Bylaws

A bylaw relating generally to the conduct of the affairs of Canadian University Press/Presse Universitaire Canadienne (the “Corporation”)

BE IT ENACTED as a bylaw of the Corporation as follows:

I. Definition

A. In this bylaw and all other bylaws of the Corporation, unless the context otherwise requires:

1. “Act” means the Canada Not For Profit Corporations Act S.C. 2009, c.23 including the Regulations made pursuant to the Act, and any statute or regulations that may be substituted, as amended from time to time;

2. “articles” means the original or restated articles of incorporation or articles of amendment, amalgamation, continuance, reorganization, arrangement or revival of the Corporation;

3. “Board” means the Board of Directors of the Corporation and “director” means a member of the Board;

4. “bylaw” or “constitution” means this bylaw and any other bylaw of the Corporation as amended and which are, from time to time, in force and effect;

5. “the Corporation” means Canadian University Press/Presse Universitaire Canadienne, which may be abbreviated as CUP or PUC;

6. “meeting of members” or “plenary” includes an annual meeting of members or a special meeting of members; “special meeting of members” includes a meeting of any class or classes of members and a special meeting of all members entitled to vote at an annual meeting of members;

7. “member” means a member of the Corporation. Members may be campus publications within Canada including but not limited to newspapers, magazines or other periodicals, and/or online publications.

8. “National Office” means the National Executive

9. “National Plenary” means members convened for a the annual general meeting of the Corporation and is the supreme decision making body of the Corporation;

10. “ordinary resolution” means a resolution passed by a majority of not less than 50% plus 1 of the votes cast on that resolution;

11. “procedural motion” means motions that act upon the processes or procedures being followed in the meeting

12. “proposal” means a proposal submitted by a member of the Corporation that meets the requirements of section 163 (Shareholder Proposals) of the Act;

13. “region” refer to a subclassification of membership based on geography, language, and/or special interest;

14. “regional plenary” or “regional members meeting” means a meeting of members in one region;

15. “Regulations” means the regulations made under the Act, as amended, restated or in effect from time to time;

16. “simple majority” means not less than 50% plus 1;

17. “special resolution” means a resolution passed by a majority of not less than two thirds (2/3) of the votes cast on that resolution; and

18. “statutes” mean the Letters Patent or Supplementary Letters Patent of the Corporation.

II. Interpretation

A. In the interpretation of this bylaw, words in the singular include the plural and vice versa, words in one gender include all genders, and “person” includes an individual, body corporate, partnership, trust and unincorporated organization. “Shall” means an absolute obligation. “May” means a discretionary power, permission but not obligation. This power is to be exercised in the best interests of the Corporation and not in an arbitrary fashion. Other than as specified above, words and expressions defined in the Act have the same meanings when used in these bylaws.

III. Legal and Financial

A. The Corporation may have a corporate seal in the form approved from time to time by the Board. If a corporate seal is approved by the Board, the Secretary of the Corporation shall be the custodian of the corporate seal.

B. Deeds, transfers, assignments, contracts, obligations and other instruments in writing requiring execution by the Corporation may be signed by any two (2) of its officers. In addition, the Board may from time to time direct the manner in which and the person or persons by whom a particular document or type of document shall be executed. Any person authorized to sign any document may affix the corporate seal (if any) to the document. Any signing officer may certify a copy of any instrument, resolution, bylaw or other document of the Corporation to be a true copy thereof.

C. The financial year end of the Corporation shall be April 30 in each year.

D. The banking business of the Corporation shall be transacted at such bank, trust company or other firm or corporation carrying on a banking business in Canada or elsewhere as the Board of Directors may designate, appoint or authorize from time to time by resolution. The banking business or any part of it shall be transacted by an officer or officers of the Corporation and/or other persons as the Board of Directors may by resolution from time to time designate, direct or authorize.

E. The directors of the Corporation may, with a two thirds majority vote of the board of directors, borrow money on the credit of the corporation; issue, reissue, sell, pledge or hypothecate debt obligations of the corporation; give a guarantee on behalf and mortgage, hypothecate, pledge or otherwise create a security interest in all or any property of the corporation, owned or subsequently acquired, to secure any debt obligation of the corporation.

