meeting of thursday october 2nd, 2014oct 02, 2014 · seconded by: philip lloyd that ams assembly...

AMS Assembly Agenda Meeting of Thursday October 2nd, 2014

Prepared by Claire Cathro, Commissioner of Internal Affairs

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Contents

Agenda ....................................................................................................................................................................... 4

Motion Sheet ............................................................................................................................................................. 6

The President of the Alma Mater Society ............................................................................................................. 8

Vice President (Operations)................................................................................................................................. 10

Vice President (University Affairs) ....................................................................................................................... 11

AMS Board of Directors Chair .............................................................................................................................. 27

Undergraduate Student Trustee ......................................................................................................................... 30

Student Senate Caucus Chair .............................................................................................................................. 31

University Rector ................................................................................................................................................. 33

Arts and Science Undergraduate Society President ............................................................................................ 34

Engineering Society President ............................................................................................................................. 36

Commerce Society President .............................................................................................................................. 37

Concurrent Education Students Association President ....................................................................................... 38

Physical Education and Kinesiology Students’ Association President ................................................................. 40

Nursing Science Society President....................................................................................................................... 41

Computing Students’ Association President ....................................................................................................... 42

MBA Students Society President ......................................................................................................................... 43

Residence Society President & CEO .................................................................................................................... 44

Appendix A: General Office & Board of Directors ................................................................................................... 45

Appendix B: Academic Affairs Commission Budget Guide ...................................................................................... 46

Appendix C: Campus Activities Commission Budget Guide .................................................................................... 48

Appendix D: Commission of the Environment & Sustainability Budget Guide ....................................................... 50

Appendix E: Commission of Internal Affairs Budget Guide ..................................................................................... 53

Appendix F: Municipal Affairs Commission Budget Guide ...................................................................................... 56

Appendix G: Social Issues Commission Budget Guide ............................................................................................. 58

Appendix H: Shared Service Platform ...................................................................................................................... 60

Appendix I: AMS Achievement Award ..................................................................................................................... 71

Appendix J: Robert Sutherland Award for Excellence in Debating.......................................................................... 73

Appendix K: Sutherland Prize .................................................................................................................................. 74

Appendix L: AMS Anti-Oppression Award ............................................................................................................... 76

Appendix M: The AMS Letter Award ....................................................................................................................... 77

Appendix N: Alma Mater Society Staff Award ......................................................................................................... 78

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Appendix O: Speaker Policy ..................................................................................................................................... 80

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Agenda

1. Approval of Agenda of the meeting of October 2nd, 2014 [Motion 1]

2. Approval of the Minutes of the meeting of September 18th, 2014 [Motion 2]

3. Speaker’s Business

a. Election of deputy speaker for the 2014-2015 year.

4. Guest Speaker – Ontario Undergraduate Student Alliance

5. President’s Report - President Allison Williams

6. Vice President’s Report

a. Operations - Vice-President Justin Reekie

b. University Affairs - Vice-President Philip Lloyd

7. Board of Director’s Report - Chair Tuba Chishti

8. Student Senator’s Report - Senator Eric Rapos

9. Rector’s Report - Rector Mike Young

10. Student Trustee’s Report - Undergraduate Trustee Andrew Aulthouse

11. Statements by Members

12. Question Period

13. Business Arising from the Minutes

a. That AMS Assembly approve the second reading of the amendments to the AMS

Constitution Section 5.02: Terms of Reference as seen in Appendix A: General

Office & Board of Directors [Motion 3]

14. New Business

a. That AMS Assembly pass the budget of the Academic Affairs Commission for

2014-2015 as seen in the Assembly Google Drive and explained in the budget

guide as seen in Appendix B [Motion 4]1

b. That AMS Assembly pass the budget of the Campus Activities Commission for


guide as seen in Appendix C. [Motion 5]

c. That AMS Assembly pass the budget of the Commission of the Environment

and Sustainability for 2014-2015 as seen in the Assembly Google Drive and

explained in the budget guide as seen in Appendix D. [Motion 6]

d. That AMS Assembly pass the budget of the Commission of Internal Affairs for


guide as seen in Appendix E. [Motion 7]

e. That AMS Assembly pass the budget of the Municipal Affairs Commission for


guide as seen in Appendix F. [Motion 8]

f. That AMS Assembly pass the budget of the Social Issues Commission for 2014-

2015 as seen in the Assembly Google Drive and explained in the budget guide as

seen in Appendix G. [Motion 9]

1 All commission budgets can be found at

https://drive.google.com/?authuser=0#folders/0B91QjxTDWYq0UWRvSWUyRE1zV0U

https://drive.google.com/?authuser=0#folders/0B91QjxTDWYq0UWRvSWUyRE1zV0U

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g. That AMS Assembly pass the Shared Services Platform as seen in Appendix H.

[Motion 10]

h. That AMS Assembly approve the removal of Section 6: Part C from AMS Policy

Manual 1 as seen in Appendix I: AMS Achievement Award. [Motion 11]

i. That AMS Assembly approve the removal of Section 6: Part D from AMS Policy

Manual 1 as seen in Appendix J: Robert Sutherland Award for Excellence in

Debating [Motion 12]

j. That AMS Assembly approve the amendments to AMS Policy Manual 1 Section

6: Part E as seen in Appendix K: Sutherland Prize [Motion 13]

k. That AMS Assembly approve the removal of Section 6: Part H from AMS Policy

Manual 1 as seen in Appendix L: AMS Anti-Oppression Award [Motion 14]

l. That AMS Assembly approve the amendments to AMS Policy Manual 1 Section

6: Part F as seen in Appendix M: AMS Letter Award [Motion 15]

m. That AMS Assembly approve the amendments to AMS Policy Manual 1 Section

6: Part G as seen in Appendix N: Alma Mater Society Staff Award [Motion 16]

15. Discussion Period – Speaker Policy (as seen in Appendix O).

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Motion Sheet

1. Moved by: Claire Cathro

Seconded by: Philip Lloyd

That AMS Assembly approve the agenda for the Assembly meeting of October 2nd, 2014.



That AMS Assembly approve the minutes for the Assembly meeting of September 18th, 2014.

3. Moved by: Allison Williams

Seconded by: Justin Reekie That AMS Assembly approve the second reading of the amendments to the AMS Constitution

Section 5.02: Terms of Reference as seen in Appendix A: General Office & Board of Directors

4. Moved by: Colin Zarzour


That AMS Assembly pass the budget of the Academic Affairs Commission for 2014-2015 as seen

in the Assembly Google Drive and explained in the budget guide as seen in Appendix B

5. Moved by: Michele Charlton


That AMS Assembly pass the budget of the Campus Activities Commission for 2014-

2015 as seen in the Assembly Google Drive and explained in the budget guide as seen in

Appendix C. 6. Moved by: Leah Kelley


That AMS Assembly pass the budget of the Commission of the Environment and Sustainability

for 2014-2015 as seen in the Assembly Google Drive and explained in the budget guide as seen in

Appendix D.



That AMS Assembly pass the budget of the Commission of Internal Affairs for 2014-2015 as seen

in the Assembly Google Drive and explained in the budget guide as seen in Appendix E.

8. Moved by: Ariel Aguilar


That AMS Assembly pass the budget of the Municipal Affairs Commission for 2014-2015 as seen

in the Assembly Google Drive and explained in the budget guide as seen in Appendix F.

9. Moved by: Emily Wong


That AMS Assembly pass the budget of the Social Issues Commission for 2014-2015 as seen in

the Assembly Google Drive and explained in the budget guide as seen in Appendix G.

10. Moved by: Allison Williams


That AMS Assembly pass the Shared Services Platform as seen in Appendix H. 11. Moved by: Philip Lloyd

Seconded by: Allison Williams

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That AMS Assembly approve the removal of Section 6: Part C from AMS Policy Manual 1 as

seen in Appendix I: AMS Achievement Award.

12. Moved by: Philip Lloyd


That AMS Assembly approve the removal of Section 6: Part D from AMS Policy Manual 1 as

seen in Appendix J: Robert Sutherland Award for Excellence in Debating


Seconded by: Allison Williams That AMS Assembly approve the amendments to AMS Policy Manual 1 Section 6: Part E as

seen in Appendix K: Sutherland Prize



That AMS Assembly approve the removal of Section 6: Part H from AMS Policy Manual

1 as seen in Appendix L: AMS Anti-Oppression Award.



That AMS Assembly approve the amendments to AMS Policy Manual 1 Section 6: Part

F as seen in Appendix M: AMS Letter Award.



That AMS Assembly approve the amendments to AMS Policy Manual 1 Section 6: Part

G as seen in Appendix N: Alma Mater Society Staff Award.

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The President of the Alma Mater Society

Allison Williams

October 2, 2014

[email protected]

Hello Members of the Assembly,

I hope you all had a wonderful September – I can’t believe how quickly it came and went!

Included in this report are several updates from my portfolio from the past couple of weeks:

ReUnion Street Festival | Justin, Philip, and I have been busy finalizing the details of the

Festival with the university, our external contractor, and our many partners in the City. With

the Festival just over 2 weeks away, we’re incredibly excited to see everything falling into place!

SLC Governance Review and M/O Renegotiation | Pursuant to the AMS’ goal to restructure

the Management and Operations Agreement for the SLC in this year’s renegotiation, we have

made the decision that a broader review of all operations and governance practices at play in

the SLC is required. We will be striking an ad-hoc committee to conduct a high-level analysis of

how the entire system should move forward, after which point the requisite changes will be

hammered out through the formal negotiation of the M/O. The Unviersity has formally

extended the agreement until April 30th, 2015, and my sincere hope is that we can have it

finished by then.

Ad-Hoc Committee on Assembly Composition | Our latest and greatest Committee of

Assembly had its first meeting this weekend. Unfortunately the busy schedules of our members

were a little inhibiting and we didn’t have everyone in attendance. While we will not be coming

forward with formal recommendations until everyone has had a chance to share their thoughts

at the table, we affirmed a number of guiding principles that a future policy should abide by,

and will be compiling a report with a few potential formulas for Assembly to review.

If any of you would like to ask us to look at any particular formula for composition, please

submit those suggestions to me before the weekend. Given the difficulties associated with

debating formulaic changes on the floor of Assembly, we would be happy to consider all

proposals at the committee level and bring forward a more formal recommendation to be

debated at Assembly.

Group Meetings with Senior Administrators | As a new initiative this year, the Principal’s

office has arranged regular meetings between the Executive and groups of senior administrators

to discuss a number of topics affecting the student experience. This is part of a larger effort to be

proactive and solutions-based in our interactions with the university. The attendance at each

mailto:[email protected]

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meeting will vary on the basis of the topic being discussed, and will help us to establish a firm

basis for any future discussions around difficult topics.

Homecoming Messaging | Some of you may recall this gem from last year:

https://www.youtube.com/watch?v=I1VVaHNa6zY. While we may fall several (many)

profanities short of that particular specimen, the AMS is in the process of creating another

general video addressing the return of Homecoming for a second year. Hopefully that’s an

exciting teaser – the video should be out shortly!

Board of Trustees | With Board occurring last weekend, I had the opportunity to address the

Trustees with a brief speech on the topic of Queen’s differentiating factor as an institution. I also

attended a half-day retreat with Trustees and Senators, and had the opportunity to present on

the topic of funding for student services in the context of waning revenues for the university. If

you have any interest in discussing either topic in greater detail, I would be more than happy to

do so.

Hiring, Tenure, and Promotion | A number of questions have been raised to me over the last

month or so on the topic of the university’s decision making process around faculty hiring,

tenure, and promotion. In response to these queries, I will be assembly some information

around the process for anyone who is interested. Hopefully it will provide some useful insight

into the incentives at play across the university, and may present some tangible opportunities to

better recognize excellence in teaching.

Please let me know if you have any questions or concerns and I’d be happy to respond.

Have a wonderful week,

Allison Williams

https://www.youtube.com/watch?v=I1VVaHNa6zY

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Hello Members of Assembly!

I hope everyone had a great first month back. I am looking forward to going through the

commissioner budgets with you all!

