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ConstitutionApproved by the General Council Members on November 18, 2015

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Table of ContentsArticle I: Name............................................................................................................4Article II: Objective.....................................................................................................4

II.I Mission................................................................................................................4II.II Compliance Statement......................................................................................4

Article III: Membership................................................................................................5III.I Eligibility............................................................................................................5III.II General Membership........................................................................................5III.III Executive Council............................................................................................5III.IV General Council...............................................................................................6III.V Membership Dues.............................................................................................6III.VI Membership Term...........................................................................................6

Article IV: HSSA General Council................................................................................7IV.I Eligibility for Executive Council Positions..........................................................7IV.II Eligibility for Interdisciplinary Representatives Positions.................................7IV.IV Duties of the Executive Council......................................................................7IV.V Duties of the Interdisciplinary Representative...............................................10IV.VI Order of Authority.........................................................................................10IV.VII Committees..................................................................................................11

Article V: Meetings...................................................................................................11V.I Annual General Meeting...................................................................................11V.II General Council Meetings................................................................................12

Article VI: Elections...................................................................................................12VI.I Eligibility for Elections.....................................................................................12VI.II Elections Committee......................................................................................12VI.III Election Procedures.......................................................................................13VI.IV Appeals and By-Elections..............................................................................14

Article VII: Finances..................................................................................................15VII.I Fiscal Timelines..............................................................................................15VII.II Budgets.........................................................................................................15VII.III Expenses and Reimbursement.....................................................................16

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Article VIII: Dissolution..............................................................................................16VIII.I Dissolution.....................................................................................................16

Article IX: Amendments to the Constitution.............................................................16

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Article I: NameThe name of the student group shall be the Health Sciences Students’ Association, henceforth referred to as the HSSA.

Article II: ObjectiveThe HSSA is an organization dedicated to the development of trust, acceptance, and understanding of the various health disciplines’ training, expertise, and roles in order to promote and achieve excellence in communication and collaboration early in training and throughout lifelong learning. Its function is to influence changes in curricula, increase interactions between the health disciplines, and broaden the scope of interdisciplinary collaboration with an emphasis on the importance of student-driven learning and patient-centered care.

II.I MissionThe mission of the HSSA is to optimize the relationships between the students and faculty members of the different health professions. In particular, the HSSA strives to:

i. Promote interactive teamwork activities among health and human service students across Canada with their colleagues in different health disciplines, through academic and social events; and to

ii. Help students understand each other’s roles in delivering patient care by dispelling crippling stereotypes surrounding the health professions, and by fostering respect and trust for fellow colleagues in the healthcare system.

These above listed goals of the HSSA will be achieved through:i. Collaborating with each health discipline with fundraising, social and academic aspects;

ii. Promoting the HSSA and establishing awareness of the HSSA as a resource for the other health professions;

iii. Encouraging networking between the different health professions; andiv. Acting as a liaison between students of the health sciences disciplines and the Health

Sciences Council and the Edmonton Clinic Health Academy (ECHA) administration.

II.II Compliance StatementThe Health Sciences Students’ Association is a student group that operates at the University of Alberta. It is subject to University of Alberta policies and procedures and the group will also comply with all local, provincial, and federal laws and procedures.

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Article III: MembershipIII.I EligibilityEligibility to be a General Member of the HSSA is explained by the following points:

i. Membership to the HSSA is open to students enrolled at the University of Alberta who are enrolled in a Health Sciences Faculty at the University of Alberta, and part of their corresponding Health Sciences Faculty Student Association. This includes, but is not limited to:

a. Alberta Pharmacists’ Students’ Association (APSA);b. Dentistry Students’ Association (DSA);c. Medical Laboratory Sciences Students’ Association (MLSA);d. Medical Students’ Association (MSA);e. Nursing Graduate Students’ Association (NGSA);f. Nursing Undergraduate Association (NUA);g. Nutrition and Food Sciences Students’ Association (NuFSSA);h. Physical Education and Recreation Council of Students (PERCS);i. Radiation Therapy Students' Association (RTSA);j. Rehabilitation Medicine Student Association (RMSA);k. School of Public Health Students’ Association (SPHSA).

ii. All graduate and undergraduate members will be found equal as General Members of the organization.

iii. A member in good standing is one who is in good academic standing.iv. A member in bad standing is one who is on academic probation, breached the code of

student behaviour, and/or has been expelled from the University of Alberta.v. Issues involving HSSA membership expulsion will be brought before the voting HSSA

General Council.vi. Should the majority of the voting HSSA General Council (>50%) decide the member

should no longer be included in the HSSA, the member will be expelled.

