C o n s t i t u t ion of the Institute of Medical

Transcription

1 C o n s t i t u t ion of the Institute of Medical S c i e n c e S t u d e n t s A s s o c i a t i o n ( I M S S A)

2 PREAMBLE Constitution of the Institute of Medical Science Students Association (IMSSA) Be it resolved that the Institute of Medical Science Students Association affirms the equality of all students notwithstanding their gender, race, colour, sexual orientation, or socioeconomic status. We are committed to improving the quality and accountability of postgraduate education at the Institute of Medical Science, and improving the accessibility to postgraduate medical education at the University of Toronto. Let it be known that this Constitution is formulated in accordance with guidelines issued by Student Affairs, University of Toronto. Let it be known that we, the students of Institute of Medical Science, shall abide by this constitution and hereby dedicate this constitution for the betterment of the student community. SECTION I: GENERAL A R T I C L E 1. 1 P U R P O S E The purposes for which the Institute of Medical Science Students Association, hereinafter referred to as the IMSSA, is formed are: 1. To represent the needs and concerns of graduate students of the Institute of Medical Science, University of Toronto, hereinafter referred to as the IMS ; 2. To promote interaction among the graduate students, staff and faculty of IMS; 3. To promote the general welfare of the student body of the IMS; 4. To initiate and promote the interest and participation of students in academic, recreational, cultural, athletic, community, and social affairs. ART I C L E 1. 2 S T A T U S The IMSSA shall be the sole representative of the IMS student body as a whole in affairs both within and outside the IMS. A R T I C L E 1. 3 I M S S A L O GO There shall be three official versions of the IMSSA Logo (See Appendix): The IMSSA logo shall be prominently displayed on material including letterhead, posters and any official documents and promotional material pertaining to all events which are funded and/or hosted by IMSSA. The digital versions of the logo shall be available on the IMSSA website. 2 P a g e

3 SECTION II : ORGANIZATION A R T I C L E 2. 1 M E M B E R S H IP All graduate students currently enrolled in the IMS shall be members of the IMSSA, ipso facto; A R T I C L E 2. 2 R I G H T S A N D P R I V I L E G E S O F M E M B E R S Every member shall be entitled to the following rights and privileges: 1. To participate in activities organized or sponsored by the IMSSA; 2. To elect and be elected as Executives of the IMSSA; 3. To help in organizing IMSSA activities with approval from the Executive Council; 4. To enjoy equal privileges and rights among all members of the IMSSA. 3 P a g e

4 SECTION III: IMSSA EXECUTIVE COUNCIL A R T I C L E 3. 1 D E F I N I T I ON The IMSSA Executive Council shall form the executive organization of the IMSSA. A R T I C L E 3. 2 R E S P O N S I B I L I T I E S The responsibilities of the IMSSA Executive Council shall be: 1. To direct the policy and management of the IMSSA, subject to provision of this Constitution; 2. To plan, organize, and co-ordinate the activities of the IMSSA; 3. To orientate new members of the Executive Council to their responsibilities; 4. Be responsible for learning the IMSSA Constitution within one month of their election. A R T I C L E 3. 3 S E S S I O N The session of the IMSSA Executive Council shall start within seven calendar days after the Election and end with the formation of the Election Committee before September each year. A R T I C L E 3. 4 M E M B E R S H IP The members of the IMSSA Executive Council shall include: 1. President / Co-Presidents; 2. Vice-President Operations; 3. Vice-President External Affairs; 4. Secretary; 5. Treasurer; 6. Graduate Students Union (GSU) Representatives; 7. Director of Communications/Webmaster 8. Director of Academic Affairs; 9. Director of Sporting Events; 10. Director of Social Affairs; 11. Director of Community and Outreach Initiatives; 12. Site Directors (all sites included sites listed in Appendix 1); 13. First-year/SURP Representative; 14. Clinician-Investigator Program Representative; 15. Professional Master s Program Representative(s); 16. International Student Representative; 17. IMS Magazine Representative; 18. Faculty of Medicine Interdepartmental Committee Representative; 19. Members At-Large. 4 P a g e

