diff --git a/constitution.md b/constitution.md index 21d5b36..b8db459 100644 --- a/constitution.md +++ b/constitution.md @@ -10,35 +10,32 @@ The name of this organization shall be the Computer Science Society. #### Section 2 - Purpose -The objective of the society shall be to promote an interest in Computer -Science and to enhance the lives of computer science students on campus. +The objective of the Society shall be to promote an interest in computer science and to enhance the lives of computer science students on campus. #### Section 3 - Membership Society Membership shall consist of: -1. All students who are currently enrolled on a full-time basis at the -University of Windsor majoring in an undergraduate program offered by the -department of Computer Science. -3. Any student at the University of Windsor, who is not otherwise -covered by the previous point, may purchase a membership for **$20 per semester**. +1. All students who are currently enrolled on a full-time basis at the University of Windsor majoring in an undergraduate program offered by the department of computer science. +2. Any student at the University of Windsor, who is not otherwise covered by the previous point, may purchase a membership for **$20 per semester**. #### Section 4 - Independence -The Computer Science Society is and will remain a separate, independent -group. To protect the interest of society members, the society shall never -amalgamate or be absorbed by any other student group or society (other -than the University of Windsor Students' Alliance). +The Computer Science Society is and will remain a separate, independent group. To protect the interest of Society members, the Society shall never amalgamate or be absorbed by any other student group or society (other than the University of Windsor Students' Alliance). + +#### Section 5 - Affiliation + +The Computer Science Society is not an agent or representative of the UWSA, and its views and actions in no way represent those of the UWSA. ### Article 2 #### Section 1 - Positions -![CSS Org Chart](./static/CSS_Hierarchy.svg) +![CSS Org Chart](https://github.com/uwindsorcss/documents/blob/f1c2d2d46fd34a3b7b26eccd347966cb83842f48/static/CSS_Hierarchy.svg) ##### Section 1.1 - Executive Positions -The society's Executive Positions shall consist of the following positions: +The Society's Executive Positions shall consist of the following positions: 1. President 2. Vice President @@ -74,30 +71,30 @@ The Executive shall take office on May 1st, for a 12-month term. The **President** shall: 1. Preside over all meetings. -2. Represent the society in its relations with other organizations and individuals or assign a designee in his/her place. -3. Direct the activities of the executives and council members. -4. Submit a report to the incoming executive detailing the activities of the previous year. -5. Be an ex-officio member on all committees of the society. -6. Act as a moderator on the Computer Science Discord. +2. Represent the Society in its relations with other organizations and individuals or assign a designee in his/her place. +3. Direct the activities of the Executive and Council members. +4. Submit a report to the incoming Executive detailing the activities of the previous year. +5. Be an ex-officio member on all committees of the Society. +6. Act as a moderator on the Computer Science Society's Discord. The **Vice President** shall: 1. Report to the President. -2. Act in the place of the President, where conflicts prohibit the president from acting or the president is unable to act. +2. Act in the place of the President, where conflicts prohibit the President from acting or the President is unable to act. 3. Be responsible for managing student experience heads (i.e., Head of Technology, Head of Student Affairs, and Head of Events). -4. Act as a moderator on the Computer Science Discord. +4. Act as a moderator on the Computer Science Society's Discord. The **Treasurer** shall: 1. Report to the President. -2. Be responsible for all society finances including possession of society bank card. +2. Be responsible for all Society finances including possession of the Society bank card. 3. Collect and keep record of voluntary membership dues. -4. Ensure society records reflect the accurate financial position of the society at all times. +4. Ensure Society records reflect the accurate financial position of the Society at all times. 5. Event costs shall be subject to audit by the membership. -6. Submit an annual report detailing the society's budget for the past year. -7. Review the financial records with members of the executive at least once a semester. +6. Submit an annual report detailing the Society's budget for the past year. +7. Review the financial records with members of the Executive at least once a semester. 