III.II General MembershipGeneral membership to the HSSA is automatically included with the membership of the student associations that are represented by the Interdisciplinary Representatives (see section IV.V) unless otherwise authorized by the HSSA Executive Council.

III.III Executive CouncilThe HSSA Executive Council of the HSSA, also known as the HSSA Executive Council, consists of:

i. one Senior President and one Junior President;a. the Senior and Junior Presidents must not be from the same faculty;

ii. one Vice President Administration;

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iii. one Vice President Academic;iv. one Vice President Finance;v. one Vice President Social;

vi. one Vice President Marketing; andvii. one Vice President Recruitment.All of these individuals, with the exception of the Senior President, are elected through the process outlined in section IV. The Senior President is promoted from Junior President upon completion of one academic semester of their term. All of the Executive Members, with the exception of the Senior and Junior Presidents, hold their position until the next elections in March. The Junior President holds their position for one semester and is then promoted to Senior President, and holds that position for one semester.

III.IV General CouncilThe HSSA General Council consists of the Executive Council and the ten elected Interdisciplinary Representatives, henceforth referred to as the InterD reps:

i. one representative from Alberta Pharmacy Students’ Association (APSA);ii. one representative from Dental Students’ Association (DSA);

iii. one representative from Medical Laboratory Students’ Association (MLSA); iv. two representatives from Medical Students’ Association (MSA);

a. one in the first year class;b. one in the second year class;

v. one representative from Nursing Graduate Students’ Association (NGSA);vi. one representative from Nursing Undergraduate Association (NUA);

vii. one representative from Nutrition and Food Sciences Students’ Association (NuFSSA);viii. One representative from Physical Education and Recreation Council of Students

(PERCS);ix. one representative from Rehabilitation Medicine Students’ Association (RMSA);x. One representative from Radiation Therapy Students' Association (RTSA);

xi. one representative from School of Public Health Students’ Association (SPHSA).

III.V Membership DuesThere are no membership dues to join the HSSA. This does not include membership dues that may be required to join the student associations that are represented within the HSSA.

III.VI Membership TermThe membership term to the HSSA terminates the day that the student is no longer a member of a student association that is represented in the HSSA.

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Article IV: HSSA General Council IV.I Eligibility for Executive Council Positions In order to be eligible to run and hold office for any of the Executive Council positions, a student must be:

i. A general HSSA member in good standing;ii. Enrolled at the University of Alberta for the year they wish to be an executive;

iii. Announce their intention to run before the Annual General Meeting;iv. Be a member of a student association represented in the HSSA (see section III.I).

It is the responsibility of the Chief Returning Officer to ensure potential candidates during election period, meet the above criteria. Those candidates will then participate in the election as eligible candidates, outlined in section V.II.

Should there be any vacant position(s) following the election, a call for nominations will be sent out and the existing HSSA General Council may appoint an individual to serve on the position(s) without an election by the General Members. This process is outlined in section V.III.

IV.II Eligibility for Interdisciplinary Representatives PositionsIn order to be eligible to hold office for any of the positions, a student must be:

i. An HSSA member in good standing;ii. Enrolled at the University of Alberta for the year he or she wishes to be an executive;

iii. Be an active member of the faculty that he or she is representing;iv. Be selected by the student association of the faculty that he or she is representing by

whatever the means that student association operates by (i.e., appointment or election).

IV.IV Duties of the Executive Councili. The Senior and Junior Presidents

a. The Senior President is not elected. The Junior President assumes Senior Presidency after the next Junior President is transitioned into the Executive Council.

b. Oversee all projects on behalf of HSSA and delegate the resulting tasks and duties appropriately to the members of the General Council.

c. Chair HSSA General Council and Executive Council meetings.d. Attend or delegate attendance to all related health or interdisciplinary meetings, if

applicable, on behalf of HSSA and assume any peripheral obligations that directly result.

e. Ensure that the HSSA Constitution (this document) is updated as necessary in coordination with the General Council.

