Bylaws and Policies

Operating Policy Manual

Operating policy acts as a standing directive from the Executive Committee to the organization and outlines policies and procedures that all employees, volunteers, members of Students' Council and departments of the Students’ Union are expected to follow.

It shall be expected that department-specific operating policies are maintained by the head of the department in consultation with Core Management and the Executive Committee.

Contents

1 General

1.1 Alterations to Operating Policy

  1. Operating policies may be created, amended, suspended, or retired by either the Executive Committee or Students’ Council.
    1. Proposed alterations to Operating Policy by management should be presented to Core Management for consultative feedback and advice prior to approval by the Executive Committee.
    2. Any alterations approved by the Executive Committee shall be reported to Students’ Council.
  2. Individuals may make requests for policy reviews to the Executive Committee. Requests which must include a statement of the reasons as to why a policy review should be conducted.
  3. Responsibility for the effective administration of the operating policy manual shall rest with the Vice President (Operations & Finance).
  4. The Executive Coordinator, under the guidance and direction of the Vice President (Operations & Finance), shall be responsible for ensuring that:
    1. an up-to-date policy manual is made publicly available and easily accessible by both members and employees of the Students’ Union;
    2. outdated versions of the operating policy manual are appropriately archived;
    3. the operating policy manual is formatted in a consistent and presentable manner; and
    4. any approved operating policy alterations are circulated to department heads, Core Management, Students' Council and the all staff email list.

1.2 Enforcement of Operating Policy

  1. Enforcement of operating policy shall be the responsibility of the Executive Committee (or designate).
  2. Any contravention of operating policy shall be discussed by the Executive Committee (or designate). The individual(s) or group(s) in violation of the policy may be asked to appear before the Executive Committee (or designate) to explain their actions.
  3. The Executive Committee (or designate) shall determine an appropriate form of discipline based on the severity of the violation. Any past contraventions of operating policy by the party or parties shall also be taken into consideration.
  4. In all cases, a record shall be kept of the nature of the violation, the name(s) of the individual(s) involved, and the decision(s) made, so that this information is available when future cases are considered. This record shall be maintained by the Human Resources Manager.

1.3 Development and Enforcement of Procedures

  1. Individuals and/or units who are provided delegated authority under any operating policy may develop and enforce procedures, provided that such procedures:
    1. are fully within the scope of the delegated authority;
    2. are compatible with all operating policies and bylaws; and
    3. receive approval from both the General Manager and the Vice President (Operations & Finance) any time that changes are made.
  2. At any time, the General Manager and Vice President (Operations & Finance) may jointly waive and/or grant exceptions to any such procedures.

1.4 Membership in External Organizations

  1. Any organization which the Students' Union is a member of must be open and transparent in its decision-making processes.
  2. The Students’ Union must have full access to all documentation relevant to all organizational meetings, including, but not limited to:
    1. briefing documents;
    2. meeting agendas;
    3. meeting minutes;
    4. any and all documents distributed or presented at organizational meetings; and
    5. the constitution, bylaws, and operating policies of the organization.
  3. §(b) does not exclude the possibility that the Students’ Union may not be granted access to documents of an in camera nature in cases where the Students’ Union is not a voting member of the relevant board or committee.
  4. The Students’ Union must have the right to attend any organizational meeting appropriate to its level of membership within the organization.
    1. This does not exclude the possibility that the Students’ Union may be excluded from meetings in which there is a clear conflict of interest in its attendance. In these circumstances the Students’ Union must be granted prior knowledge that it shall be asked to be absent from the meeting and must agree to this absence.
  5. The external organization must be financially open and transparent. The Students’ Union must be able to hold the organization accountable for all of its expenditures in order to allow the Students’ Union to be fully accountable to its members for any funds paid to the external organization.
  6. The Students’ Union must be the organization that is recognized as holding the membership in the external organization. As such, the Students’ Union shall be entitled to:
    1. select the delegates that shall attend any conference or meeting on behalf of the Students’ Union;
    2. voting rights as extended to other member organizations;
    3. the right to select its own voting delegates;
    4. full access to the budget and all financial records of the organization;
    5. consultation in setting the financial direction for the organization; and
    6. any other rights extended to other member organizations.
  7. The Students’ Union must be able to become a member in the organization within its current framework of organizational memberships. The Students’ Union must not enter into a new membership that may create a conflict of interest with another organization in which the Students’ Union is involved.
  8. The Executive Committee of the Students’ Union must approve any activity of the external organization which is to take place on areas of the University of Alberta campus under Students’ Union jurisdiction, or which shall have a direct impact upon the Students’ Union.
  9. The constitution, bylaws, and standing orders of the external organization must not contradict those of the Students’ Union in a manner that would force the Students’ Union to breach its bylaws, policies or other legislation.

1.5 Ethical Business Partners

  1. Where alternatives exist in the industry, the Students’ Union shall not knowingly conduct business of any kind with companies that:
    1. fail to meet basic standards of environmental protection;
    2. actively undermine or fail to respect basic human rights, as defined by the United Nations Declaration of Human Rights; or
    3. inflict excessive or unnecessary suffering upon animals.
  2. The Students’ Union shall, where practical and feasible, establish business relationships with companies that demonstrate a strong commitment to corporate social responsibility. This may be indicated by effective policies and actions in the areas of:
    1. environmental management systems and environmental policy;
    2. voluntary adherence to standards of ecological regulation;
    3. effectively implemented and monitored equal opportunity policies covering race, gender, religion, disability and sexual orientation;
    4. effectively enforced policies against discrimination or harassment on grounds protected by the Alberta Human Rights Act;
    5. employee benefits beyond statutory requirements;
    6. provision of childcare facilities, job sharing, flextime or career breaks; and/or
    7. constructive industrial relations, co-operation with trade unions or operation of a works council.
  3. The Students’ Union shall give preference to companies that:
    1. are based in Canada;
    2. are energy efficient in their production;
    3. use minimal packaging;
    4. use recycled or reused materials where possible;
    5. produce organic products; and/or
    6. possess a fair trade label.
  4. Wherever practical, companies with which the Students’ Union has had no previous dealings shall be asked to provide information in order to verify §(b) and §(c).
  5. All companies with which the Students’ Union currently does business shall be deemed to meet these criteria, unless violations are found through the complaint procedures outlined in §(f).
  6. Any member of the Students’ Union shall be entitled to lodge a complaint with the Vice President (Operations & Finance) regarding a company with which the Students’ Union currently does business, such complaint to be heard and ruled upon by the Executive Committee.
  7. Where a company is found by the Executive Committee to be in violation of this policy:
    1. where possible, the Students' Union shall cease commercial relations with that company;
    2. where contractual obligations exist, the Students’ Union shall notify that company of this policy; and
    3. upon expiration of contractual obligations, if the company continues to be in violation of this policy, the contract shall not be renewed.
  8. The Executive Committee or designate shall ensure that adherence to this policy does not unreasonably affect the quality or cost of goods provided.

1.6 Information Management & Retention

  1. All contracts and agreements to which the Students’ Union is a party to shall be retained, until at least the contract’s expiration, as follows:
    1. an original signed copy shall be stored in the Students’ Union safe room; and
    2. a digitally scanned signed copy shall be stored in the Students’ Union’s digital contracts repository.
  2. All contracts and agreements shall be provided to the Executive Coordinator, who will coordinate their retention in the central physical and electronic repositories.
  3. The management and implementation of the Students’ Union’s information management, retention and destruction systems shall be carried out by the Human Resources Manager or designate.
    1. Confidential information shall only be disposed of via secure destruction methods approved by the Human Resources Manager or designate.
  4. All cases of lost, stolen, or otherwise potentially compromised confidential information shall be reported to the General Manager.


2 Students’ Union Building & Spaces

2.1 Mission of the Students' Union Building

  1. The Students' Union exists to provide programs, services, facilities, and activities that meet the needs of students. As a primary asset of the Students' Union, the Students' Union Building exists to serve the University community, but primarily to meet the needs of students—past, present, and future.
  2. In seeking to fulfill this mandate, the Students' Union Building shall provide a facility that:
    1. is student-run and operated;
    2. offers a unique environment and atmosphere, distinct from the academic facilities which surround it, so as to serve as the focal and gathering point of non-academic student life;
    3. enables members of the University community—students, faculty, staff, and alumni—to meet and get to know each other as people;
    4. encourages all individuals to share their own diversities in the pursuit of a better understanding of each other and the world around them; and
    5. enhances the image of the Students' Union and the University of Alberta by providing a welcoming atmosphere to the greater community.
  3. The Students' Union Building shall accomplish these aims by providing:
    1. services and amenities that are essential or important to the convenience and well-being of students;
    2. activities which are characteristic of life as a student;
    3. services and facilities which address the social, economic, and cultural needs of a broad spectrum of students and other patrons;
    4. opportunities for relaxation, recreation, entertainment, social interaction, and personal development;
    5. opportunities for the generation of revenue for the Students' Union, to be used in support of student-initiated activities;
    6. a cohesive approach which ensures that the building functions as a whole, rather than as a collection of divergent initiatives; and
    7. an atmosphere of togetherness and celebration.
  4. The lounges found within the building are intended to fulfill five functions:
    1. to act as hospitality centres where students can meet their friends and guests;
    2. to provide shelter while waiting for transport or events;
    3. to provide study reading areas;
    4. to handle the traffic flow to many parts of the building; and
    5. to provide a place for people to eat.
  5. While the Students' Union Building shall always be focused primarily on the task of providing for the various non-academic needs of students, it shall also seek to bring a broader and equally rewarding dimension to campus life.
  6. The Students' Union Building should reflect the excitement and optimism of students, and should also help to bridge the gap that often separates students from the faculty, staff and alumni of their University.

2.2 Building Use

  1. For the purposes of these policies, organizations wishing to use the building shall be classed as follows, with the priority being in the order shown.
    1. Students' Union Departments: any internal department of the Students’ Union.
    2. Registered Student Groups, Student Representative Associations and Dedicated Fee Recipients: student groups registered with the Students' Union, Student Representative Associations as defined in Students' Union bylaw, or organizations that are the recipients of a dedicated fee from the Students' Union.
    3. University Related Groups: organizational units of the University, organizations formed by the faculty or staff of the University, and groups or committees sponsored by any of the departments of the University.
    4. Non-University Groups: groups from outside the University community.
  2. The following groups shall have restricted use of the Students' Union Building:
    1. Commercial Entities other than the University Bookstore and tenants of the Students' Union shall not be permitted any use of the building, unless express permission is given by the Executive Committee or designate.
    2. Non-University Groups whose members are not of adult age shall not be permitted use of the building unless under responsible adult sponsorship and adequate supervision for the event in question.
  3. Groups or individuals that wish to book activities or events in the building which may appear to conflict with programs established or planned by the Students' Union shall be referred to the Vice President (Operations & Finance).
  4. The Executive Committee through its agents, the supervisory staff, the Senior Manager (Facilities & Operations) and designates, shall have the responsibility and the right of enforcing the policies applying to the building.

2.3 Hours of Operation

  1. Regular hours of operation for the Students' Union Building will be 7:00am to 11:00pm, seven days a week.
  2. During the Fall and Winter sessions, the main floor and lower level of the Students’ Union Building will be open 24 hours a day.
  3. Requests for variances in building hours must be made to the Senior Manager (Facilities & Operations), and must be approved by the Vice President (Operations & Finance).
  4. The Students' Union Building will be closed:
    1. on statutory holidays during the May to August period; and
    2. during the year-end holiday period.
  5. Building hours shall be posted at all entrances of the Students’ Union Building.
  6. Operating hours for individual units are determined by the area’s Core Manager.

2.4 Keys, Codes and Access Cards

  1. Any person or group having registered space within the Students' Union Building shall initially be issued:
    1. one key for that space; or
    2. one card or code for use with the space's electronic lock.
  2. Codes for use with a space's alarm system shall be issued on an as-needed basis.
  3. All requests for keys, cards and/or codes must be made to the area manager responsible for the space, who must receive approval from the Senior Manager (Facilities & Operations) or designate.
  4. Deposits may be assessed. Adjustments to deposit rates shall be approved by the Vice President (Operations & Finance).
  5. Each area manager shall be responsible for all keys, cards and codes issued in their area, and for ensuring all keys, cards and codes are returned or cancelled as soon as access is no longer required.
  6. Master keys and exterior door keys may be issued to the Executive Committee. Anyone else requiring one of these keys must obtain permission from the Senior Manager (Facilities & Operations).
  7. In extenuating circumstances, doors may be opened by the custodial staff but only upon authorization from the area manager or other SU employee responsible for the space.
  8. Any lost, stolen or compromised keys, cards or codes must be immediately reported to the Senior Manager (Facilities & Operations).
  9. In the case of keys, cards or codes being lost, stolen, compromised or not being returned at the end of term, and wherein this loss constitutes a security problem to a given area:
    1. the area responsible shall be charged for re-keying and/or re-programming; and
    2. the deposits shall be forfeited for the person(s) responsible.
  10. For the purposes of this policy, a student group president (or equivalent) shall be considered to be the area manager of any space provided to a student group.
  11. The master control and implementation of the access control and issuance system shall be carried out by the Senior Manager (Facilities & Operations) or designate.

2.5 Building Alterations

  1. Alterations to any area of the building may be permitted only upon approval of the work order request by the Vice President (Operations & Finance) and the Senior Manager (Facilities & Operations).
    1. Alterations include painting, putting up walls, wiring, conduit, structural, mechanical, or any other changes to the building.
  2. Where applicable, alterations must be done within the stipulations of the Master Agreement between The Students' Union and the Governors of the University of Alberta.
  3. No space in the building may be permanently assigned for any use other than what was originally intended without approval from the Executive Committee.

