CUBE
Club Name
The name of the club will be CUBE. 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 UW community at large to allow students to work in teams on short-term UI/UX Design projects to expand their skillset and portfolio.
Club events, activities, and/or initatives will include
• 2-3 month long UX/UI design projects within allocated project teams of 4-6 people
• Providing mentorship and design resources for project team members
• Holding social, educational, and networking events for members of CUBE
• Growing and connecting the design community at Waterloo and Stratford through student opportunities.
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 Director(s) 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.
- Defining the mission and vision CUBE has for the year.
- Strategize long term and short-term goals and lead the team accordingly.
- Defining CUBE executive guidelines and project team policies and ensuring the club’s compliance to it.
- Leading a team of 20-40+ people and working closely with other executive members.
- Regularly meeting with executive members, Project Mentors, and Project Leads to check their progress on the upcoming task and sort out any obstacles or complications as needed.
- Meeting with Advisors (past executive members) if needed.
The Director(s) is a signing authority.
The Assistant Director 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 Lead 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 Marketing Lead(s) ensures that:
- Promoting the CUBE brand by managing marketing and recruitment campaigns based on the team’s branding guidelines.
- Managing and creating content for CUBE’s social media.
- Refining the branding guidelines and ensuring the team's compliance to it.
- Leading a team of 2-6 people and working closely with other executive members.
- Onboarding new team members at the beginning of every term.
- Attending meetings regularly and on time unless excused for a particular reason.
- Engaging with other clubs and departments for promotion and collaboration purposes.
- Taking on admin tasks such as researching, making team purchases on the team’s behalf, updating team documentations and lessons learned, and writing meeting minutes.
- Ensuring proper handover and training their successor.
- Ensures that the next Marketing Lead(s) is trained.
The Marketing Lead(s) is a signing authority.
The Logistics Lead(s) ensures that:
- Help facilitate a fun and creative culture by planning different events throughout the term such as speaking events and workshops, team socials, and the project showcase.
- Responsible for contacting potential sponsors, speakers, and mentors, as well as managing the logistics of team events.
- Leading a team of 1-3 people and working closely with other executive members.
- Onboarding new team members at the beginning of every term.
- Attending meetings regularly and on time unless excused for a particular reason.
- Taking on admin tasks such as researching, making team purchases on the team’s behalf, updating team documentations and lessons learned, and writing meeting minutes.
- Ensuring proper handover and training their successor.
- Ensures that the next Logistics Lead(s) is trained.
The Logistics Lead(s) is a signing authority.
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 Marketing Team Member(s) ensures that:
- Promoting the CUBE brand by fulfilling marketing and recruitment campaigns based on the team’s branding guidelines.
- Being an official CUBE graphic designer and creating engaging content for CUBE’s marketing materials (this could include social media content, posters and flyers, merch design).
- Coming up with new marketing ideas and initiatives and checking feasibility with the Marketing Lead(s).
- Attending meetings regularly and on time unless excused for a particular reason.
- Engaging with other clubs and departments for promotion and collaboration purposes.
- Ensures that the next Marketing Team Member(s) is trained.
The Logistics Team Member(s) ensures that:
- Help facilitate a fun and creative culture by planning different events throughout the term such as speaking events and workshops, team socials, and the project showcase.
- Responsible for contacting potential sponsors, speakers, and mentors, and managing the logistics of team events.
- Coming up with new event ideas and initiatives and checking feasibility with the Logistics Lead(s).
- Attending meetings regularly and on time unless excused for a particular reason.
- Ensures that the next Logistics Team Member(s) is trained.
The Advisor(s) ensures that:
- The club continues to operate towards the mission and vision initially decided at the start of the director(s) term.
- Offers advice and suggestions for changes or refrains executive errors from being repeated.
- Consists of previous directors, marketing leads, and logistics leads after their primary role’s term has come to an end.
- Ensures that the next Advisor(s) is trained.
The Project Team Mentor(s) ensures that:
- Providing Guidance and Advice: Offer guidance and advice to mentees or project leads on various design aspects related to their projects.
- Conducting One-on-One Sessions: Hold one-on-one sessions with project leads weekly or as needed to provide feedback and discussion about their ongoing projects. Use these sessions to address any challenges, provide guidance, and offer suggestions for improvement.
- Setting Goals and Action Plans: Collaborate with project leads to set clear goals and develop action plans that align with the project's timeline. Help them define specific milestones and deliverables, ensuring they have a structured approach to achieving project success.
- Ensures that the next Project Team Mentor(s) 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:
- Phone
- Instagram, Discord, Whatsapp
Emergency meetings can be called by an executive via:
- Phone
- Instagram, Discord, Whatsapp
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
Internal Affilations
The club is affiliated with University of Waterloo Stratford School of Interaction Design and Business. The nature of the affiliation, including the conditions required by both parties, is outlined as follows:
Student clubs and organizations, advisors, and administrative staff from the University of Waterloo Stratford School of Interaction Design and Business can interact with clubs and organizations that originated from the Stratford School for collaborative student engagement, Open Houses, and other events
Membership Structure
All Executive Officer Roles (Director, Marketing Lead, Logistics Lead) are required to be held by 2 people per term to handle management workload efficiently.