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f. Act as a signing officer for the HSSA account(s), which entails co-signing financial transactions with the VP Finance.

g. Plan and oversee the election process along with the Elections Committee as the Elections Supervisor (details outlined in Article V.II and V.III).

h. Ensure that a Chief Returning Officer is appointed at the beginning of the year in order to run elections and by-elections for Executive Council positions.

i. Ensure that each Interdisciplinary Representative position is filled and represented by each respective faculty.

j. Register HSSA as a student group with the Students’ Union and ensure the registration is renewed each Spring/Summer.

k. Establish and promote HSSA as an interprofessional student association, not only on a local level, but on a national level through its connection to the National Health Sciences Students’ Association (NaHSSA).

ii. Vice President Academica. Act as a liaison between the HSSA and the Health Sciences Council (HSC).b. Cooperate and assist in the efforts of the Health Sciences Council in the

organization and promotion of academic events.c. Promote these academic events to the relevant health faculties, including but not

limited to: job-shadowing opportunities, case simulations, and speaker series.d. Work closely with the VP Finance to administrate funds related to HSSA

academic events.e. Plan and organize academic events by delegating and working with the Academic

Committee in running academic events.f. Manage an Academic Committee which will be the official body that plans,

organizes and implements all academically related events.g. Work closely with VP Recruitment to delegate tasks such as tabling, postering,

whiteboard messages, classroom announcements, promotion of events through volunteers, ticket sales, and other tasks to assist in the organization and promotion of academic events.

h. Work closely with VP Marketing to promote academic events through posters, social media, website posts, and other means of communication to students.

iii. Vice President Administrationa. Prepare the agenda prior to the meeting based on updates from the other General

Council membersb. Write and distribute the minutes of HSSA general and executive council

meetings, as well as keep a binder of all HSSA minutes.c. Regularly review electronic mail received by HSSA through the hssa@ualberta.ca

account.d. Ensure that announcements from the Students’ Union, faculties, departments,

student associations or groups, and other pertinent organizations are relayed to the

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general council. e. Record working hours and excused and unexcused absences of the General

Council membersf. Maintain and update the HSSA website along with the VP Marketingg. Act as a liaison between HSSA and ECHA administration along with the

Presidentiv. Vice President Finance

a. Act as a signing officer for the HSSA account(s), which entails co-signing financial transactions with one of the Presidents.

b. Create and maintain an Operating Budget for the fiscal year starting at the end of April to the same date of the following year.

c. Seek sponsorship from external organizations for HSSA to help run eventsd. Apply for grants to fund HSSA run events, including but not limited to grants

from Student Group Services.e. Communicate with the Health Sciences Council in regards to the HSSA Operating

Budget and the receipt of funding from the Health Sciences Council.v. Vice President Social

a. Organize any HSSA social functions events as suggested and agreed upon by the General Council, including but not limited to: IP Launch socials, movie nights, bar nights (e.g. Lock and Key Party), Healthwave.

b. Work closely with the VP Finance to administrate funds related to HSSA social functions.

c. Assist in the efforts of social events organized by any of the health faculties represented in the HSSA. Promote these social events to the relevant health faculties.

d. Manage a Social Committee which will be the official body that plans, organizes and implements all socially related events.

e. Work closely with VP Recruitment to delegate tasks such as tabling, postering, whiteboard messages, classroom announcements, promotion of events through volunteers, ticket sales, volunteer social media involvement, and other tasks to assist in the organization and promotion of social events.

f. Work closely with VP Marketing to promote social events through posters, social media, website posts, and other means of communication to students.

g. Work closely with InterD reps to schedule events and communicate details about social events to their respective faculties.

vi. Vice President Marketinga. Market and build awareness of the HSSA.b. Update social media avenues at least weekly, including but not limited to

Facebook and Twitter.c. Update blog on website at least every 2 weeks.

