COMS GUILD

COMMUNICATION STUDIES UNDERGRADUATE STUDENT

ASSOCIATION
A MEMBER OF THE ARTS AND SCIENCE FEDERATION OF
ASSOCIATIONS
Last Amended in February 2014
BYLAWS
ARTICLE1
Definitions
Section1.ASFA:shallmeanFdrationdesAssociationstudiantesdelaFacultdArtsetSciencede
lUniversitConcordiaInc./ConcordiaUniversityArts&ScienceFederationofStudentAssociations
Inc.;
Section2.ASFACouncil:shallmeantheASFABoardofDirectors;
Section3.theComsGuild:referstotheCommunicationStudiesUndergraduateStudentAssociation;
Section4.Campaignmaterials:shallrefertoanyprintedmatte,paidadvertisementinanymedia,
email,oranyotherobjectusedtopromoteoroppose,directoryorindirectly,theelectionofacandidate;
Section5.theDepartment:shallrefertotheDepartmentofCommunicationStudies;
Section6.ElectionCommittee:shallrefertoagroupofstudentsorganizedbytheChiefElectoral
Officerforthepurposeofcoordinatingelectoralproceedings;
Section7.PollingPeriod:shallrefertoaperiodofatleastone(1)schooldayduringwhichthepollsin
anelectionwillbeopennolaterthan10h00andclosenoearlierthan17h00;
Section8.PublicNotice:shallrefertotheplacementofpostersinprominentviewatSirGeorge
Williamsand/orLoyolacampuses,dependantonthelocationoftheAssociation;
Section9.theUniversity:shallrefertoConcordiaUniversity.
ARTICLEII
TheAssociation
Section1.Name
ThenameoftheAssociationherebyestablishedshallbetheCommunicationStudiesUndergraduate
StudentAssociationabbreviatedbyComsGuild.
Section2.RelationshiptoASFA
TheAssociationshallexistasaMemberAssociationofASFAandshallbesubjecttotheapplicablerules
andregulationsdulypassedbyASFACouncil.
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Section3.Objectives
1. ThepurposeoftheAssociationwillbe:
PurposewithintheGuild:
i. TofostercommunityamongststudentsandfaultywithintheCommunication
StudiesDepartment;
ii. Toencourageandpromotestudentinitiativeswhichareofbenefittothe
departmentwheneverpossible;
iii. TodistributefundsallottedbyASFAresponsiblytobestsuitstudentneeds;
iv. Hubofstudentsharingofinformationrelatingtothefieldofcommunication
wheneverpossible.AccessibletoallCommunicationstudents.
v. TheGuildshallmeetonceweeklyinbothfallandwintersemesters.Themeeting
shallbeheldinthebusiesttimesonthebusiestdaytoaccommodatetheopen
doorpolicyandencouragethemembershiptoattend.Themeetingtimeshallbe
fixedpriortoelectionsforbothterms.
PurposewithintheDepartment:
i. Torepresentofficiallythestudentsofthedepartmentonthevariousdepartmental
committees(includingBAcommittee,facultymeeting);
ii. Toactasaliaisonbetweenthestudentsofthedepartmentandthefacultyand/or
administrationandtoatonbehalfofastudentwhenrequested.
PurposeoutsidetheDepartment:
i. Toconductpublicrelationswithothercampusgroups;
ii. Tocarryonrelationswithoutsidegroupswhoseaidwouldbevaluablelaterfor
careers,etc.(mediapeople,openhouse).
ARTICLEIII
Members
Section1.MembershipRequirements
1. EverystudentenrolledinspecializationormajorinthedepartmentshallbeafullMemberofthe
Associationandshallenjoytherightsandbenefitsthereof.
Section2.MeetingsoftheMembers
2. AnnualGeneralAssembly.Thegeneralassemblyshallbethedecisionmakingbodyofthe
AssociationandshallbeheldeveryyearinFebruary.
3. Thequorumforthegeneralassemblyshallconsistof20members.
4. SpecialGeneralAssembly.ASpecialGeneralAssemblymaybecalled,astheneedarises,by
decisionoftheExecutive,orbyapetitionof5Members.TheExecutivemustmakepublicnotice
ofthespecialgeneralassemblyatleast2daysinadvanceofthespecialgeneralassembly.