Budgeting Process | The budget has been consolidated, and I am now working on final tweaks

and edits to ensure everything is accurate. Tonight, as we look into each commissioner budget,

I encourage you all to ask questions about the budgets and how they fit into the overall

finances.

Health and Dental Plan | The opt-out date for the AMS Health and Dental plan has now

officially closed. I am looking forward to continue to work on communicating to students what

is covered and what their plan entails.

Student Fees /Opt Out | The opt-out period has now officially finished as September 25th! I will

be working with the administration to ensure that we receive our funds in a timely manner so

our clubs can operate at full capacity.

Corporate Services| This month I have been working a lot with our corporate services to get

them on their feet and working at full capacity. I have been working with the service directors

with a variety of initiatives throughout the year that I will leave for their reports.

Administrative Duties| I have been fine tuning the administrative work that I am responsible

for to ensure everything is being done effectively. I have been working on ways to make

general office more efficient through different frameworks to help this year and years to come.

That’s all from me for now. Please feel free to email/phone/text me or stop by my office should

you have any questions or require any additional information. I look forward to taking

questions at Assembly.

VPopsicle,

Justin

Vice President (Operations)

Justin Reekie

October 2, 2014

[email protected]


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Vice President (University Affairs)

Philip Lloyd

October 2, 2014

[email protected]

Members of Assembly,

I hope you’ve settled into the flow of the school year and all your initiatives are going

swimmingly! The AMS is here to help make your year as successful as possible, so don’t be

afraid to reach out. Whether it’s guidance on who to talk to within the university, how to better

market your events, or you simply want to share best governing practices, we want to help!

At this meeting you’ll get a chance to review the commissioner’s budgets. Please take the time

to read their budget guides. They are a good starting point to craft your questions. The

commissioners are more than willing to share their thought-process with you!

A few highlights from the VPUA portfolio:

Reunion Street Festival

We are just over two weeks away from Homecoming…crazy, I know. There are a million and

one things that are keeping us busy as we plan to put on an incredible event for Queen’s

students and alumni. We will need each you to help promote the Festival. Whether it’s sharing

videos, joining Facebook events, speaking at your respective council meetings, or texting all

your friends…everything helps. In order for the Festival to be a success, your support is crucial.

OUSA

Tonight you will hear from members of OUSA’s home office. They have spent the day meeting

with administrators and students from all facets of the university. Come prepared with

questions and share your thoughts on how OUSA can better support Queen’s students. Also, I

am just finishing up a blog on how university libraries are keeping up with changing

technologies. Be sure to check out it out next week!

Review of Health, Counselling, and Disability Services

On October 28 and 29th, two external reviewers will conduct an audit of HCDS. Students will

have the opportunity to participate through a number of different mediums:

(1) Their elected representatives: Alli, Justin, I will meet with the reviewers alongside the

SGPS and Rector Mike Young. Emily Wong (SIC), and Cara Chen (Peer Support Centre

Director) will be meeting with the team in their capacity as members of the Mental

Health Working Group. If you would like us to convey anything, please don’t hesitate to

reach out.

(2) Open meeting: there will be two open meetings (28th: 12-1pm, 29th: 12:30-1:30pm) where

students are invited to attend.


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(3) Online questionnaire: all students will be invited to answer an online questionnaire that

will allow them to describe their experience with HCDS and suggestions for how it can

be improved. Assembly members are welcome to hold meetings with their

faculty/residence societies and respond to the questionnaire on behalf of the group they

represent.

Non-Academic Discipline Memorandum of Understanding

In September 2012, a joint memo was signed between Principal Woolf and President Doug

Johnson outlining a number tasks that are to be completed to enhance our non-academic

discipline system, including the creation of a jointly-administered online database to be used

across all non-academic discipline systems and the clarification of the procedure should the

provost decide to exercise provostial authority. This will be an ongoing discussion and we hope

to make progress on a number of outstanding tasks.

General

I will have the opportunity to sit on a number of committees that are getting underway,

including the Provost’s Advisory Committee on Mental Health and the Student Health,

Wellness, and Safety Working Group. I will keep you apprised of everything that is discussed!

That’s it for now! Happy to discuss anything further,

Philip A. Lloyd

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Academic Affairs Commission

Colin Zarzour

October 2, 2014

[email protected]

Hello Assemblers!

It’s been a busy time at the AAC, so I’ll get right into some of the key going-ons of the past 2

weeks:

Ancillary Fees:

I put this in last week’s report too, but PLEASE LET YOUR CONSTITUENTS KNOW: Certain

fees you have to pay for in the classroom should not actually be charged for at all. Anything

that is course related, you don’t get to keep, and is not for a field trip is probably not allowed;

you should refuse to pay the fee and report it here:

https://docs.google.com/spreadsheet/viewform?formkey=dDVvMkRRU3pnZ1NETnNIRFQtbm

FzekE6MA Progress is being made to review and abolish these fees right now, with a timeline

to complete the policy by October.

University and Provincial Relations:

The AAC has spent a fair amount of time building

relationships with our new MPP, Sophie Kiwala, as well as our

new vice principal of university relations. Both meetings were

promising, and we have planned for further meetings to

collaborate on issues such as the reallocation of tax credits,

open access resources and other various provincial lobbying

efforts.

Training:

The commission has invested a significant amount of time in

preparing our deputies and volunteers with applicable skills

to do their jobs and carry in their metaphorical toolbelt long

after they are finished here. Training on marketing, project

management, SWOT analysis and customer service are a few

items of what AAC volunteers are learning.

Academic Grievance Center Marketing Coordinators @AAC_AGC:

The AGC recently hired 2 marketing coordinators, who are

managing a QPOP ticket giveaway and the AGC twitter, and have brought us tweets like these


https://docs.google.com/spreadsheet/viewform?formkey=dDVvMkRRU3pnZ1NETnNIRFQtbmFzekE6MA

https://docs.google.com/spreadsheet/viewform?formkey=dDVvMkRRU3pnZ1NETnNIRFQtbmFzekE6MA

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Meeting with VP Finance Caroline Davis:

I met with our VP Finance to discuss our deferred maintenance concerns. Priorities are, in order:

1st part of budget is urgent health and safety items, second is roofing, third is old electrical equipment

and rewiring , then heating-ventilation-air conditioning. Caroline admits the budget hasn’t kept up with

the deferred costs.

OUSA VISIT TODAY!

The Ontario Undergraduate Student Alliance is here today to field questions about how it can best serve

you as your voice on provincial matters!

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Campus Activities Commission

Michele Charlton October 2, 2014

[email protected]

Hi Everyone,

The majority of my time since we last met has been devoted to volunteer recruitment, working

with the volunteers on some of our more quickly approaching events and working with ORT

(Orientation Round Table on wrap up materials.

Upcoming Events:

Queen’s Model Court: November 7th-9th: Applications due Friday October 3rd

Queen’s Model Parliament: January 14th-17th: Applications due Friday October 3rd

Orientation Week 2014 Review:

O-Week wrap up and review is in full swing

Senate Orientation Activities Review Board (SOARB) met last Thursday to begin the

review of the week

ORT, NEWTS and FYNIRS are all in the process of wrapping up and recording all their

financials for the week

Homecoming Weekend:

It’s coming up fast!

This year we are happy to be hosting in conjunction with many art outlets on campus

the “Art Crawl”

The crawl will take place all over campus on Saturday guiding students and alumni to

different areas of campus that are hubs for student art. Some of the spots include 4

Directions Aboriginal Centre, the Agnes Etherington Art Gallery and the new Isabel

Bader Centre for the Performing Arts.

New Events Grant:

Applications for the Fall Grant period are now available

This grant is designed to help provide financial support to start new events or projects

on campus – spread the word!

For more information on eligibility and criteria visit www.myams.org/cac


http://www.myams.org/cac

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Campus Activities Bursary (available online):

o Available to subsidize, partially or in full, the more expensive participation fees for CAC

events

o An application form has been created and is available online at myams.org/cac

o Due within 2 days of registering for the relevant event

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Commission of Internal Affairs

Claire Cathro October 2, 2014

[email protected]

Hello everyone!

Couple of quick updates from the CIA.

Assembly:

Big thanks for all Assembly members for sitting through the monstrosity that was last meeting’s

agenda! Just a reminder that the next Assembly meeting will be held on Tuesday, October 14th

in McLaughlin Room. Also, the November 13th Assembly will be Bring-A-Friend to Assembly

and will be held in Wallace Hall instead of McLaughlin – start thinking about which of your

friends is going to be lucky enough to join you that night!!

Clubs:

Interviews for the new Clubs Coordinator position were held over Tuesday and Wednesday

night – we had a large amount of applicants and were very impressed with all of the

candidates. They will be settling into the new role in the coming weeks and we’re excited for all

the work they will do over the next year! The entire Clubs Office has been hard at work

finalizing ratifications and preparing for fall Club workshops. Reminder that Fall Club Grant

Applications are due on October 3rd!

Elections & Referenda:

Planning for the fall referenda is in full swing! The all candidate’s meeting will take place on

October 9th from 5:30-6:30 in McLaughlin Hall and Validation Period will be from October 12-15.

If you know anyone that is involved in a group that would like to get on the ballot with a

student fee or if you know anyone that would like to include a plebiscite question, please tell

them to get in touch with myself or Tyler – [email protected]

Non-Academic Discipline:

Now that the Judicial Affairs Deputies have been ratified, they have been hard at work

investigating cases and the Judicial Committee is getting into the swing of things as well! The

Senate Committee on Non-Academic Discipline (SONAD) met for the first time this year last

week and there was much productive discussion.

We have seen in increase in recent months of cases involving students on rooftops and in

construction zones – we ask that everyone inform their constituents/friends/peers that anyone

caught trespassing on the premises or identified as trespassing though video footage could face

a number of consequences, including AMS non-academic discipline. We want to ensure



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everyone stays safe!!

Reminder that if you would like to submit a complaint at any point, the form can be found at

http://myams.org/about-your-ams/cia-commission-of-internal-affairs/ams-non-academic-

discipline.aspx

As always, feel free to give me a call, send me an email or come by the office with any

questions or concerns.

CIAo,

Claire Cathro

Commissioner of Internal Affairs, 2014-2015

http://myams.org/about-your-ams/cia-commission-of-internal-affairs/ams-non-academic-discipline.aspx

http://myams.org/about-your-ams/cia-commission-of-internal-affairs/ams-non-academic-discipline.aspx

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Commission of the Environment and Sustainability

Leah Kelley October 2, 2014

[email protected]

Hey everyone,

The primary development to report in the past couple of weeks is Sustainability Week! As

mentioned before, this is a major event coordinated primarily by the CES, the SGPS

Sustainability Coordinator, and the Queen’s Sustainability Office. Sustainability Week is taking

place from Monday, October 6th until Friday, October 10th.

This year, I have worked to involve multiple clubs that address environmental issues of all

forms, including Queen’s Backing Action on Climate Change, the ASUS Committee for the

Environment, the Earth Centre, Enactus, and Bikes and Boards. All of these groups are

spearheading events during the week. We are hoping that this will help increase the reach of

the individual events as well as the week as a whole, and help to make sustainable development

on campus a united movement.

The week will include events such as tours to Wolfe Island Wind Farm and Queen’s University

Biological Station, an Alternative Transportation Hub with test driving of electric vehicles, a

pipeline debate, a local food dinner, a waste documentary, and much more!

Be sure to check out the Sustainability Week event page on Facebook!

https://www.facebook.com/events/354022851445485/?ref=br_tf

Other than that, hiring is currently taking place for all Committees and Bikes and Boards. I am

hiring the CES intern this week, as well as the Room of Requirement team. We will be hiring

two team leaders and five volunteers to help maximize the potential usage of the room by

broadening its mandate and increasing its marketing and awareness on campus.

Those are the big things to report for the CES!

Cheers,

Leah


https://www.facebook.com/events/354022851445485/?ref=br_tf

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Municipal Affairs Commission

Ariel Aguilar October 2, 2014

[email protected]

Hi everyone!

This past couple of weeks have been crazy with hiring and election work, so I’ll try to give you

all some of the highlights.

