Student Union Policy Manual

Policy Manual Of The StFX Students’ Union

Vision Statement

The St. Francis Xavier University Students’ Union will uphold the will of the students of Saint Francis Xavier

University. This policy manual is designed to give all students an understanding of what their Student Union

can do for them. Through these policies, the St. Francis Xavier University Students’ Union supports

engendering spirit, creating a sense of community among students, serving the needs of others, and, above all,

never forgetting that we work for the students first.

SAINT FRANCIS XAVIER STUDENTS’ UNION POLICY MANUAL

MISSION STATEMENT - ST. F.X. STUDENTS' UNION

As in the By-laws of the Saint Francis Xavier University Students Union

The Saint Francis Xavier University Students' Union is the democratic, participatory student voice at St. Francis

Xavier University. Its aim is to help StFX students have the best university experience possible.

The StFX Students' Union will provide services that students deem necessary - at the lowest possible cost.

The StFX Students' Union will defend the rights and represent the interests of St. F.X. students, keeping in

mind that students are the core of this university.

The StFX Students' Union will assist in the organisation of as many student activities and groups as possible,

especially those which directly benefit those in need within and outside the university community.

The StFX Students' Union strives for a university community free of discrimination based on gender, race,

sexual orientation, or any other basis, and is committed to organizing a strong student body prepared to correct

these wrongs.

The StFX. Students’ Union is committed to the protection of the environment.

The St. F.X. Students' Union believes that university education should be accessible to anyone that is

academically qualified regardless of their ability to finance their own education and will always impress this

point on the University, on government, and on other external groups.

Introduction

Saint Francis Xavier University. The Union is the democratic studentStudents’ Union Representative. They should be reviewed and re-passed by Council on a

These policies are designed to be guiding principles for the

Students’ Union, herein referred to as the Union

organization of Saint Francis Xavier University.

Policies must be passed by two-thirds (2/3) majority vote of the

Council, herein referred to as Council

yearly basis.

 

Activities Policy

seventy percent (70%) of the tickets are sold.

The Union, through the direction of the VP-Activities and Events and the VP-Finance, will set ticket

prices for its events with the following mechanism: fixed costs will be determined, and the event will

break even if

No entertainment contract will be considered valid without the signatures of the President

(or VP-Executive), VP-Activities and Events, and the VP-Finance signatures and the

approval of the Executive Board.

The Union will attempt to make sure that its events are open to all students, including those under

the legal age of alcohol consumption – nineteen (19). The Union will also encourage the

programming of non-alcoholic events (ex. film series).

Students have first priority to tickets sold for events organized by the Union.

Advertising Policy

The Union will not tolerate outstanding debt from its advertisers. It will make every effort to collect

this debt first through the Advertising Managers, then through the VP-Finance, then through a

collection agency, then through the Union’s lawyer, if deemed necessary. No business with

outstanding debt will be allowed to advertise in Union publication until they have paid off or have

arranged to pay off their debt.

The Union will not accept any advertising that is racist, sexist, homophobic, or discriminatory in any

way. Businesses that foster discrimination will be banned from Union publications.

Alumni Policy

The Union appreciates the important role alumni play in our university community.

The Union will work in cooperation with the Alumni Affairs Department in order to

publicize students’ ideas and concerns to alumni.

The Union will have a “priority list” which outlines the areas of the university students think

need alumni funding the most and will clearly communicate these priorities to alumni.

Athletics Policy

The Union recognizes the important role that Varsity sports play in our university community.

However, the Union considers students’ academic, housing and living needs more important.

The Union encourages the University to work toward achieving equity between men’s and women’s

Varsity sports.

Budget Policy

The Union is a not-for profit organization and will be operated with a break-even philosophy.

The Union budget is a fully open document and the VP-Finance will make it available to all students

upon request. In addition, the VP-Finance will answer any question students have about the budget.

There will be a meeting open to all students during budget preparations so they can have the

opportunity to make recommendations and suggest changes.

Campus Police Policy

The Union shall have a Campus Police force.

The Campus Police Force shall be an organization made up of members of the Union, whose prime

function will be to maintain order at student activities and assist in campus security through

enforcement of the St.F.X. Community Code.

The authority of the Campus Police is as follows:

The Supreme Authority of the Campus Police force is the Students’ Union Representative Council.