8. Be responsible for overseeing the communications team (i.e., Head of Communications). -9. Act as a moderator on the Computer Science Discord. +9. Act as a moderator on the Computer Science Society's Discord. The **Head of Events** shall: @@ -107,7 +104,7 @@ The **Head of Events** shall: 4. Be the final say in which events CSS will host. 5. Create polls to allow all students to voice their opinions on what events they would like CSS to host. 6. Be responsible for collaborating and communicating with the Head of Communications to ensure all CSS events are promoted on social media and via email. -7. Act as a moderator on the Computer Science Discord. +7. Act as a moderator on the Computer Science Society's Discord. The **Head of Communications** shall: @@ -115,25 +112,25 @@ The **Head of Communications** shall: 2. Be responsible for leading the Communications team (i.e., Merchandising Coordinator, Promotions Coordinator, Design Coordinator). 3. Be responsible for planning and executing strategies to grow the Computer Science Society. 4. Be responsible for increasing our income by means of fundraising and promotion. -5. Be responsible for growing society presence on campus by means of marketing, social media and promoting events. -6. Act as a moderator on the Computer Science Discord. +5. Be responsible for growing Society presence on campus by means of marketing, social media and promoting events. +6. Act as a moderator on the Computer Science Society's Discord. The **Head of Technology** shall: 1. Report to the President. -2. Be appointed via interview process, conducted by the Computer Science Society executives. +2. Be appointed via interview process, conducted by the Computer Science Society Executive. 3. Be responsible for development, debugging, implementation of changes, and maintenance of the Computer Science Society website. -4. Be responsible for managing the Computer Science Discord including channels, bots, roles, etc. -5. Act as a moderator on the Computer Science Discord. +4. Be responsible for managing the Computer Science Society's Discord including channels, bots, roles, etc. +5. Act as a moderator on the Computer Science Society's Discord. The **Head of Student Affairs** shall: 1. Report to the Vice President. 2. Be responsible for leading the Student Affairs team (i.e., Career Advisor, Senior Representative, Second-Year Representative, First-Year Representative(s)). -3. Maintain liaison between the Department of Computer Science and the Computer Science students regarding academic issues and policies. +3. Maintain liaison between the Department of Computer Science and the computer science students regarding academic issues and policies. 4. Be responsible for planning and executing strategies to develop student skills. 5. Collaborate with the Head of Events to determine events that would benefit students (e.g., workshops to prepare for interviews, co-op, teach skills, prepare for courses, etc.) -6. Act as a moderator on the Computer Science Discord. +6. Act as a moderator on the Computer Science Society's Discord. The **Event Coordinator(s)** shall: @@ -146,7 +143,7 @@ The **Event Coordinator(s)** shall: The **Merchandising Coordinator** shall: 1. Report to the Head of Communications. -2. Be responsible for all things related to Computer Science merchandise (e.g., sweaters). +2. Be responsible for all things related to computer science merchandise (e.g., sweaters). 3. Communicate with vendors to get quotes and work with the Treasurer to secure payments for merchandise. 4. Brainstorm ideas for merchandise and strategies related to merchandise. 5. Host/organize any design contests with the students (e.g., sweater design contest). @@ -156,7 +153,7 @@ The **Merchandising Coordinator** shall: The **Promotions Coordinator** shall: 1. Report to the Head of Communications. -2. Be responsible for promoting any society activities and events through all communication channels, online and offline (e.g., flyers, posters, Instagram, Facebook, Discord, email, the CSS website, etc.). +2. Be responsible for promoting any Society activities and events through all communication channels, online and offline (e.g., flyers, posters, Instagram, Facebook, Discord, email, the CSS website, etc.). 3. Be responsible for promoting other CSS/CS related items to all communication channels. 4. Be responsible for posting photos/videos from events to all communication channels. @@ -177,37 +174,37 @@ The **Career Advisor** shall: The **Senior Representative** shall: 1. Report to the Head of Student Affairs. -2. Be responsible for representing the views and concerns of third- and fourth-year students to the executive. -3. Be responsible for representing the executive to all third and fourth year members of the Society. -4. Be responsible for making announcements at the beginning of third- and fourth-year lectures to make members aware of society events. +2. Be responsible for representing the views and concerns of third-year students and fourth-year students to the Executive. +3. Be responsible for representing the Executive to all third- and fourth-year members of the Society. +4. Be responsible for