Contact Information SheetThe information on this form will be used by Conestoga Students Incorporated for the election process only. It will be used to contact you over the election campaign period for imperative information each applicant will need. This information will not be distributed or used for any other purpose.

Please print clearly:NameFull Name:

Preferred Name:

Student Number:

Campus:

Contact Number:

Mailing Address:

E-mail Address:

Program:

Current year of study:

How did you learn about the election?

Who were you referred by?

Please direct any questions to CSI’s Primary Electoral Officer:Amelia Batyabaty@conestogac.on.ca519-748-5131 x 3596

Social Media:

Nomination Package Checklist • Member must be in good standing with an attached student achievement record

stating a 70% program average as of January 1, 2019 (found on Student Portal). Unless you are a current director, then a program pass is required.

• Submit a 500 word application that details who you are, why you are running, and what makes you a great student leader.

• Must be in good standing with Conestoga College and the CSI Code of Conduct.

• Obtain 2 faculty signatures as endorsement for your nomination.

• Obtain 10 Conestoga College student signatures of nomination (Student number will be verified).

• Be at least 18 years of age.

• Must be a CSI fee-paying student at Conestoga College.

• Will be a CSI fee-paying student in the academic year of 2019–2020.

• Will not be enrolled in a co-op program term from September 1, 2019–May 1, 2020 of the academic year.

• Can commit to visit the following satellite campuses at least once (1) per term in office. (transportation accommodations can be made)

• Doon • Waterloo • Guelph • Cambridge

• Read and fully understand the Director’s Job Description.

• Read and fully understand the Director’s Code of Conduct Policy.

• Print, attach and email biography/campaign platform. (250 words max)

You must attend the All Candidates Meeting hosted on:March 11th, 2019 or March 12th 2019 @ 5:00pm in Room 2A111

PLEASE NOTE: It is required that you schedule your video biography time slot at the All Candidates Meeting on March 11th or March 12th, 2019. Your headshot photo will also be taken at the All Candidates Meeting.

Applications are due by 2:00pm on Friday, March 8th, 2019 to the CSI Office on your campus.

Late applications and applicants that do not meet all of these criteria will not be considered.

Campaign poster guidelines: Posters must be no larger than 11x17” and submitted in jpeg or PDF format.

Policy Type: Governance ProcessPolicy Title: Board Job Description (Subject to change)Date Adopted by Board: May 1, 2017

The job of the board is to represent the association fee-paying students in determining and demanding appropriate corporate performance, to provide long-term planning and direct the executive members for the current year. Moreover, the performance of a director is achieved with the support of the board, acting as a board. To this end, directors are required to meet the board’s attendance requirements for all meetings. Working hours will take place from September 1st - April 30th of the fiscal year.

Working hours will be inclusive of office hours, events, and other engagements. These hours will not include board retreats, training, orientation, and non-mandatory conferences.

To distinguish the board’s own unique job from jobs of staff, the elected directors from the board will concentrate their efforts on the following job products or outputs:

1) Connecting between the corporation and the association’s fee-paying students. This link shall be formed and maintained to recognize and deal with student expectations. Networking methods shall include, but not be limited, to the following:

(a) Attendance at events. Directors will be scheduled to attend a minimum of four (4) student events each semester. All event attendance will be centrally recorded in writing by an Executive or full-time staff member present to witness Director attendance.

(b) Visiting satellite campuses. Each Director will be scheduled to visit Doon, Cambridge, Waterloo, and Guelph campus at least once (1) per semester. Furthermore, the remaining satellite campuses will be visited by at least one (1) Director per term as scheduled. Ideally, this requirement should be met by attendance at student events. Each Director shall be required to attend these student events as a way of communicating and connecting with the members they represent.

(c) Co-ordinate a face-to-face meeting once a month with their assigned Campus Representative

i. Report back to the Board with the feedback collected via the Campus Representative Feedback form at the Monthly in-person Campus Representative Feedback Roundtable

ii. Ensure the campus representative is equipped with any tools they feel necessary within reason to collect feedback (tablets, paper surveys, chargers, etc.)

iii. In the event that no applications are received from a campus, the Director assigned to that campus is to collect feedback themselves and report to the Board as usual

iv. The Director is responsible for training the Representative on the administering of surveys and feedback protocol (etiquette, language, etc.)

(d) Directors will be required for a minimum of 104 working hours per semester. The Vice Presidents, subject to each Director’s availability, will schedule the hours. The Directors are responsible to complete one hundred and four (104) hours per semester based on thirteen (13) weeks, consisting of 4 scheduled working hours, and 4 flex hours per week. If classes are not running for any reason, the Directors are not required to make up any hours missed as a result. These working hours will not consist of board meetings and round tables. Any hour missed will result in a 5% deduction of honorarium up to a maximum of 55%.