2.6 Decorations

  1. No items may be attached to any walls, doors, ceilings, floors, furniture, etc. in the Students' Union Building unless otherwise permitted in operating policy or approved by the Senior Manager (Facilities & Operations) or designate.
  2. Any cleanup or damage resulting from the use of decorations shall be charged to the person(s) or group(s) responsible for the decorations.
  3. Proper flag etiquette shall be shown in the Students' Union Building.

2.7 Posters & Bulletin Boards

  1. Posters must be stamped and approved by the Students’ Union before being posted in the Students’ Union Building.
  2. All posters shall be confined to bulletin boards specifically designated for that purpose.
  3. Responsibility for poster approval and for the development of associated procedures will reside with Student Life Central.
  4. The Students' Union shall approve:
    1. any poster from the Students’ Union, including any of its businesses and services;
    2. any poster from a registered student group or a student representative association, provided that any such poster includes the name and/or logo of said group;
    3. any poster advertising an event to take place on the University of Alberta campus, provided that the name and/or logo of the event’s organizer is included on the poster;
    4. any poster from the University of Alberta or any department thereof, provided that any such poster includes the name and/or logo of the University or of the department of the University; and
    5. any poster put out by any group receiving a dedicated fee from the Students’ Union, provided that any such poster include the name and or/logo of the group is included on the poster.
  5. The Students' Union shall not approve:
    1. Any poster that does not meet the criteria outlined in §(d);
    2. Regardless of §(d):
      1. any poster with a combined width and height greater than 30 inches;
      2. any poster bearing the name and/or logo of any person or group who is suspended from posting in the Students’ Union Building;
      3. any poster advertising an event whose revenues go to a for-profit corporation, even if it is promoted by a student group;
      4. any poster containing material that is sexist, racist, homophobic, or otherwise defamatory;
      5. any poster that contains offensive or insensitive pictures or content; or
      6. any poster that is entirely written in a language other than English or French.
  6. Regardless of this policy, any poster may be approved or refused by:
    1. the Vice President (Operations & Finance), who shall report such approval or refusal to the Executive Committee; or
    2. the Executive Committee.
  7. Any poster in contravention of this policy or associated procedures may be removed by the Students’ Union, and the person or group responsible may be suspended from posting in the Students’ Union Building.

2.8 Banners

  1. The Students’ Union allows banners to be hung at designated locations in the Students’ Union Building.
  2. Responsibility for banner bookings and for the development of associated procedures will reside with the Administrative Services department.
  3. At least two banner locations shall be reserved for internal use at all times.
  4. Banners shall only be hung and removed by Students' Union facilities staff.
  5. Only one banner shall be hung in the Students’ Union Building for any outside group or individual at any one time.
  6. Unclaimed banners may be disposed of.
  7. No commercial banners are allowed with the exception of those fulfilling the Students’ Union’s contractual obligations with sponsors or commercial marketing clients.
  8. Regardless of this policy, any banner may be approved or refused by:
    1. the Vice President (Operations & Finance), who shall report such approval or refusal to the Executive Committee; or
    2. the Executive Committee.

2.9 Publications Distribution

  1. All publications must be approved by the Vice President (Operations & Finance) before being distributed in the Students' Union Building.
  2. All publications must be in good taste, and relevant to the needs of the student population.
    1. Publications deemed to be sexist, racist, homophobic or otherwise defamatory shall not be permitted.
  3. Organizations wishing to distribute publications through at any Infolink locations must receive permission from the Director of Student Life (or designate).

2.10 Wall of Gold

  1. The Wall of Gold is reserved for the promotion of Studentsʼ Union services, advocacy efforts, elections, or executive projects.
  2. The Wall of Gold is exclusively reserved for Student Elections from the beginning of February to the end of the third week in March.
  3. At the sole discretion of the Executive Committee, the Wall of Gold may be used by other parties for projects that directly relate to specific goals of the Students’ Union.
  4. No more than one project may be on the Wall of Gold at any one time without permission from the Senior Manager (Marketing & Communications) or designate.
  5. The Senior Manager (Marketing & Communications) or designate shall coordinate all Wall of Gold bookings.
  6. The organization using the Wall of Gold is responsible for mounting and removal of promotional material and for any damage to the wall while they are using it.
    1. Materials not removed by the scheduled end date shall be disposed of.
  7. The Students' Union reserves the right to remove any material it considers unsuitable or inappropriate.

2.11 Sales & Commercial Activities

  1. Sales by any organization or individual in those areas under the jurisdiction of the Students' Union must request and receive specific approval in writing from the Vice President (Operations & Finance) or designate.
  2. In all cases, items sold must be relevant to the needs of the student population, as determined by the Vice President (Operations & Finance) or the Executive Committee.

2.12 Solicitation

  1. Solicitation and/or active distribution of any materials is prohibited in the Students’ Union Building and all other Students’ Union spaces for purposes commercial or otherwise.
  2. The Executive Committee may, from time to time, grant exceptions to this policy provided that the solicitation activity:
    1. is in promotion of a Students’ Union activity or service;
    2. is to be confined to the common areas of the main floor and lower level; and
    3. does not take place in the Alumni Room or the Quiet Room.

2.13 Table Bookings

  1. Responsibility for table bookings and for the development of associated procedures will reside with the Administrative Services department.
  2. The Vice President (Operations & Finance) must be consulted on nonstandard applicants.
  3. Only paid sponsors may book tables during Week of Welcome. The Advertising & Sponsorship Manager shall administer these tables.
  4. Table bookings directly adjacent to any Students’ Union or University operation must receive prior approval from the operation if the table impedes access to or visibility of the operation.
  5. Applicants shall be refused if:
    1. the individual or group is promoting a commercial service or engaging in commercial activities that would compete with a University or Students’ Union operation or a Students' Union tenant;
    2. the individual or group shall use the table for the sale or distribution of food or beverage products (with the exception of Farmers' Market vendors);
    3. accepting the applicant would place the Students’ Union in contravention of any federal, provincial or Students' Union legislation;
    4. the individual or group submitting the request has been banned from booking tables in the Students' Union Building; or
    5. the individual or group intends to disseminate any material, verbal, written, or otherwise, that is racist, sexist, homophobic, or otherwise defamatory, inaccurate or patently false.
  6. Any individual or group in contravention of this policy or associated procedures may be required to leave the Students' Union Building, and may be restricted from making future bookings.
  7. At the discretion of the Vice President (Operations & Finance) or designate, specific categories of table bookers may be given preference for bookings.
  8. All bookings are at the sole discretion of the Students’ Union and may be denied for any reason.
  9. Regardless of this policy, any table booking may be approved or refused by:
    1. the Vice President (Operations & Finance), who shall report such approval or refusal to the Executive Committee; or
    2. the Executive Committee.

2.14 Space Bookings

  1. Priorities for bookable space shall be as set out in the Building Use Policy.
  2. Bookable spaces shall include:
    1. all Students’ Union meeting and conference rooms;
    2. the Horowitz Theatre;
    3. Dinwoodie Lounge;
    4. the SUBstage area;
    5. the Alumni Room;
    6. the Quiet Room;
    7. the Lower Level Lounge;
    8. the Atrium Lounge; and
    9. the SUB Outdoor Plaza.
  3. Responsibility for space bookings and for the development of associated procedures will reside with the Venues department.
    1. The Administrative Services department will assist the Venues department in the administration of meeting room bookings.
  4. Rental, setup, takedown, cleaning and other ancillary fees and deposits may be charged. Rates will be determined by the Manager of Programming & Venues, subject to approval by the Vice President (Operations & Finance).
  5. Booking clients will be financially responsible for cleanup and for damage to property.
  6. The Students’ Union’s food operations are the preferred caterer for all Students’ Union spaces, and are given right of first refusal. Other caterers may be used only with permission from the Manager of Programming & Venues (or designate).
  7. Booking clients must provide proof of liability insurance, and list the Students’ Union as additionally insured, as required by the Manager of Programming & Venues and the Human Resources Manager.
  8. The Venues department shall maintain booking policies which include rules regarding availability, frequency and noise levels so as to not substantially impact:
    1. the reasonable operation of businesses and offices in the building;
    2. the desire to have lounge spaces serve primarily as public areas; and
    3. the availability of student study and relaxation space during final exam periods and other periods of peak demand.
  9. All bookings are at the sole discretion of the Students’ Union and may be denied for any reason.
  10. All booking requests for lounge spaces must be forwarded to the Vice President (Operations & Finance) as an information item.

2.15 Alcohol

  1. Alcoholic beverages are permitted only in the following Students’ Union spaces:
    1. Licensed Establishments:
      1. Room at the Top.
      2. Dewey’s.
    2. Licensed Venues:
      1. Myer Horowitz Theatre.
      2. The Students’ Union’s licensed conference facilities.
    3. Occasional Use Venues:
      1. Any other areas under the Students’ Union’s control that have been approved for a licensed activity by the Senior Manager (Facilities and Operations) and the Manager (Programming and Venues).
    4. Off-Site Events:
      1. Licensed events in areas not directly controlled by the Students’ Union, for which the Students’ Union provides alcohol service.
  2. Alcohol service shall conform to all applicable legislation, Students' Union policy, Alberta Gaming & Liquor Commission regulations, and University of Alberta alcohol policy.
  3. Operation of a licensed premises, as well as alcohol service itself, shall be controlled, regulated and approved by:
    1. The Senior Operations Manager (Bars), for all Licensed Establishments; and
    2. The Manager (Programming and Venues), for all other locations.
  4. No groups or individuals other than the Students’ Union shall provide alcohol service in any areas controlled by the Students’ Union.
  5. Alcohol may only be served by Students’ Union employees who possess valid ProServe certification from the Alberta Gaming & Liquor Commission.
  6. Adequate supervision shall at all times be provided by individuals possessing valid ProServe certification. ProTect certification is also desirable.
  7. Food and non-alcoholic beverages shall be made available for the duration of any alcohol service.
  8. For events taking place on-campus using the University’s institutional liquor license, but outside of the Students’ Union Building, alcohol may be procured from the Students’ Union.
    1. Such events shall secure all necessary approvals and permits before any alcohol is received.
    2. The Senior Operations Manager (Bars) and Manager (Programming and Venues) shall each manage such alcohol procurements within their respective department, and shall develop and enforce related policies and procedures.

2.16 Gambling

  1. No gambling of any kind is permitted within any spaces under the Students’ Union’s control unless:
    1. proper licensing is obtained from the Alberta Gaming & Liquor Commission; and
    2. prior approval is received from the Executive Committee.

2.17 Main Loading Dock

  1. Shipping and receiving are the responsibility of the individual areas of the Students' Union. The manager of each area is responsible for dispatching and/or receiving expected shipments or deliveries. If assistance is required, the Senior Manager (Facilities & Operations) may be contacted.
  2. Shipments should be removed from the loading dock as quickly as possible.
  3. No vehicles should remain parked in the loading dock for extended periods of time.

2.18 Chaplains' Offices and Interfaith Chapel

  1. Chaplains’ Offices
    1. The Chaplains' Association is responsible for allocating the chaplains' offices in the Students' Union Building, according to need and availability.
    2. The offices shall be allocated only to those who are members of the Chaplains' Association, as outlined in the association's constitution.
  2. Because of the demand for office space, offices shall only be allocated to those who spend at least 50% of their working time on campus.
  3. The Chaplains' Association reserves the right to re-allocate the offices if persons using them do not meet the criteria outlined above.
  4. The Interfaith Chapel
    1. The Interfaith Chapel is intended primarily for use by religious groups. Other meetings may be deemed suitable by the Chaplains' Association and the Vice President (Operations & Finance).
    2. A principle of equal opportunity shall be applied for all religions or religious groups.
  5. Scheduling of the Interfaith Chapel shall be coordinated by the Chaplains’ Association.
  6. Groups shall supply their own vestments and symbols. Individuals or organizations using the Interfaith Chapel shall be expected to remove these vestments or symbols after a service.

2.19 Building Tenants

  1. Each potential tenant shall be evaluated on the basis of the extent to which it meets the objectives of the Students' Union, and the extent to which it helps the Students' Union to continue the Mission of the Students' Union Building.
  2. All Students’ Union Building tenants must be approved by the Executive Committee.

2.20 Use of Non-Common Areas

  1. All user groups for non-common areas must be:
    1. a unit of the Students’ Union;
    2. a registered student group or student representative association;
    3. a unit of the University of Alberta; or
    4. a group that has reached a contractual space use agreement with the Students’ Union.
  2. All user groups are expected to make active and effective use of their space. A non-common area (other than temporary meeting rooms) shall be deemed effectively used if:
    1. it provide services that benefit students;
    2. it is open to all students; and
    3. the user group meets the use requirements agreed to in a space agreement.
  3. Use of non-common areas by a user group shall be governed by a space agreement between the Students' Union and the user group. The space agreement shall include:
    1. a minimum number of hours of utilization per week; and
    2. any other space use requirements that the Students' Union or user group believe to be necessary.
  4. Adherence to this space use agreement shall be monitored on an ongoing basis by Students’ Union staff. The results of this monitoring shall be taken into consideration in further applications by the user group for space.
  5. It is the responsibility of each user group to keep their space clean at all times and to inform the Students’ Union of any structural or mechanical problems within the space.
  6. When possible, lights in workspaces shall be turned off when not in use.
  7. Any user group that does not meet the above criteria may be required by the Executive Committee to:
    1. make changes to their operation, including the potential that they may be asked to share space with other user groups; or
    2. vacate the Students’ Union Building.

