Cape Breton University Students’Union
Administrative Policies and Procedures
Last Updated: May 2014

The Administrative Policies and ProceduresManual, herein referred to as AP&P, is designed to outline procedures with respect to the day-to-day administrative operations of the CBU Students’ Union and state policies that serve as the guiding principles of the organization.Unless otherwise specified, the CBU Students’ Union adheres to definitions set out by Cape Breton University in their respective policies and by-laws.As per Section 26.01of the CBU Students’ Union By-laws, the AP&P is approved by a 50% plus one majority vote of the Students’ Representative Council, herein referred to as the SRC. It must be reviewedby an official Ad Hoc committee of the SRCevery two (2) years for any required amendments and approved by SRCas outlined above. All persons involved with the Student’s Union including: Executive, Full-Time Staff, Coordinators, Caper Times Staff, Volunteers and any other groups or individuals involved with dealings in the Union must adhere to these policies

Cape Breton University Students’Union

Administrative Policies and Procedures Manual

Last Updated: May 2014

The Administrative Policies and Procedures Manual, herein referred to as AP&P, is designed to outline procedures with respect to the day-to-day administrative operations of the CBU Students’ Union and state policies that serve as the guiding principles of the organization. Unless otherwise specified, the CBU Students’ Union adheres to definitions set out by Cape Breton University in their respective policies and by-laws. As per Section 26.01of the CBU Students’ Union By-laws, the AP&P is approved by a 50% plus one majority vote of the Students’ Representative Council, herein referred to as the SRC. It must be reviewed by an official Ad Hoc committee of the SRCevery two (2) years for any required amendments and approved by SRCas outlined above. All persons involved with the Student’s Union including: Executive, Full-Time Staff, Coordinators, Caper Times Staff, Volunteers and any other groups or individuals involved with dealings in the Union must adhere to these policies

Cape Breton University Students’ Union Administrative Policies and Procedures

Job Description – President

General Summary

The role of the President is to provide leadership to the Union and help carry out the goals of the organization. The President is the Chief Executive Officer of the organization.

Reporting Relationships

The President reports to the Students’ Representative Council, membership (students), and the Executive Committee of the Students’ Union.

Specific Responsibilities

1. The President is the elected Chief Executive Officer of the Students’ Union and shall be responsible to the SRC for overseeing the efficient and proper administration and operation of the Students’ Union.

2. The President is responsible for supervising the proper handling of the day-to-day governing of the Students’ Union.

3. The President shall be responsible for the enforcement of the Cape Breton University Students’ Union Act and the By-laws of the Students’ Union.

4. The President shall be responsible for amendments to the AP&P. All changes to policies must be passed through the SRC.

5. The President shall be responsible for representing the Students’ Union at all official functions of both the Students’ Union and Cape Breton University.

6. The President shall retain a seat on the Board of Governors of Cape Breton University and shall also have a seat on the Executive of the Board of Governors of Cape Breton University. The President shall retain a seat on Senate as well as the Executive Committee of Senate.

7. The President shall represent the Union on Cape Breton University and Students’ Union Committees that require his/her presence.

8. The President shall serve as the primary liaison between the Students’ Union and other external organizations such as, the Province of Nova Scotia, and all other media organizations. At the discretion of the President he/she may delegate representation to another Executive.

9. The President shall act as the primary liaison between the Students’ Union and the faculty, administration, and staff of the Cape Breton University.

10. The President shall be the overall spokesperson for the Students’ Union and oversee all staff.

11. The President shall maintain an ongoing file of all minutes and supporting documents of meetings of the SRC and the Executive Committee.

12. The President will be, along with another member of the Executive, a Board Member of Students Nova Scotia.

13. The President shall assume the responsibilities of the members of the Executive Committee should for any reason a member be unable to perform his/her respective duties until such time as a new Executive member is appointed.

14. The President shall be an ex-officio member of all committees and departments of the Students’ Union and SRC with the exception of the Students’ Union Budget Committee and hiring committees.

15. The President is responsible for all Students’ Union appointments to CBU Committees.

16. The President shall perform other such duties as directed the SRC.

17. The President shall submit a year-end report to the SRC at the final meeting of the SRC in March. This report will contain pertinent information to the incoming Executive and encompass recommendations for the next year.

