HOSA UW
Last active term
Club Name
The name of the club will be HOSA UW. We are not agent or representative of the Waterloo Undergraduate Student Association (WUSA), and our views and actions in no way represent the WUSA.
Governance
The club will uphold the values, mission, and mandate of both the University of Waterloo (UW) and WUSA through following the directives outlined in the WUSA Clubs Manual, all WUSA By-Laws, Policies, and Procedures, as well as all policies and procedures outlined by the UW Secretariat. Furthermore, the club will abide by all laws of the Region of Waterloo, Province of Ontario, and Government of Canada. All club matters will ultimately be governed by the WUSA Clubs Manager.
Purpose
The purpose of the club is to gather University of Waterloo students, staff, faculty and members of the UW community at large to
• HOSA is an opportunity for undergraduate students to explore different health professions along with gaining personal experience and knowledge to be used in future health settings or even in day-to-day activities such as networking, and leadership.
• HOSA U is an organization of which branches out to several different universities (Western U, McMaster U, UofT, U of Guelph etc.) and the different branches meet annually at the SLC- Student Leadership Conference (March) to compete in a wide range of health science related topics such as EMT, Dental Science, pathophysiology, medical math, pharmacology, HOSA Bowl, Vet science, sports med, biomed lab science, medical terminology, and medical law & ethics. Members can choose which sub topic they’d like to be in and train for that specific event. The university that wins would then compete internationally against other schools in the USA and be eligible for various prizes such as scholarships, or internships.
Club events, activities, and/or initatives will include
1. Health Profession panels
2. Professional school tours (i.e. UW pharmacy, McMaster’s Medical School, UW optometry)
3. Events hosting guest speakers
4. Fundraising events
5. Team training and bonding events
Membership Structure
The club will be fully inclusive and welcoming to both its current and potential membership. New membership is welcome and accepted at any time during a club’s active term. Eligible club members may be current: WUSA Members, as outlined by the WUSA By-Laws; UW graduate students; UW staff or faculty; and/or members of the UW community at large, as defined in the Clubs Manual.
Only current UW students (graduate or undergraduate) may hold voting membership within the club. UW Staff, faculty, and members of the UW community at large may hold non-voting membership within the club. (If Applicable) UW undergrad students who are eligible to obtain voting membership in the club who do not wish to pay the club membership fee at the time of joining may hold non-voting membership within the club. Voting membership can be obtained for said members by paying the membership fee.
At least two thirds of the club's membership must be current UW students (graduate or undergraduate).
Membership Fee
The membership fee is $5.00 cash per term payable to the VP of finance no later than one month after the first day of class. If joining after the first month, membership is due at the beginning of their first club function. Membership fees will be used for
HOSA UW includes a wide-variety of competitions such as knowledge-based competitions, teamwork competitions, and practical events. Some of the practical events include various activities run by a variety of healthcare professionals. These include EMT scene stimulations (performing CPR, wrapping fractures, etc.), nursing stimulations (finding vitals), dental stimulations (using dental equipment, given a patient's condition) and biomedical science laboratory skills (using microscopes, piping, etc.). All of these competitions require equipment needed in order to practice effectively. Therefore, the $5 will go towards providing for our own branch to fund equipment. This will be done through purchasing equipment through HOSA Canada. Without the access to equipment, members of the club will not be able to fully experience the different healthcare professionals. Some of the equipment needed is labeled below:
- Stethoscopes
- BP cuffs
- Triangular and gauze bandages
- Mock defibrillator
- Microscope
- CPR dummies
- Dental supplies (mouth mirrors, dental probes, dental forceps etc.)
We also hope to provide Professional school tours with the team, such as visiting medical, pharmacy, optometry, dental, and physiotherapy schools. This will require transportation of some sort, so we can allocate the money that is left over after purchasing equipment along with hosting fundraisers to save enough money for transportation.
Executive Officers
The majority of executives will be current UW students (graduate or undergraduate). The club president will be a current UW undergraduate student. All club executives will be elected, not hired or appointed. The term of office for all executive positions is one academic term, as outlined by the UW Registrar’s Office. All club decisions will be determined by executive vote, as no executive officer (not even the President) holds decision making power for the collective.
The President (1) ensures that:
- The club operates according to the guidelines of its constitution and some agreed upon guidelines for running a meeting, such as Robert's Rules of Order;
- The club works towards its objectives as agreed upon by the membership; and
- Their successor is trained.
- - President will be responsible for checking in on the marketing, and finance portfolios.
The President (1) is a signing authority.
The Co-President ensures that:
- Records of what the group has done are maintained, distributed, and are accessibile to all the members;
- Meeting minutes/notes are recorded and made available to all voting members;
- All club correspondence is monitored and brought to the attention of the appropriate person(s);
- Their successor is trained.