ARTICLEIV
TheExecutive
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Section1.PurposeoftheExecutive
1. TheAssociationshallhaveanExecutivetooverseeitsdaytodayoperations.
2. TheExecutiveshallbeelectedbytheAssociationmembershipduringtheannualgeneralelection.
3. TheExecutiveshallappointtwoofitsMembersassigningauthorities.
4. TheExecutiveshallappointoneofitsMembersasabookingofficer.
Section2.CompositionoftheExecutive
5. TheExecutiveshallbecomposedof:
a. thePresident;
b. theVicePresidentofAcademicAffairs;
c. theVicePresidentofInternal/ExternalAffairs;
d. theVicePresidentofSocialAffairsandSustainability
e. theVicePresidentofCommunications;
f. theVicePresidentofCulturalStudies;
g. FirstYearRepresentatives(2)
6. ThePresident.ThePresidentshallbeasigningauthorityandwillbethemainrepresentativeof
theAssociationtoitsMembership,totheASFAExecutive.
a. ServingasPrinciplespokespersontotheDepartmentandtoASFA,includingthe
appointmentand/orrecruitingofmemberstoperformrequiredfunctionsor
representations;
b. AssuringtheExecutiveElectionswillbeheldinaccordancewiththisconstitutionand
withASFAElectoralRegulations;
c. Callsmeetings,createstheagenda,andrunsthemeeting;
d. ThePresidentstermofofficeisnormallyoneyearfromthedateofhis/hertakingoffice
oruntilhe/sheresignsorisreplaced,whichevercomesearlier.Thistermmaybeextend
beyondtwelvemonths,butneverbeyondeighteenmonths,withoutandelection,butonly
tomeettherequirementsofthisconstitutionorofASFA.Insuchunusualcases,the
JudicialBoardmustbenotified;
e. Overseesallprojects;
f. IstheliaisonbetweenstudentsanddepartmentChair;
g. OneoftwoundergraduatestudentspresentattheCommunicationStudiesFaculty
meetings;
h. FormulateandimplementpoliciesfortheGuildandenforcetheConstitution;
i. Mayberequiredtocastthetiebreakingvoteinadeadlock.
7. TheVicePresidentofAcademicAffairs.TheVPAcademicAffairsshallbetheprimary
spokespersonoftheAssociationwhendealingwillallmattersrelatedtothecurriculumwithinthe
Faculty.TheVicePresidentofAcademicAffairsshouldactasaliaisonbetweenthestudentsand
ConcordiastudentAdvocacy.Theymayalsoactasarepresentativeatdepartmentalmeetings
andservetoencourageandfosteracademiceventsandprojectswithinthedepartmentasawhole.
8. TheVicePresidentofInternal/ExternalAffairs.TheVPInternal/Externalshallbethe
spokespersonforallmattersregardingtheComsGuildinmarketing,promotionalcampaigns
mediapresence,etc.aswellastheprimaryliaisonbetweentheAssociationandotherbodies
outsideoftheUniversity.
a. ResponsibleforreachingouttootherstudentgroupswithinConcordiaUniversity
Environmentwithsimilargoals.i.e.CUTV,ConcordiaCinemaAssociation,etc;
b. ThesecondstudentattheCommunicationStudiesFacultymeetings;
c. Develop,preserveandpromotetheComsGuildimage;
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9.

10.

11.

12.

13.