18. The President shall make available to each SRC member, prior to the first regular meeting, access to a copy of Robert’s Rules of Order, the CBU Students’ Union Act, and the Bylaws of the Students’ Union.

Cape Breton University Students’ Union Administrative Policies and Procedures

Job Description – Executive Vice President (EVP)

General Summary

The role of the Executive Vice President (EVP) is to ensure that students are being treated fairly in the University and develop programming to facilitate the needs of students.

Reporting Relationships

The EVP reports to the Students’ Representative Council, membership (students) and the Executive Committee.

Specific Responsibilities

1. The EVP shall work under the direction of the President.

2. The EVP shall be the President’s alternate in the event the President is unable to carry out any, or all, of his/her functions.

3. The EVP may assume the powers of the President during the President’s temporary absence of his/her office upon the written authority of the President.

4. The elected EVP shall become the acting President upon the President leaving office before completion of the Presidents full term, subject to the following:

a.) In the event that the President leaves office after January 1 of the academic year, the EVP shall assume full presidential powers as listed in these By-laws until which time the SRC ratifies the appointment. The Executive Committee shall nominate a successor to the position of EVP who shall be ratified by the SRC. Should the SRC choose not to appoint the EVP to President then a by-election shall be held to fill the position of President. The SRC, in issues with time constraints, may defeat the motion of a by election and nominate a member of SRC for President.

b.) In the event the President leaves office on or before January 1 of the academic year, the Chairperson of the SRC shall call a special election as soon as possible. The EVP shall assume all powers of the presidency until a special election is held and carried out by the Chief Returning Officer.

5. The EVP shall retain a seat on Senate and the Board of Governors of Cape Breton University.

6. The EVP shall sit as a Students’ Union appointment on Senate committees as appointed by the President.

7. The EVP shall be responsible to the President and Executive Committee on matters pertaining to academic affairs of Cape Breton University.

8. The EVP shall act as an advocate on behalf of the students in matters relating to academics, student appeals, and other issues that protect the rights of students.

9. The EVP shall oversee and implement the academic aspects of the Frosh Week committee of the Students’ Union. He/she shall ensure that first year students are informed and familiarized with the academic process at Cape Breton University.

10. The EVP shall be responsible for the supervision of any support programs, such as the Tutoring Program, and other departments of the Students’ Union as assigned by the President.

11. The EVP shall perform other such duties as directed by the President, the Executive Committee, and the SRC.

Cape Breton University Students’ Union Administrative Policies and Procedures

Job Description – Vice President Finance and Operations (VPFO)

General Summary

The role of the Vice President Finance and Operations (VPFO) is to oversee spending and operations in the Students’ Union to ensure best business practices are implemented. The VPFO oversees and provides guidance to societies on campus.

Reporting Relationships

The VPFO reports to the President, membership (students) and the Executive Committee.

Specific Responsibilities

1. The VPFO shall work under the direction of the President.

2. The VPFO shall be responsible to the Executive Committee and the SRC for the supervision of all funds of the Students’ Union and he/she shall supervise the collection of all revenues into the accounts of the Students’ Union.

3. The VPFO shall be responsible to supervise the expenditures of all funds of the Students’ Union and shall enter into contractual agreements on behalf of the Students’ Union.

4. The VPFO shall have access to and supervision over, all accounts and accounting software of the Students’ Union, and he/she shall be responsible at all times for the good order of the Students’ Union accounts.

5. The VPFO shall ensure that all expenditures that receive his/her authorization are consistent with the established financial authority/policies, and within the budget approved by the SRC.

6. The VPFO shall forward monthly updated financial statements to the SRC.

7. The VPFO shall chair the Budget Committee of the Students’ Union.

8. The VPFO shall be responsible for the proper supervision of and have full access to the Ancillary Operations of the Students’ Union and shall be the direct supervisor of the Operations Manager. In the event where the Operations Manager is unable to carry out his/her duties, the VPFO shall have primary responsibilities for the Ancillary Operations of the Students’ Union. When accessing inventory, safes, or security cameras of the operations, the VPFO must be accompanied by another Executive Committee member.

9. The VPFO shall be the direct supervisor to the Finance Officer.

10. The VPFO shall ensure that all societies receiving funding from the Students’ Union are registered with the Students’ Union and that the allocation of society funding is monitored and distributed according to the budget.