2.21 Damage, Losses & Theft

  1. All cases of damage, loss or theft of Students’ Union facilities or equipment shall be immediately reported to the Senior Manager (Facilities & Operations) and the Human Resources Manager.
    1. In the case of intentional damage or theft, the Senior Manager (Facilities & Operations) shall report the incident to University of Alberta Protective Services, and to Edmonton Police Services if required.
  2. Organizations or individuals who inflict damage or otherwise cause loss to Students’ Union facilities or equipment may be charged for repair or replacement of property, and may have their building privileges suspended.
  3. The Students' Union shall not accept any responsibility for personal articles lost or damaged within the building.
    1. Lost and found facilities are to be maintained by Student Life Central.
    2. Unclaimed articles must be turned over to University of Alberta Protective Services.

2.22 Chemical Use

  1. Whenever possible, aerosol-based products containing CFC based materials shall not be used in the Students’ Union Building.
  2. The Students’ Union will not use:
    1. cleaning materials that have been tested on animals; or
    2. any pesticides, artificial fertilizers, chemical weedkillers or insecticides in maintenance of lawns, plants or for any other purpose.


3 Personnel

The following policies are subject to the Alberta Employment Standards Code and the current Agreement between the Students' Union and The Canadian Union of Public Employees Local 1368 (hereafter "the Collective Agreement").

3.1 Employee Definitions

  1. Management Positions are those permanent positions responsible for the day-to-day management of an operation, area, or activity. Positions designated as Core Management shall be the following:
    1. General Manager;
    2. Controller;
    3. Director of Student Life;
    4. Senior Manager (Business Development);
    5. Senior Manager (Facilities & Operations);
    6. Senior Manager (Marketing & Communications);
    7. Human Resources Manager;
    8. Manager of Discover Governance; and
    9. Director of Research & Political Affairs.
  2. Union Positions are those jobs as specified in the Collective Agreement (Article 2.02). They may be full-time, hourly, term, temporary, or relief positions.
  3. Non-Union Positions are positions which are managerial, have access to sensitive business or political information, involved regular direct supervision of Employees, and/or provide co-curricular, pedagogical and leadership development. They may be full-time permanent, term, or hourly positions and are exempt from the bargaining unit.
  4. Term Positions are those positions for which employees are hired on a year-to-year basis.
  5. Hourly Positions are part-time positions for which the employee is paid on an hourly basis.

3.2 Personnel Administration

  1. Primary responsibility for personnel administration shall rest with the Human Resources Manager of the Students' Union.
  2. The Human Resources Manager shall maintain employment records on all Students' Union employees within a locked file and/or on a secure server.
    1. Employment files will be kept for the duration of employment and up to seven years after the employee has left the Students' Union.
    2. Employees are required to communicate any changes to their personal information in a timely manner to Human Resources.
    3. Employment records are strictly confidential.
      1. Only Human Resources and the General Manager will have full access to the files.
      2. Access to specific information may be obtained by Core Management, by the employee's supervisor, or by accounting through Human Resources.
      3. Employees have the right to view and request copies of their employment record by providing written notice of their request to Human Resources.
  3. All positions within the Students' Union shall be governed by a job description.
    1. Job descriptions shall be written by the Human Resources Manager, in conjunction with the person responsible for supervising the position.
    2. The amount of detail contained in the job description shall be appropriate to the level of the position; however, each description should contain the following:
      1. Title
      2. Job Summary
      3. Duties & Responsibilities
      4. Qualifications
      5. Reporting structure
      6. Union or Non-Union
      7. Date written
    3. Job descriptions for new positions must be approved by the Executive Committee.
    4. Any amendments to existing job descriptions which include substantive changes in responsibility and/or changes of job title, scope or classification must be approved by the Executive Committee.
      1. Other amendments to existing job descriptions may be approved by the position’s Core Manager in conjunction with the Human Resources Manager, provided that the changes are reported to the Executive Committee.
    5. Amendments or creation of job descriptions for Union positions are subject to the Collective Agreement.
    6. The Human Resources Manager shall maintain the definitive copies of all job descriptions.
  4. As soon as possible after a new employee is hired, the employee's supervisor shall ensure that the employee fills out the appropriate forms, and shall forward all relevant employment information to the Human Resources Manager and the accounting department.
  5. As soon as possible after an employee leaves their position with the Students' Union, the employee's supervisor shall notify:
    1. the Human Resources Manager;
    2. the accounting department; and
    3. the information technology department.
  6. The following documentation shall be made available to all employees and members of Students’ Council:
    1. the Students' Union Organizational Chart;
    2. the Students' Union Strategic Plan;
    3. Students' Union Operating Policies;
    4. Students' Union Political Policies; and
    5. Students' Union Bylaws.
  7. A copy of the Collective Agreement shall also be made available to Union and Management employees.
  8. Exceptions to this policy may be extended by order of the President, or designate.

3.3 General Hiring Principles

  1. All hiring procedures shall be conducted in confidence and shall remain in confidence, to protect the candidates, current Students' Union employees, and the integrity of the process.
  2. The Students' Union at the University of Alberta shall not differentiate or discriminate between applicants on the basis of race, colour, ancestry, place of origin, religious beliefs, gender, age, physical disability, mental disability, marital status, family status, source of income and sexual orientation. Selections shall be made on the basis of merit.
  3. For all suitable positions, the Students' Union shall attempt to recruit qualified undergraduate students at the University of Alberta.
  4. Elected members of Students’ Council may not serve as Students' Union permanent employees and/or term employees unless otherwise stipulated in Students’ Union bylaw or approval is received from Students’ Council. Members of Students’ Council are eligible for employment as an hourly employee without approval from Students’ Council.
  5. All positions must be suitably advertised to ensure a wide variety of applicants. At a minimum, positions must be posted on Jobkin.
  6. Union positions must be hired in accordance with the Collective Agreement.
  7. Students' Council must be kept informed of the hiring process of Core Management positions.

3.4 Interviewing & Selections

  1. Members of any selection committee must remove themselves from the decision for specific candidate(s) for which they have a conflict of interest that may affect their impartiality.
  2. Interviews for Core Management positions must be conducted by a selection committee that includes the General Manager and at least one voting member of the Executive Committee.
  3. Before the successful applicant is notified, reference checks shall be completed by an interviewer or the Human Resources Manager.
  4. Applications for a position may be re-opened if no qualified applications have been received for that position or at the selection committee’s discretion.
  5. All hiring notes shall be kept in a locked file in the Human Resources area for a period of one year.
  6. A successful applicant's application and interview notes shall become part of their employment file.
  7. For all Non-Union full-time and term positions, the Human Resources Manager shall develop an employment agreement to be signed by both parties.
    1. A successful job applicant shall not be considered an employee of the Students’ Union until they have signed a job offer or employment agreement developed by the Human Resources Manager.
  8. Should a successful job applicant fail to sign the employment agreement offered to them by the Students’ Union on or before their start date, the applicant shall be deemed to have declined the offered position that shall then be subject to an immediate re-posting.

3.5 Probationary Periods

  1. Union employees are subject to probation as outlined in Article 13 of the Collective Agreement.
  2. All Term and Management employees are subject to a probationary period as specified in their employment contracts.
  3. Non-Union hourly employees are subject to a six month probationary period.
  4. Should an employee fail to comply with the duties and requirements of their position, or if there is concern about the employee's attitude or conduct, their employment may be terminated at any time during the probationary period, subject to the Discipline & Dismissals Policy.
    1. At the discretion of the employee's supervisor, the probationary period may be extended.
    2. The Human Resources Manager or the General Manager must be consulted before any terminations or extensions of probationary periods.

3.6 Staff Appraisals

  1. All Students' Union employees shall be given regular performance appraisals.
  2. The process used, and the level of detail of the appraisal shall depend on the level of responsibility of the position.
  3. The appraisal process for each position shall be developed by the supervisor of the position, and the Human Resources Manager.
  4. All employees holding similar positions shall be appraised according to the same procedure.
  5. Performance appraisals shall be added to the employee's personnel file.

3.7 Annual and Term Reports

  1. Year-end reports shall be completed by term employees.
  2. Annual reports shall be completed by Core Management.
  3. Reports shall contain, at a minimum:
    1. a summary of all major issues faced during the year;
    2. ongoing issues;
    3. roles and responsibilities above and beyond the standard job description as reference for later in time; and
    4. goals for the year: both goals accomplished and goals not accomplished, reason(s) why and future recommendations.
  4. Year-end reports shall be archived annually by each department head.

3.8 Remuneration

  1. Union employees shall be paid in accordance with Article 24 of the Collective Agreement.
  2. Salaries and wages for Non-Union employees must be approved by the General Manager or the Executive Committee.
  3. Most Non-Union permanent staff are eligible for an annual cost of living adjustment (COLA).
    1. The COLA will be established by the General Manager in consultation with the Controller, the Human Resources Manager, and the Vice President (Operations & Finance). The COLA factors in consideration for current economic and market conditions in Alberta, the Alberta Consumer Price Index (CPI) averaged over a 12 month period from January to December, and the overall financial standing of the organization in the previous fiscal year.
    2. The COLA is applied to all eligible Employees’ salaries, regardless of their performance, to account for inflation and other increases in cost of living and to ensure all employees can maintain a quality standard of living.
    3. The COLA will be applied to salaries on the first day of May each year.
  4. Requests for extraordinary increases in salaries, bonuses, or honoraria must be approved by the General Manager or the Executive Committee.

3.9 Attendance

  1. Hours of work and breaks for Union employees shall be in accordance with Article 16 of the Collective Agreement.
  2. All employees are expected to report and be prepared to work at the times as scheduled by their supervisor.
    1. Full-time Non-Union employees are expected to work 40 hours a week unless alternate arrangements have been made with their supervisor.
      1. Full-time employees are entitled to receive two fifteen-minute paid breaks and one half hour unpaid break in a regular 8 hour day. These breaks may be combined into a full hour break.
    2. Term employees are expected to work the number of hours per week specified in their employment contract. Term employees are expected to prepare a work schedule in consultation with their supervisor and are expected to adhere to that schedule.
      1. Term employees are entitled to a paid 15 minute break after 4 hours of work and an additional unpaid 30 minute break after 5 hours of work. If a term employee is working an 8 hour day, they are entitled to the same breaks as a full-time employee.
    3. Hourly Non-Union employees are entitled to the same breaks as Hourly Union employees.
  3. If an Employee will arrive late or needs to leave early, they must contact their supervisor immediately. If a pattern of tardiness or leaving early arises, the employee may be subject to disciplinary action.
  4. If an Employee must be absent from scheduled work, they must report their absence at least one-half hour prior to the start of the scheduled shift. Employees must report their absence each day that they will miss except when they have a doctor's note or other professional certificate that covers multiple days. Failure to report an absence is considered a no show and the employee may be subject to disciplinary action.
  5. An Employee who misses three consecutive shifts without obtaining their manager’s approval for the absences will be deemed to have resigned.

3.10 Overtime

  1. Employees shall be expected to fulfill the hours of work required in their employment agreement; time worked in excess of the required amount shall be considered overtime. In all cases, overtime must be approved by the employee's supervisor before the time is worked.
    1. Union employees shall be paid overtime in accordance with Article 17 of the Collective Agreement;
    2. Non-Union employees shall be paid overtime for hours worked in excess of 8 hours per day or 44 hours per week, in accordance with the Alberta Employment Standards Code;
    3. Term and Non-Union salaried employees who elect to sign an Individual Overtime Agreement may bank a reasonable amount of time, as determined by that employee's supervisor, in lieu of overtime.
    4. Management employees are not eligible for overtime pay or time in lieu of overtime.

3.11 Benefits

  1. Union employees are entitled to the benefits outlined in Articles 21 and 27 of the Collective Agreement.
  2. All employees are eligible for the Employee Assistance Plan (EAP). Employees will pay 0.4% of their pay up to a maximum of $1.76 per month ($0.88 for bimonthly pay). Employees and their dependants are eligible to use the services of the EAP.
  3. Non-Union Term Employees are not eligible for other benefits unless specified in their Employment Contract.
  4. Full-time Non-Union employees are entitled to the benefits indicated in their employment contract. These benefits may include a Group RRSP Plan, a comprehensive medical insurance plan, a Long-Term Service benefit, retirement benefits, an Employee Assistance Plan and a Wellness Account. Details of these benefits may be obtained from Human Resources.

3.12 Discount Cards

  1. The Students’ Union may offer discount cards to eligible staff and volunteers in appreciation for their work. These cards discount select purchases at Students’ Union businesses and are for the employee’s personal use only.
  2. Discount cards are property of the Students' Union and must be surrendered:
    1. upon request;
    2. upon termination of employment or volunteer position; and
    3. during extended leaves of absence.
  3. Abuse of the discount (i.e., allowing others to take advantage of the discount) will be subject to disciplinary action including, but not limited to, loss of the benefit and forfeiture of the discount card.
  4. Terms and conditions of the cards (including the discount and the businesses which offer the discount) are set by the Vice President (Operations & Finance) in consultation with the business managers, taking into account the profitability of each business and the cost of offering a discount.

3.13 Holidays

  1. The Students' Union recognizes the following as paid holidays for full-time salaried employees:
    1. New Year's Day
    2. Family Day
    3. Good Friday
    4. Easter Monday
    5. Victoria Day
    6. Canada Day
    7. Civic Holiday (August)
    8. Labour Day
    9. Thanksgiving Day
    10. Remembrance Day
    11. Christmas Eve
    12. Christmas Day
    13. Boxing Day
    14. and any other day proclaimed as a paid holiday by the Federal, Provincial and/or Municipal governments.
  2. Should any of these fall on a full-time salaried employee’s scheduled day off, the employee shall receive another day off with pay at a time mutually agreed upon between the employee and the Employer.
  3. Hourly Union employees shall receive holiday pay allowance in accordance with the Collective Agreement.
  4. Hourly Non-Union employees shall receive holiday pay in accordance with Alberta Employment Standards.