F. The Corporation shall send to the members a copy of the annual financial statements and other documents referred to in subsection 172(1) (Annual Financial Statements) of the Act or a copy of a publication of the Corporation reproducing the information contained in the documents. Instead of sending the documents, the Corporation may send a summary to each member along with a notice informing the member of the procedure for obtaining a copy of the documents themselves free of charge. The Corporation is not required to send the documents or a summary to a member who, in writing, declines to receive such documents.

IV. Membership

A. Membership Conditions

1. Subject to the articles, there shall be one (1) class of members in the Corporation.

2. Each member shall be entitled to receive notice of, attend and vote at all meetings of the members of the Corporation

3. Pursuant to subsection 197(1) (Fundamental Change) of the Act, a special resolution of the members is required to make any amendments to this section of the bylaws if those amendments affect membership rights and/or conditions described in paragraphs 197(1)(e), (h), (l) or (m).

B. Application and Eligibility for Membership

1. The Board of Directors shall establish rules and procedures for application and eligibility criteria for membership

C. Membership Transferability

1. A membership may only be transferred with the approval of the Board of Directors or its designate.

D. Membership Dues

1. Members shall be notified in writing of the membership dues at any time payable by them and, if any are not paid within one (1) calendar months of the invoice date, the members in default shall automatically cease to be members of the Corporation.

2. Members experiencing periods of financial difficulty may request in writing to the Board of Directors a review of membership dues or payment schedule. The Board of Directors shall establish rules and procedures for the submission and consideration of such requests.

3. The formula by which CUP determines membership fees may only be altered by a resolution of the National Plenary.

E. Termination of Membership

1. A membership in the Corporation is terminated when:
a) The member dies, or, in the case of a member that is a corporation, the corporation is dissolved;
b) A member fails to maintain any qualifications for membership described in the section on membership conditions of these bylaws;
c) The member resigns by delivering a written resignation to the President or National Executive in which case such resignation shall be effective 30 days upon receipt of notice;
d) The member is expelled in accordance with any Discipline of Members section or is otherwise terminated in accordance with the articles or bylaws;
e) The member’s term of membership expires; or
f) The Corporation is liquidated or dissolved under the Act.

2. Any member whose membership has been terminated must follow the normal application process for membership as defined in these ByLaws in order to apply for membership.

F. Effect of Termination of Membership

1. Subject to the articles, upon any termination of membership, the rights of the member, including any rights in the property of the Corporation, automatically cease to exist.

2. No membership dues shall be refunded in part or in whole as a result of termination of membership.

G. Discipline of Members

1. The Board shall have authority to suspend or expel any member from the Corporation for any one or more of the following grounds: violating any provision of the articles, bylaws, or written policies of the Corporation; carrying out any conduct which may be detrimental to the Corporation as determined by the Board in its sole discretion; for any other reason that the Board in its sole and absolute discretion considers to be reasonable, having regard to the purpose of the Corporation

2. In the event that the Board determines that a member should be expelled or suspended from membership in the Corporation, the President, or such other officer as may be designated by the Board, shall provide twenty (20) days notice of suspension or expulsion to the member and shall provide reasons for the proposed suspension or expulsion. The member may make written submissions to the President, or such other officer as may be designated by the Board, in response to the notice received within such twenty (20) day period. In the event that no written submissions are received by the President, the President, or such other officer as may be designated by the Board, may proceed to notify the member that the member is suspended or expelled from membership in the Corporation. If written submissions are received in accordance with this section, the Board will consider such submissions in arriving at a final decision and shall notify the member concerning such final decision within a further twenty (20) days from the date of receipt of the submissions. The Board’s decision shall be final and binding on the member, without any further right of appeal.

V. Regions

A. Regions of the Corporation

1. The regions of the corporation shall be:
a) Western region (WRCUP), including all members within British Columbia and Yukon Territory;
b) Prairies and Northern region (PNCUP), including all members within Alberta, Saskatchewan, Manitoba, Northwest Territories and Nunavut;
c) Ontario region (ORCUP), including all members within Ontario;
d) Quebec region (CUPbeq), including all members within Quebec;
e) Atlantic region (ARCUP), including all members within Nova Scotia, New Brunswick, Prince Edward Island and Newfoundland and Labrador

2. Regional Rights and Responsibilities
a) Regions of the corporation may:
(1) Administer such funds as may be granted to the region by CUP or collected from member papers by voluntary contributions.
(2) Undertake special projects for the benefit of the region.
(3) Be mandated by a members meeting, the execution of which shall be the responsibility of the regional staff working with the region’s members.

