Merge pull request #3 from Queen-s-COMPSA/documentation/1-convert-doc…

…x-to-md

1 transcribe constitution

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+/*.pdf

README.md

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 # Introduction
-This is the repo for all things compsa ! At least, if you wanna see the ways we
-do things here.
+This repo contains The COMPSA Constitution and older versions which may be
+useful for reference in the future.
 
-All documentation is written in markdown, and then will be converted to PDF
-using a tool like `pandoc`.
+# Constitution
+
+The constitution is contained in `./constitution` and is broken up into its
+respective parts for ease of editing and comprehension. To compile the
+constituion run the `compile` script from `./constitution/`. This will create
+`./constitution.pdf`
+
+# Archive
+
+This is the place where any older or out of date documents pretaining to the
+constitution can be sotred. It is merely meant as a place of reference for the
+future.

constitution/AssociationAssemblies.md

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+# Association Assemblies
+
+1. All Assemblies held by the Association shall be chaired in accordance with
+   Bourinot’s Rules of Order, with only distinctions made in Constitution and
+   Policy superseding these rules. 
+
+
+## General Assemblies 
+
+1. All General Assemblies shall be chaired by the COMPSA Speaker, who shall be
+   elected by the processes outlined in [Section 4](). 
+2. In the absence of the Speaker, or in the event of a conflict of interest,
+   the Deputy Speaker, also elected by the processes outlined in [Section 4](),
+   shall chair the General Assembly, or the specific section pertaining to the
+   conflict of interest.
+3. Minutes shall be taken by the Internal Affairs Commissioner (or an appointed
+   Scribe), and kept for a minimum period of 10 years. 
+4. All General Assemblies have a time limit of two hours from the time they
+   are called to order. A Motion to extend by one-half hour (30 minutes) may be
+   made prior to the time limit expiring. A total of 4 extensions may be made,
+   after such a time, the meeting will adjourn and all remaining business will
+   appear on the next Agenda.
+5. A General Assembly Agenda shall typically adhere to the following order:
+   Approval of the Agenda; Approval of the Previous Meeting’s Minutes; Guest
+   Speakers -- if present; Speakers Business; Reports -- given in a logical
+   order; Statements By Members; Question Period; Business Arising from the
+   Minutes -- if applicable; New Business; Discussion Period
+6. Changes to the agenda are allowed to be made by the Speaker during the
+   Approval of the Agenda Section, as well as during the meeting at any time by
+   any member as a seconded motion, as long as the change receives the approval
+   of Assembly. 
+7. Adjournment of the Assembly does not require a motion, and occurs upon the
+   arrival at the end of the agenda, or if the time limit is reached and there
+   are no successful motions to extend.
+8. The Association's General Assembly shall have membership consisting of: The
+   Assembly Speaker (or Deputy Speaker) -- who shall not vote except in the
+   event of a tie; The Executive of the Association; The Commissioners and
+   Deputy Commissioners of the Association; The Elected Representatives of the
+   Association; Other Members of the Association hired to conduct the business
+   of COMPSA; Other Members of the Association who hold voting rights as
+   defined in the Constitution; A representative of the Graduate Computing
+   Society -- who shall not vote; Any additional non-voting members.
+
+## Council Meetings
+
+1. All Council Meetings shall be chaired by the President.
+2. In the absence of the President, or in the event of a conflict of interest,
+   the Vice President University Affairs shall chair the General Assembly, or
+   the portion surrounding the conflict of interest.
+3. Minutes shall be taken by the Internal Affairs Commissioner, and kept for a
+   minimum period of 10 years. 
+4. All Council Meetings have a time limit of two (2) hours from the time they
+   are called to order. A Motion to extend by one-half hour (30 minutes) may be
+   made prior to the time limit expiring. A total of 4 extensions may be made,
+   after such a time, the meeting will adjourn and all remaining business will
+   appear on the next Agenda.
+