5 No member of the IMSSA may hold more than one position on the Executive Council, unless there is no other IMS student available to hold the position. Only one person may hold each position with the exception of: 1. President (two positions, only in the event of a Co-Presidential victory), 2. Site Director (maximum two positions per site), 3. GSU representative (three representatives, as stipulated by the GSU), 4. Professional Masters Program Representative (maximum of three positions, encompassing the BMC and MHSc programs) 5. Members-at-Large. All members of the IMSSA Executive, except for Members-at-large, are required to perform the following duties: 1. Attend IMSSA Executive meetings every other week; 2. Promote the IMSSA among IMS students; 3. Assist in the organization and planning of IMSSA events; 4. Be informed of IMS policies and procedures; and 5. Update the IMS of any student activities/concerns. A R T I C L E 3. 5 D U T I E S O F T H E P R E S I D E N T /CO- P R E S I D E N T S The President / Co-Presidents shall: a) Serve as the lead representative of the IMS student body; b) Oversee the activities of the IMSSA and be responsible for the internal actions of the Council; c) Call meetings twice per month and preside over the Council; d) Outline expectations of all elected members per Article 3.25 at the first Council meeting; e) Serve on the IMS Executive Council where he/she/they shall update the Council on IMSSA events and bring the opinions of the IMS student body to the attention of the IMS Executive Council. Meetings are held monthly; f) Guide members in Council events/affairs; g) Cast final decision in the event in case of a tie amongst Council members (Co-Presidents shall each hold one half of one vote); h) Coordinate responsibilities among Council members; i) Issue a written warning to members who miss four or more meetings; j) Meet with the Vice Presidents to discuss the case of elected members who miss six or more meetings and/or do not demonstrate sufficient participation in Council affairs; k) Meet with the Vice-Presidents to discuss Council affairs every 2 3 months; l) Generate and preserve a detailed archive of records and documents which are deemed of value and interest to future IMSSA members; m) Review the roles and duties of all Council positions, including his/her/their own, and direct a comprehensive and unbiased amendment of positions for the following year (if necessary); n) Call and conduct elections with the assistance of the Election Committee: i. In the month prior to the Fall academic term for the presidential positions; ii. The beginning of the Fall academic term; 5 P a g e

6 iii. The end of the Fall and Winter terms (i.e., the beginning of December and May) if any member is relieved from their duties and has their status changed to Member At-Large. A R T I C L E 3. 6 D U T I E S O F T H E V I C E - P R E S I D E N T O P E R A T I O N S The Vice-President Operations shall: a) Act as support for President; b) Serve as Acting President if President is unable to be present at IMSSA meeting; c) Ensure the IMSSA is achieving its mission objectives; d) Chair the IMS Holiday Party; e) Promote teamwork / team building events (including retreats) for Council members; f) Maintain and update the yearly Dropbox folder with minutes, promotional material, communications and other documentation pertaining to the Council; g) Obtain the IMS student listserv and distribute it to Council representatives; h) Assist the President(s) in mediating any arising conflicts among Council members; i) Manage and coordinate sponsorship for Council events and initiatives; j) Oversee the roles of and provide guidance to the Director of Academic Affairs and Director of Sporting Events; k) Assume the duties of the President in his/her absence or inability to fulfill his/her responsibilities; l) Meet with the President to discuss the case of members who miss six or more meetings; m) Meet with the President to discuss Council affairs every 2 3 months. A R T I C L E 3. 7 D U T I E S O F T H E V I C E - P R E S I D E N T E X T E R N A L A F F A I R S The Vice-President External Affairs shall: a) Act as support for President; b) Serve as Acting President if President is unable to be present at IMSSA meeting; c) Ensure the IMSSA is achieving its mission objectives; d) Chair the major IMSSA spring/summer event; e) Serve on the IMS Executive Council in the absence of the President(s) to update on IMSSA events and bring the opinions of the IMS student body to the attention of the IMS Executive Council; f) Serve on the Belonging Committee; g) Assist the Director of Communications in managing the Association s brand and promoting upcoming initiatives; h) Oversee the roles of and provide guidance to the Director of Outreach and Community Initiatives and Director of Social Affairs; i) Assume the duties of the President in his/her absence or inability to fulfill his/her responsibilities; j) Meet with the President to discuss the case of members who miss six or more meetings; k) Meet with the President to discuss Council affairs every 2 3 months. 6 P a g e