3. Regional Subsidies and Events
a) Every region shall be allocated a regional subsidy, for the purpose of holding conferences, speakers, or relevant events.
b) The subsidy will be a total of 2.45% of the annual budget of the Corporation.
c) Regional subsidies shall be allocated in the following ratio:
(1) Regions with one (1) Board representative — 1 share of the 2.45%
(2) Regions with two (2) Board representatives — 1.5 shares of the 2.45%
d) 50% of each regional subsidy will go towards the funding of events in the fall semester and 50% will go towards the funding of events in the spring semester.
e) Members may vote to allocate up to 100% of the subsidy towards any event by resolution at a regional members meeting
f) The Corporation shall act only as the subsidy granting body for any event and shall not be held responsible for any budget shortfall resulting from the event.
g) Any member who wishes to make use of regional subsidy funding must:
(1) Prepare a proposal outlining the event or project including a budget specifying how much money will be spent on the event or project, how much of the regional subsidy is being requested, and delegate fees (if applicable).
(2) Inform and invite all members of the region.
h) Proposals will be presented and voted on at a regional members meeting
i) If no proposal for subsidy allocation has been approved in a given region by July 31 (for the fall semester) or November 30 (for the spring semester), the following procedure will be followed:
(1) The regional Board representative or President will send out a call for proposals no later than August 1 (for the fall semester) or December 1 (for the spring semester) encouraging member papers to bid to host events and setting a deadline for applications of no later than September 1 (for the fall semester) or January 1 (for the spring semester).
(2) If only one proposal is received by the deadline, the Board may automatically approve the request, but must send notice to members in the region.
(3) If more than one proposal for funding is received by the given deadline and the total of requested funding of all proposals is more than the amount set aside for that semester, the proposals will be sent out to membership and members will vote on their preference at a regional members meeting
(4) Should no proposals be received by the deadline, the regional Board representative or President will send out another request for proposals with no deadline and proposals will be approved or denied by the Board on a first­come first­served basis for the remainder of the semester.
j) Only staff at member papers, regional directors, and the President are eligible to submit proposals to make use of regional subsidies.

VI. Members’ Meetings

A. Notice of Members Meeting

1. Notice of the time and place of a meeting of members shall be given to each member entitled to vote at the meeting by telephonic, electronic or other communication facility to each member entitled to vote at the meeting, during a period of 21 to 35 days before the day on which the meeting is to be held. If a member requests that the notice be given by nonelectronic means, the notice will be sent by mail, courier or personal delivery.

2. Pursuant to subsection 197(1) (Fundamental Change) of the Act, a special resolution of the members is required to make any amendment to the bylaws of the Corporation to change the manner of giving notice to members entitled to vote at a meeting of members.

B. Members Calling a Members’ Meeting

1. The Board of Directors shall call a special meeting of members in accordance with Section 167 of the Act, on written requisition of members carrying not less than 5% of the voting rights. If the directors do not call a meeting within twenty one (21) days of receiving the requisition, any member who signed the requisition may call the meeting.

C. Absentee Voting at Members’ Meetings

1. Voting by proxy shall be permitted, except on procedural motions. A member’s proxy may only be taken up by another member and no member may hold more than two proxies. Notice of proxy must be given to the Plenary Chair in writing at by the member giving over its vote. Either a form of proxy or a reminder of right to use a proxy shall be attached to the notice of meeting given to all voting members before the Plenary is convened.

2. Pursuant to subsection 197(1) (Fundamental Change) of the Act, a special resolution of the members is required to make any amendment to the bylaws of the Corporation to change this method of voting by members not in attendance at a meeting of members.

D. Place of Members’ meetings

1. Subject to compliance with section 159 (Place of Members’ Meetings) of the Act, meetings of the members may be held at any place within Canada determined by the Board or, if all of the members entitled to vote at such meeting so agree, outside Canada.