MAC Hiring

As of Sunday, the MAC has hired all of its volunteers for the 2014-2015 academic year. My

chairs and deputies did an excellent job recruiting, and in total some 300 volunteers have been

hired.

Municipal Election

With the passage of our student platform, I’ve been speaking with local media and Council

candidates to gather feedback and write down each of the candidate’s positions. With so much

going in October, we’ll be delaying any more municipal election messaging until Monday the

October 20th through till Election Day itself on the 27th. On that week, we’ll have an election

video, candidate’s guide, new social media graphics, mayoral candidates forum and an Election

Day shuttle and party to promote voting.

Homecoming

Preparations for this year’s Homecoming is well under way. With SMART Head Manager

Nicholas, we’ve began to organize our annual red cup clean up as well are looking into the

possibility of coordinating with Kingston Police to include anchored garbage cans on Aberdeen

to help reduce litter. Leah and I have also continued to organize the University District Tree

Planting initiative. We’ve registered the event on the official Homecoming volunteer registry

and have had great responses.

That’s all folks, see you on Thursday night!


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Social Issues Commission

Emily Wong October 2, 2014

[email protected]

Hello Assembly,

The SIC is currently in the midst of another round of volunteer hiring. We will have our full

team hired soon and we hope to have a greater number of initiatives and events rolling out later

in the year.

Here are the other things which have been happening in and around the SIC:

Sexual Assault Prevention and Response Working Group (SAPRWG)

The SAPRWG, in conjunction with a number of Queen’s and Kingston organizations, is

bringing a number of speakers to Kingston on November 5th and 6th (save the dates!) as part of

an event series called “Un-Blurred Lines,” in addition to presenting a student leader workshop.

The focus of these events is the essential role of men in preventing violence against women, and

addressing issues of alcohol-facilitated sexual assault. There are 25 spots for Queen’s students at

the student training workshop, and the SAPRWG will be contacting selected student groups

(including campus organizations, clubs, and faculty societies) directly soon with invitations to

this event. If you or anyone you know of is interested in attending, please get in touch with me

and I will keep you updated on the process.

Equity Caucus

I am currently in the process of contacting representatives and scheduling the first meeting of

Equity Caucus. Since some faculties do not have a dedicated equity representative, you might

get an email from me asking you to forward it on to the most relevant person. (Your faculty

representative does not have to be a sitting member of Assembly.)

In addition, this year the meetings will be made open to students at large in order to have the

most input and representation possible on issues of equity, and to allow interested students to

engage with this body.

Health, Counseling, and Disability Services (HCDS) Review

As you may have heard, HCDS is undergoing review this year. There are a number of ways for

students to provide input into HCDS services (see the VPUA Assembly report for more details).


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Please spread the word widely; student feedback is absolutely essential for the improvement of

these services.

Accessibility Open House

The Student Life Centre Accessibility Open House will be taking place on October 28th from

5:30pm-7:30pm in QC 505. The Student Centre Officer, Troy Sherman, has been a huge

proponent of accessibility within the SLC, and his team has been absolutely instrumental in

improving accessibility and accessible programming within SLC spaces. The open house is an

opportunity to review the proposed SLC Accessibility Plan 2014-2016 and provide any feedback

and input.

That’s all for now!

Emily

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Hospitality and Safety Services

Alex Marshall October 2, 2014

[email protected]

Overview: Management teams are currently conducting fall hiring and are working on

implementing their goal plans. A major cross-service, interfaculty, and campus-wide arts

initiative is taking place this weekend; if you haven’t heard of it yet, QPoP! Festival is

happening October 3rd and 4th at The Underground, Grad Club, Clark Hall Pub, and a free show

at Common Ground. Tickets are $25.00 at Tricolour Outlet, Grad Club, and the Engineering

Society / Clark Hall Pub. The event aims to bring exposure to emerging student talent and

celebrate Canadian music with bands like July Talk, Zeus, Rich Aucoin, PS I Love You, and

Matt Barber. We are always looking for feedback and ways to improve so please don’t hesitate

to send any feedback to [email protected]

The AMS Pub Services:

Business as usual

Just a reminder that our drink prices have changed: $3.25 Bar Rail and Beer / $13.00

Bottles of Wine all night long.

Interested in hosting an event with us? Join our co-sponsor program where we will

cohost an event with you, free of charge on Saturdays. Contact

[email protected]

THIS WEEK AT THE UNDERGROUND: Oct. 1 – Drama Rama Rave ($2.00 Cover) //

Oct. 2 – Throwback // Oct. 3 – Rich Aucoin and DJ Klynk // Oct. 4 – Will Hunter Band,

The Darcys, July Talk

Common Ground:

Business as usual

Interested in hosting an event in the lounge? Contact [email protected]

Just a reminder: Gluten Free Quinoa Salad and Oatmeal (at the Brew)





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have been introduced. Try it today!

The team is looking forward to hearing any feedback you may have!

Student Constables:

Business as usual

Not sure if your event needs Student Constable? Ask Christian Jope, our Chief

Constable at [email protected].

As always, we love to receive feedback on our service – send any questions and concerns

to the above email or [email protected].



Alma Mater Society

Retail Services

Dylan Trebels October 2, 2014

[email protected]

A reminder that the P&CC now offers the lowest prices in Kingston at $0.07 per page!

Staff are getting settled in nicely, and we hope that as they get more comfortable with the

technical aspects of the store they will be able to provide the highest quality of customer

service.

Business as usual.

Thanksgiving buses are selling out quickly. If you’re planning on taking the Tricolour Express

home next weekend book your ticket ASAP as they will likely sell out soon.

The 2014 Fall Lookbook has been released featuring all of our new styles, it can be found on our

website or our Facebook page!

Keep an eye on our Facebook and Instagram for special homecoming styles that will be

arriving soon!

We received a record number of applicants for volunteer contributors!

The management team has begun offering graphic design workshops. They operate in small

groups with a 1:6 instructor to participant ratio. These will be opened to the student body for

sign-up in the near future. If you are interested in sending any of your members please email

[email protected]

Hello members of Assembly!

This summer, the management teams for all of the AMS services have been hard at work

making some incredible changes. In the retail portfolio there are a few quick updates. I

encourage you all to visit each of the services to see what they can do for you!


https://www.facebook.com/media/set/?set=a.942449975770103.1073741832.126971297317979&type=1


Alma Mater Society

Hello Assembly,

The Campus Services Portfolio consists of the Queen’s Journal, Queen’s TV, Walkhome, and

Convocation Services, with limited responsibility to Radio Queen’s University. I’m always

happy to answer any questions you have about my portfolio.

Convocation Services: Convocation Services is now accepting rental requests for the Fall

Convocation Ceremonies. If you, or any of your constituents, plan to graduate this Fall, please

let them know that they can now reserve their hood and gown in advance on

http://www.buildagrad.com/queensu

Queen’s Journal: The Journal has submitted a capital expenditure request to the Board of

Directors to overhaul their website. The new Journal website will improve the reader’s

experience, while increasing capacity for revenue generation.

Queen’s TV: Business as usual. Catch live broadcasts of most Gaels Home Games at

http://oua.tv/

Radio Queen’s University: Radio Queen’s University (RQU) will be welcoming Max Garcia, the

AMS Representative on the Board, to the Board after their Annual General Meeting. All AMS

Members have speaking rights at the AGM.

Walkhome: The Walkhome Team is participating in the CIBC Run for the Cure on Sunday,

October 5, 2014. Walkhome held a bake sale to raise money and raised a total of $250.

Walkhome will be closed on Thanksgiving weekend. Our hours of operation are 8:00pm to

2:00am Sunday to Wednesday, and 8:00pm to 3:00am, Thursday to Saturday.

Kanivanan M. Chinniah

Campus Services Director

[email protected]

Campus Services

Kanivanan Chinniah October 2, 2014

[email protected]

http://www.buildagrad.com/queensu

http://oua.tv/



Alma Mater Society

Hello Assembly members,

How the 2 weeks fly by! Here’s what the Board and I have been up to since my last report:

Board Committee Meetings: The Board has 4 active committees this semester and each of them

have had their first meetings and worked on their goal plans and timelines for the semester.

Here’s a little on what you can expect updates on for each of our committees:

1. Personnel Committee: The committee is looking to create recommendations to address

the Health and Wellness culture for AMS full-time student staff. In the second semester,

the committee will be working on a complete overhaul of the Permanent Staff Policy

Manual as it is severely outdated and doesn’t address many consistent areas of concern.

2. Finance, Audit and Risk Committee: For the first meeting, the committee only talked

about the Audited Statements from the 2013-14 year, they look great (hugely thanks to

AMS Controller Lyn Parry) and will be presented to the Assembly for approval at our

CSGM.

More broadly, the committee will start exploring the newly added risk component this

year and is going to be identifying all the types of risk that currently exist in the AMS

and the measures we use to minimize those risks.

3. Honourarium Review Committee: The committee is evaluating all volunteer positions

in the AMS that currently receive honouraria, evaluating their framework and

evaluation process, as well as ensuring that honourarium have consistency and some

sort of a scale across the AMS.

4. Governance Committee: The committee is going to go through and edit the Corporate

By-Laws this year and is looking at ensuring we are compliant with the Ontario Non-

Profit Corporations Act, or ONCA as many people lovingly call it.

Annual Report: The Annual Report of the 2013-2014 year presenting a picture of the financial

statements of the year is now completed and it was done very well and on a fairly tight timeline

thanks to the Marketing and Communications Officer Mackenzie Biddie. The Board will be

approving it in full at our next Board meeting and it will be available online after Assembly

AMS Board of Directors Chair

Tuba Chishti October 2, 2014

[email protected]


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approves it after the CSGM.

Corporate Special General Meeting: Classic plug-in that the CSGM for all of you is on

November 11th, 6pm-8:30pm for the meeting.

Board’s September 30th meeting: At the time of this report the Board hasn’t met between our

last Assembly and today. As such, I’ll report to the Assembly at our next meeting, unless the

Assembly has any questions for me during Question Period.

Looking Forward: I’d really love to chat with each of you about what it means to be a

“shareholder” of the AMS Corporation. I’ve created a slot chart with my availabilities over a 2-

week period after thanksgiving weekend (October 15-24). Please sign up with maybe the other

delegates of your society or mix it up and do it with people from other societies! The link is over

at: http://www.slottr.com/sheets/24717

Please let me know if you have any questions, comments or concerns.

Best,

Tuba Chishti

Chair

Board of Directors

Alma Mater Society of Queen’s University Inc.

[email protected]

http://www.slottr.com/sheets/24717


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Alma Mater Society

None submitted.

Undergraduate Student Trustee

Andrew Aulthouse October 2, 2014

[email protected]


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Greetings Assembly,

First off, my apologies – I will be unable to attend AMS Assembly this week as I am travelling

to Victoria, BC for the International Conference on Software Maintenance and Evolution. The

Student Senate Caucus Vice-Chair, Emily Townshend, will be attending in my place on

Thursday, but I will be back to Assembly in two weeks!

As far as reporting goes, Senate has not met since our last Assembly, but will be meeting this

Tuesday, September 30, 2014 – Emily will provide updates in person at Assembly.

The agenda for this Tuesday’s meeting of Senate can be found here:

https://queensuniversity.civicweb.net/Portal/MeetingInformation.aspx?Org=Cal&Id=554

Highlights from this agenda include:

- Senate Committee Chair and Secretary Contact Info

(https://queensuniversity.civicweb.net/Documents/DocumentDisplay.aspx?Id=44791

)

- Senate Committee Plans for the year


)

- Motion referred to SCAP to investigate a Graduate (or second degree) transcript


)

- Notice of Probation to Commerce Orientation from SOARB


)

As always, if you have any questions, please reach out via email and I will get back to you with

a response. Also, feel free to ask Questions of Emily on Thursday at Assembly.

Respectfully submitted,

Eric J Rapos

Student Senate Caucus Chair

Eric Rapos October 2, 2014

[email protected]

https://queensuniversity.civicweb.net/Portal/MeetingInformation.aspx?Org=Cal&Id=554

https://queensuniversity.civicweb.net/Documents/DocumentDisplay.aspx?Id=44791









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Student Senate Caucus Chair

[email protected]


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University Rector

Mike Young October 2, 2014

[email protected]

None submitted.