7 A R T I C L E 3. 8 D U T I E S O F T H E S E C R E T A R Y The Secretary shall: a) Be responsible for the recording and distribution of minutes of the Executive Council meetings; b) Keep records of all IMSSA meeting information including members present during the meetings and items discussed; c) Inform the President when a member misses four or more meetings; d) Be involved in event-planning and other subcommittees. A R T I C L E 3. 9 D U T I E S O F T H E T R E A S U R E R The Treasurer shall: a) Be the financial officer of the IMSSA, together with the President, be responsible for the financial stability of the IMSSA; b) Along with the President, meet with the Vice-Presidents once per term to review the working budget; c) Be responsible for the bank account of the IMSSA in order to maintain financial stability; d) Be responsible for maintaining receipts of all financial transactions, for keeping a ledger in which all debits, credits, cheques, and remaining bank balance, as well as the date are recorded, for maintaining and organizing bank records, and for conducting annual audits (if applicable) in accordance with policies established by Student Affairs, University of Toronto; e) Be responsible, along with the President, for the application for the annual head grant from the Graduate Students Union; f) Be responsible for the preparation of an annual budget at the start of fiscal year; g) Present monthly and current statements of accounts versus budget, and cash flow positions at Executive Council meetings; h) Be responsible for the preparation of an annual financial report at the end of the fiscal year, and its presentation to the Council at the final meeting of the year; i) Assist the President(s) in transferring responsibility of duties to his/her successor. A R T I C L E D U T I E S O F T H E G S U R E P R E S E N T A T I V E S The GSU Representatives shall: a) Be the liaison between the GSU and the IMSSA; b) Attend all GSU meetings on behalf of the IMSSA (once a month); c) Distribute GSU notices (weekly digest) to the IMS office for onward forwarding to students; d) Report to the Executive Council all relevant resolutions made at the GSU meetings and all ongoing major items discussed by the GSU. 7 P a g e

8 A R T I C L E D U T I E S O F T H E D I R E C T OR O F C O M M U N I C A T I O N S / W E B M A S T E R The Director of Communications/Webmaster shall: a) Maintain the IMSSA website, and compile weekly s for distribution to IMS students via the IMS office, to inform students of pertinent IMSSA-related announcements and upcoming events; b) Update executive profiles and pictures yearly on the IMSSA website; c) Update the website calendar with upcoming events and past event information/photos; d) Update the IMSSA Twitter account; e) Update the IMSSA Facebook page and group with upcoming events; f) Be responsible for the transfer of duties and pertinent information to his/her successor. A R T I C L E D U T I E S O F T H E D I R E C T O R O F A C A D E M I C A F F A I RS The Director of Academic Affairs shall: a) Expected to plan events to enrich the academic experience of IMS students; b) Create advertising material for academic events; posters, s, etc.; c) Assist the IMSSA in any matters of policy and academic planning; d) Attend IMS curriculum committee meetings at his or her own discretion, after consultation with the current year's President of the IMSSA, as well as the chair person of the IMS committee in order to represent students of the IMS and be able to report on the meeting to fellow IMSSA members. A R T I C L E D U T I E S O F T H E D I R E C T O R O F S P O R T I N G E V E N T S The Director of Sporting Events shall: a) Be responsible for arranging and attending IMSSA-specific sporting activities (e.g., intramurals, tournaments, etc.), and public sporting events (e.g., baseball, hockey, basketball games etc.) ; b) Ensure that scheduled events are applicable to a vast audience and do not necessarily require a high level of athletic talent; c) Encourage and promote the overall goal of involving colleagues from various fields in community-like social events. d) Create advertising material for sporting events; posters, s, etc. 8 P a g e