constitution/Awards.md

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+# Awards
+
+1. The Association shall maintain and present the The Howard Stavely Teaching
+   Award; The President’s Award; and the Gradum Dominus Machinarum Award
+
+## The Howard Stavely Teaching Award
+
+1. Howard Staveley started working at Queen's University in 1966. He became an
+   adjunct instructor for the department of Computing and Information Science
+   at Queen's University in 1982 and continued teaching until the winter term
+   of 1996. He also held the position of Manager of Information Systems in
+   Computing Services from 1982 until 1996. Howard passed away in 1996 at the
+   age of 52, in the midst of a successful career. He has been sorely missed by
+   his many friends at Queen's. In 1997 an annual award was created in his
+   memory. 
+2. Howard consistently earned outstanding evaluations from his classes, and
+   established a standard for teaching excellence. Students loved Howard
+   because he was a great instructor who loved teaching. He was not a teacher
+   by profession -- he took on the role over and above his full-time job with
+   Queen's Computing and Communication Services (now called Information
+   Technology Services). Howard brought to his classes his own enthusiasm, his
+   respect for the students, and his appreciation for the humanity in the
+   science. Nominees should demonstrate the same love and enthusiasm for
+   teaching, care for students, and outstanding feedback from students as
+   Howard did. 
+3. Students may submit a signed nomination for a professor via e-mail or
+   another appropriate method. 
+4. Notification of this award and the ability for students to nominate
+   professors, shall be sent via e-mail at least twice per year, once at the
+   end of the fall term, and once at the end of the winter term, by the
+   Executive. 
+5. The Association’s Council shall review all nominations in a closed session,
+   and determine the final award recipient. 
+6. This award will be presented annually at the School of Computing Awards
+   Ceremony by the President of the Association (or designate).
+
+## The President’s Award 
+
+1. One recipient shall be the member of Council who the President feels has
+   most contributed to the betterment of the University experience for COMPSA
+   members through their dedication and initiative. 
+2. One recipient shall be any member of COMPSA who does not sit on Council and
+   has demonstrated spirit and enthusiasm for everything COMPSA. The President
+   shall collect recommendations for this award via e-mail or another
+   appropriate method at least two weeks before the award is to be presented;
+   the President shall review these recommendations and determine the award
+   recipient.
+3. This award shall be presented to two recipients each a year at the End of
+   Year Computing Banquet.
+
+## Gradum Dominus Machinarum Award
+
+1. This award is presented to a graduating member of COMPSA who has, throughout
+   their time at Queen’s, contributed to the betterment of the University
+   experience and demonstrated spirit and enthusiasm for everything COMPSA.
+2. The Executive shall collect recommendations for this award via e-mail or
+   another appropriate method at least two weeks before the award is to be
+   presented; these recommendations shall be reviewed by the Executive to
+   determine the award recipient.
+3. This award shall be presented at the End of Year Computing Banquet.
+