Alma Mater Society

Hello Assembly,

I hope you all had a fantastic September and first month of classes. More importantly, I hope

you’re all as excited as I am for the start of sweater weather and pumpkin-flavored-everything.

The Arts and Science Undergraduate Society has been busy as of late, so I’ll get right to my

updates.

Discussion about AMS Assembly Composition

After we struck an ad-hoc committee last Assembly to further investigate the policy proposal

regarding AMS Assembly Composition, I led a discussion at ASUS Assembly to garner a wider

range of feedback. The discussion was very productive and raised a number of points – on

many sides of the debate – that had not been previously considered. I am looking forward to

bringing these thoughts to the ad-hoc committee and ultimately bringing a policy proposal to

fruition in the coming weeks/months.

Head Gael 2015

I want to formally congratulate Adam Sage, who was hired on Sunday, September 28th as the

new ASUS Head Gael. Throughout the entirety of the interview process, Adam stood out

amongst a highly competitive and qualified field of applicants. He did so by demonstrating his

competency, logistical capabilities, passion for Orientation Week, and genuine, humble

personality. What I’m trying to say is that you won’t find a better guy with a better name!

Queen’s Internship Program

As I mentioned in my last report, the Faculty of Arts and Science is working on developing a

cross-department internship program that will aid in better-recognizing experiential learning

opportunities that students undertake. I am currently working with the Faculty to finalize a

Arts and Science Undergraduate Society President

Adam Grotsky October 2, 2014

[email protected]


Alma Mater Society

survey that will be sent out to first and second year Arts and Science students. Looking beyond

the survey, I will continue to ensure that the student body is being consulted appropriately at

every stage of the planning process.

Queen’s Tartan

Your soon-to-be trusted online campus new source is almost ready to begin releasing articles!

The publication’s website is now completed and ready to go live; I was given a sneak peek and

it’s modern, easy to navigate, and well organized. The only setback remaining is an insurance

issues that is being sorted out with the assistance of Annette Paul and the AMS Executive.

First Year Intern Program

Modeled after a similar concept in the AMS, ASUS is developing a first year intern program this

year. Although the program is in its first year, we were thrilled to receive 28 applications for the

8 available positions. In case you were wondering: yes, I’m just as scared as you are for the poor

first year who will be stuck with me for the rest of the year.

Hiring

We are still looking for volunteers, committee members, and committee chairs within many of

our commissions! If you know anyone interested in getting more involved this year, please tell

them to visit www.queensasus.com and click on the “Get Involved” tab, or to come by the

ASUS Core at 183 University Avenue to pick up an application form.

Additionally, we are still looking to hire Formal Convenors for this year’s ASUS Formal. If you,

or anyone you know, is interested in planning one of the biggest and most exciting events of the

school year, please have them contact Blake at [email protected] or come by the ASUS Core

for more information.

---

If you have any questions or concerns about the content in my report (or anything not

mentioned in it), please don’t hesitate to stop by my office hours, shoot me an email, or ask me

during Question Period.

Sincerely,

Alma Mater Society

Adam Grotsky

ASUS President

[email protected]

None submitted.

Engineering Society President

Carolyn Fisher October 2, 2014

[email protected]


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None submitted.

Commerce Society President

Kyle Beaudry

October 2, 2014 [email protected]


Alma Mater Society

Hello Assembly!

Below is a brief update from CESA:

Fall Elections

CESA’s Fall elections were successfully facilitated by the new AMS Simply Voting system last

week. We now have each position on CESA Council filled! Voter turnout was less than is typical

for Con-Ed, so the CESA CEO and Executive will be critically assessing our elections

advertising this Fall with our newly elected Marketing and Design Director in preparation for

January elections.

Fall Hiring

CESA Executive and Directors are in the midst of hiring interns, a Council Clerk, and a First

Year Athletic Stick. Interest in Fall hired positions is at a record high! We look forward to

working with our new-hires and beginning to implement CESA’s first ever intern system.

Con-Ed Camp

Even as our faculty grows substantially, traditions like Con-Ed Camp help keep strong a sense

of community and connection amongst many students. Our VP Internal, Elisabeth, planned and

facilitated a fantastic weekend at Camp Kennebec for 80 Con-Ed students!

Trent Conference on Education

This past weekend the Queen’s Conference on Education (QCE) Executive represented CESA at

the Trent Conference on Education! We were happy to provide support to a university that

supports us by sending delegates to QCE every year. The QCE Exec had a great time at the

conference, as well as getting to know Trent CESA student leaders and learning about how

Trent organizes their faculty society.

Community Dinner: ASUS Collaboration

CESA is partnering up with ASUS’ Good Times Diner to host a Kingston Community Dinner on

Concurrent Education Students Association President

Abbey Cressman

Septmber 18, 2014

[email protected]


Alma Mater Society

Nov. 15 for underprivileged families and individuals in Kingston. We are excited to undertake

this new CESA endeavour alongside GTD! This project was also part of our CESA Executive

platform as a means to provide more opportunities for volunteer involvement amongst Con-Ed

students.

Mental Health Event at the Isabel Bader Centre

This week, Faculty of Education counsellor Sarah Horsford announced her work alongside

other embedded counsellors and counselling services at Queen’s in organizing an event called

“Suspension of Belief” that will be taking place on Nov. 27th at the Isabel Bader Centre. This

event will be a town hall discussion about how our society views mental health, and will be

open to all students, staff, and faculty. More information to come.

Kindest regards,

Abbey Cressman

President

Concurrent Education Students’ Association

[email protected]


Alma Mater Society

None Submitted.

Physical Education and Kinesiology Students’ Association President

Jacob Bonafiglia

October 2, 2014 [email protected].


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None Submitted.

Nursing Science Society President

Reghan Walsh



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Computing Students’ Association President

Erin Gallagher

October 2, 2014

[email protected]

None submitted.


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MBA Students Society President

Richard Wing

October 2, 2014

[email protected]

None submitted.


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Residence Society President & CEO

Nathan Utioh


First Year Hiring

We are just about done all of our hiring for our first year positions available for students living

in residence. We are excited to have hired Rachel Stutt for our newly created position of

Sustainability Manager. She has some great ideas about awareness and making residence a

greener place to live.

Senate Residence Committee

Last week at SRC VP Judicial Affairs and I addressed an inconsistency in the approved

residence rules and what was printed in the ResRules handbook. In the handbook there is

listed a 3.7 Guest ResRules violation that was not approved through the Student Conduct

Committee or SRC. The rule has now been taken out of the online copy of the handbook and

will be manually blacked out in the printed copies.

First Year Experience Fund

The FYEF applications are now available at www.ressoc.org. This semester we are giving out

approximately $21k to various groups. I’d like to encourage as many student led initiatives

apply for this fund. In Winter 2014 of the 21 applicants 9 came from student groups. The

deadline for submitting is 4pm October 8!


AMS Assembly

Meeting of Thursday, October 2nd, 2014

McLaughlin Room, John Deutsch University Centre

7:00PM

Alma Mater Society

Appendix A: General Office & Board of Directors

Section 5.02 Terms of Reference of the Assembly

5.02.01 The Assembly is the ultimate decision-making body for the non-service, policy and

political affairs of the Society. The Assembly has full power, within the restrictions of this

Constitution, to create, alter and/or terminate any policy or policy statements, which are

considered to be Society Policy, and to deal with any reports, recommendations and/or

conclusions of any groups, committees and organizations which fall within the purview of the

Assembly.

5.02.02 Without in any way restricting the generality of the foregoing, the Assembly shall aim to

fulfil its mandate by debating and dealing with any reports, including their recommendations

and conclusions; with motions, as submitted by the Council, Assembly or the student body at

large; with policy decisions regarding the official stance of the Society on any issue within the

purview of Assembly; and with granting allocations for all moneys assigned to grants in the

current Assembly Budget. The Assembly shall also be empowered to direct the Executive

and/or the Council to represent the Society where it is deemed necessary, and to carry out

various duties in the interest of the student body.

5.02.03 The Assembly shall be directly responsible for the actions and activities of the various

commissions, all Assembly committees, and any groups, organizations and clubs as outlined in

this Constitution and which are within the jurisdiction of the Assembly.

5.02.04 The Assembly shall participate in the affairs of the Society carried out by the

Corporation only as provided for in this Constitution and the By-laws of the Corporation. For

greater certainty, the Board is the ultimate decision-making body for the Corporation.

5.02.05 The Assembly shall delegate responsibility for the oversight of AMS General Office to

the AMS Board of Directors. The Chair of the Board shall be responsible for reporting to

Assembly on any and all actions undertaken by the Board in the fulfillment of this delegated

responsibility.

5.02.065 In all debate and decision-making the Assembly shall be guided, as far as possible, by

the objects contained in this Constitution.

Figure 2: Proposed arterial

sidewalks based on the City’s

own criteria.

AMS Assembly



7:00PM

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5.02.076 The Assembly shall have the authority except as otherwise specified to appoint

representatives of the Society to any committees, commissions, boards etc., external to the

Society.

Appendix B: Academic Affairs Commission Budget Guide

GENERAL OPERATING

67000: Uniforms & 64000: Volunteer Appreciation

In previous years the AAC has had trouble balancing its internal and external mandates.

I believe a strong investment of time and resources into team-building will result in an

overall stronger internal commission without sacrificing our external mandate. These

two budget lines are increased to reflect that.

STFAC – STUDENT FACULTY RELATIONS COMMITTEE

50620: Catering, 50760: Security, 52000: Misc,

Increased catering and miscellaneous to allow student faculty relations committee to run

a more diverse series of events than just the last lecture series.

TACOM - TEACHING AWARDS COMMITTEE

Broadly cut costs to run a more streamlined and accountable TAC dinner. Essentially last year

the budgeted amounts did not reflect the actuals due in part to payments being late (on the part

of the university club) and payments coming out of the wrong AAC account. As a result, I cut

the budgeted amounts and have made a point of educating the volunteers internally to prevent

this confusion and overspending.

BWPRO: BEER WITH PROFS

Removed, even if it was running (it’s not, it’s a DSC/faculty society thing) it would be under

STFAC

UICOM: UNIVERSITY ISSUES COMMITTEE

This single committee houses all the campaigns and awareness and educational projects for the

commission, and as such as funds to reflect their ability to choose how to run these campaigns.

This is different from the mandate of the old version of this committee, the Teaching Issues

Committee, which is why certain actuals are higher.

50000: Advertising

I want to give the option to the UIC of creating video or other high quality media

content for their campaigns. This line reflects the cost of creating that content, for the

AMS Assembly



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Alma Mater Society

whole year.

ACGRC: ACADEMIC GRIEVANCE CENTRE

Increased our marketing and advertising as well as set aside money to replace the very old

furniture in the office. We have the human resources to increase the capacity of the center by

double the amount of cases it saw last year. The budget reflects that goal.

ELECT: GOVERNMENT ELECTION READINESS

No budgeted amount: Provincial elections ran in the summer, and our campaigning was free

through OUSA and online publications.

COLBG: COLLECTIVE BARGAINING

The University and the Queens University Faculty Association are negotiating their ‘Collective

Agreement’, which dictates professor’s contracts. We’ll be running a student platform and

awareness campaign around this issue.

AMS Assembly



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Alma Mater Society

Appendix C: Campus Activities Commission Budget Guide

Office Operating

53200 – CAC

New desk chairs for ORT and CAC and new office chairs

56100 – CAC

In previous years the actual divvying up of this fund has taken place of a couple of

accounts (53920 & 53930)

Consolidated into one fund

Addition of the QMJC bursary

Based off the demand of applicants from last year and the raise in delegate costs we

have raised the amount we have to continue to make the events the most accessible they

can be.

