to the ASEM.

The President, or in the absence of the President, the Vice-President shall preside at all meetings of the Executive Committee. In the absence of the President and Vice-President, the Secretary-Treasurer shall preside.

No error or omission in giving notice of any Executive Committee meeting shall invalidate such meeting or make void any proceedings taken thereat. If any Executive Committee member is unable to attend a meeting in person, she or he may still ratify, approve, and confirm any or all proceedings taken or had thereat.

Executive Committee meetings will be conducted in person or by any communication means as permit all persons participating in the meeting to engage in discussion with each other. Five days written notice shall be given of such meeting by mail or electronic means.

A quorum of not less than two Executive Committee members and one Member-at Large is required to conduct business.

A resolution in writing, signed by all of the Executive Committee members entitled to vote on that resolution, is as valid as if it had been passed at a meeting of the Executive Committee.

General SC-CÉ Membership meeting schedule:

The annual general SC-CÉ meeting shall be held during the CAG-ACG's Annual Scientific and Educational meeting; notice will be broadcast to members through the CAG-ACG newsletter and the SC-CÉ distribution list at least six weeks in advance of the meeting. Minutes from the meeting will be reviewed by the SC-CÉ Executive Committee and then posted on the SC-CÉ website.

SC-CÉ organizational decisions shall be made by the General Membership through a show of hands at the annual SC-CÉ meeting (one vote per member). For members who are unable to attend the annual SC-CÉ meeting, votes will be accepted by e-mail. Two months prior to the meeting election issues will be posted; electronic ballots will be distributed two weeks prior to the meeting. One e-ballot will be accepted per voting member as matched with the eligible members that appear in the SC-CÉ distribution list.

A quorum at meetings or elections of not less than 1/5 of membership of the SC-CÉ voting members is required to vote or to conduct business.

10. Ratification and Amendments to the Constitution

The SC-CÉ may establish and maintain its own Constitution which shall be in accord with the By-Laws of the CAG. When such Constitution is established, it shall be approved by the CAG Board of Directors and a copy shall be filed with the CAG Executive Director. Further, the SC-CÉ Executive Committee may adopt such rules of procedure as it may desire; however, these are subject to review and approval by the CAG Board of Directors.

Amendments shall be proposed and discussed by the Executive Committee. The SC-CÉ Constitution or any section thereof may be amended, added to, repealed, replaced, or re-enacted at any time by the members at any general or special SC-CÉ meeting, provided that any section of the Constitution so amended, added to, repealed, replaced, or re-enacted shall not be enforced or acted upon until the approval of the President has been obtained and by a majority of the Executive Committee members.

11. Parliamentary Procedure

Order of business for the Executive Committee meetings:

a) Reading and approval of the minutes of the previous Executive Committee meeting
b) Reports of committee members
c) New business

Order of business for the annual SC-CÉ meeting:

a) Reading of the minutes of the last general meeting and of any special meeting held since the last general meeting
b) Report of the President
c) Report of the Secretary-Treasurer
d) Report of the Members-at-Large
e) New business

At general meetings, when elections to the Executive Committee take place, the order of business shall also include the following items:

a) Report of the Nominating Committee
b) Update the strategic plan and propose objectives for the upcoming year.

12. Affiliations

The SC-CÉ shall maintain an officially recognized relationship with the CAG-ACG reflected in the presentation of the CAG-ACG's name or the acronym, CAG-ACG, with the name, Student Connection-Connexion Étudiante, i.e., the CAG-ACG Student Connection-Connexion Étudiante.

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