EUSA (Endocrinology Undergraduate Student Association)
Club Name
The name of the club will be EUSA (Endocrinology Undergraduate Student Association). 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 Endocrinology Undergraduate Student Association is to bring together students, faculty, and members of the University of Waterloo community to explore how hormones directly shape human health, performance, and disease. The club creates a space where academic knowledge is translated into real world understanding, allowing members to connect concepts such as metabolism, stress regulation, sleep, and hormonal disorders to everyday life and future careers in healthcare and research. The association also aims to build a strong, collaborative community that supports curiosity, discussion, and skill development. Members will have opportunities to strengthen their scientific literacy, critical thinking, communication, and leadership through active participation in club initiatives.
Club events, activities, and/or initatives will include
- Regular educational sessions/posts on social platforms focused on key endocrine topics such as insulin regulation, thyroid function, cortisol and stress, and hormonal control of metabolism
- Case based discussions where members analyze real or simulated patient scenarios and potentially finding the cause/cure
- Guest speaker events featuring healthcare professionals, researchers, and upper year students to provide insight into clinical practice, research, and career pathways
- Research spotlight meetings that break down current scientific studies in endocrinology and teach members how to interpret and discuss research
- Interactive events such as endocrine themed trivia nights, case competitions, and problem solving challenges to encourage engagement and teamwork
- Wellness and lifestyle initiatives that connect endocrine science to fitness, nutrition, sleep, and stress management through workshops and challenges
- Campus wide health awareness campaigns focused on endocrine related conditions such as diabetes and hormonal health to promote informed decision making
- Collaborative events with other student organizations to explore interdisciplinary connections between endocrinology, neuroscience, kinesiology, and mental health
- These initiatives are designed to create a balanced environment that combines academic depth with interactive and practical experiences, contributing to both student development and the broader University of Waterloo community.
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.
The President is a signing authority.
The VP Internal 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 VP Internal is a signing authority.
The VP 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.
The VP Finance is a signing authority.
The VP Academics ensures that:
- • Develop and oversee all educational and content based initiatives
- • Ensure accuracy, clarity, and quality of presented material
- • Plan structured sessions and coordinate topic selection
- • Lead the academics team and assign content development tasks
- • Maintain consistency in educational standards across all activities
- Ensures that the next VP Academics is trained.
The Academics Coordinator ensures that:
- • Assist in preparing content, presentations, and materials
- • Conduct research and organize information for sessions
- • Support the delivery of educational events
- • Help manage documentation and resources for members
- • Contribute ideas for new academic initiatives
- Ensures that the next Academics Coordinator is trained.
The VP Events ensures that:
- • Plan and oversee all club events from start to finish
- • Develop event timelines and ensure deadlines are met
- • Coordinate logistics such as booking spaces, materials, and scheduling
- • Lead the events team and delegate tasks effectively on time
- • Ensure events run smoothly and maintain a high standard of execution
- Ensures that the next VP Events is trained.
The Events Coordinator ensures that:
- • Support the VP Events in planning and executing events
- • Assist with setup, breakdown, and on site coordination
- • Manage attendee check ins and engagement during events
- • Track event feedback and suggest improvements
- • Handle smaller scale events independently when needed
- Ensures that the next Events Coordinator is trained.
The Director of Media and Content Creation ensures that:
- • Oversee all digital presence and content strategy
- • Manage social media platforms and posting schedules
- • Coordinate branding, messaging, and audience engagement
- • Collaborate with other executives to promote events and initiatives
- • Track growth and engagement metrics to improve outreach
- Ensures that the next Director of Media and Content Creation is trained.
The Graphic Designers ensures that:
- • Create visual content for social media, promotions, and events
- • Design posters, slides, and digital assets aligned with branding
- • Work closely with the media director and events team to maintain consistency
- • Deliver high quality visuals within set deadlines
- • Adapt designs based on feedback and event needs
- Ensures that the next Graphic Designers is trained.
The First Year Representatives ensures that:
- • Represent the interests and perspectives of first year students and work with media team to make content
- • Assist with outreach and recruitment efforts
- • Support event execution and general club operations
- • Promote events within first year networks and classes
- • Actively participate and contribute ideas to improve engagement
- Ensures that the next First Year Representatives 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:
- Phone
- Instagram, Microsoft Teams, Google Meet
Emergency meetings can be called by an executive via:
- Phone
- Instagram, Microsoft Teams, Google Meet
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
No organization(s) is/are currently affiliated with this club.