The Primary Authority of the Campus Police force is the Police Commission

The Secondary Authority of the Campus Police force is the Campus Police Chief and the Deputy

Campus Police Chief

The University Administration has no administrative power over the Campus Police Force.

All members of the force must be a minimum of 19 years of age. All members of the force shall

attend mandatory training seminars in September of each year. This will include returning and new

Campus Police. Failure to attend these sessions will result in suspension from the force.

Members of the force shall receive financial remuneration for their services, to an amount designated

by the Students' Council at the beginning of each university year. Campus Police shall be selected by a

group consisting of the incoming and outgoing chief and deputy and a minimum of four (4) other

senior CPs. This shall be done after the new Chief and Deputy are selected and before the end of the

term.

The Campus Police accounts and payroll are under the auspices of the Students' Union Vice President

Finance.

If while on duty, the service, conduct or general attitude of any member of the force is deemed

unsatisfactory by the Campus Police Chief in consultation with the Police Commission, that member

shall be subject to dismissal from the force and/or disciplinary action pending consideration by the

University Discipline Committee.

Campus Police officers are to act solely as police and shall not be responsible, in any way, for the

organization of any function, unless previous arrangement has been made.

Any other policies pertaining to campus police can be found in the Campus Police Manual passed by

the Students’ Union Representative Council.

Charity Policy

In following the true Xaverian spirit, the Union will contribute to charitable organizations and it will

encourage its societies to do the same.

All residences and off campus students will participate in and contribute to charitable and volunteer

organizations through their Charity Representatives. Through the VP-Student Relations and the

VP-Union Services the Union will encourage houses and off campus students to work together in

organizing events for charity. Priorities for charitable donations can be established by the individual

residences and off campus students by consensus of the Union.

Childcare Policy

The Union encourages the University to establish, as soon as possible, a childcare service on campus

for those students who need it. The Union will give financial and organizational help to the cause.

The Union encourages the provincial and federal government to create more subsidized spaces for

students with children.

The Union will help raise awareness among the student body of the special needs of students with

children.

Coady International Institute Policy

The Union recognizes the positive impact that students from the Coady International Institute have

on our university experience.

Coady students will be given free admission to summer events sponsored by the Union.

Under the direction of the President and the Coady Student Liaison the Union will encourage

and support as many events as possible which foster interaction between Coady students and the

St.F.X. student body.

Computer Policy

The VP-Finance and the VP-Communications will be responsible for the supervision of

Union Computers. The VP-Communications shall be responsible for supervision of other

Union technology including cameras and camcorders owned by the Union.

The first priority of Union computers will always be Union business.

Condom Policy

The Union recognizes the existence of sexual activity among the student body. It also recognizes the

risk of sexually transmitted infections (i.e. AIDS, Chlamydia, gonorrhea, etc.) and unwanted

pregnancy inherent to sexual activity. To this end, the Union promotes the use of condoms as the use

of condoms as the best means of reducing the risk of sexually transmitted infections and pregnancy.

The Union will both 1) promote responsible lifestyle choices and increase awareness of sexually

transmitted infections; and 2) distribute condoms in order to aid students in making responsible

choices.

The issue of condoms is a responsibility to be carried out by the VP-Executive. S/He shall obtain a

maximum initial supply of condoms for the beginning of the academic year. Condoms are to be

distributed equally by a percentage of residence populations through the House Health

Representatives. Remaining condoms will be distributed through the VP-Executive’s Office,

Condom vending machines and for additional use in awareness campaigns. Subsequent to the

depletion of the initial supply the distribution of condoms fall under the onus of the individual.

Course Evaluation Policy

The Union believes that students have the right to evaluate their professors and to have full access

to the results of these evaluations. However, a reasonable agreement with faculty is necessary for the

Union to resume an effective course evaluation service.

The Union will support services like the Academic Forum during Orientation Week as efficient ways

to provide relevant information to students about courses and professors.

Students with Disabilities Policy

The Union believes that a university education should be made accessible to all people who are

academically qualified, notwithstanding any physical or learning challenges.

The Union encourages the University to make improvements that will make education and services

more accessible to students with physical and learning disabilities. The Union will work with

administration, faculty, and staff to encourage them to be sensitive to these students’ needs.

The Union will do its best to make its services accessible to students with disabilities. This would

include, but should not be limited to, holding meetings in places that can be accessed by a

wheelchair, and publicizing in large print.

The Union will help students with disabilities communicate with their provincial and national groups.