(e) No Director will be scheduled for greater than 50 working hours in one month unless they have consented.

(f) Attendance at all scheduled campus orientation for new students. This will include welcoming and encouraging new and returning students, and generally developing a relationship between CSI and the students.

2) Attend all and be prepared for all scheduled monthly board meetings and scheduled roundtable meetings.

3) Directors must maintain a program pass throughout their entire term with CSI.

(a) Each Director must submit their grades to the President at the end of each semester.

4) The assurance of President Performance; the use and delegation of authority by the President shall be monitored to ensure its proper use as per the Executive Limitation Policies.

5) Attendance at all CSI training retreats (Spring, Summer, and Winter) and strategic planning weekends.

6) To know, understand and follow all the governing policies.

7) Amend governing policies when needed, which, at the broadest levels, address:

(a) ENDS: Organizational products, impacts, benefits, outcomes, recipients, and their relative worth (what good for which needs at what cost?)

(b) EXECUTIVE LIMITATIONS: Constraints on executive authority, which establish the prudence and ethics boundaries within which all executive activity and decisions must take place.

(c) GOVERNANCE PROCESS: Specification of how the board conceives carries out and monitors its own tasks.

(d) BOARD-MANAGEMENT DELEGATION: How authority is delegated and its proper use monitored; the President role, authority, and accountability.

8) Shall create a monthly incidental report and present to the Board of Directors at scheduled board meetings.

9) Directors will be required to participate on CSI, college and community committees that need student representation, as determined by the board. Each Director shall be responsible to participate in at least one (1) committee for the fall and winter semester.

10) College/Community change: to advocate on behalf of the students, and to achieve or influence change within the College community.

(a) This will include attending Key Performance Indicator (KPI) audit sessions. The number of sessions required will be determined each year by the current board.

11) Legislative change: to have achieved an influence in legislative change at the Local, Provincial and Federal levels.

(a) Perpetuation of a structured and evolving Student Forum created to affect legislative change at the local level in response to student expectations and recommendations.

Policy Type: Governance ProcessPolicy Title: Board Members’ Code of Conduct

Date Adopted by Board: May 1, 2017

The board commits itself and its members to ethical, businesslike and lawful conduct, including proper use of authority and appropriate decorum when acting as board members. Conduct applies to all business-related circumstances including board meetings, conferences, day-to-day activities, special events and non-business related circumstances.

1. Board members must have loyalty to the ownership, unconflicted by loyalties to staff, other organizations, and any personal interest as a consumer.

2. Board members must avoid conflict of interest with respect to their fiduciary responsibility.

(a) There must be no self-dealing or business by a member with the organization. Members will annually disclose their involvements with other organizations, with vendors, or any associations that might be or might reasonably be seen as being a conflict.

(b) When the board is to decide upon an issue about which a member has an unavoidable conflict of interest, that member shall withdraw without comment not only from the vote, but also from the deliberation.

(c) Board members will not use their positions to obtain employment in the organization for themselves, family members or close associates. A board member who applies for employment must first resign from the board.

(d) Board members will not be employed by any other department in the College during their term as Director during the months of September 1st – April 30th.

3. Board members may not attempt to exercise individual authority over the organization.

(a) Board members’ interaction with the President or with staff must recognize the lack of authority vested in individuals except when explicitly board-authorized.

(b) Board members’ interaction with public, press or other entities must recognize the same limitation and the inability of any board member to speak for the board except explicitly stated board decisions.

(c) Except for participation in board deliberation about whether the President has achieved any reasonable interpretation of board policy, board members will not express individual judgments of performance of employees or the President.

4. Board members will respect the confidentiality appropriate to issues of a sensitive nature.

5. Directors must maintain a program pass throughout their entire term with CSI.

(a) Each Director must submit their grades to the President at the end of each semester.

6. Board members will be properly prepared for board deliberation.

7. Board members will support the legitimacy and authority of the final determination of the board on any matter, irrespective of the members’ personal position on the issue. The board will speak with one voice or not at all.

8. Board members will avoid acting in a manner that could negatively reflect the Corporation while wearing official CSI uniforms and gear.

9. Board members are not eligible to accept prizes awarded by CSI, and CSI suppliers or vendors. This includes, prizes awarded by student clubs, student events, and prizes given away in The Venue or off campus sponsored activities. Unless otherwise stated. This does not include scholarships or bursaries offered by the College.

10. Board members will not actively participate in CSI services/programming that takes an open space away from a fee-paying student. This includes but is not limited to clubs, societies and the leadership ambassador program.

