GOVERNING DOCUMENTS
The Constitution
Definition:
The Constitution is a document that creates basis for all practices within the Engineering Society. It’s used to define the purpose of this organization and outline the main objectives. Any other governing document shall be on par with the Constitution and aim to fulfill the purpose on it outlined.
Contents:
According to the Constitution, which was last ratified in the year of 2014, the official name of this organization is “The Engineering Society at the University of British Columbia”. Based in the Okanagan, this is not to be confused with our sister organization in Vancouver, which is called “The Engineering Undergraduate Society at the University of British Columbia”.
The document outlines a mission statement, which is not limited by the main objectives of the society also in it listed.
According to the EngSoc Constitution, art.I, § four “the Society shall be carried on with no profit accruing to its members, and any operating surpluses shall be used to further the purposes of the Society. This clause is unalterable.” This paragraph shall be interpreted as words defined in the societies act of British Columbia. Being a non-profit-organization, any money rolled over from a year to the next shall be used in the operations and be considered as income. This paragraph is very important, as it is the base for all financial operations described in the Policies and Bylaws.
The Bylaws
Definition:
This document outlines procedures and operations at the core of the society. It will contain rules that must be followed by the council and the membership. Amending, adopting or excluding any clauses from this document must be done in a general meeting or referenda open to the general membership of the society. This ensures that any changes made are in just cause, and are also done under the advisory of all students.
Contents:
In the bylaws you will find Articles pertaining to the membership, their fees, any meetings or referenda, elections, powers and duties of the council, regulations, finances, and other topics.
It may specify the qualifications, rights and liabilities of membership, and the powers, duties, and grounds for the dissolution of this organization. It must be formally adopted and amended from time to time.
The Policy Manual
Definition:
A set of policies are principles, rules, and guidelines formulated or adopted by an organization to reach long-term goals and typically in a booklet or other form that is widely accessible.
Policies and procedures are designed to influence and determine all major decisions and actions taken internally, while also defining all activities that take place within the boundaries set by them. Procedures are the specific methods employed to express policies in action in the day-to-day operations of the organization.
Policies and procedures together ensure that the purpose set by the governing body of an organization is translated into steps that result in an outcome compatible with that view.
Contents:
Policy differs from rules & law. Law can compel or prohibit behaviors, while policy merely guides the action towards those that are most likely to achieve a desired outcome.
It may refer to the process of making important organizational decisions, including the identification of different alternatives such as programs or spending priorities, and choosing among them on the basis of the impact they will have.
It may also contain a guidelines surrounding the topics outlined in the Bylaws, for which must be followed at the discretion of the president and the executive council.