The Union will raise awareness among the student body about the special needs of students with

disabilities.

Donations Policy

Each year the Union shall incorporate donations into the budget. This money shall be available to any

member of the Union. In order to request money a proposal shall be presented to the Chair of the

Budget and Finance Committee, namely the VP-Finance.

The Budget and Finance Committee shall consider how the donation would positively effect the

student or group, as well as the St.F.X. students at large. They shall also consider what other resources

this person or group has used to acquire addition funding such as fund-raising, etc. The Budget and

Finance Committee shall also consider how this money is going to be spent, and how large the

donation requested is compared to the total cost.

The Budget and Finance Committee shall not consider donations requested by societies or groups

that have been given a working budget.

Once the Committee has decided the amount to allocate, if any, the request shall be brought to

council for ratification. Should the donation be ratified by a 50%+1 vote, the donation will be granted

and the Chair of Council shall inform the person or group of the decision. The VP-Finance would

then ensure that the donation as well as all receipts and a report of the event are provided.

Elections Policy

The Returning Officers under the supervision of the Chair of Council have complete authority over

elections held by the Union. Any concerns or appeals brought through other channels in the Union

shall be considered completely invalid.

Tutoring @ X Policy

The Union will support and promote the Tutoring @ X in order to provide any student in need of

academic assistance with tutoring free of charge.

Environmental Policy

Environmental Officer, the Union will educate the student

The Union is dedicated to ensuring that its management and operations will take into account

environmental issues. To this end, the Union will introduce environmentally friendly practices into

its operation, programs and activities. The Union believes that the integration of such practices

should become a university-wide policy.

To enact this vision, the Union recommends that all activities organized and managed by the

students should do the following where possible:

- Have blue boxes available at all activities for the recycling of paper and beverage containers

and other materials when and if recycling programs become available.

- Utilize double-sided copying for distribution of printed materials

- Use recycled products were possible (i.e. paper)

- Use the service of local businesses

- Promote the purchase of environmentally friendly products

When purchasing or dealing with outside businesses, the Union will try to ensure that the companies

with which it deals are not antagonistic to the environment.

Whenever possible, the Union will repair its equipment instead of replacing it. The Union will try to

make its equipment more energy-efficient. The Union encourages the University to do the same.

The Union believes that the approach to the environment should be proactive rather than reactive

and emphasize education. Through its

body about environmental issues and promote an environmentally friendly lifestyle.

The Union supports the following ten policies with regards to the environment and feels that the

University should do the same;

i) the Union will enforce that students use every opportunity to raise public,

government, industry, foundation and university awareness by openly addressing

the urgent need to move toward an environmentally sustainable future.

ii) The Union will support education research, policy formation, and information

exchange on population, environment, and development to move toward global

sustainability.

iii) The Union will support programs that produce expertise in environmental

management, sustainable economic development, population, and related fields to

ensure that all university graduates are environmentally literate and have the

awareness and understanding to be ecologically responsible citizens.

iv) The Union will support programs to develop the capability of St.F.X. faculty to

teach environmental literacy to all undergraduate, graduate and professional

students.

v) The Union will set an example of environmental responsibility by the establishment

of ecology policies and practices or resource conservation, recycling, waste

reduction, and environmentally sound operations.

vi) The Union will encourage involvement of government, foundations, and industry

in supporting interdisciplinary research, education, policy formation, and

information exchange in environmentally sustainable development. The Union will

also work with community and nongovernmental organizations to assist in finding

solution to environmental problems.

vii) The Union will work towards convening university faculty and administrators with

environmental practitioners to develop interdisciplinary approaches to curricula,

research initiatives, operations, and outreach activities that support an

environmentally sustainable future.

viii) The Union will support partnerships with primary and secondary schools to help

develop the capacity for interdisciplinary teaching about population, environment,

and sustainable development.

ix) The Union will support work with national and international organizations to

promote a worldwide university effort toward a sustainable future.

x) The Union will support work with the Association of University Leaders for a

Sustainable Future (ULSF) to continue this momentum, and to inform and support

other’s efforts to work towards a sustainable future.

 

 

Executive Transition Policy

Executive positions should be selected as early after the Union’s general elections as possible in

order to provide for a smooth transition.

As soon as members of the Executive have been selected for the following year, they should

immediately begin working with the incumbent Executive to learn what is expected of them in their

new positions.