d. Willserveaoneyearmandateoruntilthenextelectionwhicheverisfirst.
TheVicePresidentofFinance.TheVPFinanceshallbeasigningauthorityandwillhold
responsibilityoverthefinancialmattersoftheAssociation.
a. Inchargeofallfundraisers;
b. Responsibleforcollectingallmoneyforaplannedevent;
c. ResponsibleforfinalizingandsubmittingtheComsGuildbudgettoASFAeachsemester
anddealingwiththeendofyearaudit(withthePresidentwhoistheliaisonbetweenthe
ComsGuildandASFA):
d. ReportanyfinancialnegotiationsordecisionstotheExecutive;
e. Managesthebudget,pettycash,andcoordinateswithfinancialsupportersofeventor
projects(orderlymaintenanceoffinancialrecords).
TheVicePresidentofCommunications.TheVPCommunicationsshallberesponsibleforthe
distributionofinformationtotheMembership.
a. ResponsibleforthemaintenanceandappearanceoftheCommunicationStudiesGuild
Website;
b. ResponsibleforequipmentusedinanyeventputonbytheComsGuild;
c. ResponsibleforthedistributionofinformationtotheMembership;
d. ResponsibleforrepairsandmaintenanceoftheequipmentIITsandInternetservicesand
suchthroughASFAtelephone.
TheVicePresidentofSocialAffairsandSustainability.TheVPSocial/Sustainabilityshallbe
responsibleforcoordinationallsocialeventsorganizedfortheMembers.
a. Responsibleforbookingspaceandmaterialsrequiredforeventsandservicesprovidedto
theMembers;
b. OrganizeandimplementComsGuildsocialevents.
TheVicePresidentofCulturalStudies.TheVicePresidentofCulturalStudiesservesasa
liaisonsbetweentheComsGuildandCulturalStudiesstudentsbyensuringthattheneedsofthe
studentsareheard,aswellas,makingsureallstudentsareawareoftheresourcesopentothemas
membersoftheCommunicationsdepartment.Additionally,asthenonproductionandacademic
streaminCommunications,theCulturalStudiesRepresentativealsoservestoencourageand
fosteracademiceventsandprojectswithinthedepartmentasawholeaswellasserveasadriving
forcebehindtheproductionoftheCommunicationsUndergraduateAcademicJournal.
TheFirstyearRepresentatives.Representandvoicefirstyearsconcernsatguildmeetings,
helpwiththeplanningandimplementationofsocialandacademicevents,andassistinthe
creationofneweventstoencouragefirstyearinvolvement.AByelectionwillbeheldinthefall
ofeveryyeartofillthesepositionsandonerepresentativewillbechosenfromeachofthetwo
firstyearsections.
ARTICLEV
PartiestoanElection

Section1.Electors
1. EverypersonwhoisregisteredasanundergraduateintheAssociationsrespectivedepartmentby
thefirstdayofthepollingperiodisanElector.
2. EachElectormaycastoneballotinanelectionforeachofficeopentoelection.
Section2.ElectionsCommittees
3. EverypersonwhoisanElectoriseligibletoparticipateinanElectionCommittee.