9 A R T I C L E D U T I E S O F T H E D I R E C T O R O F S O C I A L A F F A I R S The Director of Social Affairs shall: a) Initiate ideas for a variety of social events or seminars held by the IMSSA throughout the year; b) Organize and plan events with the help of the IMSSA Executive Council; c) Create advertising material for social events/seminars; posters, s, etc; d) Attend all social events, unless there are extenuating circumstances. A R T I C L E D U T I E S O F T H E D I R E C T O R O F C O M M U N I T Y A N D O U T R E A C H I N I T I A T I V E S The Director of Community and Outreach Initiatives shall: a) Maintain IMSSA s dedication to serving the broader community; b) Seek out and organize charity and outreach activities and events for the IMS student body; c) Manage fundraising and other donations made by the Council. A R T I C L E D U T I E S O F T H E C L I N I C I A N I N V E S T I G A T O R P R O G R A M ( C I P ) R E P R E S E N T A T I V E The CIP Representative shall: a) Ensure trainees are aware of the CIP Representative and his or her role; b) Relay information regarding events, workshops, seminars, etc. to all CIP trainees (posters, s, etc.); c) Act as a liaison between CIP trainees and the IMS/IMSSA; d) Address specific issues affecting CIP trainees. A R T I C L E D U T I E S O F T H E P R O F E S S I O N A L M A S T E R S R E P R E S E N T A T I V E The Professional Master s Program Representative(s) shall: a) Ensure students are aware of the Professional Master s Program Representative(s)and his or her role; b) Relay information regarding events, workshops, seminars, etc. to all professional program students (posters, s, etc.); c) Act as a liaison between the professional Master s programs and the IMS/IMSSA; d) Address specific issues affecting professional Master s program students; e) Assist in the preparation of posters and other promotional material for IMSSA-related initiatives. 9 P a g e

10 A R T I C L E D U T I E S O F T H E I M S I N T E R N A T I O N A L S T U D E N T R E P R E S E N T A T I V E The International Student Representative shall: a) Ensure international students are aware of the International Student Representative and his or her role; b) Relay information regarding events, workshops, seminars, etc. to all international students (posters, s, etc.); c) Act as a liaison between international students and the IMS/IMSSA; d) Address specific issues affecting international students. A R T I C L E D U T I E S O F T H E I M S M A G A Z I N E R E P R E S E N T A T I V E The IMS Magazine Representative shall: a) Be the liaison between the IMS Magazine and the IMSSA; b) Attend all IMS Magazine meetings on behalf of IMSSA; c) Update IMSSA on upcoming editions of IMS Magazine; d) Encourage and arrange opportunities for IMSSA news and events to be published in the IMS Magazine; e) Promote IMSSA involvement in the IMS Magazine (e.g., collect photos from IMSSA events, keep IMS Magazine informed about the IMSSA events, etc.). A R T I C L E D U T I E S O F T H E F A C U L T Y O F M E D I C I N E I N T E R D E P A R T M E N T A L C O M M I T T E E R E P R E S E N T A T I VE The Faculty of Medicine Interdepartmental Committee Representative shall: a) Be the liaison between the Interdepartmental Committee and the IMSSA; b) Attend all Interdepartmental Committee meetings on behalf of the IMSSA (once a month) and help plan interdepartmental events; c) Report to the Executive Council all relevant events being planned by the Interdepartmental Committee and distribute advertising material. A R T I C L E D U T I E S O F T H E F I R S T - Y E A R A N D S U R P R E P R E S E N T A T I V E The First-year and SURP Representative shall: a) Be the liaison between first-year research stream and Summer Undergraduate Research Program (SURP) students and the IMSSA; b) Provide weekly updates to students in the MSC1010H/MSC1011H seminar class regarding Council initiatives and upcoming events; c) Organize and chair at least one SURP event, if interest is expressed by students; d) Relay feedback from MSC1010H/MSC1011H and SURP students to the Council; 10 P a g e

11 A R T I C L E D U T I E S O F T H E S I T E D I R E C T O R S ( A L L S I T E S I N C L U D E D S I T E S L I S T E D I N A P P E N D I X 1 ) : The Site Directors shall: a) Ensure students are aware of the IMSSA Site Director at their respective sites and his or her role; b) Relay information regarding events, workshops, seminars, etc. to all graduate students at the site (posters, s, mailboxes); c) Act as a liaison between graduate students and the IMS/IMSSA; d) Organize, create advertising material for and carry out site-specific events (minimum one event per academic term). A R T I C L E D U T I E S O F M E M B E R S - AT- L A R G E Members-at-Large shall: a) Help with organizing IMSSA events/seminars wherever needed; b) Promote the IMSSA and related events among IMS students. A R T I C L E M E E T I N G O F T H E E X E C U T I V E C O U N C I L Meetings of the Executive Council shall: a) Be convened twice per month during the Academic Year at the University of Toronto; b) Be convened by the President when necessary; Quorum of the IMSSA Executive Council meetings: The quorum of the IMSSA Executive Council meetings shall be ½ of all members. If the quorum is not fulfilled within the first twenty minutes after the specified meeting time barring a conflict with another IMS or IMSSA-related committee meeting, the meeting shall be adjourned to a date, time and place decided by the President. The adjourned meeting shall require again ½ of all members to fulfill the quorum; Observers at Executive Council meetings Observers may be invited by the executives to attend an Executive Council meeting, but do not have the right to move, second or vote on any motions; Proceedings of the Executive Council meetings: 1. Five calendar days reminder of the Executive meeting shall be given to every Executive Council member; 2. The agenda of each meeting, drafted by the President, must be distributed to each executive at least three calendar days before the meeting; 3. The secretary shall record minutes at every Executive Council meeting, which is to be distributed, then subsequently adopted by the Executive Council at the next Executive Council meeting; 11 P a g e

