Simon Fraser University Pre-Dental

Society Constitution: 2nd Amendement

Section 1 – Organization Name:

1-1: The formal name of the organization is Simon Fraser University Pre-Dental Society.

1-2: The colloquial name of the organization is SFU Pre-Dental Society.

1-3: The abbreviated name of the organization is SPDS.

Section 2 – Organization Objectives:

2-1: The primary aims and objectives of the Simon Fraser University Pre-Dental Society is to

support students who are interested in pursuing a career in Dentistry. This goal will be

achieved by:

i) Breaking down and clarifying the application process of various Dental Schools.

ii) Providing volunteer and work experience opportunities.

Section 3 – Organization Membership:

3-1: All membership within the Simon Fraser University Pre-Dental Society will be split up into

five groups. The four groups are designated as the following from lowest to highest

authority:

i) Unconfirmed Members

ii) Confirmed Members

iii) Active Members

iv) Executive Members

v) Cooperative Chairs

Section 4 – Unconfirmed Members: Roles, Responsibilities, and Privileges:

4-1: Automatic Unconfirmed Membership to the Simon Fraser University Pre-Dental Society will

be extended to all Simon Fraser University students registered in the Simon Fraser

University Pre-Dental Society email list.

4-2: Unconfirmed Members will be removed from the Simon Fraser University Pre-Dental

Society email list after two semesters of no attendance to General Meetings.

Section 5 – Confirmed Members: Roles, Responsibilities, and Privileges:

5-1: Confirmed Members are Unconfirmed Members promoted through the attendance of at

least one General Meeting during a semester.

5-2: Confirmed Members will receive compiled summary notes of General Meetings.

5-3: Confirmed Members may only vote at General Meetings at the Executive Members and

Cooperative Chairs’ discretion.

5-4: Confirmed Members are free to leave the Simon Fraser University Pre-Dental Society at

any time of the semester with or without reason.

Section 6 – Active Members: Roles, Responsibilities, and Privileges:

6-1: Active Members are Confirmed Members promoted through the accumulation of three

points through club activities over a semester.

6-2: Points are accumulated through participation in General Meetings or club events:

i) One point is awarded for participation in a General Meeting.

ii) Two points are awarded for participation in a Club Event.

6-3: Active Members hold all privileges that Confirmed Members hold.

6-4: Active Members may vote at General Meetings, with a vote counting as one.

6-5: Active Members may apply for Executive Membership the semesters following an Active

Member’s recognition if and only if Executive Membership positions are open.

6-6: Active Member accumulated points are reset at the beginning of each semester.

6-7: Active Members must accumulate at least three points every semester in order to maintain

Active Member Status.

Section 7 – Executive Members: Roles, Responsibilities, and Privileges:

7-1: Executive Members are Active Members promoted by successfully passing an

application and interview process with Cooperative Members.

i) The application process is comprised of the submission of a curriculum vitae.

ii) The interview process is comprised of a questions that Cooperative Members

will use to validate the qualifications of Executive Member candidates.

7-2: Executive members hold all privileges that Active Members hold.

7-3: Executive Members may apply for Cooperative Chair Membership all semesters following

an Executive Member’s recognition if and only if Cooperative Chair Membership positions

are open.

7-4: All Executive Members hold the same authority, that is, one vote towards Simon Fraser

University Pre-Dental Society decisions at General and Executive Meetings.

7-5: An elected Executive Member or elected Executive Members, chosen by all Cooperative

Chairs may take on the general responsibilities of the Cooperative Chairs. That is, to

present organization materials at General Meetings and represent the frontal image of the

Simon Fraser University Pre-Dental Society as the primary liaison of the organization.

7-6: The roles of Executive Members are to be designated as the following with maximum of

two Executive Members in each position:

i) Executive Member of Relational Duties

ii) Executive Member of Secretarial Duties

iii) Executive Member of Financial Duties

7-7: The responsibilities of Executive Member of Relational Duties:

i) To maintain and encourage respectful behaviour during Simon Fraser University Pre-

Dental Society activities.

ii) To establish and maintain internal relations, that is, communication and rapport within

Simon Fraser University, including, but not limited to Simon Fraser Student Society,

other Simon Fraser University clubs, and Simon Fraser University departments.

iii) To establish and maintain external relations, that is communication and rapport

outside of Simon Fraser University, including, but not limited to guest speakers,

sponsors, and other universities or organizations in the event that the Cooperative

Chair of Relational Duties cannot.

iv) To report to the Cooperative Chair of Relational Duties on all executive activities.