making announcements at the beginning of third- and fourth-year lectures to make members aware of Society events. The **Second-Year Representative** shall: 1. Report to the Head of Student Affairs. -2. Be responsible for representing the views and concerns of second-year students to the executive. -3. Be responsible for representing the executive to second-year members of the Society. -4. Be responsible for making announcements at the beginning of second-year lectures to make members aware of society events. +2. Be responsible for representing the views and concerns of second-year students to the Executive. +3. Be responsible for representing the Executive to second-year members of the Society. +4. Be responsible for making announcements at the beginning of second-year lectures to make members aware of Society events. The **First-Year Representative(s)** shall: 1. Report to the Head of Student Affairs. -2. Be responsible for representing the views and concerns of first-year students to the executives. -3. Be responsible for representing the executive to all first-year members of the Society. -4. Be responsible for making announcements at the beginning of first-year lectures to make members aware of society events. +2. Be responsible for representing the views and concerns of first-year students to the Executive. +3. Be responsible for representing the Executive to all first-year members of the Society. +4. Be responsible for making announcements at the beginning of first-year lectures to make members aware of Society events. The **Secretary** shall: 1. Report to the President. -2. Be appointed by the president and ratified by the remaining executive at the first regular meeting and from the membership of the society. +2. Be appointed by the President and ratified by the remaining Executive at the first regular meeting and from the membership of the Society. 3. Be responsible for scheduling meetings by determining the best time for members, the location, and sending calendar invites. 4. Be responsible for taking notes during meetings. The **Social Media Moderator(s)** shall: -1. Report to the executives. -2. Be appointed via interview process, conducted by the Computer Science Society executives and Head of Technology. +1. Report to the Executive. +2. Be appointed via interview process, conducted by the Computer Science Society Executive and Head of Technology. 3. Be responsible for representing the views and concerns of the Computer Science Society. -4. Be responsible for ensuring that rules and regulations for our official social medias are upheld. +4. Be responsible for ensuring that rules and regulations for our official social media accounts are upheld. The **CSC Liaison(s)** shall: @@ -219,67 +216,41 @@ The **CSC Liaison(s)** shall: #### Section 1 - Regular Meetings -Regular meetings of the society shall be held at least once per month -during the academic year. +Regular meetings of the Society shall be held at least once per month during the academic year. -At least one week's notice with agenda shall be given before all -meetings. Quorum for regular meetings shall be two-thirds of total elected members. +At least one week's notice with agenda shall be given before all meetings. Quorum for regular meetings shall be two-thirds of total elected members. #### Section 2 - Executive Meetings -Executive meetings shall be held as required. At least 48-hours notice -shall be given before all Executive meetings. Quorum for executive -meetings shall be 50% rounded up members of the Executive. +Executive meetings shall be held as required. At least 48-hours notice shall be given before all Executive meetings. Quorum for Executive meetings shall be 50% rounded up members of the Executive. #### Section 3 - General Meeting -The general meeting of the society shall be held annually during the -start of the summer semester, and shall include reports from the outgoing executive, -any committee reports, the election of executive officers, budget -presentation, and any new or old business. +The general meeting of the Society shall be held annually during the start of the summer semester, and shall include reports from the outgoing Executive, any committee reports, the election of Executive officers, budget presentation, and any new or old business. -General meetings shall also be held at the beginning of both the Fall and Winter semesters. The Fall meeting will consist of introductions -and plans for the semester/year. The Winter meeting will consist of feedback/review of the previous semester, as well as plans for the current semester. +General meetings shall also be held at the beginning of both the Fall and Winter semesters. The Fall meeting will consist of introductions and plans for the semester/year. The Winter meeting will consist of feedback/review of the previous semester, as well as plans for the current semester. -At least two weeks notice with agenda shall be given before a general meeting, -stating the