64000 – CAC

Additional $800 added to subsidize the Orientation Roundtable all Faculty dinner

Outreach Committee: OUTRE – CAC

Brand new committee this year, the 2013-2014 numbers come from the old Queen’s

Charitable Events Committee

Since this is a new committee the budget breakdown following the idea we want to hold

one large event and two smaller events

You will see that these numbers are less detailed then the other projects since what these

events will be will be decided within the next few months.

Queen’s Media and Journalism Conference: QMAJC – CAC

New addition to the CAC, used to exist under the Media Services Director

Incomplete record keeping in 2013-2014 year

Queen’s Model Court: QMCRT – CAC

Conference has been remodeled with additional locations, activities and engaging

opportunities for delegates

Increase in delegate fee (now $70)

Addition of Semi Formal catering

Addition of StuCons (Size & Location)

Event Expenses (Delegate handbooks, bringing in external speakers, etc)

We are moving to the Isabel Bader Centre for part of our conference resulting in an

increase room rental fee

AMS Assembly



7:00PM

Alma Mater Society

The changes to the conference came from survey data that has been collected over the

past two years outlining many issues with the conference many which discussed the

length and delegate engagement

We believe the addition of an extra day, panel discussions and more opportunities for

delegates will address those concerns.

Queen’s Model Parliament: QMPLT – CAC

With the increased sponsorship the committee has brought in we have been able to

bring back many aspects QMP used to facilitate to help make the most out of the

delegate experience

Fundraising/Event Expenses increase is accounted by an increase in sponsorship

brought in.

Note that many of the increased numbers come from inflation (buses, hotel and room

rentals)

Due to the increase in delegate fee from $250 to $260 please note the addition $2000

sitting in a Bursary fund

With the increase in fee we will now also be offering all breakfast meals to the delegates

in the house

Queen’s Model United Nations: QMUNS – CAC

Increase in 50620 line due in order to offering delegates breakfast

This is response to delayed delegate arrivals in the morning.

Recreation Committee: RECRE – CAC

Brand new committee this year, the 2013-2014 numbers come from the old Catch Me if

you Can, UDHL and Capture the Faculty line items

Since this is a new committee the budget breakdown following the idea we want to hold

one large event and two smaller events

You will see that these numbers are less detailed then the other projects since what these

events will be will be decided within the next few months

AMS Assembly



7:00PM

Alma Mater Society

Appendix D: Commission of the Environment & Sustainability Budget

Guide ITEM TOTAL

EXPENSE

EXPENSE BREAKDOWN

GENERAL OPERATING

51790 SUS –

MARKETING

$1495 $385 – Orientation week advertising and recruitment of volunteers

$620 – MISC:

$500 for signage for “Waste Watcher” bins in SLC to

promote proper sorting of recycling/organics to

reduce contamination of bins with garbage which

has been leading to bags of recycling and organics

going to the garbage

$100 for Room of Requirement advertisement

$20 for “Easy Steps to a Green Office” posters to

promote environmentally friendly practices around

the AMS Offices $490 – Half of cost of Waste Diversion Video Series; series to

complement the signage for the waste bins and to dispel the myths that

Queen’s doesn’t recycle

COMMITTEES

87984 SUS -

GRNOV

$1120 Greenovations:

$300 – Light bulb exchanges; buy fluorescent bulbs so students can

bring in old incandescent bulbs and replace them with newer, energy

efficient ones

$45 – advertisement and recruitment

$600 – Plastic window sealing kits to reduce heat loss in student

housing

$125 – Low flow aerators and shower heads to reduce water usage in

student houses

$50 – transportation to houses

87997 SUS –

YOUTH

$1415 Youth Mentoring Youth:

$500 – Snacks for the students they bring to campus in the spring. Will

be doing educational event and tour relating to current environmental

issues for younger students and a “Continuing education and careers

in environmental sustainability” event for high school students

$315 for supplies for workshops eg plants for giveaways, posters,

printing, etc; based off of last year

$600 for taxis – YMY members cab to workshops in locations all over

the greater Kingston area; budgeted $30 per roundtrip based on

average from last year

SPECIAL PROJECTS

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Alma Mater Society

31600 -

SPONSORSHIP

$1300

REVENUE

54720 SUS –

Special Projects

$4633.02 $427.30 – cost of half of ISO 50001 certification course attended in June.

The purpose of this course was to learn about the ISO 50001 Energy

Management standard and how the Student Life Centre (SLC) and the

AMS can achieve this certification for the JDUC

$491.48 – cost of lids for Organics Bins for “Waste Watchers” stations in

JDUC; installed to reduce contamination by garbage and infestation by

fruit flies

$500 – Half of cost for renovations to Room of Requirement (split with

SLC); room was cleaned, organized, painted, the shelving was moved

around, and the sink and second door will be removed

$500 – The physical projects deputy works on various initiatives

towards achieving tangible improvements in sustainability on campus,

eg waste diversion campaigns, retrofitting the Grey House with

Greenovations, etc. These projects are not all yet decided.

$430 – Homecoming tree planting; cost of some of the trees and half of

food for volunteers (costs split with Municipal Affairs Commission)

$1534.24 – Cost of Bullfrog powering the main AMS Offices for the

year. Bullfrog is a carbon offset program which allows you to offset the

CO2e for your electricity and natural gas usage in your office by paying

for the equivalent amount of energy to be generated from renewable

sources (primarily wind and solar) and subsequently fed into the grid.

$750 – bags for Organics bins for “Waste Watcher” stations; last year

the AMS agreed to pay for the ongoing cost of the compostable bags

used in the front facing Organics bins in the SLC

SUSTAINABILITY ACTION FUND

RLOVR $3540

REVENUE

Rollover for summer based on grant allocated by last

year’s committee to cover the cost of a Bikes and Boards

paid part time summer director.

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Alma Mater Society

54720 SUS –

GRANTS

$26,564 $18,000 – estimate of funds allocated to new projects this

year by SAF committee

$3564 – funds allocated and spent from last year’s SAF

committee on Bikes and Boards summer director

$5,000 – funds reserved last year towards cost of “Waste

Watcher” stations in the SLC; paperwork just came in this

month and it was discovered that this money was never

paid to Physical Plant Services to cover our portion of the

bins. Funds were initially rolled over from the 2012-13

SAF year. Budgeting for deficit since funds should come

out of last year’s budget and want to avoid double

charging students for these bins.

BIKES AND BOARDS

31900 SUS –

BIKES

$7409.40

REVENUE

Estimated net income for Bikes and Boards from May

2014 - April 2015. Based off of numbers from 2013-14

academic year and summer 2014 revenues.

BIKES

Expenses

$6179.57 $582.72 – purchase of used bikes from police auctions;

based off of actuals from spring auction and estimate for

fall auction

$3497.05 – purchase of bike parts for sale and repair;

based off of actuals from summer and estimates for

remainder of year

$833.80 – equipment, ie capital expenditures including

fan for shop, vise grip, and work bench

$566 – marketing and recruitment

$250 – Bikes and Boards t-shirts as uniforms

$250 – volunteer appreciation events

$540 – newly installed landline ongoing costs

AMS Assembly



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Alma Mater Society

Appendix E: Commission of Internal Affairs Budget Guide

Revenues:

The CIA has limited sources of revenue beyond the Assembly allocation just based on

the inherent nature of the Commission. Much of the work we do is related to basic operations of

the society – including elections and referenda and so there are few opportunities for external

sponsorship or other revenue streams. A difference you’ll see in revenues this year is that we

have added a revenue line item for election & referenda recovery from faculty societies. Similar

expenses have been invoiced to faculty societies in the past but these revenues got lumped in

with general election operating expenses so I’ve separated it out here. There are significant costs

for the AMS to host faculty society elections on our online voting platform – last year, societies

were invoiced per email/elector, while this year we’re moving to the use of a flat fee ($50 for an

election that coincides with ours, and $75 for an election deviates from ours). We kept the prices

as low as possible but as far as hours for our volunteers and office expenses including long

distance charges for troubleshooting and support and printing costs.

General Operating

General operating expenses have remained rather steady across the board. Office Supply

expenses have gone up slightly (53100INT) to replace broken office chairs. You’ll also notice

that we did not move forward with hiring an archives assistant this year and as such, have not

budgeted for wages. Most of the archival work has already been completed and the nature of

the project is changing. Given that, there was no guarantee there would be enough work this

year. Under wages you’ll also see the addition of the Clubs Coordinator. I discussed this

position in regards to my goal plan at the last Assembly. This is a part-time, paid position to

work with auditing and insurance with Clubs.

Assembly Operating

Regarding Assembly, there is not much of an increase from what was budgeted last

year. I increased the amount to spend on catering so we could get coffee for at least half of the

meetings as well as other food items for other meetings. I also budgeted to get appreciation gifts

for guest speakers which hasn’t been budgeted for before. Room rental costs are fairly static so

there isn’t much of a change there. Only other large increase you’ll see is regarding Assembly

advertising. We envision the Assembly Volunteers will have a much larger part in this and

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wanted to ensure they had the resources to carry out the necessary campaigns.

Clubs Office & Operating

The largest expenditure in the Clubs Office this year falls under Special Projects. The

$14000 is being used for storage lockers. There was a room in the lower level of the Queen’s

Centre that was earmarked for Clubs Storage Space and we did not have access to it until this

year. We’re in the process of converting it into much-needed storage space for clubs. We are

purchasing are large wire-mesh lockers that will be optimal for industrial type storage or large

amounts of material. We are hoping we will be able to offer them to clubs throughout the

summer as well. There was about 13000 dollars that was earmarked for space improvements

two years ago and was never spent.

Clubs Grants

There is no change in club grants as there is a static amount that is to be allocated to club

grants each year.

Judicial Affairs Office

Expenses in the Judicial Affairs Office are rather negligible – they mostly just relate to

office supplies and training materials so there was no real change.

Non-Academic Discipline

We are rethinking how we advertise non-academic discipline this year as we were

unsure of the effectiveness of advertising campaigns in regards to this issue; hence, there is a

reduction in how much we’re spending on advertising. Otherwise the costs are fairly static.

Referenda & Elections

Elections and Referenda is the largest area of change in the budget for the Commission

this year. Firstly, there are a number of advertisements that we are mandated to do in the

Queen’s Journal. Those costs are reflected here and I don’t believe they were reflected in last

year’s budget. We’ve also budgeted to have all executive election debates and undergraduate

student trustee elections live-streamed and a similar promotional video to “My First Time”

done to advertise elections. We’ve re-classified expenses from the Online Voting System to

51400INT (Equipment Rental) from 53100INT (Office Operating) as all voting system expenses

were getting grouped together with reimbursement costs. It’s also important to note that

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Votenet expenses shown in the budgets/actuals for the last few years are misleading as they

only show the additional costs we were being charged above and beyond our yearly contract

fee ($4000CAD+). We paid our yearly contract fees upfront when we locked into a four year

contract. I’ve included the yearly actuals for what we were spending on Votenet in the table

below including the yearly contract fee. In comparison, we will be spending much less using

Simply Voting.

2009-2010 2010-2011 2011-2012 2012-2013 2013-2014

License Cost $3,995.00 $3516.60 $3516.60 $3516.60 $3515.60

Additional

Expenses $4,660.97 $5303.49 $5953.59 $3795.00 $3792.22

Total $8,655.97 $8820.09 $9470.19 $7311.60 $7307.82

Lastly, I budgeted for 3 executive election teams which is common practice and 6

undergraduate student trustee candidates as well as 33 fees that are up for triennial review and

12 new or changing fees.

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Appendix F: Municipal Affairs Commission Budget Guide

Special Projects

This line has been dedicated for the most part to promoting student voting in this year’s

Municipal Election on October 27th. This will include spending on University District ping pong

balls, posters, rave cards, as well as pizza and a shuttle for our Election Day party. We’re also

creating an election video however this was reflected in the University District public relations

expense as it is part of a 5 video contract with QTV.