7-8: The responsibilities of Executive Member of Secretarial Duties:

i) To record all minutes and compile all communications of General and Executive

Meetings.

ii) To coordinate all forms of campus advertisement including, but not limited to, Simon

Fraser University Pre-Dental Society posters.

iii) To receive and file all written communications, Simon Fraser University Pre-Dental

Society reports, and electronic communications as well as maintain and update Simon

Fraser University Pre-Dental Society website in the event that the Cooperative Chair of

Secretarial Duties cannot.

iv) To report to the Cooperative Chair of Secretarial Duties on all executive activities.

7-9: The responsibilities of Executive Member of Financial Duties:

i) To coordinate and maintain Simon Fraser University Pre-Dental Society budget with

regards to internal relations, that is, financial duties within SFU, including, but not

limited to, room bookings, catering, printing, and copying.

ii) To coordinate and organize Simon Fraser University Pre-Dental Society fundraising

initiatives and events and be responsible for the submission of all grant proposals and

funding requests towards the Simon Fraser Student Society or other institutions in the

event that the Cooperative Chair of Financial Duties cannot.

iii) To report to the Cooperative Chair of Financial Duties on all executive activities.

iv) Under no circumstances are Executive Members of Financial Duties to be given the

power to sign cheques for authorized expenditures.

7-11: Executive Members may become demoted to Active Members if issues including, but not

limited to, inappropriate behaviour and neglect of responsibilities are agreed upon by at

least 4/5 of the Executive Members (not including the Executive Member in question) and

all Cooperative Chairs in an Executive Meeting.

Section 8 – Cooperative Chairs: Roles, Responsibilities, and Privileges:

8-1: Cooperative Chairs are a group of core Simon Fraser University Pre-Dental Society

members, they are recognized as either:

i) Founding members of the Simon Fraser University Pre-Dental Society, or

ii) Executive Members who have taken on the role and responsibilities of a previous

Cooperative Chair through by successfully passing an application and interview

process with the current Cooperative Chairs:

i) The application process is comprised of the submission of a curriculum vitae.

ii) The interview process is comprised of a questions that Cooperative Chairs will

use to validate the qualifications of Cooperative Chair candidates.

8-2: Cooperative Chairs hold all privileges that Executive Members hold.

8-3: All Cooperative Chairs hold the same authority, that is, one and a half votes towards Simon

Fraser University Pre-Dental Society decisions at General and Executive Meetings and

supervisory roles to the Executive Members.

8-4: All Cooperative Chairs are responsible for the creation of organization materials and the

presentation of organization materials at General Meetings.

8-5: All Cooperative Chairs represent the frontal image of the Simon Fraser University Pre-

Dental Society as the organization’s primary liaisons.

8-6: All Cooperative Chairs will mutually prepare the agenda for all General and Executive

Meetings as well as organization events throughout the semester.

8-7: The roles of Cooperative Chairs are to be designated as the following with maximum of

one Cooperative Chair in each position:

i) Cooperative Chair of Relational Duties

ii) Cooperative Chair of Secretarial Duties

iii) Cooperative Chair of Financial Duties

8-8: The responsibilities of Cooperative Chair of Relational Duties:

i) To maintain and encourage respectful behaviour during Simon Fraser University Pre-

Dental Society activities

ii) To establish and maintain external relations, that is communication and rapport

outside of Simon Fraser University, including, but not limited to guest speakers,

sponsors, and other universities or organizations

iii) To overlook the establishment and maintenance of internal relations, that is,

communication and rapport within Simon Fraser University, including, but not limited to

Simon Fraser Student Society, other Simon Fraser University clubs or organizations,

and Simon Fraser University departments.

8-9: The responsibilities of Cooperative Chair of Secretarial Duties:

i) To record all minutes as well as compile all communications of General and Executive

Meetings.

ii) To receive and file all written communications, Simon Fraser University Pre-Dental

Society reports, and electronic communications as well as maintain and update Simon

Fraser University Pre-Dental Society website.

iii) To overlook the coordination of all forms of campus advertisement including, but not

limited to, Simon Fraser University Pre-Dental Society banner and posters.