time, date, and place of the meeting. Quorum for general -meetings shall be twenty-one (21) members. +At least two weeks notice with agenda shall be given before a general meeting, stating the time, date, and place of the meeting. Quorum for general meetings shall be twenty-one (21) members. #### Section 4 - Additional Requirements -Any two executives, the president, or three members may call a regular -meeting. The president or the executive shall determine the date of the -meeting within one week of the request. If a request has been made -within the last month, the president can defer a meeting to ensure no -more than one meeting a month. +Any two Executives, the President, or three members may call a regular meeting. The President or the Executive shall determine the date of the meeting within one week of the request. If a request has been made within the last month, the President can defer a meeting to ensure no more than one meeting a month. -The president can, with the agreement of half the executives, disregard -requests for meetings. A further request of at least ten members can -override this provision. +The President can, with the agreement of half the Executive, disregard requests for meetings. A further request of at least ten members can override this provision. ### Article 4 #### Section 1 - Election of Officers -Elections are to be held annually under the auspices of the University -of Windsor Students' Alliance (UWSA) where they are capable of carrying -out said elections. An annual election shall take place in March, with -offices filled in May. Any positions not filled in the annual election -may be appointed on a temporary basis by a simple majority of the -Executive at an executive meeting. +Elections are to be held annually under the auspices of the University of Windsor Students' Alliance (UWSA) where they are capable of carrying out said elections. An annual election shall take place in March, with offices filled in May. Any positions not filled in the annual election may be appointed on a temporary basis by a simple majority of the Executive at an Executive meeting. -The First-Year Representative, and any positions not elected in the -annual election (including positions temporarily held), shall be elected -during the first month of the fall semester. +The First-Year Representative, and any positions not elected in the annual election (including positions temporarily held), shall be elected during the first month of the fall semester. The elected positions shall be all positions except **Head of Technology**, **Secretary**, and **all affiliate positions**. -The **President**, **Vice President**, and **Treasurer** positions are restricted to individuals who have held a previous position in the Computer Science Society. If no member who has previously held a position in the Computer Science Society is nominated for either of these positions, then any Computer Science student may be considered for nomination. +The **President**, **Vice President**, and **Treasurer** positions are restricted to individuals who have held a previous position in the Computer Science Society. If no member who has previously held a position in the Computer Science Society is nominated for either of these positions, then any computer science student may be considered for nomination. -In the event of no new executive being elected, a group of Computer -Science students may petition the UWSA VP Administration to represent -the Computer Science Society on a temporary basis subject to election in -the first month of the fall semester. +In the event of no new Executive being elected, a group of computer science students may petition the UWSA VP Administration to represent the Computer Science Society on a temporary basis subject to election in the first month of the fall semester. #### Section 2 - Removal of Executive or Council Member @@ -290,63 +261,56 @@ In the event that a **member** is not fulfilling their responsibilities, the fol 3. After an additional week, if the **member** is still not found to be fulfilling their responsibilities, a meeting will be called to determine whether the individual will retain their position. 4. If the **member** is removed at such a meeting, they may appeal within a reasonable period to the CSS Board, as prescribed in Section 4. - _**Note:** In the event the **member** in question is the **President**, the **Vice President** will conduct the above procedure._ #### Section 3 - Meeting to Remove an Executive or Council Member -An **Executive** meeting shall be called to determine whether a **member** -shall continue to retain their position. +An **Executive** meeting shall be called to determine whether a **member** shall continue to retain their position. -- At least _one-week_ notice shall be given before the meeting. The -**member** in question will be given an opportunity to address any issues -and concerns raised, answer any questions as well as provide reasons why -they should continue