Website

$2600 will be spent updating the current MAC housing website. We’ve already found and

contracted a local website developer, GoSabe Inc., to implement my design for the new website,

which will have the subdomain housing.myams.org. The new website will combine existing

resources such as past videos the MAC has made on housing issues, as well as a concise house

hunting guide and list of housing resources. We’ve also partnered with the New York start-up

PadMapper, to include a housing listings page hosted on a Google Maps platform that sources

its listings from popular sites like Kjiji.ca, Craigslist, PadLister, and Apartment.com. These

listings will have the standard filters (bedrooms, bathrooms, lease type etc) as well as compare

median prices across similar listings (i.e it can tell if a particular two bedroom listing is X%

more or Y% less than the median price for nearby similar two bedroom listings). The website

should be launched by December 2014.

Housecheck Program Expenses

The honorarium line here is pretty straightforward, with $500 each for the holiday housecheck

managers during the month of December. The wages line represents the cost of employing

SMART to operate the summer housecheck program. It takes 12 hours a week to check

approximately 100 homes, and so over 15 weeks it takes SMART 180 man hours to operate the

program. SMART charges $20 per hour to each customer, hence the total cost of $3600 in wages.

Housing Grievance Centre

The HGC’s budget has been expanded recognizing the need to promote the HGC through

marketing materials. We’ve also expanded the miscellaneous item to allow for new office items

and help make the space a more welcoming atmosphere. An extra $100 has been allocated for

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volunteer appreciation.

SMART Community Cleanup Services

A similar calculation to the SMART housecheck wages was made to cost SMART’s Community

Cleanup Services. We’ve allocated 10 hours every weekend in September towards red cup clean

up, and then 5 hours every weekend from October until mid-November, except for 7 hours for

the Homecoming Weekend. This total of 72 hours at SMART’s rate of $20 per man hours gives

the total of $1440. This a large reduction from last year, given that community cleanup services

will only run for two and half months rather than the full year.

University District

This line has increased from last year mostly due to cost of videos being created with QTV

($2000) as well as the urban design project being carried out with the School of Urban and

Regional Planning ($1000). It is assumed that the second phase of street signs will be

implemented in April 2015 at a similar cost of $5000. A further $1220 is being spent on

marketing materials including “Proud to be a part of the University District” signs for local

businesses, a large “UD” sign, and stickers and posters.

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Appendix G: Social Issues Commission Budget Guide

Conference Food and Beverage

This line is a reallocation from committee budgets to provide refreshments at events. The

change was made to allow the SIC to function more externally and collaboratively (the

consolidated portfolio includes all the committees; collectively, the Commissioner and

committees will have more external contacts).

Room Rental

Like Conference Food and Beverage, this reflects a reallocation of committee budgets to the

general SIC budget, for the same reason (more external outreach and involving more

organizations).

Deputy Special Projects

In the SIC deputy goal plans, each deputy indicated that they would like to undertake a special

project together. Since last year’s deputy spending was absorbed into other lines, there was no

way to identify what was spent on the deputy projects. Instead of incorporating deputy goals

into the SIC general budget as was done last year, it has been set aside to more accurately reflect

the activities of the Commission.

Grants

The Equity Grant was not fully distributed last year due to the decision to split the amount

granted 50/50 between the fall and winter granting periods. Fewer applications were received in

the winter period, and the full value of the grant could not be granted. There will be more

flexibility in granting amounts this year in order to ensure that as many eligible initiatives as

possible can receive the grant.

Special Projects

The special projects line represents a budget set aside for two projects – a mental health

initiative and one on sexual assault and/or consent. The costs associated with the projects will

involve print materials and set-up/room rental costs.

Training

One of the weaknesses in the Commission last year was the lack of training and support

provided to volunteers. This line is set aside for providing supplementary

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materials and training manuals to ensure that volunteers are better equipped to perform their

roles.

Peer Support Centre

Training

The increase in the PSC budget reflects two major changes: the inclusion of PSC managers in

ASIST (Applied Suicide Intervention Skills Training), and manager appreciation. The cost of

ASIST is $185 per person, with 15 participants.

Committees

Mental Health Awareness Committee (MHAC)

Last year, MHAC received a grant from the Jack Project to offer subsidized mental health

training. This amount was reflected in their spending but not in the budgeted amount. As a

result, their actuals were significantly higher than the budget for 2013-2014.

Students Against Poverty (SAP)

This committee requested a larger amount of funding, namely increased advertising. The

justification for this was provided in the SAP goal plan and communications from both the co-

chair and deputy. SAP is undergoing a stronger advertising push and requested promotional

materials. In addition, they will no longer be focusing on small fundraising activities (such as

bake sales) and will have a greater focus on peer-to-peer student education.

Publications

The publications budget is lower than last year’s budgeted amount, but higher than the actuals.

This year’s increased amount is based off a 4% increase in printing costs from Allan Graphics,

and reallocating predicted promotional events from the publications portfolio to SIC general

expenses (please see “Conference Food and Beverage” and “Room Rental” under SIC

Consolidated) as these are often collaborative efforts between committees.

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Appendix H: Shared Service Platform

SHARING THE BURDEN

A Student Submission to the Shared

Service Budgeting Process

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CONTENTS INTRODUCTION

CONTINUED SUPPORTING A DIVERSE STUDENT BODY

Recommendation 1: The QUIC should receive increased funding to expand its current services with the

objective of providing support to an emergent international student population.

Recommendation 2: The University should work with the Four Directions Aboriginal Student Centre to

secure stable funding to support its core operations.

Recommendation 3: In the event that the Four Directions Aboriginal Student Centre secures stable

ongoing funding for its core operations, funding received from the provincial grant should be reallocated

to expand the hours of operation for the Elder-in-Residence program.

Recommendation 4: Student feedback should play a central role in the upcoming review of Health,

Counselling, and Disability Services.

Recommendation 5: The University should provide funding for the expansion of the embedded counsellor

program, to be matched by donors or revenue-generating units.

Recommendation 6: The University should continue to pursue alternative locations of Health,

Counselling, and Disability Services.

EFFICIENT ALLOCATION OF FUNDING

Recommendation 7: The University should commit funding towards conservation and demand

management projects identified in the course of the ESCO project.

Recommendation 8: The University should reallocate spending for merit-based scholarships towards

needs-based financial assistance. Any future increases in funding for this assistance should be indexed to

inflation.

Recommendation 9: The Student Experience Office should work in conjunction with student leadership to

identify components of the Office’s portfolio that could be effectively administered by students.

SUPPORTING ACTIVE LEARNING

Recommendation 10: Career Services should receive funding to support the expansion of internship

programs.

Recommendation 11: Following the changes to the student meal plan resulting from the Canada Revenue

Agency in 2014, Hospitality and Ancillary Services should investigate the possibility of including

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student-run services on the Queen’s meal plan.

Recommendation 12: The University should continue to investigate potential avenues for repurposing the

Physical Education Centre.

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INTRODUCTION

The Academic Plan recognizes the critical

importance of student support services in a

university environment, acknowledging

that Queen’s, “must continue to provide the

many forms of support, formal or

otherwise, that students need outside the

classroom.” (Academic Plan, p.63) In order

to be successful in fulfilling the

fundamental tenants of its educational

mission, Queen’s must first ensure a

priority is placed on the wellbeing of its

student body.

It is the position of the AMS that, in a

climate of fiscal uncertainty and a growing

student population, the university must

reinforce its commitment to student

support. Particularly in recognition of the

rising financial contribution students are

making towards the cost of their education,

the AMS believes that Queen’s has an

obligation to provide easy access to quality

support services.

Queen’s is part of an Ontario-wide trend

that sees students becoming larger financers

of their education than ever before. In just

over 2 decades, the percentage of total

operating income stemming from provincial

grants has declined from 80% to around

50%, and student contributions since 1988

have risen from 19% to nearly 50%.

This trend is accompanied by a declining

percentage of university operating budgets

flowing directly back to students in the

form of improved quality of education. In

recent years, the Operating Budget has been

increasingly instrumental in financing

capital projects, compensation increases for

existing faculty, and the indirect costs of

research activity, diverting funding away

from the student experience.

It is the position of the AMS that a

significant percentage of the Operating

Budget should be directed towards the

improvement of student life and learning.

Particularly as enrolment increases,

students must be provided with the quality

in- and out-of classroom experience that is

at the heart of the university’s reputation.

To ensure this, there is a requirement for a

continued and substantial commitment

from the Operating Budget to provide

funding for expanded support services. As

we welcome in a growing number of

students, this necessity can only intensify.

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SUPPORTING A DIVERSE STUDENT BODY

The AMS supports the University’s

commitment to increasing the diversity of its

student body. That said, ensuring the success

of an evolving population will require a

similar commitment the expansion of support

services directed towards emerging

demographics. The relative growth of

international students, aboriginal students,

and students with disabilities as a proportion

of the Queen’s community will necessitate a

commensurate increase in specific supports

for each of these groups. In the coming years,

services tailored to these demographics be

required to support capacity growth beyond

the requirements stemming from general

enrolment increase.

THE DUAL OBJECTIVES OF ENROLMENT

INCREASE AND

INTERNATIONALIZATION WILL PLACE

PRESSURE ON THE QUEEN’S UNIVERSITY

INTERNATIONAL CENTRE (QUIC) IN THE

COMING YEARS

Internationalization is a key focus of Queen’s

Strategic Framework, with a particular

emphasis being placed upon recruitment of

international students. At present time, the

Queen’s University International Centre

provides a variety of resources and services

that assist international students as they

adjust to living and learning in a new country.

As Queen’s increases its active recruitment

abroad, it is imperative that incoming

international students are able to benefit from

the resources, services, and community of

support available at the QUIC. The AMS

believes that a strong commitment to student

support is a necessary component of a well-

rounded internationalization strategy.

Recommendation 1: The QUIC should

receive increased funding to expand its

current services with the objective of

providing support to an emergent

international student population.

THE FOUR DIRECTIONS ABORIGINAL

STUDENT CENTRE IS CURRENTLY

RELIANT ON UNPREDICTABLE REVENUE

STREAMS TO CARRY OUT ITS CORE

PROGRAMMING

The Four Directions Aboriginal Student

Centre provides tailored support for

Indigenous students while operating as a

resource for the broader Queen’s community.

At present time, Four Directions receives half

its funding from a provincial grant that is

renewed on a 3-year cycle. This poses a threat

to the service’s ability to fulfill its core

function: the grant could be eliminated or

reallocated with little notice, compromising

programming and advisory support.

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Particularly in light of the growing demand

for this service as the university seeks to

increase the number of aboriginal learners

enrolled at Queen’s, the Centre’s unreliable

revenue model will be inhibiting to long-term

planning or capacity expansion.

Recommendation 2: The University

should work with the Four Directions

Aboriginal Student Centre to secure stable

funding to support its core operations.

The Four Directions Aboriginal Student

Centre plays a central role in creating a

community of support for Indigenous

students at Queen’s. Recognizing this, the

AMS believes it is imperative that the service

has the financial security to plan for future

growth in its core programming.

Recommendation 3: In the event that the

Four Directions Aboriginal Student

Centre secures stable ongoing funding for

its core operations, funding received from

the provincial grant should be reallocated

to expand the hours of operation for the

Elder-in-Residence program.

The Elder-in-Residence program provides

outreach, visibility, and in-depth one-on-one

counselling to the Four Directions

community. This position increases the

capacity of the Centre to perform advisory

work, and also raises awareness around the

resources and services Four Directions offers.

Particularly given that advisory work

represents an area of particular need for

students accessing the Centre, the expansion

of the Elder-in-Residence program would

constitute an important step in expanding

support for current and incoming aboriginal

learners at Queen’s.

A GROWING PERCENTAGE OF QUEEN’S

STUDENTS REQUIRE AN ACADEMIC

ACCOMMODATION, AND THE

COMPLEXITY OF THESE

ACCOMMODATIONS CONTINUES TO

INCREASE

There has been a substantial increase over the

last decade of both the percentage of

university students accessing services

through HCDS, and the average amount of

support each student requires. This trend has

had an ongoing impact on the capacity of

disability and counselling services in recent

years. Given the crucial importance of HCDS

in supporting student well-being and success,

the service must be appropriately equipped to

meet a swell in demand.