8-10: The responsibilities of Cooperative Chair of Financial Duties:

i) To coordinate and organize Simon Fraser University Pre-Dental Society fundraising

initiatives and events as well as be responsible for the submission of all grant

proposals and funding requests towards the Simon Fraser Student Society or other

institutions.

ii) To overlook the coordination and maintenance of the Simon Fraser University Pre-

Dental Society budget with regards to internal relations, that is, financial duties within

SFU, including, but not limited to, room bookings, catering, printing, and copying.

iii) The Cooperative Chair of Financial Duties is the only member with the power to sign

cheques for authorized expenditures.

8-11: Cooperative Chairs may become demoted to Active Members if issues including, but not

limited to, inappropriate behaviour and neglect of responsibilities are agreed upon by all of

the Cooperative Chair (not including the Cooperative Chair in question) in an executive

meeting.

Section 9 – Organization Meetings:

9-1: All meetings within the Simon Fraser University Pre-Dental Society will be split up into two

groups. The two groups are designated as the following:

i) General Meetings

ii) Executive Meetings

Section 10 – General Meetings: Roles and Functions:

10-1: General Meetings are Simon Fraser University Pre-Dental Society gatherings in which all

members of the organization are allowed to participate, that is, Unconfirmed, Confirmed,

Active, and Executive Members and Cooperative Chairs.

10-2: The Quorum, that is, the minimum number of members that must be present in order

for a meeting to be considered legitimate, for a general meeting is:

i) 1/2 Cooperative Chairs and Executive Members

ii) One Unconfirmed, Confirmed and/ or Active Member

10-3: No proxy votes are allowed under any circumstances.

10-4: General Meetings should be held at least bi-monthly, that is, once every two weeks.

Section 11 – Executive Meetings: Roles and Functions:

11-1: Executive Meeting are Simon Fraser University Pre-Dental Society gatherings in which

only certain members of the organization are allowed to participate, that is, Executive

Members and Cooperative Chairs.

11-2: The Quorum, that is, the minimum number of members that must be present in order

for a meeting to be considered legitimate, for an executive meeting is:

i) 1/2 Cooperative Chairs and of the Executive Members

11-3: No proxy votes are allowed under any circumstances.

11-4: Executive Meetings should be held at least bi-monthly, that is once every two weeks.

Section 12 – Organization Constitution Amendments

12-1: The Simon Fraser University Pre-Dental Society Constitution may be suggested for

amendment by Executive Members and Cooperative Chairs of the organization in an

Executive Meeting if and only if:

i) All Cooperative Chairs and Executive Members are present and at least 1/2 are in

agreement.

12-2: The Simon Fraser University Pre-Dental Society Constitution may then be amended by

Active, and Executive Members and Cooperative Chairs of the organization in a General

Meetings if and only if:

i) All Cooperative Chairs are present and 2/3 are in agreement

ii) All Executive Members are present and 2/3 are in agreement

iii) 2/3 of Active Members present are in agreement

12-3: If the Simon Fraser University Pre-Dental Society constitution amendment is passed, then

the new constitution shall change names from:

i) ’The Simon Fraser University Pre-Dental Society Original Constitution’ to

ii) ‘The Simon Fraser University Pre-Dental Society Constitution: Xth Amendment’

i) where X is the quantity of the amendments since the Original Constitution.

Section 13 – Organization Dissolution:

13-1: The Simon Fraser University Pre-Dental Society may be suggested for dissolution by

Executive Members and Cooperative Chairs of the organization in an Executive Meeting if

and only if:

i) All Cooperative Chairs and Executive Members are present and 1/2 are in agreement.

13-2: The Simon Fraser University Pre-Dental Society may then be dissolved by Active and

Executive Members and Cooperative Chairs of the organization in a General Meetings if

and only if:

i) All Cooperative Chairs are present and all are in agreement

ii) All Executive Members are present and all are in agreement

iii) all of Active Members present are in agreement

13-3: All subsections within 8-3 to 8-7 of ‘Section 8 – Organization Dissolution’ shall not be

altered except with the prior written consent of the Simon Fraser Student Society.

13-4: The Simon Fraser University Pre-Dental Society shall become recognized as inactive if no

General or Executive Meetings are held for two consecutive semesters.

13-4: In the event that The Simon Fraser University Pre-Dental Society is dissolved and the

organization becomes inactive, all assets of the organization become the property of the

Simon Fraser Student Society to be held in trust for a minimum period of two years.

13-5: If during this period, the Simon Fraser University Pre-Dental Society regenerated and

becomes active once again, the trust shall be dissolved and all assets shall become the

property of the organization.

13-6: If the trust has not been dissolved after a minimum of two years, the Simon Fraser

Student Society may redistribute the assets as it sees fit.