to hold their position. +- At least _one-week_ notice shall be given before the meeting. The **member** in question will be given an opportunity to address any issues and concerns raised, answer any questions as well as provide reasons why they should continue to hold their position. - Voting shall take place by secret ballot. -- Quorum for the meeting shall be all of the **executives**, not including the accused. -- If quorum is not met, or in the event that a **two-thirds vote** is -not obtained, the individual shall retain their position. +- Quorum for the meeting shall be all of the **Executive**, not including the accused. +- If quorum is not met, or in the event that a **two-thirds vote** is not obtained, the individual shall retain their position. - Except at the sole request of the **member** in question, the minutes shall be sealed and shall not be published, beyond the immediate result and a notice that the minutes were sealed. - - The President or some other executive _shall_ inform the **member** in question of the right to unseal publication of the minutes. - - If the **member** in question is the President, then the Vice President has the responsibility to inform the President of this right. - - If the **member** in question shall request the minutes not be so sealed after being dutifully informed, then the minutes *shall* be published as routinely done so for Executive Meetings. - - The **member** in question may, for a reasonable period of time following the meeting, request or permit the minutes to be unsealed in which case they shall be published as routinely done so for Executive Meetings. - - The **member** in question may explicitly request the minutes be sealed, in which case, they shall be sealed just the same. - + - The President or some other Executive _shall_ inform the **member** in question of the right to unseal publication of the minutes. + - If the **member** in question is the President, then the Vice President has the responsibility to inform the President of this right. + - If the **member** in question shall request the minutes not be so sealed after being dutifully informed, then the minutes _shall_ be published as routinely done so for Executive Meetings. + - The **member** in question may, for a reasonable period of time following the meeting, request or permit the minutes to be unsealed in which case they shall be published as routinely done so for Executive Meetings. + - The **member** in question may explicitly request the minutes be sealed, in which case, they shall be sealed just the same. #### Section 4 - Appeals of Removals -A **member** removed by the Process prescribed in Section 2 may, within a reasonable period of time prescribed by the Board but not lesser than 7 days, appeal to the Board by notice in writing or some other manner acceptable to the Board to the Secretary, or if there is no Secretary, to either the Head of Student Affairs, the Senior Representative, or any First or Second Year Representatives. +A **member** removed by the Process prescribed in Section 2 may, within a reasonable period of time prescribed by the Board but not lesser than 7 days, appeal to the Board by notice in writing or some other manner acceptable to the Board to the Secretary, or if there is no Secretary, to either the Head of Student Affairs, the Senior Representative, or any First or Second Year Representatives. -If notice is so given, then the Secretary or other member who recieves such notice shall inform the President and the remainder of the Board, which shall consider the appeal at either the next Regular Meeting or at a Special Meeting convened for that purpose, at least 1 week after reciept of such notice, but no later than 3 weeks without the consent of that **member**. +If notice is so given, then the Secretary or other member who receives such notice shall inform the President and the remainder of the Board, which shall consider the appeal at either the next Regular Meeting or at a Special Meeting convened for that purpose, at least 1 week after receipt of such notice, but no later than 3 weeks without the consent of that **member**. -- The **member** shall be invited to attend the meeting, but shall have no vote during such. -- Prior to such meeting, the Executive shall deliver to the Board the Minutes from the meeting to remove the member, notwithstanding any seal put in place **member**. -- During the meeting, the Board may, by simple-majority, dismiss the appeal or allow the appeal. If the appeal is dimissed, then the removal order is confirmed. If the appeal is allowed, then the Board may do any of the following at its option: - - Dismiss the Removal Order and reinstate the member, - - Affirm the Removal Order but reinstate the member notwithstanding the removal order, possibly with such conditions as the Board may deem proper in the totality of the circumstances, - - Reverse the Removal Order and remand to continued consideration by the Executive, with any