12 4. The date, place and time of the following Executive meeting shall be determined at the end of each Executive meeting. A R T I C L E E X P E C T A T I O N S O F E L E C T E D C O U N C I L M E M B E R S 1. Elected members are required to attend 75% of all Council meetings and as well as the majority of events, as well as to fulfil their duties in full. Director and representative positions require, on average, a 1-3 hour weekly commitment. 2. IMSSA Executives are allowed to miss up to five meetings unexcused in a year, including the Summer term. a. Exceptions may be made for executive members traveling from U of T Mississauga (UTM), Scarborough (UTSC), Sunnybrook and Baycrest sites, those in the Translational Research Program and medical/familial related emergencies at the discretion of the president. 3. The Secretary is responsible for contacting the President on a monthly basis if any member misses four or more meetings, and the President is responsible for sending those members a written warning. Attendance at events will be assessed through a sing-in sheet, observation and word-of-mouth. 4. To address members who miss more than ten total meetings and/or members who do not fulfil their duties on a frequent basis, the President and the Vice Presidents will meet to discuss the members participation, contributions to IMSSA and any external circumstances that may have resulted in their absence in order to decide whether the members will be relieved of their duties and have their status changed to Members-at-Large. 5. If any member is relieved of their duties, a within-council election is held during the last meeting of Fall and Winter terms (i.e., beginning of December and May), where Members-at- Large (including those members who have recently been relieved from their duties) can run for the newly-vacated positions. 6. If a position cannot be filled within the current Council, the election process is opened to all IMS students. 7. Members who accumulate six or more unexcused absences are not eligible for the receipt of co-curricular credit for their involvement on the Council 8. Members-at-large who attend greater than seventy five percent of meetings and/or demonstrate significant contributions to the vision of the Council are eligible for the receipt of co-curricular credit. 12 P a g e

13 A R T I C L E C O N D U C T U N B E C O M I N G O F A N I M S S A E X E C U T I V E The following is applicable to all members of the IMSSA Executive Council, including elected members, as well as Members At large. All IMSSA members must act according to University of Toronto code of student conduct ( and are expected to represent the IMSSA professionally and with proper conduct. If a member of the IMSSA executive Council member is believed to engaged in an activity or conducted themselves in a manner that is unbecoming of an IMSSA executive and student leader, the continued participation of said member (herein referred to as the accused) shall be reviewed by the President and Vice-Presidents. If the President and Vice-Presidents feel a dismissal office is warranted, the accused will be given a chance to resign of their own accord. If the accused refuses to resign, a vote will be taken at the following executive committee meeting. Notice of the vote will be given at least 7 days prior to the meeting. Quorum must be met for the vote to proceed. The president and the accused will each be given 5 minutes to present their case to the executive committee if they so choose. A R T I C L E D I S C I P L I N A R Y A C T I O N S A G A I N S T E X E C U T I V E S An executive who is found guilty by 60% of the elected Executive Council present (providing sufficient notice of the vote had been given and quorum for the meeting had been reached as outlined above) of any one of the following shall be dismissed from the IMSSA Executive: a) Infringement of this Constitution or resolution of the IMSSA; b) Neglect of their elected responsibilities as outlined by this constitution c) Committing corrupt acts by using the name of the IMSSA and thereby marring its reputations; d) Improper conduct includes but is not limited to: excessive profanity; disrespect for leaders, harassment, or assault towards IMSSA executives, U of T students, faculty, staff, or members of the general public. See U of T Harassment Policy and Procedures e) Criminal offence In the case of a criminal offence, the steps must be taken to report the incident to the proper authorities. A R T I C L E R E S I G N A T I O N O F E X E C U T I V E S The executives may at any time resign by giving one month prior notice in writing to the Executive Council. A sample resignation letter can be found in the appendix. Resigning members may use the attached letter, or choose to submit one of their own via , or hard copy. 13 P a g e