11. The VPFO shall act as a liaison to all societies on-campus and ensure that guidelines are met.

12. The VPFO shall hold a seat on the hiring committees for the Ancillary

Operations of the Students’ Union.

13. The VPFO shall ensure that all policy directives outlined in the administrative manual, pertaining to financial control and management, are strictly enforced.

14. The VPFO shall hold a seat on the CBU Board of Governors, Senate, and be the student representative on the Budget Committee and the Board of Governors Investments Committee.

15. The VPFO shall sit as a member of the Caper Times Publishing Board and in meetings shall act as Chairperson.

16. The VPFO shall oversee all legal matters. These matters will be reported to the Executive Committee.

17. The VPFO shall oversee the operations of all societies and act as a guide for projects and fundraisers.

18. The VPFO shall perform other such duties as directed by the President, the Executive Committee, and the SRC.

Cape Breton University Students’ Union Administrative Policies and Procedures

Job Description – Vice President Promotions (VPP)

General Summary

The role of the Vice President Promotions (VPP) is to plan and promote diverse activities and events on-campus for students to have an outlet for social gatherings.

Reporting Relationships

The VPP reports to the President, membership (students) and the Executive Committee.

Specific Responsibilities

1. The VPP shall maintain a close liaison with the Student Services Centre and Residence Management to ensure a diverse and informative Frosh Week.

2. The VPP shall hold a seat on CBU Senate and the Board of Governors.

3. The VPP shall be responsible for the production of the content of the Student Handbook and oversee its production by an outsourced company.

4. The VPP shall hold a seat on the Caper Radio Inc. Board of Directors and the Caper Times Publishing Board.

5. The VPP will hold a seat on the Frosh Week Committee and work with the Operations Manager and the Frosh Leaders to assist with the organization of volunteers and delegation of tasks for the week.

6. The VPP shall be responsible for overseeing all internal publicity of the Students’ Union including the promotion of all student events through the various modes of communication, with special emphasis placed on social media. This includes, but is not limited to the CBU Students’ Union website, Facebook Page, Twitter, and television display screens.

7. The VPP will be responsible for overseeing the digital design of all promotional material for Frosh Week, Frost Week, and other events as directed by the Executive Committee of the Students’ Union. He or she will also be responsible for ordering the promotional material.

8. The VPP will work to ensure all advertising is current and is distributed throughout the CBU campus, placed on bulletin boards, and delivered to all residences.

9. The VPP will work closely with the Operations Manager to ensure that all concerts and Pit events are advertised properly, and that ancillary operations are promoted accordingly.

10. The VPP will sit on various committees as directed.

11. The VPP shall be responsible for any additional Union publications or media services and shall perform other such duties as directed by the President or the Executive Committee.

12. The VPP shall assume responsibility for enhancing student participation in all Students ’ Union sponsored daytime and evening events and activities, as well as helping to build a sense of school spirit and pride.

13. The VPP shall oversee and organize the Caper Crew.

14. The VPP shall be responsible for organizing all Athletics bus trips that are the responsibility of the Students’ Union.

15. The VPP shall be responsible for organizing daytime events that will engage on- and off-campus students, such as pool tournaments, sports pool tournaments, gaming tournaments, etc.

16. The VPP shall be responsible for organizing all student assemblies that are the responsibility of the Students’ Union.

17. The VPP shall be the Chair of the House Council and will organize a monthly meeting.

18. The VPP shall submit a monthly report to the Students’ Representative Council.

19. The VPP shall perform other such duties as directed by the President, the Executive Committee, and the SRC.

Cape Breton University Students’ Union Administrative Policies and Procedures

Job Description – Chairperson

General Summary

The role of the Chairperson is to set the agenda for SRC and chair the meetings of the SRC. They are a part of the SU Executive.

Reporting Relationships

The Chairperson works with the Executive Committee and is responsible to the SRC for keeping all meetings on track using Robert’s Rules of Order.

Specific Responsibilities

1. The Chairperson shall be responsible for preparing the date of all regular meetings of the SRC.

2. The Chairperson shall be responsible for preparing the agenda. The Chair is responsible for coordinating the agenda while the Executive Committee sets the agenda.