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d. Design and print promotional materials for HSSA events, including but not limited to posters, tickets, and pamphlets.

e. Maintain and update the HSSA website along with the VP Administration.f. Maintain and update the HSSA calendar located in ECHA.g. Manage a Marketing Committee which will be the official body that promotes all

HSSA events and opportunities.vii. Vice President Recruitment

a. Recruit and manage all volunteers for HSSA events.b. Hold responsibility for volunteer-related activities, such as but not limited to

tabling, postering, whiteboard messages, classroom announcements, event-related volunteer management, promotion of events through volunteers, ticket sales, volunteer social media involvement.

c. Track volunteer hours and numbers.d. Work closely with VP Social, VP Academic, VP Marketing to organize events.

IV.V Duties of the Interdisciplinary Representativei. Act as a liaison between the HSSA and their respective student association and health

faculty.ii. Provide updates to the HSSA General Council on the events of their faculty and student

association, including opportunities for collaboration with the HSSA.iii. Communicate HSSA events and opportunities actively to the represented student body.iv. Encourage the participation of the represented student body in HSSA events and

opportunities.v. Promote HSSA events in avenues including but not limited to, tabling and

postering. vi. Be a member of one of the Academic, Social, or Marketing Committees.

IV.VI Order of AuthorityIn the case that an Executive Council position becomes vacant due to an emergency or illness, the order of authority state that the responsibilities of the vacant position be given to the subsequent position in the order. The Order of Authority is as follows:

i. Senior President;ii. Junior President;

iii. VP Administration;iv. VP Finance;v. VP Academic;

vi. VP Social;vii. VP Marketing;

viii. VP Recruitment.

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IV.VII CommitteesInterD reps will choose their involvement for either the Academic, Social, or Marketing committee at the first General Council meeting of the year. Switching between the two committees will be at the discretion of the committee member and the respective Vice President.

i. Academic Committee:a. The Academic Committee will comprise of the VP Academic and 4-5 of

the InterD reps. The VP Academic will manage the committee and be responsible for the delegation for tasks within the committee.

b. The purpose of the Academic Committee is to help organize and plan the academic events throughout the year as decided upon by the General Council. These events include but are not limited to the Seminar Series, Health Care Team Challenge.

ii. Social Committee:a. The Social Committee will comprise of the VP Social and 4-5 of the

InterD reps. The VP Social will manage the committee and be responsible for the delegation of tasks within the committee.

b. The purpose of the Social Committee is to help organize and plan the social events throughout the year as decided upon by the General Council. These events include but are not limited to Mixer Functions, Nightlife Functions and Healthwave.

iii. Marketing Committee:a. The Marketing Committee will comprise of the VP Marketing and 2-3 of

the InterD reps. The VP Marketing will manage the committee and be responsible for the delegation of tasks within the committee.

b. The purpose of the Marketing Committee is to help promote HSSA events throughout the year. This includes but is not limited to postering, tabling, and classroom talks. Members of the marketing committee are to table twice the amount of time that is required by interdisciplinary representatives not on the marketing committee.

Article V: MeetingsV.I Annual General MeetingHSSA General Members will be contacted by email and announcements by their respective Interdisciplinary Representatives at least two weeks prior to the meeting with the date and location of the meeting. The AGM is to be held in the month of March. This information will also be posted on the HSSA website and social media outlets. Eligibility to attend the AGM depends on the following criteria:

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i. HSSA General Member (see section III.I);ii. Students’ Union Executive Council member.

V.II General Council Meetingsi. The General Council will hold biweekly meetings at a time and location agreed upon

by the General Council. Any General Council member may call additional meeting(s), to be approved by both presidents.

ii. The VP Administration will send out the agenda and a meeting reminder for the upcoming meeting no later than one day before the meeting. All General Council members may submit agenda items to the VP Administration before this time. These biweekly meetings are mandatory for all members of the General Council. Excused absences must be approved by one of the presidents two days beforehand. A General Council member may miss up to two unexcused absences before the Presidents address them directly regarding their lack of involvement.

iii. General Council meetings are open for all General Members to attend. iv. Quorum is defined as the attendance of at least one-half of the members of the General

Council. Meetings will follow Robert’s Rules of Order.