14 SECTION IV: ELECTION OF EXECUTIVES A R T I C L E 4. 1 E L E C T I O N C O M M I T T E E An election committee shall be formed before August to supervise the election of all executives for the following academic year. 1. The President shall chair this committee, if he/she is not running for another position the following year. 2. All current executives returning to the IMS in the coming academic year but not participating in the election as candidates may become members of the Election Committee with a maximum of three people on the Election Committee. 3. The Chair of the Election Committee (the President/Co-President, or another executive member appointed by the IMSSA s previous year s President) shall guide the committee to conduct a fair election according to the procedures described in the Article 4.2; 4. Two additional, non-voting and registered IMS students, at least one of whom is not an elected Council member, will assist the Chair in matters that concern the election. A R T I C L E 4. 2 R E S P O N S I B I L I T E S O F T H E E L E C T I O N C O M M I T T E E The Election Committee shall: a) Be responsible for setting a date and location for elections; b) Be responsible for contacting all IMS students for nominations for the election; c) Clearly define the roles of each position and make the Constitution available for review to all prospective candidates; d) Be responsible for promoting all candidates to the IMS student body in a fair and unbiased manner; e) Record a list of all nominees and respective running positions and prepare voting ballots and online voting ballots for presidential elections f) Be responsible for distributing rules as determined by the discretion of the Election Committee to the nominees. g) Be responsible during the presidential elections to all eligible IMS students (see below) the online voting ballot. h) Be responsible for providing instructions to eligible IMS students of the online voting process for presidential elections, such as; a. Online ballots will be available the night of the elections for one week b. Online ballots will be ed to all eligible IMS students, the link it not to be forwarded. A R T I C L E 4. 3 R U L E S O F T H E E L E C T I O N P R O C E S S 1. Qualifications: Every candidate running for a position on the IMSSA Executive Council must be enrolled in the IMS; 2. All positions on the IMSSA Executive Council are open to all IMS students. However, candidates running for the President/Co-President or the Vice-President positions must have held a position on the IMSSA Executive Council for at least six months prior to the current year s elections or have significantly contributed to IMSSA as Member-at-Large 14 P a g e

15 (determined by current President/Co-President and Vice Presidents). In the event that there is no eligible candidate for the President/Co-President or Vice-President positions, any IMS student is eligible to run for these positions; 3. Elections will take place in August in order to elect the presidential positions and in September to elect the rest of the IMSSA Executive Council candidates may run for a Vice Presidential position and President/Co-President simultaneously, but not both Vice Presidential positions; 4. A maximum of two individuals may run together as a Co-Presidential unit; 5. Presidential elections will be conducted by online ballot as described above and Executive Council elections will be conducted by ballot following a one minute speech from each nominee per position (3 minutes per speech for Presidential candidates, 1.5 minutes per speech per Co-Presidential candidate); Presidential candidates (including VP candidates) must also field up to five questions from audience members following speeches. Elections Committee members must verify the count and this information must be recorded by the Committee and archived by the newly elected President; 6. All IMSSA Executive Council members and Members-at-Large (defined as individuals who have attended at least 75% of meetings) from the outgoing year will have voting privileges for the presidential elections. All IMSSA members will have voting privileges for the Executive council. 7. Members of the Election Committee cannot not vote, unless to break a tie (broken by the Committee Chair). Failure to abide by any of these election rules, either by the Election Committee Chair or any of the nominees will result in termination of the election procedure and an immediate re-election. In case of position(s) in the Executive Council becoming vacant due to withdrawal from the IMS, dismissal, resignation or otherwise, the current President shall be responsible for replacing the former executive or delegating the duties among the remaining executives. 15 P a g e

