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Code, Bylaws and Policies

Code, Bylaws and Policies

Constitution & Mission Statement

The Constitution is the supreme document that outlines the names, rules and procedures for dissolution and formation of the AMS. Everything else flows from the framework of the Constitution. The AMS’s objectives and guiding principles, which were left out of the constitution because it makes more sense that way, were laid out in the Mission Statement that was approved by Council back in 1994. From these two documents you get the institutional framework and objectives of the AMS.

BYLAWS & CODE

The Bylaws provide a structure for governing the day-to-day operations of the AMS in a manner consistent with the Constitution. They’re separate from the constitution because they deal with facts of life that are more likely to change and they like the ability to review and refine their stance on that stuff. The Code offers even more detailed interpretation of bylaws and how they work in practice.

Code changes after October 10, 2017:

Policies

Policies are the enforceable rules and regulations of daily life at the AMS. Every AMS employee is issued a handbook that outlines these rules and what they mean on their first day. Again, because times change, they make a point of reviewing and overhauling these rules periodically.

AMS Internal Policies

Policy: Title and Summary
Last Reviewed
I-1 POLICY ON POLICIES
Provides a uniform presentation of AMS policies, allows for better record keeping and ease of reference to AMS policies, and allows for a structured and systematic review and updating of AMS policies.
2014-11-05
I-2 CHEQUE SIGNING POLICY
Frees AMS Executives from having to sign cheques for small amounts (less than $350), allowing a stamp to be used instead.
2014-11-05
I-3 RESPONSIBLE USE OF STUDENTS’ EMAIL ADDRESSES
Commits the AMS to the secure and responsible use of students’ email addresses for campus-wide emails. No more than one such email to be sent each month. To be used for such things as announcing elections, conducting surveys, and welcoming students.
2014-11-05
I-4 ALCOHOL CONSUMPTION POLICY
Provides a framework whereby individuals who choose to consume alcohol are encouraged to drink as responsible, safe adults, so that the UBC community can be a safe, healthy, and productive environment.
2015-04-09
I-5 COMMUNICATION WITH THE MUSQUEAM INDIAN BAND
Ensures proper protocol and communication is maintained between the AMS and the Musqueam.
2018-08-01
I-6 RESPONSIBLE COMPUTER USE POLICY
Outlines best practices around the use of AMS computers and computing systems. Protect the Society’s computers and computing systems from damage.
2015-04-09
 I-7 SUSPENSIONS AND EXPULSIONS FROM AMS PROPERTY
Specifies the grounds and procedures for suspensions and expulsions from AMS property.
2018-04-25
I-8 AMS INVESTMENT POLICY
Sets out the general investment goals and strategies of the AMS.
2018-08-01
I-9 EXECUTIVE GOAL SETTING AND REPORTING POLICY
Sets out the procedure and timeline for setting and reviewing the goals of the Executives.
2017-03-29
I-10 PETITION PRIVACY POLICY
Sets out procedures for protecting the privacy of those signing petitions and other similar documents
2017-06-28
I-11 TUITION CONSULTATION POLICY
Outlines procedures for responding when the University invites the AMS to participate in consultation
2017-08-30
I-12 POLICY ON THE ACADEMIC EXPERIENCE SURVEY
Outlines the process for the formulation of questions on the annual Academic Experience Survey, and prescribes a standardized timeline for the survey’s development and distribution.
2017-11-08
I-13 MEDIA POLICY
Sets out procedures for communicating with the media.
2018-01-10
AMS ETHICAL AND SUSTAINABLE PURCHASING POLICY
Directs the AMS to ensure that it conducts business only with suppliers, sponsors, licensees, and contractors who respect, promote, and abide by fair labour and sustainable operating practices.
2005-07-20
AMS ENVIRONMENTAL SUSTAINABILITY STRATEGY
Commits the AMS to being a leader in reducing UBC’s ecological footprint by creating a sustainability strategy. The Lighter Footprint Strategy was created under the umbrella of this policy.
2007-01-24
AMS CAMPUS SAFETY VISION STATEMENT
Commits the AMS to fostering an environment of respect for the dignity, privacy, and diversity of all persons on campus, an environment in which there is zero tolerance for hate, prejudice, and discrimination.
2009-01
AMS COMMUNICATIONS POLICY
Commits the AMS to a centralized approach to communications in order to ensure consistency and professionalism in messaging.
2009-12-02
AMS POLICY ON VIDEO SURVEILLANCE
Sets out guidelines for the use of video surveillance in the SUB and Whistler Lodge.
2010-01-06
EXECUTIVE SMART PHONES
Requires members of the AMS Executive to have smart phones for which they can receive a subsidy set by the Budget Committee. Also requires the Executives to be reachable by phone, email, or text during regular business hours.
2010-04-07
ALCOHOL REIMBURSEMENT POLICY
Sets guidelines and limits for reimbursement for Executives and staff for alcohol-related expenses.
2010-08-11
POLICY ON RECORDS MANAGEMENT AND THE AMS ARCHIVES
Commits the AMS to preserving its records and making them accessible to its members and the general public, while restricting access to certain of them on privacy and other grounds.
2013-01-23
AMS TRAVEL POLICY
Limits the amount of money Executives and others can spend on travel, requires them to seek permission to travel, and also requires them to report back on the results of their travel.
2011-07-20
Personal Information Protection Policy
Commits the AMS to complying with British Columbia’s Personal Information Protection Act (PIPA).
2011-09
AMS HEALTH AND SAFETY POLICY
Commits AMS staff and management to be safety conscious in compliance with the British Columbia Workers’ Compensation Act.
2011-09-14
RELATIONS WITH EXTERNAL ORGANIZATIONS
Requires AMS Council to pass a resolution by a two-thirds majority in order to join an external organization if joining will cost the AMS money.
2012-02-15
AMS SPONSORSHIP GUIDELINES
Sets out guidelines for sponsorship agreements entered into by the AMS or its subsidiaries.
2012-10-24
RESPECTFUL ENVIRONMENT POLICY
Prohibits discrimination and harassment based on personal characteristics protected under human rights legislation. Also prohibits sexual harassment and bullying.
2014-01-22

Privacy Policy

The Alma Mater Society is committed to complying with the B.C. Personal Information Protection Act (PIPA).

In accordance with PIPA, we will inform our employees, volunteers, members, suppliers, and customers of why and how we collect, use, and disclose their personal information, obtain their consent where required, and only handle their personal information in a manner that a reasonable person would consider appropriate in the circumstances.

In addition, we will ensure the accuracy, confidentiality, and security of the personal information received from our employees, volunteers, members, suppliers, and customers, and will allow them to request access to, and correction of, their personal information.

We will communicate the purposes for which personal information is being collected, either orally or in writing, before or at the time of collection, and we will only use or disclose personal information where necessary to fulfill the purposes identified at the time of collection.

For further information about the privacy policy of the Alma Mater Society, please contact the Society’s Privacy Officer Sheldon Goldfarb at (604) 822-9360 or archives@ams.ubc.ca.

Referendums & other rules

Once in a while it becomes necessary for the general body of students to voice their approval or disapproval of controversial policy changes. The AMS isn’t going to raise fees, amend the bylaws, or conduct other potentially divisive business without the consent of the student body, and for that reason they have big votes, called referendums. Here’s the big list of all previous referendums and results.

Other rules

Rules concerning clubs, Nest bookings, the Art Gallery, etc. can be found here:

Additional rules on the Sub-Committees can be found here:

Additional rules created by the Executive can be found here:

These two British Columbia laws apply to student government: