Constitution


(revision: November 2015)

I. Name
II. Objectives
III. Membership
IV. Executive Officers
V. Meetings
VI. Nominations and Elections of Officers
VII. Impeachment of Officers
IX. Constitution Amendment
X. SLA – SAAAC Guidelines

I. Name

1.1 Masters of Library and Information Studies (MLIS) students of the School of Information Management at Dalhousie University, who may hold memberships in the Special Libraries Association (SLA) have been organized as a Student Group.

1.2 The name of the group is ‘Special Libraries Association Student Group of Dalhousie University.’ This name may also be shortened to ‘SLA Student Group of Dalhousie.’

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II. Objectives

The SLA Student Group of Dalhousie maintains the following objectives:

2.1 To provide professional development opportunities for MLIS students interested in special libraries and information resource centers;

2.2 To provide networking opportunities with information professionals working in special libraries or information resource centers in the areas of government, business, and organizations;

2.3 To promote career opportunities for students interested in these information professions;

2.4 To acquaint students with special libraries and information centres through, for example, presentations, staff interviews, or tours;

2.5 To advise the School of Library and Information Studies at Dalhousie University on course content and student needs in preparation for careers in special information services fields.

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III. Membership

3.1 Eligibility

Any student of the MLIS programme at Dalhousie University may become a member of the student group.

3.2 Joining

Any student may join the Student Group by attending a regularly scheduled Student Group meeting. It is recommended Dalhousie SLA student members join the SLA but it is not required.

3.3 Fees

(a) There are no fees to join the Student Group.

(b) There is a fee to become a Student Member of the SLA. This fee is paid directly to the SLA headquarters in Washington, D.C. The fee may change from year to year. The correct and current fee may be found on the SLA Web site (http://www.sla.org).

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IV. Executive Officers

4.1 Chairs [For the purpose of continuity, it is strongly recommended that this position be shared by two people, one being an outgoing student and the other being an incoming or continuing student.]

The Co-chairs shall hold the following responsibilities:

  1. Chair Student Group meetings
    2. Prepare the agenda for meetings
    3. Perform public relations tasks (e.g. introduction of guest speakers)
    4. Communicate with the Student Group Faculty Advisor
    5. Co-sign financial transactions, in conjunction with the Treasurer
  2. If required, collaborate in the planning of fundraising events

4.2 Communications Coordinator(s)

[For the purpose of continuity, it is strongly recommended that this position be share by two people, one being an outgoing student and the other being an incoming or continuing student.]

The Communications Coordinator(s) shall hold the following responsibilities:

  1. Be a liaison between external associations/organizations and the Student Group
    2. Forward notices of Student Group events to external parties
    3. Announce Student Group events to the SIM/SLA community
  2. Contact libraries and information resource centers for the purposes of organizing presentations, staff interviews, or conducting tours
  3. Monitor the Student Group email account and forward or address emails as appropriate
  4. If required, collaborate in the planning of fundraising events

 

4.3 Secretary

This position will be filled by one person. In April of each year, the Secretary will become the Treasurer and assume signing authority responsibilities for the Student Group bank account along with the continuing Co-Chair.

The Secretary shall hold the following responsibilities:

  1. Manage communication within the Student Group
    2. Prepare minutes of Student Group meetings, and upload these minutes to the agreed upon Records Management location for the Student Group
    3. Coordinate preparation and setup for Student Group events

4.4 Treasurer

This position will be filled by one person, who had formerly been the Secretary.

The Treasurer(s) shall hold the following responsibilities:

  1. Manage the Student Group bank account(s)
  2. Prepare annual budget for the September meeting
    3. Prepare annual financial status report for the March meeting
    4. Co-sign payments made by the Student Group
  3. If required, collaborate in the planning of fundraising events

4.5 Website Administrator(s)

For the purpose of continuity, it is strongly recommended that this position be shared by two people, one being an outgoing student and the other being an incoming or continuing student.

The Website Administrator(s) shall hold the following responsibilities:

  1. Manage and update the SLA Student Group of Dalhousie webpage in consultation with the other members of the SLA Student Group of Dalhousie Executive Officers.
  2. Maintain the Records Management system for the Student Group

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V. Meetings

5.1 Meetings shall follow the procedures of Roberts Rules of Order.

5.2 The privilege to make a motion is not restricted to the Executive Committee. Any member of the Student Group may make a motion not previously outlined on the agenda.

