Documents

USC Documents

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This page contains all of the current By-laws, policies, and procedures of the USC.

To more easily find a specific document, the documents have been divided into categories.  The list of categories can be found below with a brief description of the category’s contents and an example of a policy that can be found in the category.

[usc_searchwp_supplemental engine=’document_search’ posts_per_page=’6′ placeholder=’Search Documents…’ title=’Search through USC Documents.’] This page only displays current documents. For past documents (e.g. an earlier version of the budget), please see the USC’s LaserFiche database {here}.

Advocacy

  • Policies and procedures relating to the USC’s advocacy strategies and any advocacy papers passed into standing policy by Council.

Advocacy Papers Policy

  • This policy outlines the process, participants, and parameters of creating advocacy papers that represent the academic, socio-economic, and political concerns of its students. This document sets guidelines for developing paper topics, researching principles and concerns, and passing papers into standing policy of the USC.

ChangeCamp Western Report – March, 2013

  • A report on the various discussion topics of the USC’s semi-annual “unconference,” including the main principles and recommendations of the assembled individuals.

Purple Paper: Ancillary Fees

  • A standing policy of the USC advocating for student controls on ancillary fees and the nature and affordability of such fees.

Purple Paper: Early Outreach

  • A standing policy of the USC advocating for the continued growth and support of early outreach programming at Western and in the London community.

Purple Paper: Fair Trade Western

  • A standing policy of the USC advocating for the visibility and availability of Fair Trade Certified products on Western’s campus.

Purple Paper: Fall Reading Break

  • A standing policy of the USC advocating for the addition of a Fall Reading Break to the academic calendar.

Board of Directors

Policies and procedures relating to the organization and operation of the Board of Directors. Example: Board of Directors Rules of Procedure.

 

 

 

 

Board of Directors Rules of Procedure

  • A policy detailing the format and protocols of Board of Directors meetings. These procedures are meant to establish consistency and transparency in Board proceedings, including procedures for notice, meeting times, and confidentiality.

Social Responsibility Procedure

  • This policy establishes a social responsibility audit format, to be conducted annually, on each of the USC’s Operations and programs.

By-Laws

The By-Laws of the Corporation and any related documents.

 

 

By-Law #1

  • A By-Law governing the affairs of the corporation and specifying the structure of the organization. This document outlines the composition of the various bodies that make up the organization, specifies powers, and contains the necessary provisions for the USC to remain in compliance with the Not-for-Profit Corporations Act.

By-Law #2

  • A By-Law governing the proper administration of USC Elections, containing all of the rules and regulations that both the candidates and Elections Committee must abide by.

By-Law #3

  • A By-Law governing the USC’s participation in External Representative Organizations, such as the Ontario Undergraduate Student Alliance (OUSA) or the Canadian Alliance of Student Associations (CASA). This By-Law contains provisions for how the USC will join an organization and what criteria must be met for membership to be considered.

By-Law #4

  • A By-Law governing the staff position of General Manager and her duties as the senior administrative staff of the organization. This document outlines all of the General Manager’s powers and responsibilities to the corporation.

By-Law #5

  • A By-Law governing the President and Vice-Presidents as leaders of the USC’s Executive branch and the accompanying portfolios.

By-Law #6

  • A By-Law governing the election, composition and role of the Appeals Board – the USC’s dispute resolution body.

Clubs Policy

Communications & Media

Policies and procedures relating to the communications strategies of the USC. Example: Social Media Usage Policy.

Advertising Materials Policy

  • This policy defines what constitutes Advertising Materials and what is and is not acceptable content in order to maintain a University environment that is safe, inclusive, and free from discrimination and harassment. This policy should be read in context with the Advertising Oversight Procedures and the Advertising Oversight Committee: Terms of Reference.

Advertising Oversight Committee Terms of Reference

  • A description of the duties and responsibilities of the Advertising Oversight Committee, the body tasked with enforcing the Advertising Materials Policy. Specifies the membership of the Committee and certain Committee procedures. This policy should be read in context with the Advertising Oversight Procedures and the Advertising Materials Policy.

Advertising Oversight Procedure

  • This procedure outlines the approval process for Advertising Materials and specifies individuals with the authority to approve advertising materials. Contains the procedures for appealing a decision to approve/reject materials. This policy should be read in context with the Advertising Materials Policy and the Advertising Oversight Committee: Terms of Reference.

Advertising Priorities Policy

  • A policy that prioritizes the use of the USC’s advertising resources to ensure that events, programs, and initiatives are communicated effectively. This policy classifies which groups shall get priority to use the USC’s resources as well as specifies the USC resources in question.