Article VI: ElectionsVI.I Eligibility for Elections

i. Persons allowed to run for positions on the HSSA Executive Council must meet requirements outlined in sections III.III and IV.I.

ii. Persons running for positions are required to give a 2-minute speech at the candidate forum.

a. Persons may appoint a proxy to deliver their speech.b. Proxy must be a HSSA General Member (see section III.I).

iii. Persons allowed to vote for HSSA Executive Council members must meet requirements for a HSSA General Member (see section III.I).

VI.II Elections CommitteeThe Election Committee consists of the Elections Supervisor, the Chief Returning Officer (CRO). The Elections committee will plan, organize, and promote the election procedure outlined below. The Election Committee will also provide candidates and voting members with information on the elections, campaigning, and all associated procedures, at least 2 two weeks prior to voting.

i. Elections Supervisor a. The outgoing Senior President is automatically designated as the Elections

Supervisor(s) unless he/she plans to run as a candidate, in which case he/she

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will appoint an outgoing Vice-President of HSSA who must not be a candidate in the upcoming election. The Elections Supervisor(s) will be in charge of planning and monitoring the election process and will delegate tasks to the Elections Committee as appropriate. The Elections Supervisor(s) will be the main person responsible for planning the AGM.

ii. Chief Returning Officer a. The CRO is appointed by a simple majority vote at the first General Council

meeting of the year. The responsibilities of the CRO include but are not limited to:

1. Act as an impartial, neutral party for HSSA during the election period;2. Acts as main point of contact for all candidates during the election

period;3. Receive nomination packages and declarations from candidates;4. Send information packages to all candidates, including the election

timeline and election rules;5. Serve as a timekeeper at the AGM;6. Ensure election expenses are accounted for alongside the VP Finance;7. Count and manage the ballot system;8. Announce the winners of the elections;9. Oversee the By-Election process outlined in section V.III;10. Cast a vote for the Election and/or the By-Election, which will not be

counted unless there is a tie in the race.

VI.III Election Proceduresi. Members will declare their candidacy by submitting an application by email to the

Chief Returning Officer. The application deadline is one week prior to the candidate forum unless there are no candidates running for the position; at which point, the application deadline is midnight (00:00) the night before the candidate forum for the uncontested positions.

ii. Candidates will be given 1 week from the deadline to publicly campaign unless they are running for a position past the one week deadline for an uncontested race; at which point they are unable to publicly campaign.

iii. Public campaigning may include but is not limited to using social media outlets like Facebook, Twitter, Instagram, Internet Blogs as well as any campaign posters, pamphlets, handbills, banners, or soliciting. Private campaigning may include but is not limited to word of mouth and private messages. Candidates receive a budget of $10.00 to campaign, of which only $5.00 will be reimbursed by the HSSA. Aforementioned campaign materials do not need to be reported to the CRO, but the CRO has the right to remove materials that are deemed inappropriate, as per Students’ Union Bylaw 2300 (see “Social Media” for more). The CRO has the authority to

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disallow a campaign material if they deem that it provides the candidate with an unfair advantage.

iv. There will be two occasions when formal elections are to be held: a. The end of winter term, at which time all executive positions will be elected,

including the Junior President but excluding Senior President;b. The end of fall term, at which time the Junior President will be elected.

v. A candidate forum will be provided to inform the HSSA General Members. This will occur during the AGM during the month of March and at the last General Council Meeting of the fall term. The candidate speeches will be recorded, posted online and advertised on HSSA’s social media.

vi. All HSSA General Members (section III.II) will be given an opportunity to vote online. The voting logistics will be determined by the Election Committee and will be communicated via email to all members by the nomination deadline that includes details from sections I.IV of the Election Procedures indicated above.

vii. A candidate must receive a simple majority to be elected. If an unopposed candidate does not receive a simple majority, that position is considered vacant.

viii. In the case of a tie, a vote will be cast by the CRO to break the tie as outlined in section VI.II (ii).

ix. Results of the election will be released to the candidates via email first, and then on HSSA social media outlets. The percentages and statistics for each race will not be publically announced in order to preserve the dignity of candidates. The number of votes casted will be announced publically under the discretion of the Elections Committee.