The outgoing Executive will arrange a transition weekend for the period following April exams as a

culmination of this process.

External Policy

The Union will support educational and related causes that affect the student body of St. F.X.

University.

To this end, the Union firmly supports the idea of membership in provincial and national student

organization. However, the Union will join these organizations only if they are considered an

effective and efficient use of students’ money.

Faculty Policy

The Union believes that a strong relationship between students and faculty is beneficial for students,

for faculty, and also for the entire St. F.X. community.

The Union will strive to create a good rapport with faculty through interaction on committees,

through correspondence, by encouraging participation of students and faculty together in events

such as intramurals, and by being students themselves.

The Union believes that quality professors are able to maintain a good balance between teaching and

research. Teaching and the needs and concerns of students should be a professor’s first priority.

The Union recognizes and appreciates the efforts of faculty to give students the best education

possible. In effort to reward extraordinary and strongly supports the University’s Outstanding

Teaching Award program.

Fax Policy

Fax rates will be determined annually by the Executive.

Union personnel are encouraged, whenever possible, to send faxes at times when the rates are cheaper

(i.e. after 6pm).

Final Report Policy

Therefore, it is essential and mandatory that outgoing

 

The difficulty in performing an Executive, Sub-executive or Council job without prior knowledge of

what one can expect is enormous.

Executive, Sub-executive and Council members write a final report in order to assist the

person replacing them at the position.

Executive, Sub-executive or Council members will not receive their final honorarium payment until

their final report has been submitted to the Chair or Deputy Chair of Council.

Food Service Policy

The Union will work constructively with the food companies holding the University contracts to

ensure that students, on-campus and off-campus, receive the best possible quality of food service.

The Union supports any moves by these food companies to improve their service or to better

accommodate students’ needs.

In light of their of students’ financial difficulties, the Union encourages campus food companies to

keep their prices as low as possible.

Gay, Lesbian and Bisexual Policy

The Union firmly opposes discrimination on the basis of sexual orientation and will strive to make

the St. F.X. community more accepting of those of non-heterosexual orientation.

The Union supports the Lesbians, Gays, Bisexuals, Transgender at X (LGBT) society in its similar

efforts.

The Union opposes homophobia, is opposed to the distribution of homophobic material, and

pledges to document incidences of homophobia of homophobia on campus.

The Union encourages the University to interpret its sexual assault and harassment polices in a way

that reflects divergent sexual orientations.

Gender Issues Policy

The Union condemns sexism, is opposed to the distribution of any sexist material, and pledges to

document incidences of sexism on our campus.

The Union will address issues such as date rape, sexual assault, equality between the sexes, and

relationship abuse. Presentations will be given to on-campus and off-campus students to inform

them about these issues.

The Union will recognize December 6 as the anniversary of the Montreal Massacre and will

encourage students, administration, faculty and staff to help commemorate the 14 women who

were killed on that day in 1989.

The Union will support and encourage student groups that aim to address gender issues in a

positive way.

Hiring Policy

two (2) Representative Councilors appointed by the Chair of

Unless stipulated by the Union By-Laws, this shall be the Hiring Policy for any and all appointed

Union positions.

The Union does not discriminate on the basis of sex, religion, race, colour, national or ethnic origin,

age, disability, or sexual orientation. Hiring for all positions in the Union shall be done in a

professional and ethical way.

Applicants shall be given two (2) days notice of the time and location of their interview. The Human

Resources Committee shall conduct the interview of each candidate. After all candidates have been

interviewed, the Committee shall meet to discuss the candidates. A vote shall be taken to determine

who will be the candidate for appointment. The Committee will then report to council the decision to

be ratified by council.

The composition of the Human Resource Committee shall remain the same for the duration of all of

the interviews for one particular position. A change in the committee’s composition deems the Hiring

Process void.

The Human Resources Committee shall be made up of no less than five (5) people. The Committee

shall be comprised of members as outlined in the By-Laws. In the event that the position in question

is currently vacant, or the holder is re-applying to the position, the Chair of Council shall appoint an

additional Representative Councilor to fill the vacancy on the committee.

During the hiring process for the Executive Board, the President and Vice-President Elect shall sit on

the committee along with at least

Council.

Under no circumstance shall there be less than five (5) voting members on the Hiring Committee. If

there is an even number of voting members on the Committee, voting privileges will be extended to

the Chair of the Committee.