3.14 Vacation

  1. Union and Non-Union Hourly employees shall receive vacation pay for each pay period, commensurate with Alberta Employment Standards. This will be included in their pay cheque.
  2. Term employees shall receive 10 days paid vacation during their 12 month term, except for Executive Committee members, who shall receive 15 days paid vacation during their 12 month term. This vacation entitlement shall be pro-rated for terms shorter or longer than 12 months in length.
    1. Term employees are expected to use all their vacation days over the course of their 12 month term.
    2. If a term employee leaves for any reason before the end of their contracted term, vacation entitlement will be pro-rated for the time worked. Any vacation time taken in excess of the pro-rated amount will be deducted from the final paycheque.
    3. If a term employee is unable to use some of their paid vacation time, they shall be paid for the number of unused days at the end of their term.
  3. Full-time Union employees shall receive an annual paid vacation in accordance with the stipulations of Article 20 of the Collective Agreement.
  4. Full-Time Non-Union Employees shall be entitled to vacation as follows:
    1. Each vacation year shall be from May 1 to April 30.
    2. Vacation entitlement is accrued at the following rate:
      1. Less than 1 year: 1.25 days per month
      2. 1 year to 2 years: 15 days
      3. 2 years to 7 years: 20 days
      4. 7 or more years: 25 days
      5. 10th year and every 10th year thereafter: 40 days
    3. Employees must secure the approval of their manager before taking vacation. Employees are expected to give their manager plenty of advance notice.
    4. Employees may request to 'borrow' up to five days of unearned vacation. This request must be made in writing to the employee's supervisor and the General Manager. If employment ends for any reason, vacation time taken in advance will be deducted from the final paycheque.
    5. Employees are expected to take a minimum amount of vacation each year at the following rate:
      1. 1 year to 5 years: 10 days
      2. 6 or more years: 15 days
    6. If employees have not taken the minimum vacation time listed above, or have not notified their manager of their vacation plans by March 31st, the Students' Union will schedule the vacation time and give the employee a minimum of 14 days notice.
    7. Vacation entitlement remaining from the previous year must be taken by December 31 of the year following the vacation year. Unused vacation will be forfeit.
      1. Employees may request a carry forward of vacation days for one additional year. This request must be made in writing to the Employee's supervisor and the General Manager. Any such requests must be made by June 30th of the year in which the entitlement will expire.
    8. No payment of earned, unused vacation may be made to employees.
    9. When a holiday listed in §3.13(a) occurs during the employee's vacation time, the employee will receive the paid holiday instead of using a vacation day.
    10. If the employee is seriously ill while on vacation, and has proper documentation of the illness, one half of the vacation time lost due to illness will be reinstated.
    11. If an employee qualifies for other approved leave (i.e. bereavement, juror, or special leave), and has proper documentation, the vacation time lost due to this leave may be reinstated.
    12. When employment ends for any reason, vacation time earned but not taken by the employee will be included in the employee's final paycheque. At the same time, vacation time taken in advance will be deducted from the final paycheque.
    13. In addition to the vacation entitlement, full-time Non-Union employees will receive two floater days each year:
      1. One Winter Floater to be taken between September 1 - April 30
      2. One Summer Floater to be taken between May 1 - August 31
    14. Floater days shall not carry forward from year to year, will not be paid out at termination, and, if not taken during the period and year of entitlement, shall be lost. To use a floater day, employees must secure the approval of their manager.

3.15 Care and Sick Leave

  1. Union employees shall be entitled to sick leave in accordance with Article 22 of the Collective Agreement.
  2. Non-Union Term employees shall be entitled to five days of sick leave due to illness during their term.
  3. Non-Union Full-Time Permanent employees shall be entitled to care leave as follows:
    1. Employees shall be entitled to 0.5 days of care leave per month.
      1. Care leave shall be allocated annually on the first day of each fiscal year, or prorated at the time of hire.
    2. Unused Care leave may be carried forward for a period of one year. Unused care leave will be forfeit after the one year.
    3. Care leave may be used for injury or illness of the employee, or for eligible family care emergencies.
    4. Eligible family care emergencies include:
      1. On an emergency basis, where no one at home other than the employee can provide for the care of an immediate family member during illness, while arranging for another suitable caregiver; or
      2. On an emergency basis, where no one at home other than the employee can provide for supervisory care for their child, parent or grandparent, while arranging for another suitable caregiver.
    5. Immediate family includes the employee's spouse or common-law partner, parent, grandparent, child, sibling, father/mother-in-law, and any relative permanently residing in the employee's household.
    6. If an employee is medically unable to work, the employee shall be eligible for up to ten paid days to bridge the waiting period for short-term disability, provided that the employee provides a medical note indicating that they are unable to work, and any related documentation required for the employer's portion of the Short Term Disability claim form.
  4. Care and sick leave is designed to assist employees in genuine need, and should not be treated casually but used for legitimate illness, injury or emergency.
    1. The Students' Union may require an employee to provide documentation regarding the care or sick leave from a medical practitioner, police officer or other professional.
    2. Abuse of care or sick leave is considered serious misconduct that will be subject to discipline. Disciplinary actions may include, but are not limited to, deductions of pay for time missed, suspension or termination.

3.16 Maternity and Parental Leave

  1. Union employees shall be entitled to maternity and parental leave in accordance with Article 23.10 of the Collective Agreement.
  2. Maternity Leave
    1. A pregnant employee who has been employed by the Students' Union for at least 52 consecutive weeks is entitled to 15 weeks of maternity leave without pay.
    2. Maternity leave may begin at anytime within 12 weeks before the estimated due date and at the latest on the birth date.
    3. The employee must give at least 6 weeks of written notice of the date they will start their maternity leave. The employee may be required to provide a medical certificate that estimates the date of birth.
      1. An employee who has a health condition related to their pregnancy may begin leave without giving 6 weeks notice but must provide a certificate that confirms that they are unable to work due to the health-related condition.
    4. A pregnant employee must take at least six weeks of leave after the birth of their child.
      1. If an employee wants to return to work early, they must provide a medical certificate stating that they are able to return to work.
    5. If a pregnant employee has not been employed for 52 consecutive weeks, they may apply for a health-related leave.
    6. Full-Time employees are entitled to salary and benefits for the waiting period prior to Employment Insurance or Disability benefits taking effect.
    7. Employees who are part of the Group Benefits Plan may choose to continue their benefits during their maternity leave but must pay the full cost of the premiums. Employees must advise the Human Resources Manager in writing if they would like to continue these benefits.
    8. Employees must give written notice of intent to return at least 4 weeks before the end of the leave period to which they are entitled or 4 weeks before the date on which the employee has previously specified as the end of their leave period, whichever is earlier. Omission of notice to return to work will be considered a resignation.
  3. Parental Leave
    1. An employee who has been employed by the Students' Union for at least 52 consecutive weeks is entitled to 37 weeks of parental leave without pay after the birth or adoption of their child.
    2. Parental leave must begin and be completed within 52 weeks after the birth or adoption.
    3. The employee must give at least 6 weeks of written notice of the date they will start their parental leave.
      1. A parent who has given birth may take parental leave immediately after maternity leave ends and does not need to give notice of starting the parental leave.
      2. If an employee cannot give the required 6 weeks notice due to health-related reasons or circumstances related to an adoption, they must give written notice as soon as possible. The employee may be required to provide a certificate that confirms the health-related condition or the adoption.
    4. If both parents are employed by the Students' Union and intend to share the parental leave, they may not take the parental leave at the same time. Exceptions to this rule may be decided by the General Manager.
    5. Full-Time employees are entitled to salary and benefits for the waiting period prior to Employment Insurance taking effect. This does not apply if a parent who has given birth has also taken maternity leave.
    6. Employees who are part of the Group Benefits Plan may choose to continue their benefits during their parental leave but must pay the full cost of the premiums. Employees must advise the Human Resources Manager in writing if they would like to continue these benefits.
    7. Employees must give written notice of intent to return at least 4 weeks before the end of the leave period to which they are entitled or 4 weeks before the date on which the employee has previously specified as the end of their leave period, whichever is earlier. Omission of notice to return to work will be considered a resignation.
  4. Birth Leave
    1. Full-time employees who are not on a leave of absence shall be given up to two days leave with pay to attend the birth or adoption of their own children.

3.17 Other Leaves of Absence

  1. Union employees shall be entitled to leaves of absence in accordance with Article 23 of the Collective Agreement.
  2. Appointment Time
    1. Non-Union Full-Time Permanent employees will be allowed up to 21 working hours per year to attend to meetings and appointments for health and professional services when these appointments cannot be made outside work hours.
  3. Compassionate Care Leave
    1. A Non-Union employee who is the primary caregiver may take a leave without pay to give care or support a seriously ill family member who is at risk of death within 26 weeks.
      1. The definition of "family member" is outlined in the Alberta Employment Standards Code but in general includes a parent, spouse, child, parent-in-law, sibling, grandparent, grandchild, uncle, aunt, niece and nephew.
      2. The employee must provide a physician's certificate which identifies that there is a significant risk that the family member will die within 26 weeks and that the family member requires care or support of one or more family members.
    2. To be eligible for the leave, the employee must have worked for the Students' Union for at least 52 consecutive weeks.
    3. The maximum length of the leave is 8 weeks but it may be broken into two different periods. The leave must be taken before the 26-week window expires.
    4. The employee must give at least two weeks' written notice before taking the leave unless an emergency situation occurs.
    5. The employee must give at least two weeks' written notice of the date the employee will return to work unless the Students' Union agrees in writing to a shorter notice period.
    6. A Non-Union Full-Time Permanent employee shall be granted a maximum of five paid days in order to give care or support to a seriously ill family member who is at risk of death.
      1. The employee may be required provide a certificate issued by the physician who is caring for the ill family member which indicates that the family member has a serious medical condition and there is a significant risk that the family member will die.
      2. The definition of "family member" will be in accordance with the definition contained in the Alberta Employment Standards Code Compassionate Care Leave.
      3. The paid days need not be taken consecutively.
      4. This entitlement may only be claimed once per family member.
  4. Bereavement
    1. An employee may take up to 4 consecutive days of bereavement leave with pay for the death of a parent, spouse, sibling, child, parent-in-law, grandparent, grandchild, fiance, or any second degree relative residing in the same household.
    2. Where the the burial of a relative as identified above takes place outside of the province, the employee may take up to 2 additional days with pay.
    3. An employee may take one day to attend the funeral of a close friend and/or relative not included above.
  5. Jury Duty
    1. Employees shall be given a leave of absence to serve as a juror or witness in a court.
    2. For full time employees, the Students' Union will pay the difference between the employee's regular earnings and the payment they receive from the court excluding expenses. The employee must provide proof of service and the amount of pay received.
  6. SU Elections Leave
    1. Executive members and term employees are required to take a leave of absence to stand as a candidate in the SU Executive elections.
      1. This leave shall be from the close of nominations until the close of polling.
      2. Term employees may elect to take this leave as vacation time (at 100% of their regular rate of pay); as special Leave with Pay (at 75% of their regular rate of pay); or as Leave without Pay.
    2. All other employees must notify the Human Resources Manager of their intention to stand as a candidate in the SU Executive elections. If a conflict of interest is deemed to exist, the employee may be required to take a leave of absence from the close of nominations until the close of poling.
    3. This section does not apply if the position that the employee is standing for is uncontested.
  7. Other Leaves with Pay
    1. Term and Full-time employees may receive leave with pay under the following circumstances:
      1. Moving their household: 1 day/year
      2. Natural Disaster (i.e. fire or flood): Up to 3 days/year
      3. To prepare for their marriage or to get married: 1 day/year
  8. Leave without Pay
    1. Term and Management employees may receive leave without pay under the following circumstances:
      1. for a health-related reason which requires more than 3 consecutive days off work;
      2. to participate as candidates in Federal, Provincial, Municipal, and School Board elections; or
      3. for good and sufficient cause, as determined by the employee's supervisor, provided leave is requested and approved by the supervisor in advance.
    2. Employees may take such leave for a maximum of one month, if approved by their supervisor. Further extensions shall be dealt with on an case-by-case basis.
  9. All employees not covered by any of the leaves noted above may apply to the General Manager for a leave.

3.18 Volunteer Insurance

  1. Liability Exposure of Volunteers
    1. Liability of the volunteer to third parties: Just like any individual, a volunteer is potentially liable for the consequences of their actions. In carrying out their volunteer duties, an individual could be sued by a third party.
    2. Liability of the Students' Union to the volunteers: The Students' Union has obligations to volunteers just as it does to employees in terms of providing a safe working environment and adhering to fair recruitment, supervision and termination practices.
    3. Liability of the Students' Union because of the volunteer: Volunteers acting on behalf of the Students' Union expose the Students' Union to potential liability, should their actions result in harm or loss to a third party.
  2. Volunteer Risk Management - in order to manage the risks and liabilities inherent in volunteer activities, all Students' Union Department are required to follow these guidelines:
    1. All volunteers must be registered by means of a written agreement which clarifies their duties, reporting relationship and duration of their volunteer service. This form shall also provide the volunteer with information about liability and insurance matters.
    2. Departments registering volunteers are responsible for ensuring that the volunteer receives adequate training, including safety training where appropriate, for carrying out their duties.
    3. Volunteers should be at least 18 years old. In exceptional circumstances involving low-risk activities, volunteers may be under 18 but this must be arranged in advance with Students' Union Administration Office.
    4. If a volunteer is involved in a situation which may give rise to liability (i.e.. they are injured, their property is damaged or they are involved in a situation involving injury or damage to a third party), the incident must be reported immediately to Campus Security.
  3. Where appropriate, volunteers are to be advised that the Students' Union may not provide insurance coverage for personal vehicles. Volunteers who shall be driving their own personal vehicles are to be advised that they are responsible for providing their own insurance.