16 SECTION V: FINANCE A R T I C L E 5. 1 F I S C A L Y EAR The financial year of the IMSSA shall correspond to the academic session of the GSU September 1 st to August 31 st of the following year. A R T I C L E 5. 2 A C C O U N T S The Executive Council shall keep true accounts of the money received and expensed by the IMSSA, and the matters in respect of which such receipt and expenditure take place. All cheques and bankbooks shall be jointly signed by the President and Treasurer. A R T I C L E 5. 3 E S T I M A T E D A N N U A L B U D G E T The estimated annual budget shall be prepared by the President and Treasurer, in consultation with the Vice-Presidents, and submitted to the Executive Council for adoption within 60 calendar days into a session. This estimated budget must not contain a deficit as the final cash position of the final fiscal year. A R T I C L E 5. 4 S T A T E M E N T S O F A C C O U N T A N D B A L A N C E S H E E T S 1. Term Financial Report: A brief term statement of accounts shall be prepared by the Treasurer and submitted to the Executive Council for adoption at the last Executive Council meeting each term; 2. Annual Financial Report: An annual statement of accounts and balance sheets of the current fiscal year shall be prepared by the Treasurer for adoption at the final Executive Council meeting of each session and copies of this shall be submitted to the next Executive Council; 3. Accessibility: All financial statements and documents must be made accessible by the Treasurer to any member of the IMSSA upon request within two weeks. A R T I C L E 5. 5 S U R P L U S A N D D E F I C I T S The surplus or deficit of each financial year shall be carried forward as the starting financial position of the following fiscal year. There must be no less than $2000 remaining in the account at the end of each fiscal year. 16 P a g e

17 A R T I C L E 5. 6 F I N A N C I A L R E S O U R C E S O F T H E A S S O C I A T I O N 1. The source of revenue for the IMSSA shall be: a) The head grant from the GSU, provided in two installments at the beginning of fall and winter terms; b) Net income of events and activities organized by the IMSSA Executive Council for IMS students; c) Unconditional gifts and donations; d) Surplus funds obtained from the previous Executive Council; e) Sponsorship. 2. The IMSSA cannot borrow or receive funds from any sources, except from the IMS; 3. The IMSSA cannot conduct any financial investments. 17 P a g e

18 SECTION VI: CONSTITUTION A R T I C L E 6. 1 I N T E R P R E T A T I O N O F T H E C O N S T I T U T I O N The interpretation of the constitution shall rest with the Executive Council, and the President shall be the final interpreter. A R T I C L E 6. 2 A M E N D M E N T O F T H E C O N S T I T U T I O N The constitution shall not be altered or amended except by a motion carried at an IMSSA Executive Council meeting. A motion to alter or amend the constitution shall be resolved by a vote, and carried only by at least ½ of the votes made by members present providing quorum has been reached. The constitution should be reviewed yearly by the Executive Council for appropriate amendments, if necessary. Suggested amendments should be distributed for comment from elected executives. Challenges to the amendments should be resolved by vote. Non-response will be interpreted as agreement with the suggested changes. A R T I C L E 6. 3 D I S T R I B U T I O N O F T H I S C O N S T I T U T I O N 1. The Election Committee shall distribute a copy of the constitution to each candidate for the IMSSA Executive Council before the election; 2. This constitution shall be posted in its entirety on the IMSSA website. 18 P a g e

19 APPENDIX S I T E D I R E C T O R S L O C A T I O N S A S O F ( T W O S I T E D I R E C T O R S P E R S I T E U N L E S S O T H E R W I S E S P E C I F I E D ) 1. Centre for Addiction and Mental Health (CAMH) (one position per site [College and Queen St.) 2. The Hospital for Sick Children 3. Medical and Related Sciences Discovery District (MaRS) 4. Medical Sciences Building/Donnely Centre for Cellular and Biomolecular Research (CCBR) 5. Mount Sinai Hospital and Toronto Rehab 6. Princess Margaret Hospital 7. St. Michael s Hospital 8. Sunnybrook Health Sciences Centre 9. Toronto General Hospital 10. Toronto Western Hospital and Baycrest Hospital 19 P a g e

20 I M S S A L O G O S 20 P a g e

21 I M S S A E L E C T E D E X E C U T I V E L E T T E R O F R E S I G N A T I O N ( S E E N E X T P A G E ) 21 P a g e

22 I (name), wish to formally notify the current Institute of Medical Science (IMSSA) executive Council that I am resigning my responsibilities as (elected position), effective (date). Although I have enjoyed my time and contributed greatly to the IMSSA during my tenure, for personal reasons I am no longer able to fulfill my commitments to the Council as outlined by the current IMSSA constitution as it pertains to the responsibilities of the (elected position). Yours Sincerely, (Signature) Date

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24 I M S S A L E T T E R H E A D ( S E E F I N A L P A G E )

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