USC Visual Identity Guideline

  • A guideline to creating a cohesive brand and vision for the USC through regulation of the USC’s visual identity. Contains regulations for the display of the USC logo and how to present the USC’s brand on stationary, Power Point presentations, and business cards.

Corporate Logo and Letterhead Policy

  • This policy regulates the use of the USC logo and letterhead and specifies which individuals may use the logo and letterhead and under which circumstances. Specifies when and how USC operations are to use the USC logo.

USC Social Media Guide

  • Best practices in social media when representing the USC.

Social Media Usage Policy

  • A policy governing the use of social media by USC operations, services, portfolios, and departments. Establishes criteria for creation of USC affiliated social media accounts and specifies the members of the organization responsible for these accounts. Gazette Policy Policies and procedures relating to the operation of the Gazette. Example: Gazette Editorial Policy.

Coordinators & Volunteers

Council & Standing Committees

Policies and procedures relating to the organization and operation of the Council and its Standing Committees.

Amendment Procedure

  • A quick guide to the proper notation for amendments to USC policies and procedures.

Budget Review Sub-Committee

  • A description of the duties and responsibilities of the Budget Review Committee, a sub-committee of the Long-Term Plan and Budget Standing Committee. Includes breakdown of committee members and specifies the committee’s role in approving the USC budget.

Caucus Terms of Reference

  • A description of the duties and responsibilities of the different caucuses convened by or associated with the USC. This document specifies the membership of each caucus whether it be first year students, constituency Presidents, constituency Vice-Presidents, or other student leaders.

Formatting By-Laws, Policies and Procedures

  • A quick guide to the proper formatting of USC By-Laws, policies, and procedures.

Members and Council Policy

  • Policies pertaining to Council meetings and a Councillor’s ability to attend meetings for their duration.

Standing Committee Terms of Reference

  • A description of the duties and responsibilities of the Standing Committees of Council. The six Standing Committees of Council are Governance & Agendas, Local & Campus Affairs, Long-Term Plan & Budget, Portfolio Service Level & Program Review, Provincial & Federal Affairs, and Student Outreach & Communications.

Standing Orders of Council

  • Rules of procedure enacted by Council regarding the agenda, meeting times, time limits, powers of the Speaker, and other conduct during Council meetings. A supplement to Robert’s Rules of Order.

USC Voting Member Attendance Policy

  • Sets expectations and specifies penalties for attendance at Council meetings and Standing Committees. Contains rules regarding submission of regrets, demerit points, and when a member can be removed from Council.

Executives

Policies and Procedures relating to the USC Executive. Example: Executive Terms of Reference.

Executive Final Reports

  • The final reports of the previous USC Executive.

Executive Platforms

  • The platforms of the current USC Executive.

Conference and Retreat Policy

  • This policy establishes a requirement for gaining approval to attend discretionary conferences, and also establishes reporting requirements for the Executive Council after they attend conferences and learning retreats, such as the annual Executive Research Trip.

Executive Officer Accountabilities and Discipline Process

  • This policy is a guide on how to positively correct any misconduct of performance issues related to the work of the Executive Officers of the corporation. This Policy is the guiding policy for coaching, discipline, and termination decisions rendered in regards to the Executive Officers.

Executive Officers` Salaries Procedure

  • This procedure outlines the earning power of an Executive Officer, as well as the procedure by which salary adjustments may be made.

Executive Officers: Terms of Reference

  • A description of the duties and responsibilities of the Executive Officers of the USC, outlining the limits of each respective portfolio.

Honoraria Policy

  • This policy outlines the criteria that must be met in order to qualify as a position eligible for honoraria, the criteria that will determine the honorarium available for the position, and the guidelines for awarding and withholding honoraria. This policy should be read in tandem with the Interim and Final Reports Procedure.

Interim and Final Reports Procedure

  • A guideline for the writing (format and style), submission (to whom), and approval (criteria and deadlines) of interim and final reports as submitted by Coordinators, Interns, Executives, and Gazette Front Office Staff. This policy should be read in tandem with the Honoraria Policy.

Interim Terms of Reference VP External

A description of the duties and responsibilities of the Vice-President Internal. To appear in the Executive Officers Terms of Reference.

External Representation

OUSA Review 2010

  • A review of the USC’s membership in the Ontario Undergraduate Student Alliance from the Council year 2009/10.

CASA Review 2013

  • A review of the USC’s membership in the Canadian Alliance of Student Associations from the Council year 2012/13.