E. Persons Entitled to be Present at Members’ Meetings

1. The only persons entitled to be present at a meeting of members shall be those entitled to vote at the meeting, the directors, the National Office and the public accountant of the Corporation and such other persons who are entitled or required under any provision of the Act, articles or bylaws of the Corporation to be present at the meeting. Any other person may be admitted only on the invitation of the Chair of the meeting or by resolution of the members.

F. Chair of Members’ meetings

1. Members of the corporation may choose a non­voting individual as Chair for members’ meetings by a two thirds approval of the membership. Failing the appointment and approval of a Chair the National Executive or their designate shall Chair the meeting.

G. Chair of Regional Members’ meetings

1. Regional directors will Chair regional members’ meetings for their respective region. Failing the presence of the regional director, the National Executive or their designate shall Chair regional members’ meetings.

H. Quorum at Members’ Meetings

1. A quorum at any meeting of the members (unless a greater number of members are required to be present by the Act) shall be a simple majority of the members entitled to vote at the meeting. If a quorum is present at the opening of a meeting of members, the members present may proceed with the business of the meeting even if a quorum is not present throughout the meeting.

I. Votes to Govern at Members’ Meetings

1. At any meeting of members every question shall, unless otherwise provided by the articles or bylaws or by the Act, be determined by a simple majority of the votes cast on the questions.

J. Participation by Electronic Means at Members’ Meetings

1. If the Corporation chooses to make available a telephonic, electronic or other communication facility that permits all participants to communicate adequately with each other during a meeting of members, any person entitled to attend such meeting may participate in the meeting by means of such telephonic, electronic or other communication facility in the manner provided by the Act.

2. A person participating in a meeting by such means is deemed to be present at the meeting. Notwithstanding any other provision of this bylaw, any person participating in a meeting of members pursuant to this section who is entitled to vote at that meeting may vote, in accordance with the Act, by means of any telephonic, electronic or other communication facility that the Corporation has made available for that purpose.

K. Members’ Meeting Held Entirely by Electronic Means

1. Meetings of members may be held entirely by telephonic, an electronic or other communication facility provided communication between all participants can be facilitated in accordance with the Act.

L. Regional Members’ meetings

1. Regional meetings of the membership can be held from time to time to discuss regionally specific issues and allocate funds specified for regionally specific use by the Board of Directors.

2. Regional members’ meetings can take place if any of the following criteria are met:
a) A majority of members in any given region are present at regional conference or event approved by membership in that region as an official regional conference.
b) A regional meeting is called by the regional director or President for which members of the region have been given one week advance notice of the time and place and that quorum is met.
c) At any time in which all members are present and unanimously consent to the holding of a meeting.

3. Quorum for regional members’ meetings shall be a simple majority of the members of the region.

M. Cost of publishing proposals for Annual Members’ Meetings

1. The member who submitted the proposal shall pay the cost of including the proposal and any statement in the notice of meeting at which the proposal is to be presented unless otherwise provided by ordinary resolution of the members present at the meeting.

VII. Board Of Directors

A. Mandate

1. The Board of Directors shall uphold the Corporation’s ByLaws, Standing Resolutions, and other policy as set by membership

2. The Board of Directors shall manage the property and business of the Corporation.

3. The Board of Directors shall oversee National Office, make interim and short term policies and ensure member input into the operations of the Corporation between members’ meetings.

4. The Board of Directors shall make budgetary revisions as necessary.

5. The Board of Directors must authorize all unbudgeted expenditures over $1,000. The Board may not authorize any single unbudgeted expenditure over $10,000.

6. Board decisions may be overturned by a simple majority decision at a members’ meeting.

7. Each Director and the Board as a whole shall abide by all of the Corporation’s motions of policy, and provincial and federal regulations and laws.

8. All meetings of the Board shall be conducted in accordance with Robert’s Rules of Order, except when unanimous consent of voting members has been given to do otherwise.

B. Eligibility to hold office as a Director

1. Individuals must meet the following qualifications in order to hold office as a director of the corporation.
a) May not hold other paid positions within the Corporation.
b) Must be eighteen years of age or older
c) Must be legally eligible to hold office as a director according to the Act.