constitution/ElectionsAndReferenda.md

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+# Elections and Referenda
+
+## Timeline
+
+1. Elections for President, Vice President University Affairs, Vice President
+   Operations, and Upper Year Representative for the upcoming academic year,
+   shall take place during the Primary Election as defined in Constitution. 
+2. Elections for First Year Representatives as well as any vacant elected
+   positions, shall take place during the Supplementary Election as defined in
+   Constitution. 
+3. Whenever possible, COMPSA Elections voting days shall coincide with AMS
+   Elections and Referenda. 
+4. There shall be two (2) consecutive days of online voting, during which
+   members may vote. 
+5. There shall be a campaign period of no less than seven (7) days, preceding
+   the voting days. The campaign period must end by 8pm on the day prior to
+   voting. 
+6. There shall be a nomination period of no less than seven (7) days preceding
+   the campaign period. Nomination forms shall be submitted to the Chief
+   Electoral Officer no later than 4pm on the day prior to the campaign period. 
+7. The Chief Electoral Officer shall verify nominations, and post the names of
+   all candidates on the Association’s website no later than 12pm on the first
+   day of the campaign period.
+8. Following the closing of the polls, the CEO has twelve (12) hours to notify
+   the candidates of the results, and after all candidates have been notified,
+   post the results on the Association’s website. 
+9. The Chief Returning Officer shall be elected from the members of Council or
+   Extended Council, by the members of Council, prior to the beginning of the
+   Nomination Period for each election. 
+0. If the Internal Affairs Commissioner is standing for election, then Council
+   shall elect another Chief Electoral Officer, from the pool of members of
+   Council or Extended Council.
+
+## Nominations
+
+1. Each submitted nomination shall be accompanied by fifty (50) members’
+   signatures to be considered valid. 
+2. Proof of membership shall be provided in the form of a student number for
+   each signing student. These shall be validated by the CEO and CRO after the
+   close of nominations. 
+3. Nominees on exchange or internship may forward fifteen (15) emails of
+   support to the CEO in lieu of the fifty (50) signatures. These emails must
+   contain the statement “I hereby nominate [name of candidate] for the
+   position of [position name] within the Computing Students’ Association.”
+   along with the nominating student’s name and student number. 
+4. Each Candidate shall submit a deposit in the amount of thirty (30) dollars,
+   which can be used a fines for campaign violations. The deposit, or remaining
+   balance, will be returned after the completion of the election. 
+5. Once a nomination package has been submitted, if the applicant already holds
+   a position within the Association, they shall take a leave of absence until
+   the results have been announced.
+
+## Campaigns
+
+1. The following forms of campaigning are expressly allowed by the association
+   in an election: Posters -- limited in number to forty (40), and no larger
+   than tabloid size (11” x 17”/27.9cm x 43.2cm); Banners -- limited in number
+   to two (2), where a banner is defined as anything larger than a poster;
+   Campaign websites, Social Media pages, accounts, etc.; Distributable
+   promotion merchandise (buttons, leaflets, pens, etc.).
+2. Candidates may not spend more than one-hundred (100) dollars on their
+   campaign, and must submit receipts to the CEO for all expenses occurred
+   during the campaign. 
+3. During the Campaign Period, a debate will be held, usually in conjunction
+   with a General Assembly, where the candidates will be provided time to
+   explain their platform, and answer questions from the membership.
+4. All campaign materials, regardless of form (physical, electronic, etc.) must
+   be approved by the CEO or CRO prior to use. Failure to do so may result in a
+   penalty. 
+5. Materials not specifically mentioned above as approved campaign materials
+   may be approved by the CEO and CRO at their discretion, provided that type
+   of material is approved for all candidates in the current election
+   requesting approval.
+
+## Penalties
+
+1. Members may only vote for Elected Representatives which will represent their
+   particular constituency (i.e. only students in third year may vote for the
+   candidates for Upper Year representative from third year). 
+2. The Chief Electoral Officer shall cast their tie-breaking vote, on separate
+   paper ballots for each question, twenty-four (24) hours prior to the start
+   of the voting period. These ballots will be individually sealed, and only
+   opened in the event of a tie for a specific question. These ballots shall be
+   kept for a period of one year, and then destroyed without being opened. 
+3. In the election of members of the Executive or Elected Representatives, the
+   candidate with the highest number of votes shall be declared the winner. 
+4. In the event there is only one candidate for a position, they must still
+   take part in a vote of confidence, in which they must receive more votes in
+   the affirmative than the negative and spoiled ballots combined.
+5. The wording of questions on the ballots shall take the following forms: “My
+   choice of candidate for the position of [position name] of the Computing
+   Students’ Association is: [list of candidate names]” or “Do you have
+   confidence in [candidate name] for the position of [position name] of the
+   Computing Students’ Association? Yes, No”.
+6. All results are tentative from the time of release, until they are ratified
+   at the next General Assembly. 
+7. Should a candidate contest the results, a formal submission shall be made to
+   the CEO and COMPSA Speaker jointly, who shall act accordingly in resolving
+   the request. A formal submission shall be accompanied by the signatures of
+   twenty (20) members.
+
+## Referenda
+
+1. A referendum question shall be submitted by an individual, who shall be
+   responsible for the “Yes” campaign of the referendum.
+2. For a Referendum Question to be added to the ballot, it must be accompanied
+   by the signatures of fifty (50) members of the association, or be approved
+   by two-thirds (2/3) majority at a General Assembly. 
+3. Any member may also submit a request to be the campaign manager for the “No”
+   campaign for a question. The first request to do so, made to the CEO, shall
+   be the only request granted. 
+4. All campaign rules for candidates apply to a referendum.
+