3.19 Outside Activities

  1. The Students' Union has no objection to an employee holding simultaneous employment or undertake outside activities except under the following circumstances:
    1. The outside activities create a conflict of interest with the employee's duties and responsibilities at the Students' Union.
    2. The outside activities create a conflict of interest with the Students' Union’s interests.
    3. The employee used Students' Union time and/or resources to undertake the activities or projects.
    4. The outside activities affect the employee's ability to perform their duties and responsibilities faithfully, diligently, honestly and with good effort.
  2. Should an employee wish to obtain outside employment, it should be discussed with their supervisor prior to accepting outside employment.
  3. New employees must disclose existing outside employment at the time of hire.

3.20 Substance Use

  1. All employees are expected to be fit for duty when reporting to work and remain fit for the duration of the day. This implies that employees must not be impaired by alcohol, cannabis, illegal drugs, or prescription medication. If an employee is required to take prescription medication, these medications should not inhibit their ability to proficiently perform their job functions.
  2. Employees are not to have illegal drugs or related paraphernalia in their possession while in the workplace.
  3. Possession, use, or selling of drugs, or drug paraphernalia on Students' Union property or in organizational vehicles is prohibited.
  4. Use of alcohol for social functions or any circumstances related to organizational business may be permitted provided that a liquor licence is obtained or the event is held in a licensed facility. Appropriate steps must be taken to ensure the safety of the guests.
  5. Policy violations
    1. Should there be reason to believe that an employee’s job performance is being negatively affected by alcohol, cannabis, illegal drugs, or prescription medication, or that this policy is being violated in any way, the Students' Union is entitled to inquire as to the nature of the problem and to take appropriate action, which may include disciplinary action.
    2. The Students' Union will differentiate between behaviour that is properly characterized as an illness or disability, and behaviour that is not. The Students' Union may require that the employee submits to a professional assessment by an appropriate health care practitioner.
    3. Should an illness or disability be present, The Students' Union will work with the employee towards a goal of rehabilitation and the duty to accommodate under the Human Rights Code.

3.21 Respectful Workplace

  1. The Students' Union is committed to a positive workplace environment, which is inclusive and diverse. All employees, students and visitors can expect to be treated with respect and dignity, free from any form of disrespectful behaviour including but not limited to discrimination, harassment (including sexual and personal harassment), bullying and violence.
  2. The Students' Union will not tolerate or condone disrespectful behaviour, and will take all reasonably practical steps to prevent this type of behaviour and to stop it if it occurs.
  3. Respectful Behaviour
    1. Characteristics that define a respectful workplace include:
      1. everyone is treated with respect and dignity;
      2. individual differences are acknowledged and celebrated;
      3. conflicts and concerns are dealt with in a timely and effective manner; and
      4. positive communication is encouraged.
    2. The following are examples of behavioural norms that support a culture of respect:
      1. Avoid talking negatively, making assumptions, or being judgmental about others.
      2. Think about how others may react before speaking or acting.
      3. Listen to what others have to say with an open mind.
      4. Be open and curious about differences in others.
      5. Avoid comments or jokes that demean, insult or target others.
      6. Pay attention to verbal and non-verbal responses from others, which may indicate disapproval, discomfort or embarrassment.
      7. Maintain confidentiality if a colleague asks for advice or divulges personal or sensitive information to you.
      8. If you do something that offends or bothers someone take responsibility for your actions, apologize, think about why it happened, and do not repeat the behaviour.
      9. Refuse to participate in workplace harassment and challenge it when you experience or witness it.
  4. Disrespectful Behaviour
    1. Characteristics that define a disrespectful behaviour include
      1. Physical, visual or verbal conduct, whether intended or unintended, that is inappropriate, degrading, demeaning or otherwise offensive resulting in an uncomfortable, hostile and/or intimidating work environment.
      2. Discrimination and/or harassment based on one or more of the prohibited grounds in the Alberta Human Rights Code: age, gender, race, colour, ancestry, place of origin, religious beliefs, marital status, physical or mental disability, family status, sexual orientation , source of income.
      3. Unwelcome conduct that is sexual in nature which may detrimentally affect the work environment or lead to adverse job-related consequences for the victim of the harassment.
      4. Any inappropriate conduct or comment by a person that the person knew or reasonably ought to have known would cause humiliation or intimidation.
      5. Disrespectful Behaviour may be found to have taken place in and outside of the workplace.
      6. It may be one incident or a series of incidents depending upon the context.
    2. Examples of behaviour considered to be disrespectful include but are not limited to:
      1. Offensive or inappropriate remarks, innuendoes, jokes, cartoons, gestures, material or behaviour;
      2. Grouping or isolating (example: on ethnic origin, religion, sex);
      3. Discrimination as defined under human rights legislation;
      4. Persistent, unwelcome, or uninvited invitations or requests;
      5. Unwelcome questions or sharing of information regarding a person’s sexuality, sexual activity or sexual orientation;
      6. Leering, ogling, or other gestures;
      7. Unwarranted physical contact;
      8. Yelling;
      9. Belittling;
      10. Reprimanding in the presence of others;
      11. Written or verbal abuse or threats;
      12. Vandalizing personal belongings;
      13. Physical violence;
      14. Threatening behaviours (i.e. shaking fists, destroying property, throwing objects);
      15. Subtle forms of harassment like facial expressions, tone and other non-verbal communication used to ridicule or demean others;
      16. Patronizing or condescending behaviour;
      17. Humiliating employees in front of co-workers;
      18. Spreading malicious rumours, gossip, or innuendo;
      19. Cyber bullying;
      20. Disrespectful internet postings;
      21. Abuse of authority that undermines job performance or threatens a career path;
      22. Covert behaviour, i.e. inappropriately withholding information, undermining, underhandedness, or sabotaging;
      23. Any other conduct or comments intended to or having the effect of, creating an intimidating, hostile or offensive environment.
  5. What is not considered disrespectful behaviour:
    1. This policy does not extend or apply to day-to-day management of supervisory decisions involving work assignments, job assessment and evaluation. Workplace inspections, implementation of appropriate dress codes and disciplinary action are not considered to be disrespectful behaviour even if they sometimes involve unpleasant consequences. However, managerial actions must be carried out in a manner that is reasonable and not abusive.
    2. Other situations that do not constitute disrespectful behaviour include:
      1. Consensual banter or relationships;
      2. Expressing differences in opinions in a respectful manner;
      3. Offering constructive feedback, guidance, or advice about work-related behaviour and performance
      4. Providing legitimate, reasonable direction or instruction, operational change, coaching, and /or counselling;
      5. Feedback and performance management;
      6. Undertaking disciplinary action for proven misconduct;
      7. Making a legitimate complaint through established procedures;
      8. Physical contact necessary for the performance of the work using acceptable industry standards;
      9. Overseeing injury or illness processes in accordance with Health & Safety Compensation legislation;
      10. Conduct which all parties agree is inoffensive or welcome.
  6. Workplace Conflict:
    1. Conflict can arise in all workplaces. Causes include personality differences, differences of opinion or values, personal problems such as substance abuse, childcare issues, office romances, etc., as well as organizational issues such as leadership, management, performance discrepancies, power struggles and scarce resources. Workplace conflicts should be addressed in a timely manner. Points to keep in mind for conflict resolution include:
      1. Clearly articulate the causes of the conflict - openly acknowledging there will be differing perceptions of the problem(s).
      2. Make a clear statement of why the conflict needs to be resolved and communicate how you want the conflict resolved.
      3. Schedule a time and a private setting for conflict resolution. Arrange for an impartial mediator if necessary.
      4. Address the issues face-to face (notes, emails, memos, texts or social media are not a productive way to resolve differences).
      5. Stick to the issues. It is tempting to bring up issues from the past or resort to personal criticism but it is important to address only the specific behaviours and situations that need resolution.
      6. Listen to the other person’s perspective with an open mind.
      7. Take responsibility for your own behaviour or actions that may be contributing to the conflict.
      8. Take time out if necessary. Emotions may interfere with resolving the conflict positively. If this transpires, take a time-out and resume the conflict resolution at another designated time.
  7. Supervisor and Manager's responsibilities:
      1. As far as reasonably practical, foster a safe working environment free of disrespectful behaviour.
      2. Inform employees about the policies and advise them on their rights and responsibilities.
      3. Model healthy professional relationships between colleagues, direct reports, and all employees, volunteers and persons having a business relationship with the Students' Union.
      4. Take immediate and appropriate action to report or deal with incidents of inappropriate behaviour whether brought to their attention or personally observed. Under no circumstances should a legitimate complaint be dismissed or downplayed or the complainant told to deal with it personally.
  8. Complaint Procedure:
    1. In many cases, the situation can be resolved through an informal process.
      1. If reasonable and comfortable: tell the individual their behaviour is unwelcome and ask them to stop. This discussion should take place out of the immediate work area, in a private and confidential setting, or may take place in writing.
      2. Seek advice from a supervisor, manager, Union representative, or the Human Resources Manager. These individuals can help you choose a course of action, draft a way to tell or write to the person that you want them to behave differently, or arrange for conciliation or mediation.
    2. If, after asking the individual to stop their behaviour, the behaviour continues or if the employee chooses not to discuss the matter with the individual, the employee may file a written complaint detailing the allegations. The complaint must be submitted to one of the following:
      1. Your immediate supervisor;
      2. The President of the Students' Union;
      3. The Human Resources Manager of the Students' Union; and/or
      4. The General Manager of the Students' Union.
    3. Keep a record of incidents (dates, times, location, possible witnesses, what happened, your response). You do not have to have a record of events in order to file a complaint, but a record can strengthen your case and help you remember details over time.
    4. You also have the right to contact the Alberta Human Rights Commission to file a complaint and, if circumstances warrant it, the police, to file a charge.
  9. Investigation Process:
    1. Once a complaint is received, it shall be kept strictly confidential. An investigation shall be undertaken immediately and all necessary steps taken to resolve the problem. If a complaint is filed through the Union as a grievance, a meeting shall be held with the Union representative before and after the investigation.
    2. In complex or sensitive situations, an external investigator may be hired.
    3. The investigator shall
      1. support all parties involved in a complaint without judgement,
      2. maintain confidentiality,
      3. ensure the respondent has received a written statement of the allegation,
      4. ensure all parties involved have been informed of their rights and responsibilities,
      5. interview the parties concerned and any witnesses,
      6. collect all pertinent information,
      7. use a mediation process where appropriate,
      8. determine the appropriate actions for resolution,
      9. prepare a report, and
      10. ensure the investigation is completed in a timely fashion.
    4. Any complainant(s), respondent(s) and witnesses have the responsibility to maintain confidentiality and to cooperate with those responsible for dealing with the investigation.
    5. Both the complainant(s) and the respondent(s) have the right to be accompanied by a person of their choice during the interview.
  10. Resolution:
    1. If the investigation reveals evidence to support the complaint of disrespectful behaviour, the respondent shall be subjected to corrective action that may include education or training and/or discipline up to and including dismissal. The incident shall be documented in the respondent's employment or volunteer file.
    2. If the investigation fails to find evidence to support the complaint, there shall be no documentation concerning the complaint in the file of the respondent.
    3. No documentation whatsoever shall be placed in the complainant's file where the complaint is filed in good faith, whether the complaint is upheld or not.
    4. Complaints which are made in bad faith and are vexatious in nature may lead to discipline up to and including dismissal for the complainant.
    5. If the individual about whom the complaint is made is not an employee or a volunteer of the Students' Union, actions to ensure a respectful workplace may include discontinuing business with individual, barring the person from Students' Union facilities or services, reporting the incident to The Office of Human Rights and Safe Disclosure at the University of Alberta, and/or reporting the incident to the University of Alberta Protective Services or the Edmonton Police Service.
    6. Any interference with the conduct of an investigation, or retaliation against a complainant, respondent or witness, may itself result in disciplinary action. Retaliation includes demotion, unwanted transfer, denial of opportunities within the organization, as well as harassment of the individual as a result of them having made a complaint, having been named in a complaint, or having provided evidence regarding the complaint.
    7. Measures to rehabilitate the workplace culture may be implemented. These measures may include, but are not limited to, ensuring all employees are aware of the Respectful Workplace policy; conducting training on creating a respectful workplace; developing rules of engagement for what respect looks like in the workplace; calling out poor behaviour in the moment to send the message that it won't be tolerated.

3.22 Code of Ethics

  1. The Students’ Union expects all Employees to conduct themselves in accordance with this Code and it shall hold all employees accountable for their conduct.
  2. Employees are expected in all regards to conduct their duties with impartiality, and are required to disclose to their immediate supervisor any situation that is a conflict or an apparent conflict of interest.
  3. Employees are expected to act with integrity and without discrimination in carrying out their roles and functions.
  4. Employees shall act honestly and in good faith while carrying out their duties, with a view to the best interest of the Students’ Union and shall avoid situations involving a conflict or potential conflict between their personal interests and the interest of the Students’ Union.
  5. Employees are in conflict of interest and in violation of this Code if they:
    1. take part in a decision or action in the course of carrying out their duties knowing that the decision might further the private interest of the employee,
    2. use their position, role, or contacts to influence or seek to influence a Students’ Union decision, or go against the purpose of such decision to further a private interest of the employee, or
    3. use or communicate information not available to anyone outside of the area in which the employee works, or the general public, that was gained by the employee in the course of carrying out their duties, to further or seek to further a private interest of the employee.
  6. Employees shall not engage in activities against the goals and initiatives of the Students’ Union.
  7. Employees shall positively support the message of the Students’ Union as part of their role within the organization.
  8. Personal interests and/or business activities should not influence or appear to influence employee decisions made in the normal course of employment. This includes decisions and recommendations in awarding contracts, staff recruitment, and supervision decisions.
  9. Employees may not directly supervise or evaluate the performance of a relative.
  10. Employees may take supplementary employment, including self-employment, but shall not accept payment for these duties if normally performed as a Students’ Union employee. Where it is apparent that a conflict of interest may arise, the employee must notify their immediate supervisor in writing as to the nature and purpose of outside employment.
  11. Employees are encouraged to seek guidance and clarification from their immediate supervisor or the Human Resources Manager on any question related to the application and interpretation of this Code.
  12. Employees who do not comply with any provisions of this Code of Ethics may be subject to disciplinary action, up to and including dismissal.

