UW Supporting Heart and Stroke
Last active term
Club Name
The name of the club will be UW Supporting Heart and Stroke. 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
The purpose of the club is to gather University of Waterloo students, staff, faculty, and members of the UWaterloo community at large to raise awareness on heart disease, stroke and related conditions. This club will aim to provide students with facts and knowledge on the heart by hosting various events and providing resources. As these diseases are the main cause of premature death, we hope that we can help students learn about heart health and promote a healthy lifestyle early on by raising awareness. We hope to inspire students to pass on their knowledge to their community and help improve the health of those around them. By having a Heart and Stroke Club at Waterloo, we are one step closer to reducing the death rate, improving heart health and living a long and healthy life.
Club events, activities, and/or initatives will include
Club events, activities and/or initiatives will include an introductory seminar, Instagram takeovers and "Get Moving Challenges". The Introductory Seminar will occur at the beginning of every term and we will start the seminar by introducing our team - who to go to for what. We will move on to explain the importance of heart and stroke and how we can make it better with our daily choices. We will end off by explaining our mission/goals and how we plan on accomplishing these throughout that term. Instagram takeovers will have trainers, doctors, teachers and many more individuals take students in a day of their life and answer any questions. These individuals will be promoting a healthy lifestyle throughout their day or educating students about their job. 'Get Moving Challenges' will be a 3-day challenge that includes a step-a-thon challenge, a healthy cooking challenge and an exercise challenge for our audience to participate in and send in their photos/videos to help encourage others to participate.
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 President 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.
- All executives are participating equally
- Act as a liaison between the club and the Heart and Stroke Foundation
The President is a signing authority.
The Administrative Assistant 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 Administrative Assistant is a signing authority.
The Treasurer 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.
- All donations are sent in to the Heart and Stroke Foundation
The Treasurer is a signing authority.
The Event Director(s) ensures that:
- Oversee all events and approve of final event details
- Ensure all members are given tasks to help run events
- Provide a written report of each event after the completion of the event
- Ensures that the next Event Director(s) is trained.
The Media Director ensures that:
- Be the first person of contact to the graphic designer
- Approve of all promotional materials before they get posted
- Post all promotional material in a timely manner
- Step in for the graphic designer if necessary
- Ensures that the next Media Director is trained.
The Education Director ensures that:
- Will oversee all the "Your Healthy Heart" research
- Be the "go-to" person for the research team
- Create all the topics for the “Your Healthy Heart” posts
- Step in for the research team if necessary
- Ensures that the next Education Director is trained.
The Auction Director ensures that:
- Oversee all Auction related tasks, lead auction
- Give Auction coordinators task
- Create email templates for sponsors
- Step in for auction team
- Ensures that the next Auction 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.
Executive Support Structure
The Communications Director ensures that:
- Create all messaging for social media platforms
- Work closely with the graphic designer to approve of all posts
- Work with Heart and Stroke to ensure values align with one another
- Ensures that the next Communications Director is trained.
- Ensures that the next Communications Director is trained.
The Event Coordinator(s) ensures that:
- Plan out logistic for all events
- Work with events director and president for approval and organization of events
- Work with graphic designer to ensure all information is put into promotional posts
- Submit event forms for all events
- Ensures that the next Event Coordinator(s) is trained.
The Research Coordinator(s) ensures that:
- Will do all the "Your Healthy Heart" research
- Report to the Education Director
- Complete any other research for new projects
- Notify the Education Director once the article is done for approval
- Ensures that the next Research Coordinator(s) is trained.
The Auction Coordinator(s) ensures that:
- Plan out logistics for the auction
- Work closely with the Events Director
- Send out all emails related to sponsorships
- Create the graphics for the auction (template is already made, just input information)
- Ensures that the next Auction Coordinator(s) is trained.
The Graphic Designer ensures that:
- Create all graphics to be posted to social media
- Create interactive activities for Instagram stories
- Design all templates for events
- Ensures that the next Graphic Designer is trained.
- Ensures that the next Graphic Designer is trained.
The External Coordinator ensures that:
- Design and create the weekly newsletter
- Create the content for the weekly newsletter with reference to the posting schedule
- Lean on Communications Team for support and help (if needed)
- Ensures that the next External Coordinator is trained.
Meetings
General Meetings
The club will hold bi-weekly 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:
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 Heart and Stroke Foundation.
UW Supporting Heart & Stroke has provided the Heart and Stroke Foundation with the purpose of their club and the events they aim to accomplish. We support their efforts and intend to work with the club and assist them with online platforms and health resources and information as needed. We agree with how the club intends to operate. Any conflicts will be formally addressed by both parties until a conclusion is met and agreed upon.
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.