- - Co-president will be responsible for the training, and events portfolios
The Co-President is a signing authority.
The VP of finance ensures that:
- The club's WUSA bank account and all financial transactions for the club are monitored and verified;
- All club revenues are collected, deposited into the club's WUSA bank account, and reconciled correctly and within a timely manner;
- Club cheque requests are submitted correctly and in a timely manner; and
- Their successor is trained.
- • Club cheque requests are submitted correctly and in a timely manner; and
- • All club revenues are collected, deposited into the club’s Feds bank account, and reconciled correctly and within a timely manner;
- • The club’s Feds bank account and all financial transactions for the club are monitored and verified;
The VP of finance is a signing authority.
The VP of Events ensures that ensures that:
- • The next VP of Events is trained.
- • All financial expenditures are recorded and updated with VP of Finance; and
- • The events committee is regularly working on new events and organizing the logistics;
- • All events and socials for the term are organized and planned well in advanced
- Ensures that the next VP of Events ensures that is trained.
The Vice President of Marketing ensures that ensures that:
- • The next VP Marketing is trained.
- • The relationships between HOSA UW and the greater KW are developed to form partnerships to help with recruitment and marketing
- • All promotional material created for the club (i.e. posters, logos, clothing etc.) are well marketed across campus and social media;
- • All promotional events and boothing opportunities are organized in a timely manner
- Ensures that the next Vice President of Marketing ensures that is trained.
The VP of Training ensures that ensures that:
- • The next VP Training is trained.
- • Training materials and equipment are purchased and in good condition throughout the terms; and
- • All head trainers are present during regular meetings for updates on team progress;
- • All trainings are scheduled and occur on a regular basis
- Ensures that the next VP of Training ensures that is trained.
The Head Trainers ensure that ensures that:
- • The next Head Trainers is trained.
- • VP of Training is up-to-date on the teaching progress and any potential concerns; and
- • Meetings with trainers are scheduled on a regular basis to ensure progress is running accordingly;
- • All trainers attend their training sessions
- Ensures that the next Head Trainers ensure that is trained.
It is important to assure that the person with the most information and/or knowledge in the club is not the full-time chairperson. Therefore, the club will occasionally rotate the role of chairperson among voting members.
Executive Support Structure
The Trainers ensures that:
- • Be very familiar with the material required for training and innovate new training practices based in individual student feedback
- • Meet with their head trainer to ensure training sessions are running smoothly
- • Run training session with team members on a variety of different events including biomedical debate, forensic science, EMT, dental science, HOSA bowl, vet science, sports medicine, biomedical laboratory science, medical terminology, pathophysiology, medical math, and medical law and ethics.
- Ensures that the next Trainers is trained.
The Sponsorship cordinator ensures that:
- • The next Sponsorship/Funding Coordinator is trained.
- • Relationships with sponsors are kept professional and continual
- • All possible sponsors are contacted and relayed to the VP of finance and HOSA UW presidents
- Ensures that the next Sponsorship cordinator is trained.
The Financial coordinator ensures that:
- • The next Financial Coordinator is trained.
- • The VP of Finance is up-to-date with all financial activity; and
- • All members who have purchased items, food or objects for the team are reimbursed;
- • All team members have submitted their club fees and have been recorded
- Ensures that the next Financial coordinator is trained.
The media and design coordinator ensures that:
- • The next Media & Design Coordinator is trained.
- • That the relationship between FEDS marketing and HOSA UW is maintained; and
- • Graphics developed for promotion are finished well in advance of events;
- * Management of all club media is well thought out and effective in representing HOSA UW
- Ensures that the next media and design coordinator is trained.
The Social media coordinator ensures that:
- • The next Social Media Coordinator is trained.
- • Social media posts are creative and aesthetically appealing; and
- • There is a high level of online activity and student involvement;
- • All social media platforms are updated regularly
- Ensures that the next Social media coordinator is trained.
The Communications coordinator ensures that:
- • The next Communications coordinator is trained.
- • Junior and Senior club representatives are hired and assist with club promotion and membership; and
- • Public club communication is maintained and develops ideas for increased campus and club communication;
- • All HOSA UW members are up-to-date with upcoming events and meetings
- Ensures that the next Communications coordinator is trained.
Meetings
General Meetings
The club will hold monthly general meetings. Quorum for general meetings will be 15 voting members of 20% of voting membership (whichever is more).
Executive Meetings
The club will hold bi-weekly executive meetings. Quorum for executive meetings will be 2 executives or at least 51% of the executive body (whichever is more).