3.23 Discipline & Dismissals

  1. This section applies to Non-Union employees. Discipline, suspension, and discharge of Union employees is governed by Article 11 of the Collective Agreement.
  2. Should there be concern regarding an employee's performance, the supervisor should first attempt to solve the problem through verbal discussion with the employee. The supervisor should try to discover the underlying reasons for the problem, and discuss with the employee how the problem could be resolved. Written, dated summaries of these discussions should be kept on file with the Human Resources Manager.
  3. If there is continued concern, or if the actions of the employee are considered to be of a magnitude that verbal discussion is not considered an adequate level of discipline, a formal written warning should be issued.
    1. If corrective action is not taken the Employee may receive a subsequent written warning, suspension or termination of employment.
    2. The Human Resources Manager or General Manager must be consulted before any progressive discipline or dismissal is issued.
    3. Dismissal of a Core Manager must be approved by the Executive Committee.
  4. An employee may be immediately dismissed, without written warning notices, period of notice, or salary in lieu of notice, for just cause. This may include, but is not limited to:
    1. theft, fraud, or other criminal activities;
    2. continual shortages of cash or materials in the employee's control;
    3. using, or being under the influence of, alcohol, cannabis, or illegal drugs while on the job;
    4. breach of duty or policy;
    5. breach of confidentiality;
    6. gross misconduct;
    7. failure to inform their supervisor of non-attendance;
    8. insubordination; and
    9. conduct which, in the discretion of the Students' Union, tends to bring the Employee or the organization into disrepute.
  5. Proper approval for such dismissal must be obtained as in §(c).
  6. Supervisors must keep an accurate record of all incidences in which employees do not perform their required duties, or do not perform them to an acceptable standard. This record should include dates, reasons for concern, discussion which took place with the employee, and any disciplinary actions taken. The Human Resources Manager must also be provided copies of all correspondence with the employee.
  7. The personnel record of an employee shall not be used against them after 18 months have passed since a suspension, or since the issuance of a letter of reprimand, provided there has been no recurrence of a similar and/or other infraction.


4 Travel

4.1 Approval for Travel

  1. Conference and long-distance travel requests require approval, prior to attending, as follows:
    1. Employees must receive approval from the Core Manager responsible for their department.
    2. Core Managers must receive approval from the General Manager.
    3. Members of the Executive Committee must receive approval from the Executive Committee.
  2. Upon returning from a conference or travel, the employee's supervisor may require that the employee provides a written report or presentation.
  3. All relevant travel expenses, wherever possible, should be incurred using a Students’ Union corporate credit card (see §5.7).
  4. Any employee traveling on behalf of the Students’ Union shall use the most practical and cost-effective transportation available.

4.2 Per Diem

  1. For conferences or travel outside of the City of Edmonton where meals are not otherwise provided, a per diem allowance of $65.00 will be given to each attending delegate from the Students’ Union.
  2. If any meals are provided, the following amounts will be deducted from the per diem:
    1. Breakfast: $15.00
    2. Lunch: $20.00
    3. Dinner $30.00
  3. For conferences or travel in the United States, the per diem allowance is considered to be in U.S. dollars, and will be converted to Canadian dollars using the Bank of Canada daily exchange rate lookup tool on the first date that the per diem is claimed for, or the date that the per diem cheque requisition is completed (whichever date is earlier).
    1. For conferences or travel elsewhere, the per diem allowance is in Canadian dollars.
  4. Each delegate may be issued per diem by completing a cheque requisition (see §5.5).

4.3 Accommodations

  1. Hotel/accommodation rates may be reimbursed.
  2. Accommodation for one night before and after an event is acceptable if the start and end times warrant such travel logistics. Longer periods are also acceptable if airfare savings or avoidance of travel hazards (e.g. weather) can be demonstrated. Where applicable, dates should coincide with those on the air ticket.
  3. The choice of accommodation should be based on business travel requirements and on the lowest cost, rather than on personal membership programs or other personal incentives.
    1. Sharing rooms is encouraged whenever possible.
  4. If the traveler stays with friends or family instead of at a hotel, they may be reimbursed as a modest gesture of appreciation up to a maximum of $30.00 per night.

4.4 Air Travel

  1. The following items may be purchased or reimbursed:
    1. the lowest available fares appropriate to particular itineraries, to a maximum of full economy;
    2. flight cancellation insurance, where appropriate; and
    3. baggage fees, as warranted by need.
  2. Business or first class fares may not be purchased or reimbursed.
  3. Flights purchased using frequent flyer points are not reimbursable for a cash equivalent as there is no cash surrender value.
  4. The choice of flights should be based on business travel requirements and on the lowest cost, rather than on personal frequent flyer programs or other personal incentives.

4.5 Motor Vehicle Travel

  1. Any individual driving a Students’ Union vehicle, a rental vehicle, or a personal vehicle to carry out business on behalf of the Students’ Union must comply with the following:
    1. Drivers must be at least 18 years old and possess a valid driver's licence.
    2. To be added to the list of approved drivers, the individual must provide a Driver's Abstract that is less than one month old to the Human Resources Manager. Updated Driver's Abstracts must be provided upon request.
      1. The Students' Union will reimburse the cost of the abstracts upon presentation of an official receipt.
    3. Authorized drivers must notify the Human Resources Manager immediately, in writing, regarding any change in their driver's license status, insurance status, or their driving history that affects their qualifications to drive a vehicle on behalf of the Students’ Union.
    4. Drivers must obey all applicable motor vehicle legislation. In Alberta, drivers are bound by the Alberta Traffic Safety Act, Criminal Code of Canada and Municipal Bylaws.
    5. No driver shall operate a vehicle for Students' Union business when their ability to do so safely has been impaired by illness, fatigue, or injury. Operating a vehicle while under the influence of intoxicants and other drugs or medications (which could impair driving ability) is strictly forbidden.
    6. Passengers are limited to those individuals who need to ride in the vehicle to conduct Students' Union business.
    7. Drivers are prohibited from using handheld or hands-free telecommunications devices while the vehicle is in motion. Drivers must safely stop and legally park, prior to using telecommunication devices.
    8. Failure to follow vehicle use policies may result in suspension of driving privileges and/or disciplinary action up to and including dismissal.
    9. Costs incurred due to blatant misuse (i.e. damage to vehicle, vehicle left in unreasonably dirty condition, fines for traffic or parking violations) will be charged to the department or the responsible employee.
    10. The Students' Union is not responsible for any personal or work items left in any vehicle.
  2. When traveling any distance over 40 kilometres by motor vehicle, employees shall use a rental vehicle or public transportation where possible.
    1. Reimbursable expenses for rental vehicles include the rental fee, the kilometer/mileage charge by the rental agency, fuel charges and insurance coverage when applicable.
    2. All rental agency policies must be followed, and all drivers of a rental vehicle must be approved by the rental agency.
  3. Employees are discouraged from using their personal vehicle to carry out Students’ Union business.
    1. Employees who intend to drive a personal vehicle on Students’ Union business must:
      1. have a signed Personal Vehicle Use Agreement on file with Human Resources; and
      2. notify the Human Resources Manager of the purpose of the travel.
    2. Employees are not allowed to drive a personal vehicle substantial distances (over 40 kilometres) on Students’ Union business other than in exceptional circumstances.
    3. In cases of approved use of a personal vehicle, the employee may be reimbursed for business mileage at a rate determined to be reasonable by the Canada Revenue Agency.
    4. The Students’ Union does not reimburse for personal insurance or vehicle registration costs.
  4. The Students' Union's vehicles are to be driven by authorized individuals only and are subject to the procedures established by the Administrative Services department.
    1. Vehicles are for Students' Union business only and not for personal use.
    2. No smoking in the vehicles at any time.
    3. All damage, mechanical problems or accidents, regardless of severity, must be reported immediately to the Senior Manager (Facilities & Operations).
    4. Drivers must report all ticket violations received during the operation of a Students' Union vehicle within 72 hours to the Human Resources Manager.
  5. It is the responsibility of each driver to ensure that they have the appropriate driver’s license and insurance coverage while driving on Students’ Union business.
  6. Staff members traveling as passengers cannot claim mileage or the cost of any equivalent transportation.


5 Financial

5.1 Coding of Accounts

  1. All purchase orders, cheque requisitions, inter-departmental transfers, invoices, and other accounting paperwork must be properly coded with the following information so that transactions can be properly tracked and communicated:
    1. department number;
    2. account number; and
    3. sub-account number.
  2. GST must be identified and properly coded on all accounting paperwork.

5.2 Re-allocation of Funds

  1. Re-allocations of funds between departments must be approved in advance by the Vice President (Operations & Finance) or the Executive Committee, and must be reported to the Finance Committee.
  2. Re-allocations of funds within a department may take place at the discretion of the department head.

5.3 Inter-departmental Transfers

  1. Inter-departmental transfers require approval from:
    1. the head of the department supplying the good or service; and
    2. the head of the department receiving the good or service.
  2. Copies of the transfer form must be supplied to:
    1. the accounting department;
    2. the department supplying the good or service; and
    3. the department receiving the good or service.

5.4 Expenditures & Accounts Payable

  1. Only budgeted expenditures are permitted.
  2. All expenditures must be approved in advance by the department head or other authority.
  3. The following options are available for purchasing goods and services:
    1. invoices and cheque requisitions (see §5.5);
    2. purchase orders (see §5.6);
    3. corporate credit card (see §5.7); and
    4. reimbursement (see §5.5 and §5.8).
  4. Preference is given to:
    1. invoices and cheque requisitions (for making purchases from companies with whom the Students' Union has credit); or
    2. purchase orders (for making purchases from companies with whom the Students' Union is not able to obtain credit).
  5. Wherever practical and reasonable, the employee purchasing the good or service must obtain a minimum of three price quotes.

5.5 Invoices & Cheque Requisitions

  1. Invoices must be reviewed for accuracy, approved by the department head, and coded to their relevant expense accounts.
  2. Should an invoice not be available, a cheque requisition form must be completed. Cheque requisition forms can be obtained in the mail room in 2-900 SUB.
  3. Reimbursement cheques shall be issued for approved, reasonable expenditures made by an employee or designated volunteer, provided that the expenditure is budgeted.
    1. Expenditures will not be reimbursed if they are deemed unreasonable, inappropriate or in contravention of operating policies.
  4. Before completing cheque requisitions for student groups or individuals, the department requesting the cheque shall consult the aged accounts receivable listing to ensure that no moneys are owed to the Students' Union by those groups. If so, this money must be deducted from their payments.
  5. The cheque requisition must be approved by:
    1. the department head;
    2. the Vice President (Operations & Finance) or designate; and
    3. the Controller or designate.
  6. Appropriate back-up documentation must be attached to the cheque requisition wherever possible.

5.6 Purchase Orders

  1. Where possible and practical, all purchases require a completed purchase order and a cost estimate/quote from the vendor.
  2. Completed purchase orders must be submitted before ordering goods or services. Purchase order forms can be obtained from the accounting department.
  3. Purchase orders must be approved by:
    1. the department head;
    2. the Vice President (Operations & Finance) or designate; and
    3. the Controller or designate.
  4. Once an invoice has been provided by the vendor to the department head, it must be coded to the appropriate accounts, and submitted to Accounting along with a copy of any approved purchase orders.

5.7 Corporate Credit Card

  1. The following individuals are permitted holders of a Students' Union corporate credit card:
    1. members of the Executive Committee;
    2. Core Managers; and
    3. other individual employees as approved by the Controller and the General Manager.
  2. Holders of a corporate credit card are responsible for purchases made on their card and must be aware of their responsibilities.
  3. All receipts and credit slips must be properly coded by the cardholder and submitted to Accounting.
    1. Should any transaction be missing a receipt, proper explanation must be submitted in its absence.
  4. The Vice President (Operations & Finance) shall have the authority to invoice the holder of a credit card for any use of a corporate credit card deemed unreasonable, inappropriate or in contravention of operating policies.
  5. Personal expenditures shall not be made on Students’ Union corporate credit cards.
    1. If a card is used for a personal purchase in error, the employee must notify the Controller immediately and make arrangements for payment.
  6. Failure to comply with the conditions set forth in this policy can result in one or more of the following actions: cancellation of the card; loss of corporate credit card privileges; deduction of misused funds from the cardholder’s salary and/or disciplinary action up to and including termination of employment..

5.8 Petty Cash

  1. Petty cash disbursements are available in amounts up to $50.00.
  2. Disbursements must be approved by the head of the department to which the amount is to be charged.
  3. Petty cash can be obtained from the Administrative Services staff in 2-900 SUB.
  4. Other departments may operate their own petty cash allotments as required, subject to approval from the Controller.
  5. Departments are required to store petty cash in a secure location at all times.
  6. A petty cash form, along with an attached itemized receipt, must be submitted for all petty cash disbursements.
  7. In order to replenish the petty cash, a petty cash form must be completed, and must be approved by:
    1. the department head responsible for the petty cash allotment; and
    2. the Controller or designate.