constitution/ExternalAffairs.md

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+# External Affairs
+
+## Alumni Relations
+
+1. In order to maintain relations with the Alumni of COMPSA, the Association
+   shall maintain a Alumni Class Representative program.
+2. Alumni Class Representatives shall be selected by having graduating students
+   submit a notice of interest to the Vice President of University Affairs at
+   the last General Assemby of the year.
+3. A maximum of five (5) representatives shall be chosen by the Association
+   through a majority vote to be added to the Alumni Relations Committee in
+   order to represent their graduating year.
+4. Alumni Class Representatives shall make full effort to maintain an up to
+   date contact list of alumni in their graduating year in the provided
+   spreadsheet housed in the COMPSA online documents database.
+5. Alumni Class Representatives shall be responsible for organizing class
+   reunions every five years from the year of their graduation.
+
+## External Affiliation
+
+1. The Association is a member society of The Alma Mater Society of Queen's
+   University; as well as The Arts and Science Undergraduate Society.
+2. The Executive shall strive to maintain good relations with all external
+   affiliations, to maintain a strong working relationship. 
+3. COMPSA shall strive to utilize resources and best practices of these
+   affiliations wherever possible, and help promote these services to its
+   members.
+

constitution/FinancialPolicy.md

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+# Financial Policy
+
+## Budgeting 
+
+1. Members of Council and Extended Council shall submit to the Finance
+   Commissioner requests for budget items no later than June 1. 
+2. The Finance Commissioner, in coordination with the President, shall prepare
+   the Associations’ annual budget during the summer, after receiving budget
+   requests. 
+3. The Annual Budget shall be presented to the General Assembly for approval at
+   the first two General Assemblies of the year.
+
+## Association Bank Accounts
+
+1. A general bank account shall exist in the name of the Association at a
+   chartered Canadian Bank and all monies received shall be deposited therein.
+
+## Financial Practices 
+
+1. No members are empowered to make purchases in the name of the Association or
+   in any other way financially obligate the Association until such permission
+   has been given to them by the President. 
+2. The Finance Commissioner shall be required to present a report concerning
+   the current financial situation of the Association at all properly
+   constituted meetings, whether they be General Assembly, or Council meetings,
+   if requested at least 24 hours in advance 
+3. The Finance Commissioner shall maintain an additional key to the cash box,
+   capable of being signed out by council members for use in events. The
+   President and the Finance Commissioner shall maintain records of all such
+   council members signing out the key and ensure its return upon the event's
+   conclusion. 
+4. The following online records are to be maintained: Transactions of the cash
+   box and bank account as well as outstanding cash flow
+
+## Signing Authority 
+
+1. The President and the Finance Commissioner shall be empowered to act as
+   signing officers and are authorized to pay all proper accounts incurred by
+   the ordinary business of the Association. 
+2. In the event the President is unavailable to co-sign a cheque in a timely
+   manner, the Vice President Operations may co-sign any cheques as necessary. 
+3. Transfer of signing authority to the incoming President, the Vice President
+   Operations and the Finance Commissioner must be carried out by the last day
+   of the winter academic term.
+
+## Long Term Financial Planning
+
+1. All year end surplus funds shall be contributed to a separate bank account
+   to be accessed only when the association runs a year end deficit, in order
+   to balance the budget. The Association shall aim to maintain an account
+   balance of roughly 1/10th of the Association’s budget.
+2. In the event that the Association runs three consecutive years of fiscal
+   surpluses, the Association shall examine its sources of external income
+   (School of Computing Funding, Student Fees, etc.), and aim to reduce them
+   wherever possible.
+