C. Eligibility of representatives

1. Regional representatives: Be an active member of a CUP paper for the duration of the director’s first year on the board, the following year it is not required to be an active member of a CUP paper.

2. Industry representatives: Be involved in a not­for­profit, media, or other relevant industry. 3. Continuity representative: Have been an officer of the corporation in the previous year as outlined in VII Officers B.

D. Composition of Directors

1. The Board shall be composed of the following:
a) One (1) president.
b) One (1) representative elected from each region by the membership of that region for any region consisting of 20 or less members.
c) Two (2) representatives elected from the region by the membership of that region for any region consisting of 21 or more members as recognized at National Plenary.
d) Three (3) representatives from the not­for­profit, media and/or other relevant industry.
e) One (1) representative from the previous year’s president, National Executive, chair of the board, vice chair, treasurer, or human resources officer.

E. Board Elections

1. The President, Industry representatives, and the continuity representative shall be elected by ordinary resolution at the National Plenary.

2. If an election is unable to occur at the National Plenary,industry and continuity representatives shall be elected by ordinary resolution at a members’ meeting.

3. Regional directors shall be elected by ordinary resolution at a regional members meeting.

F. Duties of Board members

1. Board members shall have read the bylaws and policy manual of the Corporation before their term commences.

2. Each Board member is responsible for attending all Board meetings, as they are called by the Chair.

3. Duties of directors shall also include
a) Regular communication with members in their region.
b) Providing a written or verbal report at each Board meeting to inform the Board of any concerns or issues in the region.

4. Duties of the National Office shall also include
a) Providing a written report to each regularly scheduled Board meeting to be given to the Chair one (1) week before the meeting is convened.

G. Persons Entitled to Be Present

1. The only persons entitled to attend a meeting of the Board of Directors shall be the Directors, and the public accountant of the Corporation.

2. Other persons may be admitted only on the invitation of the Chair with the consent of the voting members of the Board.

H. Term of Office of Board Members

1. The term of office for the Continuity Representative shall be one year, from May 1 (or upon being appointed after May 1) until April 30.

2. The term of office for the regional and industry representatives shall be two years, from May 1 (or upon being appointed after May 1) until April 30 until two (2) years following.

3. Any vacancy filled within that period will serve until the next meeting of members.

I. Vacancy of Board Members

1. The office of a Board member shall be automatically vacated:
a) If the Board member shall resign the office by delivering a written resignation to the Chair or Vice Chair
b) If the Board member becomes ineligible to serve as a Board member in accordance with section 126 of the Act;
c) By ordinary resolution of the Members in accordance with section 130 of the Act; or
d) On death of the Board Member

2. To fill a vacancy of a Board member:
a) A vacancy on the board may be filled by appointment of the board of directors until the next members meeting, or regional members meeting for regional representatives.

J. Calling of Meetings of Board of Directors

1. Meetings of the Board may be called by the Chair of the Board, the vice chair of the Board or any two (2) directors at any time.

K. Notice of Meeting of Board of Directors

1. Notice of the time and place for the holding of a meeting of the Board shall be given in the manner provided in the section on giving notice of meeting of directors of this bylaw to every director of the Corporation not less than seven (7) days before the time when the meeting is to be held. Notice of a meeting shall not be necessary if all of the directors are present, and none objects to the holding of the meeting, or if those absent have waived notice of or have otherwise signified their consent to the holding of such meeting. Notice of an adjourned meeting is not required if the time and place of the adjourned meeting is announced at the original meeting. Unless the bylaw otherwise provides, no notice of meeting need specify the purpose or the business to be transacted at the meeting except that a notice of meeting of directors shall specify any matter referred to in subsection 138(2) (Limits on Authority) of the Act that is to be dealt with at the meeting.

L. Regular Meetings of the Board of Directors

1. The Board may appoint a day or days in any month or months for regular meetings of the Board at a place and hour to be named. A copy of any resolution of the Board fixing the place and time of such regular meetings of the Board shall be sent to each director forthwith after being passed, but no other notice shall be required for any such regular meeting except if subsection 136(3) (Notice of Meeting) of the Act requires the purpose thereof or the business to be transacted to be specified in the notice.