HEALTH, COUNSELLING, AND DISABILITY

SERVICES (HCDS) IS CURRENTLY

OPERATING AT, OR OVER, CAPACITY

There is a consistent demand for Health,

Counselling, and Disability Services on

campus. Counselling services are currently in

a period of transition as long-term service

provision shifts towards community health

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providers and a growing embedded

counsellor program. Beyond this, more

students are presently seeking

accommodations as a percentage of the

population, resulting in high caseloads in the

Disability Services Office. The same is true of

the demand for counselling appointments,

with non-emergency wait times remaining

high.

While wait times have decreased in Health

Services, the space constraints imposed by the

service’s current location have made it

difficult for it to grow in order to meet

increased demand. The essential support

provided through HCDS is fundamental to

student health and wellness, and any increase

in enrolment must be mirrored by a

comprehensive increase in the capacity of this

service.

Recommendation 4: Student feedback

should play a central role in the upcoming

review of Health, Counselling, and

Disability Services.

Students are supportive of the decision to

undertake a review of the operations of

HCDS. The AMS believes that students

should constitute a key component of the

consultative process, and that future funding

for the service should be attributed on the

basis of the goals and objectives outlined in

the finalized document.


should provide funding for the expansion

of the embedded counsellor program, to be

matched by donors or revenue-generating

units.

An expansion of the embedded counsellor

program would fulfill the dual objectives of

decreasing the central burden on counselling

services and provide more specific and

tailored support to students across the

university. Recognizing the benefits

associated with the expansion of this

program, the AMS recommends that the

university investigate the possibility of

instituting a matching program to encourage

private donations or funding from revenue-

generating units to expand the program.


should continue to pursue alternative

locations of Health, Counselling, and

Disability Services.

Students believe there is an urgent need to

secure a new location for Health, Counselling,

and Disability services. Pursuant to this goal,

the university should attribute funding

towards the investigation and evaluation of

potential spaces for HCDS with the ultimate

objective of finding a viable long-term home

for the service.

NOTE: This may include further examination of

the Physical Education Centre, as outlined in

recommendation 11.

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EFFICIENT AND EFFECTIVE

ALLOCATION OF FUNDING

In recognition of the limitations imposed by

the financial climate of the university,

students believe that the allocation of

shared service funding should seek to

support the efficient delivery of programs

and initiatives.

THE RISING PRICE OF ENERGY

CONSTITUTES A SUBSTANTIAL COST

DRIVER FOR THE UNIVERSITY

The rising costs of energy and water are

exercising an upward pressure on facilities

budgets across the university, with prices for

water increasing nearly 10% over last year’s

figures.

At present time, Queen’s is engaged in several

energy conservation initiatives to reduce to

impact of these price increases. This includes a

campus-wide audit undertaken to identify

efficiency and conservation projects with the

aim of reducing energy use intensity, water use

intensity, and overall energy use. The objective

of these initiatives is to transition towards a

more environmentally-friendly campus while

realizing long-term cost savings.


should commit funding towards

conservation and demand management

projects identified in the course of the

audit

In recognition of the positive environmental

impact and downstream cost savings

associated with these projects, student

support the funding of programs such as

lighting retrofits, infrastructure renewal, re-

commissioning of HVAC systems, and the

expansion of real-time utility meeting. The

dual benefit of sustainable initiatives and

cost containment constitute an effective and

efficient use of shared service funding.

QUEEN’S HAS PLACED AN INCREASED

FOCUS ON THE CREATION OF MERIT-

BASED SCHOLARSHIPS, REPRESENTING

A RISING EXPENDITURE THAT DOES

LITTLE TO INCREASE THE

ACCESSIBILITY OF A QUEEN’S

EDUCATION

Students support investment and

expenditure on financial assistance with the

objective of reducing access barriers to post-

secondary education. However, merit-based

financial assistance does little to address the

access barriers inhibiting underrepresented

groups from attaining a degree. On the

contrary, this funding tends to

disproportionately benefit high-income

students, and operates primarily as a

recruitment tool for universities.

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As the traditional university-aged

demographic in Ontario begins to shrink,

universities across the system have placed a

renewed focus on merit-based financial

assistance. Merit-based scholarships

constitute a significant driver of cost

inflation, comprising nearly 10 per cent of

new spending at universities across Ontario

in an effort to attract new students.

Last year, 66% of first year students in the

province received merit based entrance

scholarships, with the average value of such

awards being $1,822. Conversely, only 15%

of students received needs based

scholarships, with an average value of

$1,250. Given that some 33,000 students

(over 12% of all OSAP recipients) report

having some form of unmet need, it is clear

that merit-based student assistance is an

ineffective means of improving access

across the system. Moreover, these

scholarships were inhibited in their function

as a recruitment as a result of their

pervasiveness in Ontario.


should reallocate spending for merit-

based scholarships towards needs-based

financial assistance. Any future

increases in funding for this assistance

should be indexed to inflation.

Considering the tremendous impact this

investment has had on university operating

budgets, students are concerned that it is

not allocated in a way that effectively

increases access to post-secondary

education for underrepresented groups.

Given the ineffective use of this funding,

students recommend it be rolled into needs-

based assistance, with future increases in

funding indexed to inflation.

THE STUDENT EXPERIENCE OFFICE

OFFERS SOME PROGRAMMING THAT

COULD BE PROVIDED MORE

EFFICIENTLY AND EFFECTIVELY

THROUGH STUDENT CHANNELS

The AMS believes that students are

uniquely capable of providing service and

support to their peers, informed by an

intrinsic understanding of the diversity of

issues and pressures that persist across the

student body. While students recognize the

necessity of administering a range of

professional services through traditional

university channels, there are a number of

services that are better equipped to fulfil

their mandate in a peer-to-peer

environment.

Recommendation 9: The Student

Experience Office should work in

conjunction with student leadership to

identify components of the Office’s

portfolio that could be effectively

administered by students.

The AMS believes that, in cases where

professional expertise is not a key

component of service provision, students

are ideally positioned to assume

responsibility for services designed to

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support their peers. Activities such as

residence orientation and Queen’s Reads

could be undertaken efficiently and

effectively with student oversight. This

would ensure the design of the program is

tailored by students for students, and

would also allow service provision to

continue without necessitating an increase

in the capacity of the Student Experience

Office.

SUPPORTING ACTIVE LEARNING

In recognition of the critical impact many

shared services have on the educational

environment, students believe a portion of

shared service funding should facilitate the

advancement of active learning. Whether it

be through the attribution of infrastructure,

resources, or support, the shared services

can play a role in cementing active learning

as a core element of Queen’s educational

experience.

Recommendation 10: Career Services

should receive funding to support the

expansion of internship programs

Students support Queen’s commitment to

expand the availability of internship

opportunities on campus. Recognizing the

positive contribution of work-integrated

learning on the overall learning experience,

students recommend that funding be

provided to Career Services to assist in the

expansion of the infrastructure required to

effectively administer a growing program.

Recommendation 11: Following the

changes to the student meal plan

resulting from the Canada Revenue

Agency in 2014, Hospitality and

Ancillary Services should investigate

the possibility of including student-run

services on the Queen’s meal plan.

With the inclusion of taxed products on the

student meal plan this year, Queen’s has

been provided with the opportunity to

greatly expand the range of services payable

through Flex Dollars. Given the important

role student-run services play as avenues

for active learning, students recommend

that the University consider extending Flex

Dollars to include student-run services

across campus. This would constitute a

strong show of support for the mandate of

student-run services, and would greatly

enhance their ability to provide service and

opportunity to the Queen’s community.

QUEEN’S CURRENT COMPLEMENT OF

STUDENT LIFE SPACE IS LACKING IN

QUANTITY AND QUALITY

The Broader Learning Environment

requires sufficient dedicated space in order

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to thrive. Student life space operates as the

platform for the many activities and groups

that comprise the broader learning

environment. Services, student

governments, clubs, and other student-run

initiatives all require physical infrastructure

to support them in carrying out their

mandates, utilizing everything from office

and meeting rooms to storage space and

service stations. All told, student life space

is the physical manifestation of the broader

learning environment.

The Queen’s Centre Project was originally

envisioned in the context of the impending

influx of new students precipitated by the

double cohort entering the post-secondary

system in 2003. Over the course of the

ensuing decade, Queen’s expanded

enrolment by almost 2000 students in excess

of this initial increase, and two phases of the

Queen’s Centre were not completed.

Combined, these factors have resulted in a

considerable pressure on the quantity of

student life space available today.

Particularly given the impending increase in

admissions, students are concerned that the

current complement of space places

restrictions of the prosperity of the broader

learning environment.


should continue to investigate potential

avenues for repurposing the Physical

Education Centre.

The AMS believes the Physical Education

Centre should be prioritized as a focus for

deferred maintenance, renovations, and

usage studies. While the re-opening of the

PEC constituted an important first step in

addressing the deficit of student life space

on campus, a great deal of planning must be

undertaken to transform the current

infrastructure into a utile and multi-

functional student space. The AMS supports

the university in investigating potential

programming for the space, including the

creation of another hub for student life, or

the implementation of a health and wellness

centre.

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Appendix I: AMS Achievement Award

Section 6, Part C: Achievement Award

The A.M.S. Achievement Award is designed to recognize individuals who have made a long-standing and

substantial, but generally unrecognized contribution to the A.M.S. during their years at Queen's.

Points are given out for each volunteer position that people have held. In order to be eligible people must

have accumulated at least 10 points during their years as an undergraduate student at Queen's. The award

will take the form of a material crest. The points awarded for each position are based on the relative time

commitment required.

People who have accumulated 15 points may apply for an A.M.S. Achievement Award with Honours.

People who have accumulated 20 points may apply for an A.M.S. Achievement Award with Distinction.

Both of these will be honoured with a certificate (in addition to the crest).

Paid positions (including salary and honoraria) are not eligible for points because payment in itself is a

form of recognition.

Nor will points be awarded to people who sit on committees as a direct function of a position that they

hold. For example, Deputy Commissioners will not receive points for sitting on Deputy Council.

In order to be eligible for this award you must apply. Applications will be available for two weeks

counting back from Volunteer Appreciation Night. This award is to be presented at A.M.S. Volunteer

Appreciation Night. The applications will be available at each faculty society office, as well as in the

A.M.S. Office. Applications will include an explanation of the award, a copy of the point system and a

place for people to list the volunteer positions they have held and the points they have accumulated.

In order to keep track of eligible volunteers, each commissioner and executive member will be required to

submit a list of all volunteers under their direction by February 1st of each year. These lists will be kept on

file for five years.

Although the award is only being created this year, every student who is presently an undergraduate is

eligible to apply for the award based on their past participation in the A.M.S. (ie. and Arts "94 student can

apply for the award this year, based on their activities from the first year on).

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Points values for positions are as follows:

5 Deputy Commissioners

5 Orientation Facilitator

4 Committee Chairs (including CRO and DRO)

4 AMS Assembly Speaker

3 Student Director on the Board of Directors

3 Feminist and Anti-Racism Review Editor

3 A.M.S. Assembly Member

2 Tricolour Yearbook Volunteer

2 Orientation Roundtable Co-ordinator

2 A.M.S. Committee Member

2 Journal Contributor (4 stories or 4 issues of production)

2 Studio Q Contributor (Reporter or Technical staff on 2 shows)

2 Kaleidoscope Buddy

1 Street Captain

1 A.M.S. Assembly Sub Committee Member of at least 2 committees

1 A.M.S. Representative on a non-A.M.S. committee

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Appendix J: Robert Sutherland Award for Excellence in Debating

Section 6, Part D : Robert Sutherland Award for Excellence in Debating

1.The Robert Sutherland Award for Excellence in Debating will be presented annually at the AMS

Annual General Meeting to the member of the Queen's Debating Union (QDO) who has distinguished

him/herself as an outstanding contributor to the Union, exemplified the principles of fair play and

sportsmanship, and has demonstrated superior skill and dedication while representing Queen's

University on the National and/or international debating circuit(s). For each nomination, the

Committee will consider the criteria for the award and the contributions of the nominee over the

course of their involvement with the Union.

2. The Selection Committee shall be struck by the third meeting of Assembly in the Winter Term.

The Committee will then work to determine a recipient of the award by the Annual General Meeting in

March.