The first meetings (both general and executive) of the following term will be arranged by the outgoing executive. At said meetings, subsequent meeting dates and locations will be set. Meeting dates and times will be forwarded to voting members by:
Emergency meetings can be called by an executive via:
- G-mail.
and must be sent to the appropriate members at least 48 hours prior to the meeting time.
ELECTION PROCESS
Elections shall take place at the end of each term for the following academic term. Only University of Waterloo students who are members of the club can vote. Club members must be notified, by email, two weeks in advance of the meeting where executive elections will take place. The term of office shall be for one term. An executive can only hold office (any position) for a total of up to three terms.
Nominations for executives can be made from any club member. The majority of executives must be undergraduate University of Waterloo students. The successful candidate will be the one with the most votes. In the case of a tie, a re-vote will take place until the tie is broken.
IMPEACHMENT AND DISCIPLINARY PROCEDURES
A movement to impeach an executive officer may be made by any executive officer or by petition of at least five voting members. When the motion is made the Clubs Manager will be informed. An emergency general meeting will be called as soon as is reasonably possible. No club funds will be spent until the issue is resolved.
At the impeachment meeting, the individual(s) who initiated the process will state their case. Afterwards, the officer(s) under impeachment will have an opportunity to defend their position(s) on the matter.
There will then be a question and answer period followed by the selection process for a Chief Returning Officer (CRO) who will oversee the voting process to ensure the decision is fair and democratic. Any executive officer who is neither the initiator nor subject of the impeachment may volunteer as CRO. If there is no such officer, then any voting member of the club present at the meeting may volunteer. If there are multiple volunteers, then the CRO will be selected based on a simple majority vote cast by secret ballot and tallied publically by the chairperson of the meeting. If there is no such volunteer for CRO, then the meeting will be at a standstill until either an eligible executive officer or voting member volunteers.
The vote will be by a “YES/NO” secret ballot, tallied publically by the CRO. If at least two thirds of the votes are for impeachment, then said officer will immediately be stripped of their position. The remaining executive may choose to call an immediate by-election to replace the newly vacant executive officer position.
CONFLICT OF INTEREST
A claim against any executive officer or club member regarding a potential conflict of interest can be made by any executive officer or by petition of at least five voting members. If such a claim arises, then said individual(s) under suspicion have the opportunity to remove them self (or themselves) from said potential conflict without acknowledging intention of wrongdoing. In the event the claim is contested, then the Clubs Manager will be informed and an emergency executive meeting will be called to determine the validity of the claim. Executive officers who have a claim against them cannot vote to determine the validity of said claim. If executive quorum is not possible due to the removal of said vote(s), then an emergency general meeting will be called and the same proceedings described for impeachment will be used to determine the validity of the claim.
If the claim is validated and there is suspicion of intentional wrongdoing, an immediate impeachment proceeding may be called by any executive officer or by petition of at least five voting members, of whom are not named in the claim. If it is determined that a club member is involved in intentional wrongdoing, the impeachment proceeding will be called to determine said member’s club status.
AMENDMENTS
Constitutional amendments may be proposed by any executive officer or by petition of at least five voting members. The amendment will then be voted on by referendum. The voting procedure will be the same as for the impeachment process. If the vote passes, the amendment and the vote will be forwarded to the Clubs Manager for final approval. If the Clubs Manager approves, then the constitution will be amended and any changes will be inserted into the constitution.
A motion to officially close the club will follow the same procedure as a constitutional amendment. If such a motion passes, then the club will be purged from the clubs system.
AFFILIATIONS
External Affiliations
The club is affiliated with HOSA Canada.
HOSA UW is a chapter under the organization of HOSA Canada. They require team leaders and members that plan on competing at the Student Leadership Conference. HOSA Canada requires those who are participating in the competition (will not be required for all of the members in HOSA UW) to pay a fee in order to compete at the Student Leadership Conference. Prior to officially registering with HOSA Canada, it is REQUIRED that university branches are registered with their student union. Once registered with HOSA Canada, we will be provided with access to the platform "Canvas" which holds all of the textbook materials, competition rubrics, quizzes, and other resources including online lecture videos.
View the letter from the affiliate
The club itself is internally responsible for ensuring adherence to any applicable By-Laws, policies, conditions, etc. outlined by the external affiliation. However, all policies, procedures, By-Laws, etc. of both UW and WUSA supersede any By-Laws, policies, conditions, etc. outlined by the external affiliation. The Clubs Manager, not the external organization, is the final authority on all club business. Other than the authority to end the affiliation, the external organization has no authority over the club whatsoever. Furthermore, the Clubs Manager is not responsible for ensuring the club abides by any additional stipulations between the club and the external organization. The club may choose by general vote to sever the affiliation, with notice given to the Clubs Manager.