If under any circumstance the above procedure is not followed, the interview process shall be

considered null and void. The process will have to be restarted. If the Chair of the Committee deems

it necessary, the committee may be dissolved and reformed.

 

 

Honorarium Policy

Honorarium changes can only be addressed at the last Council meeting of the year. Changes to a

position’s honorarium cannot be retroactive.

Honoraria for sub-executive will be determined the executive to whom the sub-executive reports to.

Honoraria for elected officials shall be determined by the Chair of Council.

Advances on honoraria are strongly discouraged and will be considered by the VP-Finance on an

individual basis. Advances will not be given out for more than one month in advance and can only

be requested two times a year.

Fines and penalties should be outlined explained clearly by the Chair in writing.

If deductions from an honorarium result in a particular member of the Union receiving no money or

being in debt to the Union, then that person will receive no honorarium.

House Council Policy

The Union recognizes House Councils are the central, democratically elected student voice of oncampus

residences, under the governance of the Union.

House Councils will consist of no less than the House President, Vice-President,

Treasurer, Food Representative, Chapel Representative, Health Representative, Varsity

Mania Representative and Intramural Representative.

House Councils will be governed by their constitutions. House Constitutions should be reviewed on a

yearly basis. All House Constitutions are available to the student body and can be accessed at the

office of the Chair of Council.

The House Presidents will protect the rights of their constituents and will uphold the

House Constitution.

The VP-Finance will audit the finances of each house on a yearly basis to ensure that money spent

by the House President and the House Treasurer is used to benefit the residents.

The Union insists that the University respect the rights of House Presidents and the

House Councils to make decisions autonomously and democratically.

In-House Orientation Policy

The Union supports that tradition of residences organizing a special welcoming week for their firstyear

students in order to promote bonding within the residence. This in-house Orientation shall take

place during the first week of classes.

The Union encourages lively, fun and positive events during in-house Orientation and opposes

actions by the University that unnecessarily curtail the spirit of in-house Orientation.

The Union opposes events that will endanger the physical, mental or emotional well being of

students. Enforced drinking will not be tolerated.

International Student Policy

The Union recognizes and appreciates the richness and diversity that international students bring to

St. F.X. The Union firmly supports International student organizations and societies and will do as

much as possible to support these efforts.

The Union has established an International Councilor to assist these students with whatever needs

they may have, as well as will promote the services of the International Advisor.

The Union encourages the University to provide as many services as possible to international

students attending St. F.X.

The Union opposes any premium charged by the university on top of the differential fee required

by the Maritime Provinces Higher Education Council.

Lawyer Policy

All consultations with the Union’s lawyer will be done by the President, VP-Executive or the

VP-Finance. All significant Union contracts should be checked over by the Union’s lawyer.

Meeting Fees Deduction Policy

su_chair@stfx.ca)th SUB)

From time to time, each Councilor, Executive, or Sub-Executive member of the Students’ Union will

be called to attend a meeting. These meetings are designed to ensure proper representation of the

Union when discussions are to take place. Failure to attend a meeting of any sorts such as council,

standing committees, etc., means a lack of proper representation of the members of the Union.

Failure to give adequate notice of tardiness or absence form a meeting will result in a deduction in

honoraria. Adequate notice can be given in any one (1) of three (3) ways.

i) E-Mail to the Chair (

ii) A voice message to the Chair (867-5137)

iii) A letter given to the Chair in the mailbox in the Union Secretary’s Office (4

Justified tardiness/absence can be described as, but not limited to:

i) class or lab

ii) medical appointments

iii) illness

Unjustified tardiness/absence can be defined as, but not limited to:

i) other university commitments (campus jobs, etc.)

ii) extracurricular activities

iii) external employment

The Union recognizes that some situations will be circumstantial, and in doing this, the Chair reserves

the right to find justification or lack thereof in any situation.

The list of deductions applies to all members of the Union who are elected or appointed to

committees and receive monetary compensation (meeting fees) for their time on them. Deductions

from meeting fees will not be given without proper reasoning attached therewith: the Chair and

Deputy Chair will ensure that reasons for deduction is issued to the member as soon as possible.

Each notice of fine will be submitted to the VP-Finance, the offender, and the Chair of the committee

concerned. The fine will be deducted from the position’s meeting fees. The most common

transgressions follow.

