UW Supporting SickKids
Last active term
Club Name
The name of the club will be UW Supporting SickKids. 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
UWaterloo Supporting SickKids is a club that will work with the University of Waterloo community with the primary objective to raise money for the SickKids Foundation. As leaders in our community, we plan to partner locally to improve the health of children through events, fundraisers, and awareness. All the funds and donations from this club will support the highest priority needs at the Hospital for Sick Children (SickKids). The club will remain dedicated to creating a practical impact within the Waterloo community and beyond all in hopes to aid SickKids through a variety of means such as financial support, gifts, and personalized letters to send positivity for staff, families and children. As there is no such club on campus working directly alongside SickKids, a well-known foundation, it will be a great opportunity to get experience and learn more about the SickKids mission.
Club events, activities, and/or initatives will include
UW Supporting SickKids will primarily focus on raising money through fundraisers and events. These will include both online and in-person events available to all University of Waterloo students and faculty. Initially, due to COVID-19, online events will include virtual auctions/draws, virtual game nights, and creating digital letters for healthcare workers/patients/families. In addition, there will also be virtual conferences and information panels about the SickKids foundation, importance of child-health, ways to contribute and spread awareness, and possible career opportunities. UW Supporting SickKids will also hold in-person events on campus such as pep rallies, intramurals, fundraised sports games/skating events, haunted houses, game nights, craft nights, Krispy Kreme sales, merchandise sales, and many more. Additionally, there will also be opportunities for students to interact with individuals directly from the SickKids Foundation or other healthcare workers through workshops, career panels, facility tours, and volunteering. All of the following events will be coordinated with Shannon Griffon (SickKids Foundation liaison) and the SickKids team.
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
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 Co-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.
The Co-President 1 is a signing authority.
The Administrative Officer 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.
The Finance Director 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.
The Finance Director is a signing authority.
The Co-President 2 ensures that:
- Their successor is trained.
- The club works towards its objectives as agreed upon by the membership; and
- 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;
- Ensures that the next Co-President 2 is trained.
The Co-President 2 is a signing authority.
The Sponsorship Director ensures that:
- The next Sponsorship Director is trained.
- Maintaining a professional etiquette with all sponsors.
- Creating a sponsorship package and working along with other executives to keep track of finances and marketing techniques.
- Reach out to community members and local businesses/organizations to gather a group of paying sponsors for club related expenses or possible donations or gifts to SickKids
- Ensures that the next Sponsorship Director is trained.
The Marketing Officer ensures that:
- The next Marketing Officer is trained
- Advertising (including the making of posters and sharing on social media) is done for all events
- Messages received on social networking sites are answered in a timely manner
- Opportunities that benefit club members are posted to the social network
- UW Supporting Sick Kids social network accounts are kept active and posts are made in a consistent manner.
- Ensures that the next Marketing Officer is trained.
The Events Director ensures that:
- The next Events Director is trained.
- Network with sponsors to get funded for the planned events.
- Coordinated schedules and timelines for all events.
- Connected with professors and students about the events.
- Manage event logistics and operations, including support team members, and volunteers.
- Ensures that the next Events Director 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.
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 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:
- Instagram, Email
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 SickKids Foundation.
The club is affiliated with Sick Kids Foundation. The club will act as the primary overseer over the Sick Kids Foundation. These terms and conditions are sent by Shanon Griffon (Community Partnership Associate at Sick Kids Foundation) and they apply to all those who host a fundraising event/campaign on behalf of SickKids Foundation.
1. All fundraising events and initiatives for the benefit of The Hospital for Sick Children and/or The Hospital for Sick Children Foundation (“SickKids Foundation”) (each, an “Event”) must be approved by SickKids Foundation and are subject to these Fundraising Event Terms and Conditions, as amended by SickKids Foundation from time to time (the “Event Terms and Conditions”).
2. I understand that SickKids Foundation must strictly follow guidelines set by the Canada Revenue Agency and acknowledge that charitable tax receipts for Events cannot be issued in every circumstance. I agree to follow SickKids Foundation’s tax receipting policy and will direct any questions about receipting to my Community Events team member.
3. “SickKids”, “SickKids Foundation”, “The Hospital For Sick Children”, “The Hospital for Sick Children Foundation” and “In Support of SickKids Foundation” and related logos are trade-marks of SickKids Foundation and The Hospital For Sick Children. Such trade-marks cannot be used without the prior written approval of SickKids Foundation. All promotional materials for the proposed Event must be approved by SickKids Foundation in writing prior to being released to the public. Promotional materials must not imply that SickKids Foundation is involved in the Event as anything other than a beneficiary of the proceeds.
4. SickKids Foundation’s registered charity business number cannot be used without the prior written approval of the SickKids Foundation for each and every use.
5. I acknowledge and agree that The Hospital for Sick Children Foundation and The Hospital for Sick Children, their employees, directors, officers, members, agents, successors or assigns (collectively the “Indemnified Parties”), shall not be held liable for any injury, loss or damage, however, caused, which the Indemnified Parties may incur resulting from or arising out of my Event.
6. I agree to conduct my event in a safe manner and to adhere to all federal, provincial, and municipal laws. I will obtain all necessary permits and licenses for my Event.
7. I will advise participants in my Event of any risks; and, if appropriate (e.g., participating in a sport, being in a motorized vehicle, being in or around water, etc.), I will obtain a waiver of liability from each Event participant (or their parent/guardian if the Event participant is under 18 years of age) in favour of SickKids Foundation.
8. I agree to respect the confidentiality of personal information that may be provided to me by Event participants. I will only use personal information to administer my Event in support of SickKids Foundation. I agree that all such personal information is collected on behalf of the SickKids Foundation. I will provide all participant information to SickKids Foundation prior to or immediately after my Event or upon request of SickKids Foundation and will destroy all copies after providing such information to SickKids Foundation. Personal information of the participants provided shall be kept secure at all times (whether stored in physical form or on a computer); access to personal information shall be limited to myself (as Event organizer) and my employees and volunteers on a “need-to-know” basis; and if any personal information is lost or if there is any unauthorized access, use or disclosure of the personal information, I will immediately notify SickKids Foundation.
I acknowledge that SickKids Foundation is unable to share its donor list or to supply media contacts to help me promote the Event.
9. I acknowledge that as a general rule, donations to SickKids Foundation shall be used to support SickKids Foundation’s highest priority needs.
10. These Event Terms and Conditions shall, for all purposes, be construed in accordance with the laws in force in the Province of Ontario and the laws of Canada applicable in Ontario, to the complete exclusion of conflict of laws rules. The parties hereby attorn to the exclusive jurisdiction of courts located in Toronto, Ontario.
11. These Event Terms and Conditions are in addition to the applicable policies of SickKids Foundation and to the Terms of Use on the SickKids Foundation website. Please note that the Foundation reserves the right, at its discretion, to change, modify, add, or remove portions of its policies or Terms of Use or these Events
Terms and Conditions. Changes to the Event Terms and Conditions will be posted on the SickKids Foundation website. Please check https://www.sickkidsfoundation.com/events/eventtermsandconditions periodically for changes.
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.