EXECUTIVE POSITIONS

Elections Timeline

President: Nominations for the position of President are received in March. All SOGS members may vote in the Presidential election via online voting portal overseen by Western’s Secretariat. The election is overseen by the Chief Returning Officer. If there is only one candidate, they are acclaimed to the position. For more information on the role of President, please consult Bylaw 2.1.2

Vice-Presidents: Nominations are received during the month of the election, and must be submitted to the Speaker for inclusion in the SOGS monthly Council Package.  Submissions must be received by the Speaker two Tuesdays prior to the monthly Council meeting.

The election takes place at Council and votes are cast by departmental Councillors. If there is only one candidate for any position, they are acclaimed to the position. For more information of the Vice President roles, please consult Bylaw 2.1.3 – 2.1.6

SOGS Election Handbook (May 2019)

Position Month of election Day of taking office
President March May 1
VP Academic April May 1
VP Advocacy April May 1
VP Finance April May 1
VP Student Services April May 1

Executive Duties:

Interested in running for a SOGS Executive position? Want to know more about these roles? Click on the position titles to learn more.

PRESIDENT

The role of the President is to ensure the overall operation of the affairs of the Society.  The President is a ex-officio member of all SOGS committees and oversees the Policy committee and the Freedom of Expression ad-hoc committee. The President works with the Executive team to ensure that members needs are advocated for on- and off-campus.

Please see section 2.1.2 of our Bylaws for a full description of the obligations of the President.

Duties of the PRESIDENT
  • 2.1.2.1. shall be responsible for the overall operation of the affairs of the Society.
  • 2.1.2.2. shall oversee the bookkeeping and administrative functions of the Society.
  • 2.1.2.3. shall be responsible for ensuring the Vice-Presidents execute their duties.
  • 2.1.2.4. shall be a non-voting member, ex-officio, of all standing committees of the Society.
  • 2.1.2.5. shall be responsible for calling a meeting of the Executive prior to any General or Council meeting.
  • 2.1.2.6. shall chair Executive meetings and prepare an agenda.
  • 2.1.2.7. shall be responsible for the minutes of Executive meetings.
  • 2.1.2.8. shall, with the Vice-President Finance, and only with Council’s approval, enter into loan agreements on behalf of the Society.
  • 2.1.2.9. shall, with the Vice-President Finance, be responsible for the administration of the Society’s emergency loan system, travel grants fund, and childcare fund.
  • 2.1.2.10. shall, with the Vice-President Finance, and with Council’s approval, be responsible for the administration of the Society’s long-term investments.
  • 2.1.2.11. shall ensure the names of the winners of Society’s non-confidential sponsored programs are published.
  • 2.1.2.12. shall co-ordinate the contract renewal process for the Society’s office staff.
  • 2.1.2.13. shall maintain organizational documents that reflect the mandate, operations, and needs of the Society, and shall update them annually.
  • 2.1.2.14. The President shall, as appropriate, call a meeting of all Executive Officers, Commissioners and Committee Chairs to discuss issues with the Society, which shall be reported to Council.
  • 2.1.2.15. shall represent the Society as necessary (or designate an appropriate representative)
  • 2.1.2.15.1. at meetings of campus organizations (including, by not limited to, the University Student’s Council, The MBA Association, the PSAC 610, the UWO Faculty Association and the UWO Staff Association)
  • 2.1.2.15.2. at meetings with University Administrators
  • 2.1.2.15.3. in any external context, including media and government relations 

To learn more, contact the President (president@sogs.ca)

Vice-President Academic

The role of VP Academic is to ensure that graduate students’ academic-related interests and concerns are represented by coordinating academic programs. These include GradcastWestern Research Forum, and the Joint Fund for Graduate Research. The VP Academic works closely with graduate students, the School of Graduate and Postdoctoral Studies (SGPS), and other academic affiliates and stakeholders to discuss various academic issues. 

The VP Academic also provides guidance and mediation for (with support from the SOGS President and the VP Advocacy) the graduate student academic appeals process. More information can be found here.

Please see section 2.1.4 of our Bylaws for a full description of the obligations of the VP Academic.

Duties of the vice-president academic
  • 2.1.4.1. shall ensure representation of graduate student interests and concerns with academic-related bodies.
  • 2.1.4.2. shall co-ordinate the academic programs of the Society, including, but not limited to, the GradCast, the Graduate Student Teaching Awards, and the Western Research Forum.
  • 2.1.4.3. shall meet regularly with the School of Graduate and Postdoctoral Studies to discuss academic issues.
  • 2.1.4.4. shall act as an academic peer advisor for graduate students as outlined in the policy manual

To learn more, contact the VP Academic (academic@sogs.ca)

Vice-President Advocacy

This portfolio focuses on graduate student issues and equity concerns. The current priorities in this role are knowledge management; accessibility and inclusivity; and, improved partnerships with campus and community partners, including the Canadian Federation of Students.

Please see section 2.1.3 of our Bylaws for a full description of the obligations of the VP Advocacy.

Duties of the Vice-President Advocacy
  • 2.1.3.1. shall regularly update Council on external issues affecting the Society’s members.
  • 2.1.3.2. shall coordinate and promote activities that raise awareness of external issues affecting the Society’s members.
  • 2.1.3.3. shall liaise with community, provincial, and national bodies on issues of interest to the Society’s membership, and shall represent the Society at meetings of such organizations on an ad hoc basis as council may from time to time provide.
  • 2.1.3.4. Shall serve as liaison to the Commissioners and assist them in the performance of their duties

To learn more, contact the VP Student Services (services@sogs.ca)

Vice-President Finance

The role of the VP Finance is to manage the finances of the Society and to oversee the operation of the Grad Club, which includes preparing the annual SOGS budget. The VP Finance is to liaise with finance-related stakeholders on campus, such as UWOFA and the University administration. The VP Finance also oversees committees under its portfolio (Bursaries and Subsidies Committee, Finance Committee, Grad Club Committee).