Meeting Fees Deduction List

Reason for Deduction Councilors’

Meeting Fees

Executives’

Honoraria

Absence, without appropriate regrets from a council meeting 10% $20.00

Absence, without appropriate regrets from a committee meeting (except Executive Board)

5% $10.00

Contempt of Council 10% $20.00

Breech of Decorum 10% $20.00

Late for Council or Committee Meeting without appropriate regrets 5% $10.00

Absence from training week without appropriate regrets 25% $50.00

NOTE: Reasons are not limited to this list. Deductions not listed or

interpretations thereabout will be dealt with by the discretion of the Chair

of Council.

The Union recognizes that the Chair, like everyone else is human, and sometimes mistakes can be

made. The Chair and Deputy Chair of Council hold sole discretion in the levying of fines within the

parameters of the Meeting Fee Deduction Policy. Each levying of a fine will be approved by both the

Chair and the Deputy Chair of Council.

In the event that a member has sufficient reason to contest the levying of a fine from the Chair’s

office, an appeal can be made to the Chair and Deputy Chair of Council at their convenience within

forty-eight (48) hours of the fine being issued by the Chair’s Office. Notice will be given to the

representative within 24 hours of the appeal. Upon oral or written receipt of the decision made by

the Chair and Deputy Chair, it will be final, and no further appeals will be entertained.

 

 

Off-Campus Housing Policy

The Union is committed to help students find off-campus accommodations, through the VP-Union

Services and the Off-Campus and Tenancy Officer. The Union will do so without bias to particular

students in accordance with the Canadian Charter of Rights and Freedoms. The Union’s off-campus

housing service is not intended for non-students.

The Union will uphold students’ tenancy rights as described in the Nova Scotia Residential Tenancy

Act. Assistance may be in the form of limited legal advice by the VP-Union Services and the Off

Campus and Tenancy Officer, directing students to relevant officials (ex. the Department of

Consumer Affairs), or information about particular landlords.

The Union is dissatisfied with the present situation of off-campus housing in Antigonish. Our

particular concerns are excessive cost, substandard conditions, and poor treatment of students by

landlords.

The Union encourages the University to help off-campus students alleviate their off-campus housing

problems in every way possible.

The Off-Campus Committee will encourage students to document their complaints against landlords

with the VP-Union Services The Committee will review this file and will review the status of every

landlord who has been accused more than once. A landlord under review will be judged by the

seriousness of his/her actions, and considerations will be made pertaining to the landlord’s

contribution to the St. F.X. community.

Through the Union’s Off Campus and Tenancy Officer the Union will attempt to make

landlords accountable to students for the living standards of their property. The Off Campus

and Tenancy Officer ill rate inspected properties in terms of standards established by the VPUnion

Services

If a certain landlord presents chronic problems for students, the Off-Campus Committee will

consider terminating all business relations between the Union and that landlord. This action will be

considered indefinite. For this policy, business relations include but are not limited to the following:

listing his/her accommodation and relations with any businesses that the landlord may control. The

Union may make certain exceptions with regards to terminating relations with landlords vital in

some way to the Union.

The VP-Union Services will keep and accurate, updated file on all landlords with whom the Union

has terminated relations. Students will be discouraged from dealing with these landlords.

The Off-Campus Committee will attempt to conduct a survey of students’ landlords on an annual

basis.

Office Policy

Union offices are, first and foremost, for Union business.

All Union personnel will determine their office hours and will post these clearly in order to inform

students.

The Executive will review the Union’s office space every summer in order to ensure effective use of

space.

Operations Policy

Unauthorized purchases will be charged to the person who

Purchase orders will be requested through the VP-Finance’s office. All purchases made on behalf of

the Union must be approved through this office and accompanied by a purchase order with the

signature of the VP-Finance. A copy of the purchase order must then be returned to the VP-Finance

after the purchase has been made.

did the purchasing without authorization.

The requisitioning of a cheque must be done at least one week before the cheque is required and

given to the VP-Finance for consideration.

The VP-Finance will purchase supplies for Union personnel and will distribute them at the beginning

of each term. Afterwards, personnel should request additional supplies through the VP-Finance for

supplies unless other arrangements are made.

Orientation Policy

The following students cannot be members of the Orientation Executive or Committee:

Union Executive, Off-Campus Councilors, House Presidents, Campus Police and

Residence Staff.

If Orientation Co-Chairs are from different places and wish to meet during the summer in order to

plan Orientation, the Union will reimburse one traveling Co-Chair for one-half the expense, to a

maximum of $100.

