Article 1 - Introduction

1. The organization shall be known as the Computer Science Graduate Student Association (CSCGSA)

2. For the purposes of this document, the following apply unless stated otherwise:

   1. The Department of Computer Science or COSI refers to said department at the University of Victoria (UVic). It may be referred to by simply “The Department”.

   2. The Faculty of Graduate Studies or FGS refers to said faculty at the University of Victoria (UVic).

   3. The Graduate Student Society or GSS refers to said society at the University of Victoria (UVic).

   4. The University or UVic refers to the University of Victoria (UVic).

   5. The Computer Science Graduate Student Association may be shortened to “The Graduate Student Association” or simply the “GSA”. 

3. The purpose of CSGSA is to enhance the academic, professional, and social experiences of graduate students within Department of Computer Science by: 

   1. Organizing academic, professional, and social events; 

   2. Providing representation within the department; facilitating communication between students and the department.

   3. Providing representation within the Graduate Student Society (GSS); facilitating communication between students and the GSS and the Faculty of Graduate Studies (FGS).

Article 2 - Membership

1. Membership is automatically granted to all graduate students registered in the Department of Computer Science.

   1. “members” or “students” referred to the above unless otherwise stated.

2. All members and only members possess voting rights and are eligible to hold executive positions.

Article 3 - Executive

1. The executive council will consist of the following positions:

   1. President

   2. Vice President

   3. Treasurer

   4. Events Coordinator

      1. More than one person may hold this position.

   5. Communications Officer

2. The following representative/liaison positions are also recognized.

   1. GSS Graduate Representative Council Representative (GRC rep)

   2. Department representative

3. Duties of the executive council:

   1. President: 

      1. To oversee council operations and meetings.

      2. To assist and provide guidance for other positions as necessary to ensure smooth operations.

      3. Represent the GSA to external bodies

      4. Maintain official records and documents

   2. Vice President

      1. Assist the President

      2. Assume duties in their absence.

      3. Maintain communication channels used internally to the GSA.

   3. Treasurer

      1. Manage CSCGSA funds and financial records

      2. Oversee grant applications; expense approvals

      3. Seek sponsorships for events if relevant

   4. Events Coordinator

      1. Organize and promote activities for members

   5. Communications Officer

      1. Manage external communications on behalf of the CSCGSA, including emails, newsletters, and official announcements

      2. Maintain the CSCGSA mailing lists, and social media platforms where applicable

      3. Ensure timely dissemination of information regarding events, meetings, and opportunities

   6. GRC Representative

      1. Serve on the GSS Graduate Representative Council

      2. Fulfill the responsibilities as required by the GSS

      3. Serve as liaison between the GSA and the GSS

      4. Shall report back to the executive committee in a timely manner should they have time sensitive information to report. Otherwise will report back at the monthly exec meeting. Sensitive information that has been communicated to the grc and department reps as being confidential are exempt from this.

   7. Department Representative

      1. Serve as liaison between The Department and students.

      2. Shall report back to the executive committee in a timely manner should they have time sensitive information to report. Otherwise will report back at the monthly exec meeting. Sensitive information that has been communicated to the grc and department reps as being confidential are exempt from this.

4. Removal and Replacement of Executive and Liaison Members

   1. Any member of the executive council, including liaison representatives, may be removed from their position if they fail to meet their responsibilities (e.g., reporting requirements, attendance at meetings, or fulfillment of duties)

   2. Removal requires a two-thirds (⅔) supermajority vote of the executive council

   3. In the event of removal, the executive council may appoint a temporary replacement until the next general meeting, at which time a formal election will be held if needed.

Article 4 - Finances

1. The GSA shall not impose a membership fee.

2. Expenditures require approval from either the President or Vice President and one other executive member.

3. Financial records shall be presented at the annual general meeting

Article 5 - Meetings

4. The GSA shall hold at least one general meeting every year.

5. A general meeting shall occur in September unless circumstances prevent it.

6. Executive meetings will be held as needed to conduct CSCGSA business.

   1. Decisions may be made by unanimous consent which means it will be approved without a vote should no executive object.

   2. Should unanimous consent fail, a simple majority vote will determine decisions.

   3. Meetings should ideally be held 3 times per semester.

Article 6 - Elections

1. Elections for executive positions shall occur at least once per year at a general meeting.

   1. Voting shall be by show of hands or secret ballot upon request.

   2. In the event of a tie, the winner will be determined by a random draw.

Article 7 - Amendments

1. Bylaws may be amended at a general meeting by a majority vote.

Article 8 - Continuity of Operations

1. Resignations and Vacancies

   1. Should an executive resign their position the vacancy may be filled by temporary appointment from the executive council until the next general meeting can be held.

   2. Should the President position be vacant, the Vice President will automatically assume the role of interim President.

      1. An election shall be held within 4 months to formally elect a new president.

2. Emergency Procedures

   1. The President will ensure that the department holds a document with procedures for transferring CSCGSA accounts and records to a new president should the previous/out-going president be unable.

Article 9 - Agency

1. The CSCGSA is not an agent of The University, The Department, or any other organization, and its views do not represent those of such entities.