5.9 Invoicing External Organizations (Accounts Receivable)

  1. Department heads who request the accounting department to invoice an organization must provide the following billing information:
    1. the name of the organization;
    2. contact name;
    3. address of the receiver;
    4. a list or description of the goods and/or services supplied; and
    5. the dollar value of the goods or services.
  2. At the end of every month an outstanding accounts receivable list shall be supplied to department heads, who shall be required to follow up on their respective billings.
  3. Wherever possible, before supplying the goods and/or services, and before invoicing an organization, the aged accounts receivable listing should be consulted by the department head to ensure that the organization has no outstanding debts to the Students' Union.
    1. The aged accounts receivable listing is available from the Accounting Clerk (Receivables).
  4. Departments that generate an invoice request to accounting shall be required to keep a copy of that invoice for follow-up.
  5. Department heads (or designate) shall be required to check monthly aging reports to ensure that all outstanding invoices within their department have not exceeded a net of 30 days.
  6. If payment for an invoice has not been received subsequent to 30 days, the following action can take place for external organizations:
    1. 31-60 Days: Person responsible for the invoice shall send a letter reminding the external organization that the invoice is to be paid.
    2. 61-90 Days: Person responsible for the invoice shall make a phone call to the organization requesting that the invoice be paid.
    3. 91+ Days: A form letter shall be sent stating that payment needs to be provided within seven days or the Students’ Union shall only be prepared to enact business on a cash basis. If no payment is received the outstanding amount may be sent to collection.

5.10 Variances

  1. Each month, department heads must explain all significant variances (in excess of ±5%) between actual and budgeted amounts to the Controller and the area’s Core Manager.
  2. Information from all variance reports shall be supplied to the Vice President (Operations & Finance).
  3. A summary of the variance reports, in the form of a consolidated profit and loss statement, shall be provided to the Audit Committee whenever requested.

5.11 Cheque Signatories

  1. Only the following individuals have cheque signing authority:
    1. Executive:
      1. President
      2. Vice President (Operations & Finance)
      3. Vice President (External)
    2. Management:
      1. General Manager
      2. Controller
      3. Senior Manager (Facilities & Operations)
  2. All cheques require two signatories. The preference is that cheques be signed by one individual in the "Executive" category, and one individual in the "Management" category, and further, the preference is that these two individuals be the Vice President (Operations & Finance) and the Controller.

5.12 Price Adjustments

  1. Price adjustments must be approved by the Core Manager responsible for that service or business.
  2. Changes to pricing policies must first be approved by the Core Manager responsible for that service or business, and must receive final approval from the Vice President (Operations & Finance) or the Executive Committee.

5.13 PR

  1. Department heads shall use their own discretion when expensing something to their respective Internal, External and/or Volunteer PR budget(s).
  2. Alcohol, excluding stock for a licensed event or venue, may only be expensed if approved as follows:
    1. Any purchase by an employee must be approved in advance by the General Manager, who shall report such approval to the Executive Committee.
    2. Any purchase by a member of the Executive Committee must be approved by:
      1. the President, who shall report such approval to the Executive Committee; or
      2. the Executive Committee.
  3. The amount budgeted under PR may cover expenses associated with recognizing and rewarding staff (Internal PR) and volunteers (Volunteer PR), including, but not limited to, food at meetings (excluding workshops), parties, t-shirts, etc.
  4. In preparing a departmental PR submission to the annual budget, each department head shall look to find the most practical, cost-effective methods of rewarding staff and volunteers.

5.14 Gratuity

  1. Gratuity may only be expensed:
    1. where it is customary to do so; and
    2. when the expense is budgeted.
  2. The maximum gratuity amount that the Students’ Union will be responsible for is 20 percent of a bill or invoice.

5.15 Sponsorship and Donations

  1. Individual Students' Union departments may seek sponsorship or donations only after explicit approval is received from:
    1. the General Manager (or designate); or
    2. the Executive Committee.
  2. All requests to the Students’ Union by external organizations for sponsorship or donations must be referred to the General Manager (or designate).
    1. Notwithstanding, the Executive Committee may at any time elect to assume direct responsibility for any request.
  3. Sponsorship decisions must consider whether the event or activity:
    1. is consistent with the organizational values of the Students’ Union;
    2. will positively contribute in a significant way to the well-being of University of Alberta undergraduate students;
    3. will make use of Students’ Union facilities, businesses and/or services;
    4. would be eligible for, or already receives, other Students’ Union, University or community grants, funding or fee revenue; and
    5. provides direct and tangible benefit to the Students’ Union.
  4. A donor relationship may only be established if:
    1. the relationship is in alignment with the Students' Union's organizational objectives and the Ethical Business Partners policy; and
    2. the relationship has received approval from the Executive Committee (or designate).
  5. Any sponsor or donor relationship involving the naming of Students' Union facilities must be reported to the Executive Committee and to Students' Council.
  6. Any perpetual or honorific naming must be approved by Students' Council.

5.16 Student Representative Association Finances

  1. The Students’ Union shall liaise with the University to collect all fees on behalf of Student Representative Associations and collaborative programs with external Student Associations.
  2. Any changes or additions to Student Representative Association Fees (SRAF), Campus Association Transfer Payments (CATP) and/or Faculty Membership Fees (FMF) must be presented to Students' Council and voted on as per Students’ Union bylaw.
  3. Prior to submission to Students' Council, any changes or additions to SRAF, CATP and/or FMF fees shall be reviewed with Core Management to ensure all procedural points are being followed and documented.
  4. Any changes or additions to SRAF, CATP and/or FMF fees for the upcoming year must be presented to the University by the Students’ Union no later than March 31 of any given year.
  5. The University disbursement schedule on fees is as follows:
    1. Intersession Fees - payment to the Students’ Union shall be no later than the end of July
    2. Fall Term Fees – payment to the Students’ Union shall be no later than the third week in October
    3. Winter Term Fees – payment to the Students’ Union shall be no later than the third week in February
  6. The University sends supporting enrollment numbers to the Students’ Union within one week of disbursement of fees.
  7. The Students’ Union shall forward payment to all affected Student Representative Associations within two weeks of receiving funds from the University for that specific term.
  8. All payments shall include a brief summary including:
    1. enrollment numbers;
    2. the calculation used to determine the total funds being paid;
    3. the date the Students’ Union received the payment; and
    4. any relevant supporting documentation from the University.


6 Equipment & Supplies

6.1 New Acquisitions

  1. All capital equipment purchases must be budgeted for in the Students' Union annual budget, as approved by Students' Council.
  2. Should an area manager wish to purchase capital equipment that has not been budgeted for in the annual budget, the request shall be made to the Vice President (Operations & Finance), who shall consider the request, or refer the request to the appropriate body as provided for in Students’ Union bylaw.
  3. Computers and computer equipment should be procured directly by the information technology department whenever possible, and in all cases the procurement of computers and computer equipment must first be approved by the information technology department.
    1. All computers and computer equipment must be appropriately tagged and configured by the information technology department before use.

6.2 Equipment Disposal

  1. Disposal of capital items must be approved by the area supervisor, after consultation with Core Management to determine whether other areas could use the equipment.
  2. Whenever possible and feasible, the item shall be donated to a recognized charity or shall be sold to a company or individual who is able to reclaim the item.
  3. If the item can not be donated or sold, whenever possible and feasible the item shall be recycled or disposed of in the most environmentally friendly manner.
  4. Any equipment capable of storing electronic information must be provided to the information technology department, who will ensure any sensitive data is securely erased and/or that the equipment is appropriately destroyed.

6.3 Personal Use of Students’ Union Equipment

  1. Priority for use of Students' Union equipment shall be for employees carrying out their duties in the course of normal Students' Union business.
  2. Personal use of Students' Union equipment shall be permitted by Students' Union employees and volunteers only, provided this use does not interfere with §(a).
  3. In cases where a cost is incurred by the Students' Union, the use of the equipment shall be limited to Students' Union employees. Use of the equipment must be properly documented, and the cost shall be charged to the employee wherever possible and practical.
  4. No equipment may leave the Students' Union Building without permission from the area’s Core Manager (or designate).
  5. Employees and volunteers are required to keep Students’ Union equipment and property secured at all times. In the case of loss or theft, the Employee or volunteer may be required to reimburse the Students’ Union the replacement value of the equipment.

6.4 Equipment Rentals

  1. Equipment may be rented to groups or individuals, provided that:
    1. the rental does not interfere with any necessary use of the equipment by a Students' Union department; and
    2. an effective rental management, policy and tracking system is implemented and approved by the department head responsible for the equipment.
  2. Rental and deposit rates shall be set by the area’s Core Manager.

6.5 Office Supplies

  1. Office supplies taken must be properly recorded on the form provided, indicating:
    1. the date the item was taken;
    2. the budget number to assess the charge to;
    3. the name of the individual taking the item; and
    4. a description of the item.
  2. Supplies taken for personal use must be recorded in the same manner and shall be invoiced at the end of the month.
  3. Items required by staff that are not stocked in the supply room should be requested from the Administrative Services staff.
  4. Whenever possible and practical, items shall be reused and recycled.

6.6 Telephones

  1. All requests for either installation or removal of telephones must come to the Senior Manager (Facilities & Operations) or designate.
  2. Departments are responsible for all costs incurred relating to installation, use and removal of their telephone.

6.7 Printer & Photocopier Use

  1. Wherever possible and practical, the use of printers and photocopiers shall be tracked and charged to individual departments.
  2. Wherever possible and practical, prints and copies shall be double-sided.

6.8 Art Collection

  1. An Art Committee will be established consisting of the following individuals:
    1. Vice President (Operations & Finance) or designate;
    2. Vice President (Student Life) or designate;
    3. Senior Manager (Marketing & Communications);
    4. other SU employees as deemed necessary; and
    5. two undergraduate students-at-large.
  2. The Art Committee will:
    1. work to create a collection of artworks (the Collection) for display throughout the Students’ Union Building;
    2. identify and evaluate potential sources for new artwork to add to the Collection;
    3. establish relationships within the Faculty of Arts for consultation and advisory purposes; and
    4. select artworks to be added to the Collection and recommend their acquisition to the Executive Committee.
  3. The Art Committee will administer the Collection so that:
    1. a dynamic display of artworks is encouraged and facilitated within the Students’ Union Building;
    2. staff of the Students’ Union will be able to select individual artworks for display in their offices; and
    3. artworks may on occasion be displayed in a SUB art show.
  4. Preference in the acquisition and display of artwork will be given to work created by University of Alberta undergraduate students or alumni.
  5. A catalogue of the Students’ Union’s art holdings will be maintained by the Senior Manager (Marketing & Communications) or designate.


7 Communications & Marketing

7.1 Statements Made on Behalf of the Students’ Union

  1. The President shall serve as the primary official spokesperson of the organization, but all elected members of the Executive Committee may serve as spokespersons.
  2. Elected members of the Executive Committee may delegate their authority as spokespersons to other elected officials or employees of the Students’ Union in specific instances when necessary.
  3. Select employees, when necessary in the undertaking of their job duties, may interact with the media to share pertinent public information and coordinate on behalf of the Students’ Union; however, they shall not speak on behalf of the organization nor offer official comment.
  4. Statements on social media may be made as follows:
    1. The Senior Manager (Marketing & Communications), or designate, may interact on social media on behalf of the Students' Union.
    2. Each department head, or designate, may interact on social media on behalf of their respective department, provided the subject matter pertains to their area of responsibility.

7.2 Media Releases

  1. All media releases must receive approval from an elected member of the Executive Committee prior to distribution.
  2. All media releases must be provided as information to the Executive Committee.

7.3 Marketing Materials

  1. All official materials produced by a department of the Students’ Union for public distribution must include the Students’ Union logo. This includes, but is not limited to, brochures, pamphlets, posters, and banners.
  2. Exceptions to this policy may be made by the Senior Manager (Marketing & Communications) or designate.

7.4 French Translations

  1. All translations shall be performed by a professional translator or translation service.
  2. The Senior Manager (Marketing & Communications) shall be responsible for maintaining an up-to-date list of approved translators and translation services.
  3. The department commissioning the advertisement shall be responsible for submitting all texts to the Marketing & Communications department by the appropriate deadlines.
  4. The Marketing & Communications department shall be responsible for all interactions relating to translators and translation services.
  5. The Students' Union may produce French versions of its advertising under the following conditions:
    1. the advertisement must conform to the same basic visual identity and convey the same critical information as the English version; and
    2. the cost of professional translation is not prohibitively expensive.
  6. Notwithstanding §(a), the Executive Committee may elect to conduct translations using a committee of three students, provided that:
    1. they are members of Faculté Saint-Jean;
    2. they can reasonably prove their skill level in both English and French; and
    3. the material in question being translated will only be distributed to Campus Saint-Jean students on their campus.

7.5 Hosting Conferences

  1. Units of the Students’ Union may pursue the hosting of a conference only after explicit approval is received from the Executive Committee.


8 Information Technology

8.1 Computer and Network Use

  1. Staff and volunteers are expected to use computer and network services responsibly and productively. Unacceptable activities include but are not limited to:
    1. using computers to perpetrate any form of fraud, piracy or other illegal activity;
    2. hacking or otherwise accessing any computer or network without permission;
    3. introducing unauthorized software, connecting unauthorized equipment to the network, or otherwise jeopardizing the security of the organization’s computer systems and network;
    4. stealing, using or disclosing someone else’s account or password without authorization; and
    5. intentionally accessing, creating and/or distributing inappropriate, objectionable or illegal content.
  2. Usernames and passwords that have been assigned to an individual are their own responsibility to safeguard. All passwords must:
    1. never be shared with anyone;
    2. be sufficiently complex, as determined by the information technology department;
    3. be changed at a minimum frequency, as determined by the information technology department; and
    4. be changed immediately if it may have been compromised for any reason.
  3. Any potentially compromised passwords, accounts or electronic data must be immediately reported to the General Manager and to the Information Technology department.
  4. Upon termination of an employment or volunteer position, the area manager must immediately inform Information Technology staff, who will ensure the individual’s access to all Students’ Union computer systems is cancelled.
  5. Software may be installed on a Students’ Union computer only upon explicit approval by the information technology department.
    1. All software and other intellectual property must be appropriately licensed for use on each computer it is installed on.
    2. Licenses owned by the Students’ Union may only be used on Students’ Union computers.
  6. Administrative and system settings on a Students’ Union computer may be modified only upon explicit approval by the information technology department.
  7. Desktop computers that are designated to a specific employee should be turned completely off when not in use for more than two hours.
  8. All electronic data that is composed, stored, transmitted and/or received by the Students’ Union’s computer systems is considered property of the Students’ Union.
  9. With the approval of the General Manager, information technology staff have the right to suspend or modify users’ access privileges, and may examine files, passwords, data, computer usage, network traffic, and any other material that may aid in an investigation of possible misuse.