VI.IV Appeals and By-Electionsi. A candidate or General Member may appeal election results within one week of the

President/Elections Committee announcing them. The appeal will be brought to the current members of the General Council to be voted on. Each member of the current General Council has one vote after a discussion chaired by the Presidents/Election Committee. The appeal is granted only when the appeal has 2/3 majority votes. The President/Election Committee will communicate the appeal results to the member.

ii. Should an Executive Member position not be filled or become vacant partway through the year, the Senior and Junior Presidents may, with 2/3 of the General Council’s support, may vote on a member to that position during a General Council meeting.

a. General Members will be notified of any vacant Executive Council positions after the General Elections. Potential candidates will have up to one week to apply for a position by emailing the CRO with a declaration package.

b. The candidate(s) will be given notice of the unfilled position, the requirements for the position outlined in Article IV.IV, and notification to prepare a 2-minute speech for the General Council meeting.

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c. All candidates must be absent from the room during speeches. The candidate will deliver a 2-minute speech to the General Council. There is a 5-minute question period after the speech is given, chaired by the Presidents. If there is a General Council Member who is also a candidate, they must exit the room during their race.

d. The candidate must exit the room after the question period and the General Council will vote for a 2/3 majority to appoint the new position. The voting process will be a blind vote as General Council Members must write their vote on a piece of paper, which will be collected by the CRO.

e. The CRO will count the votes after the General Council meeting and the candidate(s) will be notified of their results via email.

Article VII: FinancesVII.I Fiscal Timelines

v. The Health Sciences Students’ Association’s fiscal year runs from May 1 to April 30. Signing authorities are given to the President and the VP Finance.

vi. The VP Finance will be responsible to make deposits every month or when an amount greater than $500 has accumulated in the cash box, whichever is sooner.

vii. Bank statements and other financial documents are to be kept in a secure location in the HSSA Receipts binder, in the HSSA office, for the respective fiscal year. Financial documents and Bank statements will be disposed of if the information has not been used for 3 years. Back-ups are available in the form of electronic banking systems provided by HSSA’s financial institution.

viii. Previous year’s budgets can be accessed through the HSSA Receipts binders created by the VP Finance. An electronic version of the budget is to be passed between VP Finances every year in transition.

VII.II BudgetsThe VP Finance is responsible for creating and presenting the upcoming fiscal year’s budget at the AGM. The budget will require a 2/3 vote to pass.

i. The VP Finance will provide a budget report to the General Council at least once a month during a General Council meeting.

ii. A fiscal year’s balance sheet is to be updated every month by the VP Finance.

VII.III Expenses and Reimbursementi. The VP Finance and President must approve all expenses under the Health Sciences

Students’ Association’s name prior to any funds changing hands.ii. Members may be reimbursed for approved expenses by cheque as long as their

reimbursement requests are made, with original receipts, within three weeks after the

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transaction.iii. Members can leave receipts in the HSSA receipts binder after approved purchase is

made. Reimbursement will be made after VP Finance has reviewed the receipt and has written a cheque.

iv. Any purchases greater than $100 must be approved by the VP Finance and voted on by the Executive Council with 5/6 majority votes.

Article VIII: DissolutionVIII.I DissolutionThe group may be dissolved by a 2/3 majority vote at a Special General Meeting convened for the purpose of which 90 days notice must have been given in writing to all members. The group is automatically dissolved upon membership dropping below 10 members. Upon dissolution, the Executive Committee is responsible for ensuring that any remaining financial resources are donated to the Health Sciences Education and Resource Common or a charity of choice; decision made by a 2/3 majority vote. The Executive Committee is responsible for ensuring that the bank account is closed down as well. Any resources or group assets will be donated to the Health Sciences Education and Resource Common where appropriate but will not be distributed to individual members.

Article IX: Amendments to the ConstitutionTo propose an amendment to the constitution, any member in good standing may submit to any Executive Member a written proposal outlining the desired change and reason behind the proposal. Amendments may be re-wording of the current constitution as well as the addition and/or deletion of points.The proposal is then brought before the General Council where it is discussed. Any member may ask to be present at this discussion and to give their opinion on the proposed amendment when asked. The General Council will then vote on the idea behind the proposed amendment, and a two-thirds majority (with >50% of the Executive Council present) is required to pass the amendment.When amendments are made to the constitution there will be a notice on the home page outlining the modifications. As well, a copy of the previous and the amended constitution will be posted on the website.