M. The Board shall meet at least four (4) times per fiscal year

N. Emergency Meetings of the Board of Directors

1. Emergency meetings of the Board may be called by the Chair for urgent matters as determined by the Chair. The Chair must give at least 48 hours notice to the Directors before an emergency meeting of the Board can begin.

O. Votes to Govern at Meetings of the Board of Directors

1. At all meetings of the Board, every question, except certain procedural motions as governed by Robert’s Rules, shall be decided by a simple majority of the votes cast on the question.

P. Committees of the Board of Directors

1. The Board may from time to time appoint any committee or other advisory body, as it deems necessary or appropriate for such purposes and, subject to the Act, with such powers as the Board shall see fit. Any such committee may formulate its own rules of procedure, subject to such regulations or directions as the Board may from time to time make. Any committee member may be removed by resolution of the Board of Directors.

Q. Conflict of Interest

1. Directors are expected to recognize situations where their personal interests are, or may appear to be, in conflict with the best interests of the Corporation, and to excuse themselves from discussion and decisions in which they have a fiduciary or complimentary interest.

2. Other Directors may also request a Director’s absence if they can identify a potential conflict of interest.

R. Minutes

1. Minutes shall be compiled by the corporate Secretary within one month of each Board meeting. All minutes, excluding those deemed by the Board to be “incamera”, shall be made available to the membership within fourteen (14) days of them having been approved by the Board of Directors.

VIII. Officers

A. Appointment of Officers

1. The Board may designate the offices of the Corporation, appoint officers on an annual or more frequent basis, specify their duties and, subject to the Act, delegate to such officers the power to manage the affairs of the Corporation. An officer may, but need not be, a director unless these bylaws otherwise provide. Two (2) or more offices may be held by the same person.

2. A Director may be appointed to any office of the Corporation except the office of President by ordinary resolution of the Board of Directors.

3. Officers of the Corporation shall serve a term of one (1) year.

B. The officers of the corporation shall be:
1. The President,
2. The Vice President
3. The Secretary,
4. The Chair of the Board of Directors,
5. The Vice Chair of the Board of Directors,
6. The Treasurer
7. The Human Resources Representative

C. Description of Offices

1. Unless otherwise specified by the Board (which may, subject to the Act modify, restrict or supplement such duties and powers), the offices of the Corporation, if designated and if officers are appointed, shall have the following duties and powers associated with their positions:
a) Chair of the Board – The Chair of the Board shall be the President or if the office of President is vacant a director. The Chair of the Board, if any, shall, when present, preside at all meetings of the Board of Directors. The Chair shall be responsible for ensuring a budget committee is struck no later than October 31 of each year to prepare the annual budget for the following year. The Chair shall be the spokesperson of the Corporation. The Chair shall have such other duties and powers as the Board may specify.
b) Vice Chair of the Board – The Vice Chair of the Board, if one is to be appointed, shall be a director. If the Chair of the Board is absent or is unable or refuses to act, the Vice Chair of the Board, if any, shall, when present, preside at all meetings of the Board of Directors. The Vice Chair shall provide support to the Chair as needed. The Vice Chair shall have such other duties and powers as the Board may specify.
c) President – The President shall be the chair of the board of directors. The President shall, subject to the authority of the Board, have general supervision of the affairs of the Corporation.
d) Vice­President –The Vice President shall be the Vice Chair. If the President is absent or is unable or refuses to act, the Vice President, if any, shall, when present, preside at all meetings of the Board of Directors. The Vice Chair shall provide support to the President as needed and have such powers and duties as the Board may specify.
e) Secretary – The Secretary shall attend and be the Secretary of all meetings of the Board, members and committees of the Board. The Secretary shall enter or cause to be entered in the Corporation’s minute book, minutes of all proceedings at such meetings; the Secretary shall give, or cause to be given, as and when instructed, notices to members, directors, the public accountant and members of committees; the Secretary shall be the custodian of all books, papers, records, documents and other instruments belonging to the Corporation.
f) Treasurer – The Treasurer shall be a director. The Treasurer shall supervise the financial affairs of the Corporation, ensure that accurate financial records are kept and that proper care is taken in the receipt, disbursement, and deposit of funds and securities. The Treasurer shall, make recommendations to the Board and membership in matters regarding the financial position of the Corporation, and have such powers and duties as the Board may specify.
g) Human Resources Representative — The human resources representative shall be a director. The human resources representative may partake in the hiring of any employee and ensure that all hiring policies are in accordance with the law. The human resources representative shall act as a mediator in the event of disputes between or regarding directors of the Corporation. The human resources representative shall have such powers and duties as the Board may specify.
h) National Executive — The national executive shall be the chief executive officer and chief financial officer of the Corporation and shall be responsible for implementing the strategic plans and policies of the Corporation. The National Executive shall oversee the corporation’s’ editorial content had have such powers and duties and the board may specify .