OUSA Review 2014

  • A review of the USC’s membership in the Ontario Undergraduate Student Alliance from the Council year 2013/14.

Financial Documents

Policies and procedures relating to USC financial practices, including distribution of external grants. Examples: Travel Policy, Grants Fund Policy.

Budgets, Fee Schedules, & Financial Statements

The current USC Budget and Fee Schedule, CHRW Budget, Capital Plan, and Audited Financial Statements.

Human Resources

Conflict of Interest Policy

  • A guideline to identifying and managing conflict of interest, ensuring the USC conducts its business and political affairs in conformity with the highest ethical and moral standards

Personal Information Protection Policy

  • A policy establishing the USC’s compliance with the Personal Information Protection and Electronic Documents Act, which lists ten principles for personal information protection. Contains provisions for the collection, storage, and disclosure of personal information.

Injury-Incident Investigation Policy and Procedures

  • A policy establishing a consistent means of recording accident/incident investigation information, which is used to prevent a recurrence of the same or similar accidents. A part of the USC’s health and safety procedures.

Health and Safety Orientation Policy

  • A policy relating to health and safety training for staff and volunteers, detailing the frequency and nature of such training. Outlines the responsibility of the organization to train and make workers aware of health and safety concerns associated with the job.

Health and Safety Policy

  • Outlines the USC’s commitment to providing and maintaining a healthy and safe work environment for all employees, customers, suppliers, and visitors. Details the responsibilities of management, supervisors, and employees with regards to a collaborative approach to health and safety.

Health and Safety Responsibilities of Managers & Supervisors Policy

  • A policy detailing the specific duties of managers and supervisors in the workplace with regards to health and safety.

Human Resources Directive

  • A policy empowering the General Manager to maintain human resources policies and procedures to ensure that the USC’s full-time, part-time, and volunteer employees are managed responsibly in compliance with government legislation.

Joint Health and Safety Committee

  • A description of the duties and responsibilities of the USC’s Joint Health and Safety Committee. Specifies the Committee’s membership and includes procedures for meetings, workplace inspections, investigations, and member certification.

Media Spokesperson Policy

  • A policy providing guidelines for the conduct of full-time and part-time staff, including Executives, in relation to the media. Outlines who is and is not an authorized spokesperson of the organization. To be read in conjunction with the Media Spokesperson Procedure.

Media Spokesperson Procedure

  • Outlines the specific procedures for dealing with media requests for both internal and external media sources. To be read in conjunction with the Media Spokesperson Policy.

Social Media Policy

  • Provides guidelines for staff and volunteer conduct in relation to social media communications. Ensures consistent representation of the USC across all social media platforms.

USC Discrimination Harassment and Violence Prevention Policy

  • A policy outlining the expectations of the organization regarding the prevention of discrimination, harassment, and violence. Specifies the responsibilities of members of the organization in upholding the standards of the USC.

USC Early and Safe Return to Work

  • A policy establishing the responsibilities of the USC and its employees after a work-related injury or illness has been sustained. This Policy is guided by the requirements of the Ontario Workplace Safety and Insurance Act, and its primary objective is to ensure an early and safe return to work.

Workplace Conduct Policy

  • A policy established to maintain a professional workplace environment free from interpersonal conflict and discrimination. Governs the interaction of employees and volunteers with each other and their workplace environment.

Workplace Wellness Policy

  • A policy outlining the development and implementation of a workplace wellness program, including management and human resources responsibilities.

Long-Term Strategic Plan

Policies and procedures relating to the creation and amendment of the USC’s Long-Term Strategic Plan and previous iterations of the Strategic Plan.

 

Strategic Plan – 2012

  • The current strategic plan of the USC. A reference document for the Corporation to provide strategic direction for all facets of the Corporation.

Tactical Plan – 2010-11

  • A guide to the execution of the previous strategic plan, A Vision to Lead. Specifies areas of action that should be undertaken to meet the expectations of the strategic plan and identifies the individuals responsible for carrying them out.

A Vision to Lead (2009)

  • A previous strategic plan of the USC. Superseded by the 2012 Strategic Plan.

Built To Lead/ Executive Summary(2006)

  • A previous strategic plan of the USC. Superseded by A Vision to Lead. See attached Executive Summary for an introduction to the plan.

From Gauntlet to Stairway(2002)

  • A previous strategic plan of the USC. Superseded by Built to Lead.

Operational Policies

Policies and procedures relating to the administration of the USC’s general and business operations. Examples: Building Usage Policy, Community Standards Policy.

Student Services

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