Student Activities

President

The President is responsible for all the operations of the GECE. The president helps plan social events and coordinates the executive for every task. The President usually, but not necessarily, is a student who plans to be at Queen’s for two or more years. This helps to transition to the next executive.

Vice President

The Vice President is the driving force of the GECE. Anything that needs “doing” is done by the VP. The main responsibility of the VP is to keep the pop fridge stocked. The ideal candidate should have access to a vehicle. In some cases, multiple VP Ops are recruited to share the workload.

Treasurer

The Treasurer (formerly known as VP Finance) is the person who is responsible for the management and care of the GECE financial books. They will generate a budget for the year and ensure that the GECE will have enough funding to support any events that the GECE wishes to hold. Only basic math skills are required.

SGPS Reps. (2)

Help shape our Graduate School! The SGPS representative is responsible for attending all Society of Graduate and Professional Students (SGPS) meetings and reporting back any important information to our student body. The rep has a voting position within the SGPS. The time commitment is a few hours on the first Tuesday of each month.

PhD Rep.

Help shape our department! The PhD representative is responsible for attending the monthly departmental meetings and reporting back to the PhD students in our department. The rep has a voting position within the department. Commitment is 1.5 hours from 2:30-4 pm on Thursdays, once a month.

MASc Rep.

Help shape our department! The MASc representative is responsible for attending the monthly departmental meetings and reporting back to the MASc students in our department. The rep has a voting position within the department. Commitment is 1.5 hours from 2:30-4pm on Thursdays, once a month.

MEng Rep.

Help shape our department! The MEng representative is responsible for attending the monthly departmental meetings and reporting back to the MEng students in our department. The rep has a voting position within the department. Commitment is 1.5 hours from 2:30-4pm on Thursdays, once a month.

TA/RA Union Rep.

This position should be held by someone who is currently a TA/RA, or who has held a TA/RA position before. The TA/RA representative is responsible for attending the TA/RA Union meetings and reporting back to graduate TAs and RAs in our department.

International Student Rep.

The International Student representative is responsible for representing international graduate students' concerns in ECE. The representative helps international graduate students navigating the university’s structures, language, and layout as well as the more specific details of the department.

Women in Engineering Rep.

The Women in Engineering representative works to represent and promote the interests and concerns of female-identifying graduate ECE students. The representative leads the efforts to create a safe, collaborative and supportive environment that aids female-identifying graduate ECE students to navigate academic and social department experiences.

Social Reps. / Members at Large / General Volunteers

1. Inclusivity 

1.1. Thou shalt be inclusive of everyone in ECE; irrespective of race, gender, or sexual orientation as set forth by Queen’s University’s Equity Office.

1.2 Concerning events, any GECE exec can participate, as long they are not privy to any advantage which may affect their odds of winning prizes (monetary or other).

2. Treasury

2.1. Thou shalt not embezzle.

2.2. Funds provided to GECE must be used to fulfill the intentions for which they were provided. If otherwise not possible, GECE must use the funds in the spirit that they were intended.

2.3. Without approval of its subjects, GECE cannot donate funds to a 3rd party. If funds are not directly budgeted for donation, GECE will seek departmental approval and the approval of GECE's subjects via a majority vote.

2.4. Receipts and proof of payment

    2.4.1. All receipts (or other proof of payment) shall be kept for a minimum of two years.

    2.4.2. The treasurer is responsible for keeping a digital library of all receipts and proof of payments.

    2.4.3. If provided, the treasurer is responsible for keeping a library of physical proof of payments.

    2.4.4. All GECE members who wish to receive reimbursement are required to send physical and/or digital proof of payment to the treasurer. If not provided to the treasurer, all GECE members who receive reimbursement are required to keep all physical receipts (or other proof of payment) for the designated retention period.

2.5. Purchasing

    2.5.1. Prior to purchase, all items must be approved by the President.

       2.5.1.1. The president may delegate power of approval to a vice-president

       2.5.1.2. The president or vice-president may give a delegate a strict budget and a target (i.e., a specific event) to purchase items without a need of approval.

          2.5.1.2.1. Approval must be sought if budgetary requirements cannot be met.

3. Council Composition

3.1. Required Positions:

     3.1.1. Structural

         3.1.1.1. President. The President is responsible for the operations of GECE. They help plan social events and coordinate the executive. The President usually, but not necessarily, is a student who plans to be at Queen’s for two or more years. This helps to transition to the next executive. The President must be a past member of the GECE executive. The President must attend all GECE meetings. If unable, the President must delegate their power to a VP for the duration of the abscence.

         3.1.1.2. Vice-President(s). The Vice-President are the primary delegates of the President. They facilite the operation, deliberation, and execution of GECE's objectives. In some cases, multiple Vice-Presidents can be recruited to share responsibilities and workload.

         3.1.1.3. Treasurer. The Treasurer (Vice-President of Finance) is responsible for the management and care of GECE finances, including budgeting and record keeping. The Treasurer proposes GECE's annual budget for the academic year and solicites funding from the ECE department. The Treasurer is responsible for ensuring appropriate usage, management and distribution of funds.

     3.1.2. Council Roles

         3.1.2.1. MEng Rep. The MEng representative is responsible for attending the monthly departmental meetings and reporting back to the MEng students in ECE. The rep has a voting position within the department.