Photocopying Policy

Every effort should be made to have photocopying done by the University’s Copying Service:

Media Services. Anything over twenty-five (25) copies are to be sent to the Media Services and will

be double-sided.

Photocopying rates will be determined annually by the Executive.

Poster Policy

Any publicity in the form of banners, poster, etc. is permitted only on bulletin boards in academic

buildings, and in residence unless otherwise specified.

Bulletin boards are available on a first-come first serve basis. Removal or the covering up of any

poster already placed on a bulletin board is prohibited. Such material will be removed.

Any publicity that is to be posted must be approved by the appropriate Union Executive. No material

that is slanderous, offensive, harassing, discriminatory, etc. will be permitted.

Failure to comply with this policy will result in the removal of the poster as well as possible

disciplinary action by means of the Community Code.

Publicity Policy

publicity office.

As a democratic student organization, the Union will publicize its events and services as fully as

possible through its

On-campus and off-campus students will have equal access to the Union’s publicity efforts.

The Publicity Manager will form a publicity committee made up of on-campus and off-campus

representatives that will meet on a regular basis to create publicity material and disseminate

information.

 

 

Referendum Policy

The Union believes strongly in referenda as a powerful mechanism to make decisions democratically.

Because of its power, the referendum is tool that should be saved for only the most crucial matters.

As with Union elections, the Returning Officers will govern the execution of a referendum.

Residence Policy

The Union believes that, for those students choosing to live on-campus, quality residence life is

crucial for a positive university experience. The Union encourages the University to provide the best

residence life possible for on-campus students.

The Union will thus support any action that improves the quality of residence life, and will equally

criticize those actions that are detrimental for the quality of residence life.

The residences must be kept in good physical condition. For on-campus students to succeed both

academically and socially, residence buildings must be kept in good repair. Thus the Union will

encourage the University to make reparations to residences efficiently and to the best of its ability.

Through the Housing Committee, the Union will establish, on an annual basis, short-term and longterm

priorities for the physical structure and quality of life in residence. These priorities will be

communicated to the University through the VP-Student Relations.

Positive spirit in residence is crucial. The Union will encourage the University to constantly evaluate

its responsiveness to students’ needs and wants. The Union will promote “house spirit” and will

oppose any action by the University that unnecessarily restricts house spirit.

Students have the right to treat their residence as a home and should be allowed the privileges that

accompany this right. Although reasonable limitations may be put on students in residence as a

measure to protect the good of all on-campus students, their freedoms shall not be unduly limited.

For all of the above reasons, the Union believes that the University should have considerable

student consultation before making any major residence changes (ex. changing a residence from

single-sex housing to co-educational housing). The University should move forward with changes

only when consensus student approval is achieved.

Services Policy

The Union will attempt to offer all services deemed necessary by students that it can reasonably

achieve and afford.

In providing services to its members, the Union will ensure that demographics are properly

considered. The Union acknowledges that on-campus and off-campus students have different needs

and challenges, and that they should receive equal services.

The Union recognizes that all full-time students pay the same Union dues and so will receive equal

access to Union services.

Society Policy

The Union recognizes the positive impact student societies bring to our campus. If a society is to be

recognized by the Union, it must abide by the Policies of the Union. The Union recognizes freedom

of expression but does not discriminate on the basis of sex, religion, race, colour, national or ethnic

origin, age, disability, or sexual orientation, and therefore will not recognize any society who does.

Any society that wishes to be ratified shall contact the VP-Student Relations for the appropriate

documentation. In its support of societies, the Union will provide some funding to eligible groups. In

order to receive funding, a Budget Request form must be filled out and submitted to the VP-Student

Relations for review by the Budget and Finance Committee, and ratification by council. Partisan

political organizations are not eligible for funding from the Union. Any allocations not spent can be

carried over to the next term.

It is the society leader’s responsibility to ensure that all publicity material is approved by the VPStudent

Relations before being posted. All material must bear the society name. Material that is

offensive, harassing, discriminatory, etc. will not be approved and is at the discretion of the VPStudent

Relations. Placement of publicity items must only be on bulletin boards in academic buildings

unless otherwise specified. Failure to comply to the Union Poster Policy will result in the removal of

the poster.