instructions the Board sees fit to issue that the Executive _shall_ consider +- The **member** shall be invited to attend the meeting, but shall have no vote during such. +- Prior to such meeting, the Executive shall deliver to the Board the Minutes from the meeting to remove the member, notwithstanding any seal put in place by the **member**. +- During the meeting, the Board may, by simple-majority, dismiss the appeal or allow the appeal. If the appeal is dismissed, then the removal order is confirmed. If the appeal is allowed, then the Board may do any of the following at its option: + - Dismiss the Removal Order and reinstate the member, + - Affirm the Removal Order but reinstate the member notwithstanding the removal order, possibly with such conditions as the Board may deem proper in the totality of the circumstances, + - Reverse the Removal Order and remand to continued consideration by the Executive, with any instructions the Board sees fit to issue that the Executive _shall_ consider - In the case of a reinstatement without dismissal of the removal order, the Board may order the unsealing of the minutes from the meeting to remove the member, and if the unsealing is refused by the member, the Board may deny reinstatement and dismiss the appeal. - #### Section 5 - Removal at General or Regular Meeting -Any Board or Executive Member at a Regular Meeting of CSS may call for the removal of any Executive Member for the reason of a lack of confidence in that member to discharge the duties properly: -- Such a call may be confirmed by a *simple-majority* of the Board, or disposed of by the same. The member in question may have that portion of the minutes sealed under the same procedure as for ordinary removal meetings. -- A call made during one Regular meeting need not be confirmed or dimissed during that meeting, and may be confirmed or disposed of at a later meeting. +Any Board or Executive Member at a Regular Meeting of CSS may call for the removal of any Executive Member for the reason of a lack of confidence in that member to discharge the duties properly: + +- Such a call may be confirmed by a _simple-majority_ of the Board, or disposed of by the same. The member in question may have that portion of the minutes sealed under the same procedure as for ordinary removal meetings. +- A call made during one Regular meeting need not be confirmed or dismissed during that meeting, and may be confirmed or disposed of at a later meeting. -Any Member of the Society may at a General Meeting call for the removal of any Executive or Board Member, except for the CSC Liason, for the reason of a lack of confidence in that member to discharge their duties properly: -- Such a call may be confirmed by a *three-fifths* majority of the membership of that General Meeting, provided that general meeting has quorum, or may be disposed of by a *simple-majority*. +Any Member of the Society may at a General Meeting call for the removal of any Executive or Board Member, except for the CSC Liaison, for the reason of a lack of confidence in that member to discharge their duties properly: + +- Such a call may be confirmed by a _three-fifths_ majority of the membership of that General Meeting, provided that general meeting has quorum, or may be disposed of by a _simple-majority_. - If the call is neither confirmed nor disposed of during the general meeting, then the Board may call a special meeting with the person who so makes the request, and confirm or dispose of it as though a call made by a Board member at a Regular Meeting to remove an Executive, but if the call is not confirmed during that meeting it is disposed of at its adjournment. If the Board does not call such a Special Meeting, then the call is disposed of. #### Section 6 - Constitutional Amendments -The constitution can be amended at a regular meeting, or a general -meeting, with a three-fourths majority vote. +The constitution can be amended at a regular meeting, or a general meeting, with a three-fourths majority vote. Any amendments must be announced one week prior to either meeting. -Amendments that only include stylistic, grammatical, typographical, graphical, or formatting changes can be made to the constitution outside of a meeting, without the need for an announcement one week prior, with a three-fourths majority vote. This vote may be electronic or in-person, as decided by the President. +Amendments that only include stylistic, grammatical, typographical, graphical, or formatting changes can be made to the constitution outside of a meeting, without the need for an announcement one week prior, with a three-fourths majority vote. This vote may be electronic or in-person, as decided by the President. #### Section 7 - Interpretation of Bylaws @@ -354,23 +318,71 @@ These bylaws are to be interpreted by the Executive, except that Article 4 Secti #### Section 8 - Conflicts with UWSA Policy -Nothing in this instrument shall be read to contradict UWSA rules -regarding clubs or