POLICY TYPE: GOVERNANCE PROCESSPOLICY TYPE: GOVERNANCE PROCESS GP #2n-2POLICY TITLE: ELECTIONS - BOARD OF DIRECTORSDate Adopted by Board: May 1, 2017

Conestoga Students Inc. will hold Directors elections every year to fill seven (7) Director’s positions. These positions are filled by a student wide vote across all Conestoga College campuses.

Candidates Role

1. In order to run in the election as a candidate for a Director position, a member of the Corporation must meet specific criteria.

The candidate’s responsibilities are:

(a) To be a fee-paying member at Conestoga College that does not have any scheduled Co-op terms during their entire Director term:

i) The PEO may allow a member to qualify to be a candidate if they have a Co-op term scheduled for the summer academic term as long as they attend the mandatory dates outlined in the Director’s Job Description

(b) To be eighteen (18) or more years of age and have the power to contract.

(c) To maintain a 70% average in the prior semester, unless this is the student’s first semester in which grades will be submitted at the end of the current semester.

(d) If a current director is rerunning, they require a program pass.

(e) Must be willing to meet the time requirements and mandatory dates set out in the Director’s Job Description.

(f) Must be a member in good standing.

(g) Must have a clean College Code of Conduct record and a clean CSI Code of Conduct record.

(h) Must attend a meeting with the PEO prior to the start of the campaigning period. Ideally this meeting will be an all-candidates meeting. The member is responsible for being fully aware of the PEO’s interpretation of the elections process policy and other announcements, which occur at this meeting.

(i) To adhere to the Directors’ Code of Conduct Policy and not publicly endorse or denounce any returning or potential Director.

Nominations

2. The nomination process will open the last week of February and close five (5) business days later at two (2) pm.

(a) Nomination packages will be made available at this time at all campuses.

(b) Prior to the closing of the nomination process, candidates must submit all forms contained within the Directors Nomination Package:

i. Nomination forms printed and signed with student numbers from ten (10) fee-paying member students of the Corporation

ii. Two faculty signatures

iii. Minimum 500-word application

a. Identifies who the candidate is, why they want to run, and why they would make a good student leader

iv. Most recent Student Achievement Record

v. Personal Information and Contact Form

vi. Signed mandatory dates agreement

vii. Signed College Release Forms

viii. Picture

ix. Brief Platform/Biography for online use

(c) The PEO and the GM/AGM will verify that all candidates meet the specified qualifications before the candidates are contacted to confirm their eligibility.

Selection Process

3. Each candidate will be contacted by the PEO to schedule an interview to be conducted by:(a) Current Directors not seeking re-election(b) Current President and Vice Presidents(c) The PEO(d) If there are no current non-returning Directors, the GM or AGM may fill the fifth interviewer seat.

4. The interviews will be held the week following the nomination period.

5. The interviews will be a maximum of twenty (20) minutes in length.

6. If a candidate fails to attend an interview during this week, they will be disqualified.

7. The PEO will contact the candidates who will move to the general election process by the Monday following the week of interviews.

General Election:

8. In the Director election, the CSI Corporation will actively seek to fill seven (7) Director positions.

In the event that:

(a) Seven (7) or fewer qualified candidates move on from the selection process, they will be acclaimed and the board will recruit any vacant positions using a standardized hiring process.

(b) More than seven (7) qualified candidates move on from the selection process, the board will execute the remainder of this election process policy.

Campaign Period:

9. The campaign period along with the opening and closing of such will be decided on by the PEO and will start during the month of March.

(a) The all candidates meetings will be held before the campaign period starts.

(b) The candidates will be allowed ten (10) business days, not including study week or statutory holidays, to campaign at any or all of the Conestoga campuses.

(c) Candidates seeking election must uphold and respect the College Human Rights Policy and abide by the Student Code of Conduct. Failure to do so will result in immediate disqualifications.

(d) Candidates must campaign independently and not collude to create a group campaign.

Candidates Campaign Materials

10. Candidates are fully responsible for the operation and organizational products of their campaign, including creation of their posters.

11. Conestoga Students Incorporated will provide candidates with 50 flyers during the election campaign period. Candidates are not allowed to subsidize more printing or purchase any additional campaign materials.

12. 12. Candidates who do not follow elections procedures or break policy in the Board of Director’s Code of Conduct will be given a demerit point up to a total of three

(3). Once a candidate receives three (3) demerit points they will be automatically disqualified from the elections.

(a) The number of demerit points issued per infraction is at the discretion of the PEO.

13. Candidates are allowed to use the following means of advertising for their campaigns. If it is not listed it cannot be used during the campaign period.