8.2 Electronic Information

  1. All Students’ Union electronic information must reside exclusively on Students’ Union computer systems unless approval has been provided by the General Manager or designate.
  2. Wherever possible, electronic information must be stored on a central Students’ Union server instead of on a personal workstation.
  3. All Students' Union laptop computers must have their storage devices (i.e. hard drives) encrypted at all times.
  4. Access to confidential and personal information from outside of the University of Alberta network must take place through an encrypted connection.
  5. Confidential and personal information must always be encrypted wherever it is stored and/or transported.
  6. Confidential and personal information must not be stored in any of the following locations without a security assessment and approval from the Information Technology department:
    1. portable storage devices (such as USB sticks and external hard drives); and
    2. any equipment not owned by the Students’ Union.
  7. All data on hard drives and other storage devices must be securely erased by the Information Technology department before such devices are disposed of. Storage devices from any servers or other central hardware must be physically destroyed.

8.3 Personal Information Provided by the University of Alberta

  1. In addition to all other Students' Union policies, the following policies shall apply to any personal information provided to the Students' Union by the University of Alberta:
    1. Access to personal information will only be provided on a 'need-to-know' basis.
      1. Personal information may be provided to the General Manager and to information technology staff. Personal information may only be provided to other individuals if approved by the General Manager.
      2. Individuals with access to personal information:
        1. shall treat the information with the strictest confidence;
        2. shall be provided a copy of this policy; and
        3. must sign an agreement with the Students' Union (such as an employment contract) acknowledging and agreeing to this policy.
    2. Personal information shall only be used for purposes agreed upon with the University of Alberta, as communicated in the Information Sharing Agreement(s) currently in effect with the University of Alberta.
    3. Activities surrounding personal information must at all times comply with information security policies and guidelines that are in force at the University of Alberta, including the Information Technology Security Policy and its associated procedures.
    4. Personal information must at all times remain encrypted using methods acceptable under the University of Alberta's information security policies and guidelines.
    5. A Certificate of Destruction of Data must be completed by the General Manager (or designate) and provided to the University of Alberta six months after any respective personal information is received.
    6. Any unauthorized access, collection, disclosure, use, modification and/or deletion of personal information must be immediately reported to the General Manager, who shall notify the University of Alberta accordingly.

8.4 Electronic Communications

  1. Wherever possible, electronic communications to or from Students’ Union staff and volunteers shall take place using official accounts issued by the Students’ Union.
  2. The Students’ Union shall be the sole owner of all data stored in Students’ Union electronic communications accounts (including email accounts), and may retain, view, share, destroy or perform any other action to any of this data.
  3. Wherever possible, email sent and/or received using a Students’ Union email account is copied to a Master Email Archive.
    1. Direct access to the Master Email Archive shall only be provided to the General Manager and to Students’ Union information technology staff.
    2. Where technical support resources allow, Students’ Union staff may obtain copies of messages from the Master Email Archive for which they are the sender and/or recipient.
    3. Messages in the Master Email Archive shall only be provided to other individuals with the approval of the General Manager.
  4. Email and other electronic communications accounts may be shared with an individual’s job successor(s) or other employees at the discretion of the area’s Core Manager.

8.5 Internet Domain Names

  1. All Internet domain names must be registered by the information technology department. Departments must not register or manage their own domain names.
  2. Departments may request a domain name to be registered. Requests require the approval of the department’s Core Manager.
  3. Any registered domain names should be part of a long-term communications strategy, and will be automatically renewed annually.
  4. All registration and renewal costs will be assessed to the department which requested the domain name.

8.6 Employee Computer Purchase Program

  1. Salaried employees are eligible for the employee computer purchase program.
    1. The Students' Union may limit access to the program as it deems appropriate.
  2. Applications for access into the program will be considered and approved by the Controller.
  3. A repayment schedule must be determined in advance by the Controller and the employee. The requirements for repayment are as follows:
    1. the repayment period must not exceed the remaining portion of the employee's contract, or one year, whichever is shorter; and
    2. the reimbursement will take the form of direct deductions from the employee's pay.
  4. Once a written quote for the computer has been provided to the Controller, the employee must sign a computer loan agreement, and a copy must be provided immediately to the Human Resources Manager, who shall start payroll deductions.
  5. The cost of the computer may be paid back in full at any time. The computer will remain the property of the Students' Union until such time as the Students' Union has been reimbursed the full purchase price of the computer.
  6. Should an employee leave the employ of the Students' Union before the cost of the computer is reimbursed in full, the Students' Union will, at its discretion:
    1. take possession of the computer; or
    2. deduct the outstanding balance from the employee's final paycheque.
  7. Computers purchased under the program are not intended to be used instead of the computers offered by the Students’ Union. No additional remuneration or compensation will be given to those who opt to use their personal computer as opposed to the computers the Students’ Union provides.


9 Student Groups

Student Groups are an integral part of the student experience on campus. Supporting student groups is a valuable service of the Students’ Union (SU). The following policies exist to support and provide structure for student groups such that they can achieve their mandates, and we can administer those services in the most efficient way possible.

9.1 Registration Requirements

  1. The following are the requirements for each type of student group that register with Student Group Services (SGS). These requirements are from University and Graduate Students’ Association (GSA) policy documents as noted. SU Student Group requirements come from this policy. If there is a discrepancy between these requirements and University policy, the external policy shall be followed.
    1. University Student Group Requirements (UAPPOL: Student Groups Procedure)
      1. Membership Requirements
        1. Minimum ten (10) students are members of the group
        2. 100% of the voting executive members of the groups are U of A students
        3. When groups have more than ten (10) student members, the remaining ratio of members must be comprised of two-thirds current University of Alberta students.
      2. Constitutional Requirements - That an acceptable constitution exists. (Guidelines for drafting a group constitution are available from SGS). The constitution must:
        1. Outline the purpose of group;
        2. Outline the membership eligibility;
        3. Outline the executive and membership roles and responsibilities;
        4. Demonstrate that the group functions in a democratic manner by outlining the elections process;
        5. Outline financial requirements that meet or exceed the University’s requirements as outlined below, and address what will happen to any assets, financial or otherwise, if the group should cease to exist for whatever reason.
      3. Meeting Requirements
        1. That a minimum of one general meeting is scheduled during the next twelve months.
        2. That, in the case of groups previously Recognized, a minimum of one general meeting has been held during the past twelve months.
      4. Financial Requirements - That, if the group is handling money, the appropriate financial arrangements are in place, including:
        1. A bank account in the name of the group, or an acceptable alternative (under no circumstances can money held by student groups be deposited into a University bank account);
        2. A requirement that at least two signatures of executive officers are necessary for all banking transactions;
        3. The direction that all monies of the Student Group go toward the operating expenses of the group, as it carries out its stated purpose/objectives/goals; and
        4. The maintenance of financial records in proper order for possible auditing.
      5. Activity and Liability Requirements
        1. Based on the nature of the activities being organized by the Student Group, the Dean of Students may determine additional requirements, which may include, but are not limited to, additional oversight structures, additional risk management requirements, and additional insurance coverage.
        2. In order for the Student Group to be Recognized, the University’s Liability and Indemnification Agreement must be signed by two members of a Student Group’s executive prior to final approval.
      6. Training Requirements - Where the Student Group receives Recognized or Provisional status, the president, treasurer and the individual responsible for event planning and risk management must attend training provided by SGS. This must occur on an annual basis.
    2. SU Student Group Requirements
      1. The group must fulfil University Requirements.
      2. The majority (>50%) of members are undergraduate students.
      3. The majority (>50%) of the executive are undergraduate students.
      4. The President and Treasurer or equivalents must be undergraduate students.
      5. Executives with signing authority must be undergraduate students.
      6. SGS may waive specific requirements with the approval of the Vice President (Student Life). The Vice President (Student Life) must report exceptions granted to SU Student Groups to the Executive Committee.
    3. Graduate Student Group Requirements (GSA Bylaws)
      1. Graduate Student Groups may register as University Student Groups to gain access to University Student Group privileges.
      2. Graduate Student Groups must be academically related. Requirements for academically related Graduate Student Groups are found in GSA Board Policy.
      3. The membership must be composed of at least two-thirds (2/3) graduate students.
      4. The executive must be composed of at least three-quarters (3/4) graduate students.
      5. Graduate Student Groups may restrict their voting membership to their constituents.
    4. Student Representative Associations (SU Bylaw 5600/8100)
      1. Student Representative Association status and Student Group Status are concurrent and separate registration processes.
      2. Student Representative Associations are subject to the SU Bylaw 8000 series.
      3. Student Representative Associations may restrict their voting membership to their constituents.
    5. Fraternities and Sororities (UAPPOL: Student Groups Procedure)
      1. The group must fulfil University Requirements.
      2. All members must be part-time or full-time University of Alberta students registered during the current academic year.
    6. Campus Recreation Sports Clubs (Faculty of Physical Education and Recreation)
      1. Sports clubs register primarily with the Faculty of Physical Education and Recreation. The registration process for Sports Clubs can be found on their website.

9.2 Privileges and Services

  1. If the student group fulfils and registers as a University group, SU group, or GSA group according to the previous section, they qualify for the following privileges.
    1. University Student Groups
      1. Ability to book space with the University;
      2. Use of the University's institutional liquor licenses and the ability to receive permission for gaming events;
      3. Use of the University's name and insignia;
      4. Exclusive use of the group's name on campus;
      5. Access to and ability to rent University property and equipment;
      6. Use of campus facilities for solicitation of membership;
      7. Ticket distribution for events through InfoLink;
      8. Access to book tables for SGS Events like Clubs Fair;
      9. Access and ability to rent equipment through SGS;
      10. Access to student group storage space in SUB (if available); and
      11. Ability to apply for Activity and Conference grants.
    2. SU Student Groups
      1. Access to University Student Group privileges (see §(a)(i));
      2. Support from Discover Governance on governance topics;
      3. Access and ability to obtain student group office space in SUB;
      4. Priority access to student group storage space in SUB;
      5. Access to the SGS Executive VIP Card and associated discounts;
      6. Discounted booking of SU venues like Dinwoodie Lounge, Room at The Top, SUBstage, Myer Horowitz Theatre and Dewey’s; and
      7. Ability to apply for Start Up Grants and Re-Start Grants through the Student Group Granting Program.
    3. Graduate Student Groups
      1. Ability to apply for and receive a GSA grant; and
      2. Only groups registered with the GSA may use the GSA’s name or derivatives of that name in their title and/or promotional materials.
    4. Student Representative Associations
      1. Additional resources will be created for use by SRAs by Discover Governance
      2. Specialized assistance will be provided to SRAs by Discover Governance
    5. Campus Recreation Sports Clubs
      1. Access to University Student Group privileges (see §(a)(i)); and
      2. Additional support from Recreation Services.

9.3 Administrative Framework

  1. In order to be registered as a University, SU Student Group, or Graduate Student Group, approval must be obtained by following these registration procedures. Sports clubs applications are processed separately by the Faculty of Physical Education and Recreation and are forwarded to SGS for Bearsden listings.
    1. Student Groups must file a Registration application annually with the University through SGS. In addition to registering with the University, Student Groups may also register with the SU or the GSA subject to meeting the additional requirements.
    2. To become a registered Student Group, a group must complete the appropriate registration form (available on www.bearsden.ualberta.ca) and must be able to provide satisfactory evidence of the items listed in §9.1.
    3. Once all registration forms and supporting documentation have been submitted, they will be reviewed and SGS will notify the group as to its status.
    4. A group’s initial registration may occur at any time of the year; re-registration must be completed annually within two (2) months of the group’s election of new executive members.

9.4 Constitutional Reviews of Student Groups

  1. Constitutional reviews of student groups will be conducted on a three year cycle, with one-third of constitutions being reviewed each year.
  2. Changes in policy that affect student groups will be documented and student groups will be asked to update their constitutions accordingly, but only when their constitution comes up on the regular three-year cycle.
    1. Some policy changes may require immediate compliance of constitutions; these changes include changes in financial, electoral, or legal responsibilities.
  3. Wherever a constitution comes into conflict or is silent, the relevant regulations of the highest legislative body take precedence:
    1. Federal Law
    2. Provincial Law
    3. Municipal Law
    4. University of Alberta Policies
    5. Code of Student Behaviour
    6. SU or GSA Bylaws, as appropriate
    7. SU or GSA Policy, as appropriate

9.5 Grounds for Suspension and Termination

  1. The University, Students’ Union, and Graduate Students’ Association each reserve the right to deny, suspend, or terminate their respective group status.
    1. The Dean of Students may deny a group Recognition, or revoke or temporarily suspend Recognition under specific circumstances. (UAPPOL: Student Groups Procedure)
    2. The GSA reserves the right to suspend a Graduate Student Group’s registration, and all rights and privileges associated with such registration. (GSA Bylaw)
    3. The SU may terminate a SU Student Group’s registration or suspend a SU Student Group’s activities. (SU Bylaw)
    4. The SU reserves the right to restrict access to SU resources and services.

9.6 Granting

  1. Grants are available for all student groups through application to SGS. Grants are allocated by SGS according to SU Finance Committee Standing Orders.
  2. Graduate Student Groups who register as University Student Groups may apply for grants through SGS.
  3. Graduate Student Groups may apply for a GSA grant.