3. The Chairperson shall preside over all meetings of the SRC and shall interpret, and fairly apply the rules of parliamentary procedure according to Robert’s Rules of Order, and such regulations and traditions of the SRC, as applied from time to time.

4. The Chairperson shall oversee the activities of all standing committees and ad hoc committees of the SRC; maintain a file of the membership, activities, and reports and ensure the SRC is informed about committee’s activities by way of progress and final reports.

5. The Chairperson shall supervise the work of the Deputy Chairperson and Secretary.

6. The Chairperson shall carry out all of his/her responsibilities in an impartial manner. Should the Chairperson feel the need to speak to an issue as a member of the SRC, they must temporarily step down and allow the Deputy Chair to handle that portion of the meeting.

7. The Chairperson may be permitted to sit in on all SRC ad hoc committee meetings.

8. The Chairperson shall perform all other duties as assigned by the SRC.

9. The Chair of Council shall act as recording secretary for the Executive Committee meetings and shall forward all records of meetings and minutes to the

appropriate staff person in order to update central filing

Cape Breton University Students’ Union Administrative Policies and Procedures

Job Description- Deputy Chairperson

General Summary

The role of the Deputy Chairperson is to assist the Chairperson with running meetings of the SRC in his/her absence using Robert’s Rules of Order.

Reporting Relationships. The Deputy Chairperson works with the Chairperson and is responsible to the SRC for assisting the Chairperson with keeping all meetings on track using Robert’s Rules of Order.

Specific Responsibilities

1. The Deputy Chairperson, in the absence of the Chairperson, shall preside over meetings of the SRC and shall interpret, and fairly apply the rules of parliamentary procedure according to Robert’s Rules of Order, and such regulations and traditions of the SRC, as applied from time to time.

2. The Deputy Chairperson shall carry out all of his/her responsibilities in an impartial manner. Should the Deputy Chairperson feel the need to speak to an issue as a member of the SRC, he/she must temporarily step down and allow the Secretary to handle that portion of the meeting.

3. Should the Chairperson step down from his/her position temporarily, the Deputy Chairperson shall automatically assume the role of the Chairperson

Cape Breton University Students’ Union Administrative Policies and Procedures

Job Description – Pro Tem Chair

General Summary

The role of the Pro Tem Chair is to ensure the proper conduct of the Executive Committee and maintain regular contact with SRC members from their election in April until the election of the Chair at the first regular meeting of SRC in September.

Reporting Relationships

The Pro Tem Chair reports to the Students’ Representative Council.

Specific Responsibilities

1. The Pro Tem Chair will be elected by the incoming SRC at a meeting called by the President Elect in April.

2. The Pro Tem Chair shall hold a seat on the Executive Committee during the summer months, and act as its Secretary.

3. The Pro Tem Chair shall compile monthly reports of the Executive Committee during the summer months.

4. The Pro Tem Chair will respond to requests from SRC members for information in a timely manner.

5. The Pro Tem Chair will update SRC members on any significant matters of accountability, policy, or decision making at their own discretion.

6. The Pro Tem Chair will maintain bi-monthly communication with the SRC, providing them with the dates of Executive Committee meetings, minutes, and agendas. Increased frequency of this regular contact will be at the discretion of the Pro Tem Chair.

7. The Pro Tem Chair will report to the SRC on the activities of the Executive Committee during the summer months, at the first regular meeting of the SRC in September.

8. The Pro Tem Chair will receive a stipend of $100 per month.

Cape Breton University Students’ Union Administrative Policies and Procedures

Job Description – Secretary

General Summary

The role of the Secretary is to act as the recording secretary for all meetings of the Students’ Representative Council Reporting Responsibilities. The Secretary works under the supervision of the Chairperson.

Specific Responsibilities

1. The Secretary will attend all meetings of the SRC, record discussions, and transcribe recordings into meeting minutes.

2. The Secretary will prepare all minutes and decisions for immediate distribution to all SRC members.

3. The Secretary will provide the Finance Officer of the Students’ Union with attendance for each meeting to ensure members are paid their stipend in a timely fashion.

4. The Secretary will notify the Chairperson of quorum, as well as, keeping a record of all written regrets.

5. The Secretary will work with the Chairperson to notify those members who are to be removed due to lack of attendance.