         3.1.2.2. MASC Rep. The MASC representative is responsible for attending the monthly departmental meetings and reporting back to the MASC students in ECE. The rep has a voting position within the department.

         3.1.2.3. PhD Rep. The PhD representative is responsible for attending the monthly departmental meetings and reporting back to the PhD students in ECE. The rep has a voting position within the department.

         3.1.2.4. Women in Engineering Rep. The Women in Engineering representative works to represent and promote the interests and concerns of female-identifying graduate ECE students. The representative leads the efforts to create a safe, collaborative and supportive environment that aids female-identifying graduate ECE students to navigate academic and social department experiences.

         3.1.2.55. International Student Rep. The International Student representative is responsible for representing international graduate students' concerns in ECE. The representative helps international graduate students navigating the university’s structures, language, and layout as well as the more specific details of the department.

     3.1.3. SGPS

         3.1.3.1. SGPS Rep (x2). The SGPS representatives are responsible for attending all Society of Graduate and Professional Students (SGPS) meetings, then reporting back any important information to students in ECE. Representatives have a voting position within the SGPS.

     3.1.4. PSAC

         3.1.4.1. TA/RA Union Rep. This position should be held by someone who is currently a TA/RA, or who has held a TA/RA position before. The TA/RA representative is responsible for presenting graduate TAs / RAs concerns in the TA/RA Union meetings and reporting back to graduate TAs / RAs in ECE.

3.2. Members at large

     3.2.1. Any graduate student of ECE may attend GECE meetings and participate in GECE's operation.

     3.2.2. Social representatives are usually students who want a very minimal time commitment but still want to help out with the GECE activities. Social reps are called upon to help plan and execute GECE events.

3.3. Elections

     3.3.1. Elections shall be held annually in September.

     3.3.2. Each candidate shall have the opportunity to advocate for their abilities to fulfill the position. If advocating in person, candidates shall be given no less than 2 minutes or if advocating in writing, each candidate can provide up to 200 words.

     3.3.3. To ensure the continuation and success of the council, candidates for structural positions will be given extra time (1 minute or 100 words) to advocate for prior experience as a member of GECE.

     3.3.4. Candidates are awarded the position by majority vote from subjects in attendance of the election.

      3.3.4.1 If running unopposed, a vote of confidence must receive the majority vote.

     3.3.5. If a position cannot be filled, any executive may fill the vacant position in the Interim. At any point during the academic year, a student may come forward to express interest in the position and can be granted this position via a vote of confidence from the current executive. A vote of confidence may only occur if running unopposed, and no election is planned to be held within a two-week period.

     3.3.6. All GECE executives are subject to re-election and a maximum of two consecutive terms for any given Executive position within GECE.

          3.3.6.1 This does not apply to executives filling vacant positions in the Interim.

          3.3.6.2 This does not limit a GECE Executive's candidature to other representational roles within GECE.

3.4. Expulsion

     3.4.0. Any three executive members can put forward a motion for an individual's expulsion. The President is responsible for administering the expulsion procession unless the President is nominated for expulsion, in which case, the VP position(s) are responsible for administering the procession.

     3.4.1. Reasons for expulsion can include (but are not limited to) racism, sexism, and non-inclusive behavior. Holders of required positions can be expelled from a position for lack of attendance and/or failure to perform the duties of their respective role(s).

     3.4.2. Holders of required positions are considered voluntarily self-expelled after a period of 30 days of no activity.

     3.4.3. If necessary and alternative methods resolutions have been explored unsuccessfully, holders of Required Positions in GECE may hold a vote to:

      3.4.3.1 Expel a member from GECE.

      3.4.3.2 Ban an individual from attending future GECE organizational meetings.

      3.4.3.3 Ban an individual from attending future GECE events.

     3.4.4. In the case of a tie, the president may cast an additional tie breaker vote.

     3.4.5. In the event of an expulsion, afflicted individuals will be notified via e-mail of their infraction(s) at least one week in advance. Individuals will be provided an opportunity (if desired) to communicate their position to holders of Required Positions in GECE either orally (5 minutes) or in writing (500 words). Afflicted individuals will be notified via e-mail of the resolution of their expulsion.

     3.4.6. In the event that a petition of non-confidence gathers signatures from 15% of current subjects, a re-election must be held to restructure the GECE executive.

3.5 Operation

     3.5.1. The President has executive power over the direction pursued by GECE.

     3.5.2. If the Executive disagrees with the President's direction decision, a vote can be cast with the Executive. If a quorum of 50% of executive members disagrees, a vote for the new direction will be performed.

     3.5.3. In the event that a petition gathers signatures from 15% of current subjects, the executive must reassess the direction of GECE with regards to the petition and ensure it aligns with the best interests of its subjects.

4. Definitions

4.1 Subjects - Graduate students in Electrical & Computer Engineering (ECE) at Queen's University, Kingston

4.2 Executive - Members of GECE who hold structural or council roles (see 3.1. Required Positions).

5. Changes to Consitution

5.1. Changes to Consitution require all President and VP positions to agree with the changes as well as 5 including the Presidents.

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Last updated: September 28, 2021

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