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4. Notwithstandingtheforegoing,anyelectionofficerisineligibletoparticipateinanElection
Committee.
Section3.ChiefElectoralOffice(CEO)
5. TheCEOshallbeappointedbytheAssociationforanunlimitedtermoruntilsuchtimeasheor
sheisnolongeraMemberorresigns;whichevercomesfirst.
6. TheCEOmayresignbynotifyingtheAssociationinwriting.
7. TheCEOisresponsibleforthecarryingoutoftheseregulations.
8. TheCEOshall:
a. Verifythatallpartiesparticipatingintheelectionmustcomplywiththeseregulations;
b. Issuedirectivesonthecarryingoutoftheseregulations;
c. Receiveandexaminethereportsandreturnstransmittedtohimorher;
d. Inquireintothelegitimacyoftheelectionexpenses;
e. ProposeregulationreformstoCouncil;
f. Provideanypersonwhorequestsit,informationregardingthespecificationsandthe
carryingoutoftheseregulations;
g. Givepublicaccesstoallinformation,reports,returnsordocumentsrelatingtothese
regulations.
Section4.ElectoralOfficers
9. TheElectoralofficersincludetheCEOand,asthecasemaybe,anyassistant,deputyofficer,poll
clerk,andanyotherpersonwhoseservicesaretemporarilyrequiredbytheCEOforthepurpose
ofadministeringtheelection.
10. ThefollowingpersonsarenoteligibletobeElectoralofficers;
a. MemberstotheASFAExecutive;
b. TheEXECUTIVEbodyoftheAssociation;
c. MembersoftheCSUCouncilofRepresentatives;
d. MembersoftheCSUExecutives
11. TheCEOshallensurethattheelectionisproperlyconductedand,forthatpurpose,shallseeto
thetrainingoftheElectoralofficersanddirecttheirwork.
12. TheCEOmayactasapollingclerkorenlistthehelpofpollingclerks.
ARTICLEVI
ElectionProceedings
Section1.ElectionPeriod
1. GeneralElectionswillbeheldannuallyinthemonthofMarch.
2. Iftherearevacantseats,abyelectionmustbeheldinthefallsemestertofillsaidseats.
Section2.NominationofCandidates
3. Thenominationperiodshallbegin15daysbeforethepollingperiodandwillendatmidnightthe
daybeforethecampaigningperiodisscheduledtotakeplace.
4. Everyeligiblepersonmaybenominatedasacandidateforoneofficeinanelectionbyfillingout
theprescribednominationpaperwiththeCEO.
5. Thenominationpapershall,underpainofrejection,befillednolaterthanthelastdayofthe
nominationperiod.
6. ThenominationpapershallstatethenameofthecandidateaswellashisorherConcordiaI.D.
number,address,telephonenumber,emailaddress,andtheofficeforwhichheorsheisa
candidate.
7. Thenominationpapershallincludeastatementsignedbythecandidate(s)totheeffectthatheor
sheconsentstothenomination.
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8. Thenominationpapershallincludetheprintedname,signatureandConcordiaI.D.numberof6
eligibleElectors.
9. Uponfillingthenominationform,thecandidateshallbeprovidedwith:
a. Areceiptforthenomination;
b. AcopyofannexCoftheASFAbylaws
c. Thedates,times,andlocationsofallinformationsessionsassoonastheyareorganized;
d. AformtobeusedforthereturnofelectionexpensesprovidedforbyannexCofthe
ASFAbylaws;
e. AnyotherinformationtheCEOdeemsappropriate.
10. TheCEOshallhavethesoleauthoritytoverifythevalidityofthenominationpapers.
11. AcandidatemaywithdrawhisorhernominationbytransmittinganoticetotheCEOinwriting
tothateffect,signedbyhimorher.
12. TheCEOwillnotifytheASFAVPInternalofthenomination,campaignandpollingdatesatthe
beginningofthenominationperiod.
Section3.AnnouncementPoll
13. Atthebeginningofthenominationperiod,theCEOshallissueaPublicNoticetoannouncethe
holdingsofapoll.
14. Suchannouncementsshallinclude,asthecasemaybe:
a. Officesopenforelection;
b. Place(s)wherethenominationformsmaybeobtained;
c. Place(s)anddatesfixedforthefillingofnominationpapersinaccordancewithannexC
oftheASFAbylaws;
d. Place(s)anddatesfixedfortheformationofelectioncommittees;
e. Datesonwhichthepollingwilltakeplaceinaccordancewiththeseregulations.
Section4.CampaignPeriod
15. Thecampaigningperiodshallbegin7judicialdaysbeforethepollingperiodandwillendat
midnightthedaybeforethepollingperiodisscheduledtotakeplace.
16. Atthebeginningofthecampaignperiodtheidentityofallcandidateswillbemadepublicbythe
CEO.
17. TheCEOwillnotifytheASFAVPInternalofthecandidatesatthebeginningofthecampaign
period.
18. Campaign material may be distributed, posted, published, broadcast or otherwise disseminated