Student Aid Policy

With the fact that the lack of personal financial resources is one of the significant barriers to

accessibility to post-secondary education, the Union believes that the provincial and federal

governments are obliged to create student assistance programs that meet the real costs of

attending university.

The union wants a student aid system that does not impose unfair debt on students and that

recognizes realistic student and parental contributions.

The union believes that, in their administration of the student aid system, the provincial and federal

governments significantly underestimate the costs involved with living off-campus and that these

costs should be reflected more realistically.

The Union fully supports the creation of a student air program for part-time students.

The Union encourages the University, faculty, alumni, and all other interested groups to lobby the

provincial and federal governments for a fairer student aid system.

The Union encourages the University to maintain its counseling services for financial aid.

Student Employment Policy

The Union believes that, in order to allow students to further their university education, the

provincial and federal governments should create comprehensive summer employment programs

that would aim to substantially lower the summer unemployment rate for students.

The Union encourages the University, faculty, alumni, and all other interested groups to lobby the

provincial and federal governments for a better summer employment program for students.

The Union encourages the University to maintain and develop its Student Employment Centre.

The Union encourages University personnel and departments to hire as many students as possible

for part-time and summer jobs.

When hiring, the Union will always consider students first.

Student Representation on University Committees Policy

The Union believes that, in order to operate St. F.X. openly and effectively, students should be

represented on all University committees.

There should be as many student representatives on a committee as there are faculty

representatives.

Student appointments to University committees should be done by the Union.

The Union believes in informing students of matters of the University administration. The content

discussed within the University Senate and Board of Governors shall be reported at the discretion

of the President and Vice-President with respect to the confidentiality of said meetings.

Telephone Policy

Union personnel should log all their calls and indicate which ones are personal. If not logged, calls

will be considered personal and these charges will be deducted from their honorarium payment.

Union personnel are responsible for others who use their phone.

Ticket Pass Policy

Councilors and others deemed appropriate by Council will receive an “Activities Pass”. This Activities

Pass will guarantee them free access to events sponsored by the Union. The Activities Pass is both a

reward for Councilors service to the Union and a way of promoting Union events. House Presidents

and Councilors are expected to promote Union events among their constituents.

Except for the VP-Activities and Events, the Entertainment Coordinator, or others directly

involved with the running of a Union sponsored event, all holders of Activities Passes must still

line up.

The VP-Activities and Events will draw up the guest list. The guest list should be kept to a

minimum and must be approved by the VP-Finance. Only the VP-Activities and Events has the

power to change the list.

Travel Regulations Policy

All traveling on Union business in which expenses are going to be incurred must first have approval

of the Executive.

Per Diems are not to be expected and must be brought up separately by the Executive.

Tuition Policy

The financial burden of a university education in Canada continues to rise. This is happening at the

time that a University degree is becoming more and more essential in the job marketplace. With this

in mind, the Union believes that the University should make the education it offers as affordable for

students as possible. The Union encourages the University to make every possible effort to freeze

tuition, keeping in mind that university education is a right and should be accessible to those who are

academically qualified, regardless of their ability to pay.

Students should be made fully and immediately aware of the University Budget Committee’s tuition

proposals. The Union believes that the University should actively inform students of tuition increases

and explain its reasons for raising tuition openly to all students. Since tuition fees affect all students,

all students have the right to know about the state of those fees and situations that affect them.

Union Autonomy Policy

The Union is an autonomous democratic student organization and is responsible only to the St.

F.X. student body by virtue of their membership in the Union.

Xaverian Weekly Policy

The Union shall recognize the Xaverian Weekly as editorially autonomous.

The Union will present its ideas about the Weekly though the Publications Board and in accordance

with the Weekly’s constitution.

The Publications Board will determine the Weekly’s budget but increases to this budget must not

exceed the increase (in percentage to the Union budget. Council will not interfere financially with

the Weekly’s operations.

The Union encourages Union Executive, sub-Executive and Councilors to make themselves

available to Weekly staff for interviews about Union meetings, actions, events, and policies.

Yearbook Policy

Only full-time students can receive a yearbook. First-year students cannot receive a yearbook.

Although the Union will strive to ensure that all who want a yearbook will receive one, it does not

guarantee a yearbook to any of its members. Yearbooks are distributed on a day-to day basis.

ANY SITUATIONS NOT OUTLINED IN THIS POLICY MANUAL WILL BE

ADDRESSED BY THE STUDENTS’ UNION REPRESENTATIVE COUNCIL