African Student Association (ASA)

Last active term


Club Name

The name of the club will be African Student Association (ASA). We are not agent or representative of the Waterloo Undergraduate Student Association (WUSA), and our views and actions in no way represent the WUSA.


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.


The purpose of the club is to gather University of Waterloo students, staff, faculty and members of the UW community at large to

build community by fostering an environment for people to belong and build African awareness and pride in people as global citizens. Furthermore, the club aims to take responsibility for inspiring our immediate community with African cultures and values and inspiring members to make a difference.

Club events, activities, and/or initatives will include

educating our community on the potential of Africa and the hope that our great continent holds, empowering individuals to assume responsibility in the community to bring about positive change, and entertaining with all the beautiful and vibrant culture that our continent has to offer.

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 $7.00 cash per term payable to the Treasurer 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

enabling members to get discounts on paid events and on club swag.

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 three consecutive academic terms, 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.
  • To be the official representative of the association;
  • To convene and preside over all general and executive meetings;
  • To delegate work within the executive body where necessary;
  • To appoint an interim officer in the case of a vacancy created due to an officer’s inability to complete term of office, until the general assembly fills the post;
  • Overseeing all activities of the club;
  • Ensuring all executives fulfil their responsibilities;
  • Maintaining the friendly atmosphere among the executives and club members through conflict resolution;
  • Fill out club packages;
  • In charge of presenting to the executive team potential senior advisors to be deliberated on;
  • To be a co-signatory on the association’s bank account;
  • Create Agendas for next meeting to be discussed
  • Must have experience as a UWASA executive for at least one term

The President is a signing authority.

The Secretary 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.
  • Read over the Agenda for each meeting beforehand and add any missing information needed to be discussed.
  • To keep a record of all proceedings at the association’s executive meetings and general assembly;
  • To communicate all upcoming events to the association through email to members and announcements at the general assembly
  • To prepare the official documents of the association;
  • Responsible for supervision of the use of the UWASA email address;
  • Next in charge when the President and VP’s are not present; and

The Secretary 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.

The Treasurer is a signing authority.

The Vice-Presidents Internal ensures that:

  • To assume all of the President’s duties without election due to absence or vacancy of the president’s post;
  • To assist the President in carrying out his/her duties;
  • To be a co-signatory on the association’s bank account;
  • Represent UWASA in UW Somali Student Association (UWSSA) Executive meetings or appoint a UWASA Full Active Member to do so if agreed upon by the UWASA Executive body
  • Manages the Secretary, Administrative, Finance Directors and the SSA Representative
  • Ensures that the next Vice-Presidents Internal is trained.

The Vice- President External ensures that:

  • To assume all the President’s duties without election due to absence or vacancy of the president’s post
  • To assist the President in carrying out his/her duties
  • Manages the Marketing, Technical, Creative, and Events directors
  • Ensures that the next Vice- President External is trained.

The Administrative Director ensures that:

  • Maintain club’s connection to FEDS; and
  • To oversee the administration of the club and inform the executive on the right procedures to undertake e.g. running events, sponsorship letters, contracts etc.
  • Ensures that the next Administrative Director is trained.

The Financial Director ensures that:

  • To maintain all financial records and transactions of UWASA and make all required payments;
  • To collect dues from members and encourage members to submit dues each term
  • To be a co-signatory on the association’s bank account;
  • To be fully accountable to the executive committee and general assembly for all the association’s funds;
  • To present a financial report at the last general assembly
  • To brainstorm, plan and supervise the implementation of club fundraising events, and
  • Maintain a documentation for all members (Membership List).
  • Ensures that the next Financial Director is trained.

The Events Coordinator ensures that:

  • Implements ideas presented by the Creative Director as well as members of the club;
  • In charge of planning and execution of events
  • Weighs the pros and cons of events and activities and advices on how to go about them;
  • Connecting with people (within and outside the club) to acquire resources needed for smooth running of plausible events; and
  • To make sure all organized events are a balanced mix of UWASA’s mission to Educate, Entertain and Empower.
  • Ensures that the next Events Coordinator is trained.

The Creative Director ensures that:

  • To come up with social and cultural events;
  • Works directly with VP External/Events Coordinator;
  • In charge of planning and execution of events (affordability, creativity etc.) along with the Events Coordinator;
  • Expected to present lots of ideas, and solicit ideas from members as well, to create a vibrant atmosphere in the Club; and
  • To make sure all organized events are a balanced mix of UWASA’s mission to Educate, Entertain and Empower.
  • Ensures that the next Creative Director is trained.

The Marketing Director ensures that:

  • To provide communication, advice and feedback between the executives and external bodies;
  • To inform the public of the association’s events;
  • To keep a constant and engaging online presence on behalf of the association;
  • Responsible for maintaining the association’s Facebook, Twitter, Instagram, Snapchat and other social media accounts
  • Ensures that the next Marketing Director is trained.

The Technical Director ensures that:

  • Responsible for maintaining the association’s Website including uploading pictures and other files relating to the association;
  • Acts as a webmaster for the UWASA website. He/she may appoint a webmaster if necessary; and
  • Responsible for creating posters and other advertisements relating to the association and its events. He/she may appoint a graphic designer to help/take over this job if necessary
  • Ensures that the next Technical Director is trained.

The First year representative ensures that:

  • Clubs connection to all first years in both the African and Non-African community
  • Bridging the gap between the first years and the seniors in terms of academics, mentorship etc; and
  • Expected to host at least 2 events every term (Fall and Winter) catered to first year students to help integrate them into the association and the the post-secondary school life
  • Ensures that the next First year representative is trained.

The Traces Representative ensures that:

  • Must have previous experience with Traces (either as a Cast or Committee Member or a previous UWASA Executive)
  • Represent the Traces Committee (TC) in UWASA Executive meetings;
  • Expected to attend at least one FEDS Exec Training meeting during their term;
  • This officer will be elected during the UWASA elections
  • This individual will be in charge of the entire Traces Committee and oversee all operations concerning TC
  • Expected to keep track of all four committees (Creativity, Public Relations, Finance and Logistics) by being the main line of communication between all four committees
  • Must get weekly updates from each Committee
  • Is responsible for making sure tasks are assigned and completed by each TC member
  • Must fill in for any absent TC heads at meetings or find a permanent replacement if need be
  • Must hold at least two Traces Committee meetings each term whereas the majority of members are present
  • Represent UWSSA in UWASA Executive meetings and update UWASA Executives on UWSSA plans/meeting discussions
  • Responsible for attending all UWASA and UWSSA Executive meetings;
  • Expected to attend at least one Exec Training meeting during their term
  • To be a co-signatory on UWSSA’s bank account
  • This officer will be elected/appointed during the SSA elections but must be picked by the end of the UWASA Voting period.
  • Ensures that the next Traces Representative 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.


General Meetings

The club will hold termly 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:

  • Email
  • Email

Emergency meetings can be called by an executive via:

  • Email
  • Email

and must be sent to the appropriate members at least 48 hours prior to the meeting time.


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.


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.


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.


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.


No organization(s) is/are currently affiliated with this club.