5.3 Half (50%) of the membership must be present at a meeting to hold quorum.

5.4 Meetings may be attended by any member of the School of Information Management Students Association (SIMSA), but only members of the SLA Student Group may vote upon a motion.

5.5 Meetings will be called 1 week prior to their holding date.

5.6 Three meetings will be held per term (General and Executive meetings).

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VI. Nominations and Elections of Officers

6.1 Terms of Service

The standard term for all incoming and continuing executive officers is one year (September 1 to August 31 of the following year). Outgoing executive officers will hold a term from September 1 to April 30. If the departure of an outgoing executive officer results in a position with financial signing authority being unfilled, the other members of the Student Group may either (a) choose to elect from amongst themselves an officer to fill two positions, or (b) allow the outgoing executive officer to retain their position until an incoming or continuing student is elected to fill the post. One executive officer may not simultaneously hold the position of Treasurer and Chair. Previously incoming or continuing executive officers may be reinstated as the outgoing executive officer by a vote in the first meeting of the academic year.

6.2 Elections

Elections will be conducted at the first meeting of the academic year in September. Any member can nominate themselves or another member for any of the executive officer positions. A member may refuse nomination. A member may only run for one Executive Officer position. If a position remains unfilled after the election, another officer of the executive may take on the responsibilities of this position, with the exception that the offices of Treasurer and Chair may not be held by the same person

Elections will be held at the same meeting as the nominations. Each member will have one (1) vote, and may cast a vote for each officer position election. A secret ballot shall be used if the majority of members present do not wish to vote via hand count.

6.3 Requirements for Candidacy

A candidate for an executive officer position must be a current MLIS student at Dalhousie University.

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VII. Impeachment of Officers

An Executive Officer may be removed from office with the following procedures:

7.1 A meeting shall be called by any officer of the Executive Committee. A petition does not have to be presented to the Executive Committee, but the affected Officers shall be notified, informally, of the motion. Notice of the meeting must be posted by an officer of the Executive Committee;

7.2 The petition shall be presented at this meeting and an ad hoc committee shall be formed to investigate the circumstances of the alleged offence;

7.3 The reasons for the proposed impeachment are to be posted by the ad hoc committee seven (7) days before being voted upon by the members of the Student Group. At this meeting the accused officer(s) must be permitted to make a defence against the charge, should he/she wish to, prior to the vote;

7.4 All members of the Student Group are eligible to vote on this matter;

7.5 Voting will be by secret ballot distributed to the members in their mailboxes and returned within forty-eight (48) hours to a ballot box specified by the Secretary – or the Chair(s), should the Secretary be the individual facing impeachment;

7.6 A quorum of sixty (60%) percent of the Student Group must cast a vote;

7.7 An Executive Officer may be removed by a two-thirds (66.7%) majority of votes cast.

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VIII. Finance and Audit

8.1 Fiscal Year

The fiscal year for the Student Group extends from May 1 to April 30.

8.2 Signing Officers

The Chair(s) and the Treasurer are signing officers for financial transactions of the Student Group. Both of these Officers must sign or approve any withdrawal from the Student Group bank account(s). Either of these Officers may deposit funds.

8.3 Conditions of Banking Withdrawal

No funds may be withdrawn from the Student Group bank account(s) without a motion passed at a Student Group meeting, unless in a situation of emergency.

8.4 Budget

The budget for the fiscal year must be approved via a motion at a Student Group meeting in September of each academic year.

8.5 Allotment from SLA

Each February, the Student Group will receive an allotment from the SLA Student Academic Relations Committee (SARC). This amount is specified in the SARC guidelines.

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IX. Constitution Amendment

This Constitution may be amended at any Student Group meeting holding a quorum of half (50%) of the membership, under the following conditions:

9.1 A draft of all proposed revisions must be circulated via email or hardcopy to the membership one (1) week prior to the meeting at which an amendment motion shall be proposed.

9.2 The member who prepared the revision draft must present the motion at the meeting.

9.3 Any revisions to the draft conducted at a Student Group meeting must be circulated to the membership, as above. The final vote of approval must then be conducted at the next Student Group meeting.

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X. SLA – SAAAC Guidelines

The Student Group shall abide by guidelines prepared and updated by the SLA – SAAAC.

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