only during the campaigning period. If the candidate fails to respect this regulation, he or she will
be disqualified from the election by the CEO and will have his or her name immediately removed
from the ballots. Campaign materials distributed, posted, published, broadcast or otherwise
disseminated during the campaign period do not need to be removed or destroyed before or
during the polling period.
19. NospaceorfacilitiesmaintainedbytheUniversityand/orASFAand/oritssubsidiariesorits
affiliatedgroupsandAssociationsmaybeusedforcampaignpurposesbyanycandidateunlessit
isequallyavailabletoallothercandidatesforthesameoffice.
Section5.Poll
20. Nolaterthanseven(7)numberorjuridicaldaysbeforethepollingperiod,theCEOshallgivea
PublicNoticesettingforththefollowingparticulars,asthecasemaybe:
a. Thedesignationofeachoffice,forwhichapollmustbeheld;
b. Thenamesofcandidatesforeachoffice;
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c. Theday(s),time(s),andplace(s)wherepollingstation(s)willbeopenforthepoll;
d. Theparticularsrelatingtotheofficeandthenamemustcorrespondtothoseappearingon
thenominationpaper.
21. PollingfortheannualgeneralelectionsofaMemberAssociationshallbeheldtheweek
followingthecampaignperiodandlasttwo(2)judicialdays.
22. Quorumis2.5%ofregularMembers.
Section6.ElectionExpenses
23. Thecostofanygoodsorservicesusedduringtheelectionperiodtopromoteoroppose,directly
orindirectly,theelectionofacandidateisanelectionexpense.
24. Onlyacandidatemayincurelectionexpenses.
25. Themaximumamountofelectionexpensesthatmaybespentbyacandidateforaparticular
officeisten(10)dollars.
26. Everypaymentofanelectionexpensemustbejustifiedbyaninvoiceshowingthenameand
addressofthesupplier,thedatethegoodsorservicesweresupplied,andtheamountofthe
expense.
27. TheCEOshallsubmittheresultsoftheelection,includingtheballots,toASFAsVPInternal
withinseven(7)juridicaldaysafterthelastdayofthepollingperiod.
28. TheExecutiveiselectedforatermofoneyearstartingonJune1 standendingonMay31st.
ARTICLEVII
Referenda
1. ReferendamaybecalledbytheExecutive,bytheMemberAssociationsannualgeneralassembly
orbyapetitionwiththesignaturesoffive(5)%ofregularMembers.
2. TheMemberAssociationsExecutiveshallgivepublicnoticeofareferendumquestionten(10)
dayspriortothereferendum.
3. TheMemberAssociationsExecutiveshallsubmitthereferendumquestionstoASFAsVP
Internalatleastten(10)juridicaldayspriortothereferendum.
4. Quorumisatleast2.5%ofregularMembersinorderforthereferendatobevalid.
ARTICLEVIII
RemovalfromOffice
1. AnelectedExecutiveoftheAssociationmayberemovedfromofficebasedonthefollowing:
a. Recurring,unwarrantedbehaviordeemedhostileandorathreattothewelfareofstudents
oftheArtsandScienceFaculty;
b. AnyviolationsoftheQuebecCharterofHumanRightsandFreedomsonConcordia
Universitygrounds;
c. Misappropriationoffunds;
d. Derelictionofduties;
e. ViolationsofASFAsbylawsorthatoftheMemberAssociation
2. Toremoveanelectedofficialfromoffice,apetitionundersignedbysixty(60)regularMembers
shallbesubmittedtotheVPInternalofASFAwhoshallthenpresentittoASFAsJudicial
Committee(JC).
3. Thepersontoberemovedfromofficemustbegivenatleastoneweeksnoticeofthemeetingof
theJCthatshallconsidertheremoval.

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4. Theelectedofficialbeingaccusedmustbegiventheopportunitytorespondtotheaccusations
madeagainsthimorher.
5. IntheeventofthevacancyofthepositionofPresident,theVicePresidentofInternalAffairswill
assumetheinterimuntilanewPresidentisappointed.
ARTICLEIX
AppointmentofASFACouncillor
1. BeforethefirstregularmeetingofASFACouncil,thePresidentoftheAssociationshallbecome
theASFACouncilorforamandatenolongerthantheendofthecurrentacademicyear.TheTwo
signingauthoritiesoftheAssociationshallattesttothisappointment.Itshallbepresentedtothe
VPInternalofASFA.
ARTICLEX
FinancialRelationshiptoASFA
2. TheAssociationshalladheretoallthefinancialpoliciessetforthinAnnexBoftheASFAby
laws.
3. TheAssociationshalladheretoanyandalladditionalfinancialpoliciesapprovedbyaduly
convenedmeetingofASFAcouncil.
ARTICLEXI
LegalApplicationoftheseBylaws
1. WhenconflictsbetweenthesebylawsandASFAsbylawsarise,ASFAsbylawsandstanding
regulationsshalltakeprecedent.

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