(a) Posters1. Posting material and regulations will be monitored by the PEO.

i) All candidate posters will be hung up by CSI staff members in the designated locations around campus only

ii) Posting materials must be submitted to the PEO for approval and printing within two (2) business days of the posting deadline

iii) CSI will post 20 posters for each candidate, on the Doon and Cambridge campus and 10 at the Waterloo and Guelph campuses

iv) The PEO will have the discretion on how they will advertise all candidates equally in the following CSI areas; the Venue, The Den, The Cave and any CSI Service Hubs

(b) Flyersi) Flyer content must be approved by the PEO prior to printing

ii) All flyers must be handed out by the actual candidate

(c) Hallway Boothsi) Candidates are encouraged to set up a booth in the hallway and talk with students

ii) The PEO will book tables in the hallways for candidates upon request. The PEO will book these through Facilities Management. Five (5) days’ notice is required and table locations and are subject to availability

PEO’s Campaign Materials

14. The PEO is responsible for ensuring that all candidates receive equal campaigncoverage on the following CSI media outlets.

(a) Elections Tab on the conestogastudents.com website will have the following:

i) Headshot

ii) Biography

iii) Video blog

iv) Contact information for student inquiries

(b) Social Media

i) Candidates must provide all social media information to the PEO prior to launch of the campaign.

(c) Candidate Video Blog

i) Video Blogs will be filmed and edited by the CSI videographers.

ii) If a CSI videographer chooses to run for a Director position their video will be filmed and edited by another current CSI videographer

(d) CSI Service areas

i) Poster and banners will be created by the CSI graphic designers and posted in these areas.

(e) All elections material for CSI social media outlets will be uploaded by the CSI Communications Coordinator with instruction from the PEO

Election Period:15. The election period, along with the opening and closing of the voting will bedecided on by the PEO and will close before the second week in April.

Accordingly the PEO shall:

(a) Notify each member of the Corporation, using an updated mailing list fromthe Registrar’s office, of relevant voting information including:

i) The dates, times and means to vote

ii) Names of the candidates seeking election, listed in alphabetical order of surname starting with “A” through “Z”

(b) Will be in charge of executing and monitoring the voting.

(c) Shall certify the final results of the election. Upon certification, the PEO shall announce the successful Directors to the members of the Corporation.

Appeal Procedure:16. The Director Election Process cannot be appealed.

Election Completion:17. The PEO shall announce to the board, upon the completion of elections. At such time, the role of the PEO is dissolved and any organizational obligations are pardoned.

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Student Support Name Student Number Signature

ANY NOMINEE WITH A STUDENT THAT HAS SIGNED MORE THAN ONCE WILL AUTOMATICALLY BE DISQUALIFIED

Faculty Support:

I, (Faculty Member at Conestoga College),

hereby give my endorsement to to run for the CSI Board of Directors Election. By signing this I support the applicant and feel that they can manage their course load and duties as a director for the 2019–2020 academic year.

Signature Date

I, (Faculty Member at Conestoga College),

hereby give my endorsement to to run for the CSI Board of Directors Election. By signing this I support the applicant and feel that they can manage their course load and duties as a director for the 2019–2020 academic year.

Signature Date

PLEASE PROVIDE 2 FACULTY ENDORSEMENTS

Important DatesNomination period: February 22, 2019 – March 8, 2019

All Candidates meeting: March 11 or March 12, 2019 at 5:00pm

Campaigning: March 25, 2019 – April 5, 2019

Voting: April 1, 2019 – April 5, 2019

Results announced: April 9, 2019

For Successful CandidatesMandatory Dates:

CSI Retreat: April 25 – April 29, 2019

CSI Summer/Fall Retreat: To Be Determined

CSI Winter Retreat: To Be Determined

Conestoga College Fall Orientation: August 26, 2019 - August 30, 2019

Conestoga College Winter Orientation: January 9, 2019

Non-Mandatory Dates:

CSA Conference: May 8-12, 2019

If elected and cannot attend any of the mandatory dates, please contact the CSI President to arrange further accommodations.

Student Verification FormI _____________________________________(print name) authorize Conestoga Students Inc, (CSI) to review my Academic Record and Student Code of Conduct Record at Conestoga College, to assure my suitability for CSI Board of Directors position.

I clearly understand that if I am not in good academic standing (70% average*) or have/had an issue regarding Student Code of Conduct I will not be allowed to run for the available position for the CSI Board of Directors.

*unless you are a current board member

Student Number:

Signed:

Date:

Submitting your packagePlease remember to include a copy of your student achievement record to this package and return it to the CSI Office on your campus no later than 2:00pm on Friday, March 8, 2019.

Doon: Room 2A106

Cambridge: Room A1208

Waterloo: Service Hub in the Main Cafeteria

Guelph: Cafeteria Kiosk (Must be on Tuesday or Thursday between 9:00am - 4:30pm)