3. The Committee shall consist of the following members:

President or delegate, Debating Union (ex officio, non-voting)

one other member of the Debating Union

President, Alma Mater Society

three members of Assembly

4. A delegate may be necessary for the President of QDU, as he/she may be nominated for the award,

but input from members of the Union are still very necessary for determining a deserving

candidate. The AMS President shall coordinate the initial meeting of the Committee, and the Chair

shall be selected from the membership at this first meeting.

5. The Committee will receive nominations for the award as submitted in writing by the President of

the Debating Union. The Debating Union will use any internal mechanism deemed appropriate to

determine nominees for the award.

6. The Committee may request additional information about the nominees if necessary in its

determination of a recipient of the award. The Committee will select one recipient based upon the

information at their disposal and the criteria outlined for the award.

7. The winner of the Robert Sutherland Award for Excellence in Debating will receive a plaque from

the Assembly at the Annual general Meeting and will have his/her name placed on a permanent trophy

or plaque, to be displayed prominently by the Society. There will be a brief description of the award

and its establishment on the trophy/plaque.

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Appendix K: Sutherland Prize

Section 6, Part E: Robert Sutherland Prize

1. The Robert Sutherland Prize shall be awardedpresented annually to a graduating and self-defined

student of colourthe African diaspora who has shown leadership and initiative at Queen’s, most

specifically in the areas of anti-racism and anti-oppression in the aim of creating a more inclusive

campus climate.

2. The Selection Committee shall be struck no later thanby the secondthird meeting of the Assembly

in the Winter Term. The Committee shall select one or two recipients before the annual AMS

volunteer gala/appreciation dinner where end of the Winter Term.the recipient(s) shall be formally

announced., and Tthe award shall be presented to the recipient(s)at their Convocation.

3. The Selection Committee shall consist of the following members:

One member of the Alma Mater Society Executive

AMS Social Issues Commissioner (Chair)

Queen’s University Rector

Two voting members of the AMS Assemblymembers (no more than one from each faculty)

Two members of a cultural group on campus (to be selected by the Social Issues Commissioner and

subject to ratification by the Assembly)

The AMS Social Issues Commissioner shall coordinate the initial meeting of the Committee and the

chair shall be selected from the membership at this first meeting.

4. The committee shall establish and publicize a nomination period. Nominations shall include a list of

the nominee’s activities and a brief description of their contribution, along with a list of individuals

who may comment on their contribution. The committee is not limited to contacting those references

provided by the nominator. Eligible nominees and nominators shall be members of the AMS or

members of the Queen’s University Law Students’ Society.

5. .

4.6. The Selection Committee may request any additional information about the nominees if necessary

in its determination of thea recipient (s) of the award. This may include a session in which the

members of the Committee would have the opportunity to meet the nominee. Such a session

should not be used as an evaluation; rather, it should simply be an opportunity for the committee

to get to know the person being nominated.

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5.7. For the purposes of the Selection Committee, a cultural group on campus shall be defined as any

group which serves the diversity of Queen’s students. As well, the Black Law Students’ Caucus, the

African and Caribbean Student Association (ACSA), the Four Directions Aboriginal Student

Centre, the Queen’s Native Student Association, the AMS Committee Against Racism and Ethnic

Discrimination (CARED) and CultureSHOCK will also be recognized under this section for this

purpose.

6. For the purposes of the Selection Committee, a cultural group on campus shall be defined as any

group which serves the diversity of Queen’s students. This shall include but not be limited to

groups, and operatinges out of the International Centre, the Four Directions Aboriginal Student

Centre, the Queen’s Native Student Association, and the AMS Committee Against Racism and

Ethnic Discrimination.. As well, the Black Law Students’ Caucus, the Aboriginal Student Centre

and the AMS Committee Against Racism and Ethnic Discrimination will also be recognized under

this section for this purpose.

8.

The recipientwinner of the Robert Sutherland Prize shall receive an award from the Society at

Convocation and shallwill have his/her name placed on a permanent wall plaque, to be displayed

prominently in the Robert Sutherland Reading Room. by

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Appendix L: AMS Anti-Oppression Award

Section 6, Part H: AMS Anti-Oppression Award

1. The AMS Anti-Oppression Award shall be presented annually to a faculty or staff member for

exemplary commitment and initiative, both inside and outside the classroom, towards fostering a more

inclusive campus, community, and society.

2. The Selection Committee shall be struck by the third meeting of the Assembly in the Winter Term

and only AMS members may sit on the committee. The Committee shall select one or two recipients

before the end of the Winter Term.

3. The Selection Committee shall consist of the following members:

One member of the Alma Mater Society Executive

AMS Social Issues Commissioner (Chair)

Two deputies or directors from the Social Issues Commission

Two members of groups on campus that do anti-oppression work

Two members of AMS members (no more than one from each faculty)

4. For the purposes of the Selection Committee, a group on campus that does anti-oppression work

shall be defined as any group which serves the diversity of Queen’s students and does advocacy work

that, for instance, relates to anti-racism, anti-homotransphobia, anti-ableism, decolonization. The

Levana Gender Advocacy Centre, the Queen’s Coalition Against Racial and Ethnic Discrimination

(QCRED), the Ontario Policy Interest Research Group (OPIRG), the Queen’s Native Student

Association, the Positive Space Committee, the Students Against Poverty committee shall be

recognized under this section for this purpose.

5. The award shall be presented at the Teaching Awards Ceremony facilitated by the Academic Affairs

Commission, and the recipient shall receive an individual personalized plaque.

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Appendix M: The AMS Letter Award

Section 6, Part F: The AMS Letter Award

The AMS Letter Award shall be awarded annually to students who make an outstanding contribution

to the Alma Mater Society and to Queen’s University in the year that the award is granted, and who

hold positions that otherwise receive little appreciation or recognition.

The selection committee shall consist of the Vice-president (University Affairs) and two members of

Council, one Commissioner to be appointed by the VPUA., and the AMS Honorary President.

The award shall be advertised in the Queen’s Journal and Tthe nomination period shall be at least two

weeks and the award shall be suitably advertised in advance of this period.. The nomination process

shallould begin prior to Reading Week. no later than the first week in March. The award shall be

presented by the VPUA at the annual AMS vVolunteer gala/aAppreciation dinner. by the VPUA. The

names of recipients shall be added to a plaque to be displayed in the AMS office.

The following maywill be considered in the selection of successful candidates:

1. Whether the candidate haswill have initiated a new and interesting project(s) either independently

or within atheir group(s)/organization(s) that furthered the mandate of the group.

2. Whether the candidate haswill have held a position that receives little recognition. A candidate

who has been nominated or awarded another award remains eligible for the Letter Award.

3. Whether the candidate haswill have fulfilled all obligations and responsibilities of membership to

athe group, as well as contributing above and beyond such specified responsibilities of the job

description.

4. Whether the candidate haswill have demonstrated exceptional leadership ability and an ability to

work well with colleagues.

5. Whether the candidate haswill have upheld the AMS Mission and Operating Statements.

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Appendix N: Alma Mater Society Staff Award

Section 6, Part G: Alma Mater Society Staff Award

Introduction

The purpose of this award shall be to recognize staff members employed by Queen’s University who

consistently provide outstanding contributions, directly or indirectly, to the learning and working

environment at Queen’s University at a level significantly beyond what is usually expected.

Procedure

1. All Queen’s University staff members, full – time or part – time who are employed on a continuing

basis or on a term contract for twelve months or more shall be eligible for nomination. Occasional part

– time or term employees may be eligible if their aggregate service exceeds one year. Any staff member

employed by Queen’s in the last twelve months shall be eligible to receive this award. AMS permanent

staff members shall not be eligible for this award.

2. Two currently – enrolled students shall make the nomination. Any member of the Queen’s

community including students, staff, faculty, alumni, co-workers, supervisors, and members of the

public who have an interest in the University may submit supporting nominations

3. A maximum of five letters of support may accompany the nomination.

4. The Selection Committee shall be chaired by a member of the AMS Executive or their delegate. In

addition to the chair, the composition of the Committee shall include:

Staff member of Queens University (may be an AMS permanent staff member)

3 Students who are voting members of the AMS Assembly

5. Co-ordination of the selection of the committee shall be the responsibility of the chair.

6. The committee shall be struck no later than the end of the fall term and shall complete its selection

process prior to the AMS General Meeting.

7.9. Factors considered by the committee shall be:

* Nature and type of contribution significantly beyond what is usually expected

* Breadth of impact over and above what is usually expected including activities outside specific

job responsibilities.

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* Evidence of initiatives to develop and / or upgrade work skills over and above what is usually

expected

* Strength of support in nominations

* Range of nominators

* Length of service

8. The committee may award a maximum of three Staff Awards per academic year.

9. This process shall be confidential

10. Announcement of Awards

Each winner shall receive a framed certificate presented at the AMS Annual General Meeting.

Candidates shall receive their original letters and other supporting material after the presentation of

the award unless otherwise specified by the supporters. Names of the winners shall be published in

suitable campus media.advertised in the Journal and Gazette.

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Appendix O: Speaker Policy

Role in Election Oversight:

The role of the CEO will be removed from the Speaker’s responsibilities and instead be bestowed upon

an independent office bearing the same name. The incoming CEO will be nominated by the outgoing

Executive in March and must be ratified by Assembly. This change will ensure that the electoral

watchdog is hired purely for his or her ability to perform that duty, rather than if the office holder will

also be a strong Speaker.

Speaker’s Office:

The Speaker will be granted his or her own office space to be made available during at least three

office hours a week that the Speaker will schedule at the beginning of his or her term. Current staffing

will be re-organised. The Speaker will work with four volunteer positions. One volunteer will act as a

research assistant and the other three will work on an event planning committee, to be chaired by the

Speaker. The event committee will be responsible for organising the three awareness campaigns that

the Speaker is mandated by policy to perform each year in preparation for the fall referendum, the

winter elections and the spring AGM. To this end, the committee will organise class talks, rallies and

other activities necessary to raise awareness amongst the student body about assembly and the

important events that define its policies and membership. The committee will be provided with

funding by an annual allowance to be approved by Assembly each year. One of the volunteers,

selected by the chair, will act as treasurer and be responsible for the management of funds and must

create a budget to be presented to Assembly by the end of September. The hiring and organisation of

volunteers will be completely under the authority of the Speaker, with no oversight by the CIA. The

Speaker’s office will also be solely responsible for organising the “Welcome to Assembly” booklet.

The outgoing Speaker will be responsible for creating a transition manual for the incoming Speaker

and maintaining an operational manual. The operational manual should include any precedent setting

rulings made since its creation, and include the minutes surrounding the debate on such rulings.

Autonomy of Speaker’s Rulings:

The Speaker’s rulings will no longer be overturnable by a vote of assembly members. Instead, all

rulings by the Speaker will be binding at assembly and may only be appealed to the AMS Judicial

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Committee under the normal procedures. The Speaker must take into account the precedence set by

the rulings of his or her predecessor when interpreting policy.

This will solidify the autonomy of the Speakership from not only the executive but also the will of the

majority. This change should also have the effect of strengthening future Speakers respect for the

significance of their rulings and the necessity of closely studying the constitution and policy manuals.

The Speaker must be a judge making a ruling on a case based on their reading of policy and no other

factors. Neither the Speaker nor assembly has the right to ignore that policy, these changes will ensure

that neither the office or the body it oversees may do so.

If the Speaker choses to relinquish the chair in order to speak to a specific motion, the deputy speaker

will remain in the chair for the duration of that assembly. The Speaker may resume his or her duties

come the next assembly.

Removing the Speaker:

If Assembly loses confidence in the ability of the Speaker to interpret policy or believes the office

holder is no longer impartial in his or her rulings, then an Assembly member may introduce a motion

of non-confidence in the Speaker. Voting on this motion will be by secret ballot. The motion of non-

confidence must be passed by a 2/3rd majority of all voting members of assembly. If the Speaker fails to

complete the “Welcome to Assembly” package then a motion of non-confidence must be introduced in

the first assembly of the school year by the President of the AMS.