Please see section 2.1.6 of our Bylaws for a full description of the obligations of the VP Finance.

Duties of the Vice-President Finance
  • 2.1.6.1. shall serve as the Chief Financial Officer of the Society.
  • 2.1.6.2. shall consult regularly with the Accounts Manager and the Chartered Accountant of the Society.
  • 2.1.6.3. shall be responsible, with the accounting manager, for ensuring that all moneys received by the Society be safely deposited with the financial institution named by Council for this purpose.
  • 2.1.6.4. shall administer the payment of all debts incurred by the Society during the course of the Society’s fiscal year.
  • 2.1.6.5. shall, with the President, and only with Council’s approval, be authorized to enter into loan agreements on behalf of the Society.
  • 2.1.6.6. shall prepare a yearly budget for the Society to be presented to and approved at a General Meeting of the Society.
  • 2.1.6.7. shall, with the President, and with Council’s approval, be responsible for the administration of the Society’s long–term investments.
  • 2.1.6.8. shall assist the Grad Club Manager in the preparation of a yearly budget for the Grad Club to be presented to Council at its March meeting.
  • 2.1.6.9. shall present the year–end financial statements of the Society to Council at its July meeting and to the Annual General Meeting of the Society.
  • 2.1.6.10. shall inspect monthly cash reconciliation for the Grad Club and review financial reports from the manager.
  • 2.1.6.11. shall conduct inventory checks of the Grad Club once per year, to coincide with the inventory completed as part of the annual audit.
  • 2.1.6.12. shall communicate to the management of the Grad Club the decisions of Council concerning the operations of the Grad Club.
  • 2.1.6.13. shall represent the Society in its official relations with Hospitality and Food Services.
  • 2.1.6.14. shall be responsible for submitting changes to the Society’s fees to the University’s administration, in accordance with the relevant University policies.
  • 2.1.6.15. shall oversee the preparation of an annual review of engagement or audit of the finances of the Society, in accordance with the requirement set by the Campus and Community Affairs Committee of the Board of Governors.
  • 2.1.6.16. shall present the year–end financial statements of the Grad Club to Council at its July meeting.
  • 2.1.6.17. Shall, with the Bursary and Subsidy Committee and President, be responsible for the administration of the Society’s bursary, scholarship, subsidy and similar or equivalent financial program for graduate students.
  • 2.1.6.18. Shall, with the Finance Committee and President, be responsible for the administration of the Society’s emergency loan program and similar or equivalent programs for graduate students.
  • 2.1.6.19. Shall, in conjunction with the Grad Club Manager, be responsible for ensuring that employees of the Grad Club have completed health and safety training as mandated by the Ministry of Labour.
  • 2.1.6.20. Shall be responsible for ensuring the Grad Club Health and Safety Policy conforms to the regulations stipulated by the Ministry of Labour.
  • 2.1.6.21. Shall be responsible for updating the Grad Club Health and Safety Policy annually, to coincide with the submission of the Grad Club financial statements to July council.
  • 2.1.6.22. Shall be responsible for ensuring that the Grad Club and the Society have appointed health and safety representatives that conform to the regulations set out by the Ministry of Labour.

To learn more, contact the VP Finance (finance@sogs.ca)

Vice-President Student Services

The VP Student Services oversees some of the benefits and services offered by the Society including, but not limited to, the health and dental plan, social and orientation events, and various wellness initiatives. The VP Student Services oversees the Orientation and Social Committee, Health Plan Committee, and International Graduate Student Issues Committee.
 
Please see section 2.1.5 of our Bylaws for a full description of the obligations of the VP Student Services.

 

Duties of the Vice-President Student Services
  • 2.1.5.1. shall ensure representation of graduate student interests and concerns with University bodies governing student services, including, but not limited to, student ancillary fees student mental health and wellness, graduate student orientation and graduate student life, international graduate student advocacy, and graduate student recreation.
  • 2.1.5.2. shall ensure representation of graduate student interests and concerns with University student service and recreation programming bodies.
  • 2.1.5.3. shall oversee the SOGS Health Plan Committee (HPC), International Graduate Student Issues Committee (IGSIC), and Orientation and Social Committee (OSC).
  • 2.1.5.4. shall oversee the promotion of the Society–sponsored social and athletic events for graduate students.
  • 2.1.5.5. shall, with the SOGS President, sit on the Student Services Committee (SSC) with the USC and MBAA.
  • 2.1.5.6. shall attend Western’s Mental Health and Wellness Committee meetings, or send a Society representation in their place, to the best of their ability.
  • 2.1.5.7. shall work in partnership with the School of Graduate and Postdoctoral Studies (SGPS) and the Office of Student Experience’s Wellness Coordinator to promote and enhance graduate-specific Mental Health and Wellness Initiatives to the best of their ability.
  • 2.1.5.8. shall help plan, organize, and oversee the running of Graduate Wellness Week (October) in partnership with the School of Graduate and Postdoctoral Studies (SGPS), Student Experience, and all relevant Society committees to the best of their ability.
  • 2.1.5.9. shall work in partnership with Graduate-relevant services (e.g. SGPS Orientation, Graduate Orientation Committee, Graduate Student Life Advisory Group, etc) for the enhancement of Graduate Orientation and Graduate Student Life at Western to the best of their ability.
  • 2.1.5.10.shall consult with the Society Communications Administrator on the Graduate Orientation Handbook production and advertising sales.
  • 2.1.5.11. shall aim to collaborate with all SOGS committees and Commissioners in an effort to enhance overall graduate student life.

To learn more, contact the VP Student Services (services@sogs.ca)