societies. In the event where a contradiction shall -occur, the rules of the UWSA shall have precedent. +Nothing in this instrument shall be read to contradict UWSA rules regarding clubs or societies. In the event where a contradiction shall occur, the rules of the UWSA shall have precedent. #### Section 9 - Parliamentary Authority -The rules contained in the current edition of Robert's Rules of Order -Newly Revised shall govern CSS in all cases to which they are applicable -and in which they are not inconsistent with these bylaws and any special -rules of order CSS may adopt. +The rules contained in the current edition of Robert's Rules of Order Newly Revised shall govern CSS in all cases to which they are applicable and in which they are not inconsistent with these bylaws and any special rules of order CSS may adopt. #### Section 10 - Resignations -An executive member may resign from their position by submitting a -written notice to the Executive at least two weeks in advance. The -President shall be responsible for filling the vacant position, by -appointment or election, as the President deems necessary. +An Executive member may resign from their position by submitting a written notice to the Executive at least two weeks in advance. The President shall be responsible for filling the vacant position, by appointment or election, as the President deems necessary. + +In the case of the resignation of the President, the position shall be filled by the Vice President until the next election. + +### Article 5 + +#### Section 1 - Purpose + +The Computer Science Society's Financial Policy establishes procedures for the responsible management of the Society's finances and outlines the process for reimbursing members for approved expenses. + +#### Section 2 - Financial Authority + +The Treasurer shall be responsible for maintaining the Society's financial records and processing reimbursements. Furthermore the Executive shall also be responsible for overseeing the financial procedure of the Society as needed. + +#### Section 3 - Authorized Spending + +Society funds shall only be used for purchases that support the Computer Science Society's mission and objectives. Members shall receive approval from at least one member of the Executive prior to making purchases on behalf of the Society. + +Expenses that have not been approved in advance may not be reimbursed. + +#### Section 4 - Reimbursement Process + +To receive reimbursement, Society members must: + +1. Obtain approval from an Executive before making the purchase. +2. For purchases over $1000 CAD, the Society must approve the purchase as a collective entity through meeting minutes or a motion as stated in the UWSA reimbursement process. +3. Submit a reimbursement request to the Treasurer (or to the President or Vice President, if needed) via the appropriate channels either in person or through the community Discord. + a. Inside of the reimbursement request, members must include a receipt which includes: the vendor, the date of purchase, the items purchased, and the total amount paid. + +The Treasurer shall be responsible for guiding members through this process. Upon verifying that all requirements are met, the Treasurer will create and submit a cheque requisition signed by themselves and another signing authority. In the event that the Treasurer is unavailable, the President or Vice President may act in their stead to process and submit the requisition. Any requests involving extenuating circumstances or requiring additional approval will be reviewed by the Executive. + +#### Section 5 - Payment of Reimbursements + +Reimbursements shall be issued by cheque. Once a cheque request has been submitted, reimbursement is typically processed within 10 business days, although processing times may vary. + +Once the cheque is ready, it may be picked up by the individual who incurred the approved expense or by an authorized signing authority. If a signing authority picks up a cheque on behalf of another individual, they are responsible for arranging a mutually convenient time to deliver the cheque to the intended recipient. + +#### Section 6 - Record Keeping + +The Treasurer shall maintain records of: + +- All income +- All expenditures +- Reimbursement requests +- Receipts +- Financial reports +- Cheque stubs + +#### Section 7 - Non-Reimbursable Expenses + +The Computer Science Society will not Reimburse: + +- Purchases that were not approved in advance +- Personal expenses unrelated to the Computer Science Society's goals +- Expenses without adequate proof of purchase +- Expenses that exceed an approved budget without additional Executive approval + +#### Section 8 - Compliance -In the case of the resignation of the President, the position shall be -filled by the Vice President until the next election. +All financial activities of the Computer Science Society shall comply with the Society's Constitution and any applicable university or student association financial policies.