2. The powers and duties of all officers of the Corporation shall be such as the terms of their engagement call for, or the Board requires of them. The Board may from time to time and subject to the Act, vary, add to or limit the powers and duties of any officer.

D. National Office Election

1. The national office staff shall be elected by ordinary resolution at the National Plenary.

2. If an election is unable to occur at the National Plenary, the national office staff, shall be elected by ordinary resolution at a members’ meeting.

3. The term of office for the national office staff shall be one (1) year.

E. Vacancy in Office

1. In the absence of a written agreement to the contrary, the Board may remove, whether for cause or without cause, any officer of the Corporation. Unless so removed, an officer shall hold office until the earlier of:
a) The officer’s successor being appointed,
b) The officer’s resignation,
c) Such officer ceasing to be a director (if a necessary qualification of appointment) or
d) The officer’s death.

2. If the office of any officer of the Corporation, except President, shall be or become vacant, the directors may, by resolution, appoint a person to fill such vacancy.

F. Removal of Officers

1. An officer may, by resolution of the Board of Directors, be removed before the expiration of term.

IX. Indemnification and Insurance

A. The Corporation shall indemnify its present and former Directors and officers to the full extent permitted by the Act.

B. The Corporation may purchase and maintain insurance for the benefit of any present or past Director or officer or any other person acting on CUP’s behalf against any liability incurred by such person

C. In their capacity as a Director, officer or agent of the Corporation, except where the liability relates to their failure to act honestly and in good faith with a view to the best interests of the Corporation or

D. In their capacity as a Director or officer of another body corporate where they acts or acted in that capacity at the Corporation’s request, except where the liability relates to their failure to act honestly and in good faith with a view to the best interests of the body corporate.

X. National Plenary Commissions

A. Prior to convening National Plenary, the Board of Directors shall cause commissions to be struck from representatives of the members; these commissions shall review membership, and finances, and the structure of the Corporation.

B. Commission facilitator positions shall be filled by members of the Board of Directors and coordinated by the Chair of the Board of Directors.

C. For the purpose of National Plenary commissions, all members of the Corporation shall be ordered by size of operating budget and divided into the three following membership categories, which will be roughly equally represented on the commissions:
1. Category 1: Members with annual revenue in the lowest third.
2. Category 2: Members with annual revenue in the middle third.
3. Category 3: Members with annual revenue in the highest third.

XI. Notice

A. Any notice (which term includes any communication or document), other than notice of a meeting of members or a meeting of the Board of Directors, to be given (which term includes sent, delivered or served) pursuant to the Act, the articles, the bylaws or otherwise to a member, director, officer or member of a committee of the Board or to the public accountant shall be sufficiently given:

B. If delivered personally to the person to whom it is to be given or if delivered to such person’s address as shown in the records of the Corporation or in the case of notice to a director to the latest address as shown in the last notice that was sent by the Corporation in accordance with section 128 (Notice of directors) or 134 (Notice of change of directors);

C. If mailed to such person at such person’s recorded address by prepaid ordinary or air mail;

D. If sent to such person by telephonic, electronic or other communication facility at such person’s recorded address for that purpose; or

E. If provided in the form of an electronic document in accordance with Part 17 of the Act.

F. A notice so delivered shall be deemed to have been given when it is delivered personally or to the recorded address as aforesaid; a notice so mailed shall be deemed to have been given when deposited in a post office or public letter box; and a notice so sent by any means of transmitted or recorded communication shall be deemed to have been given when dispatched or delivered to the appropriate communication company or agency or its representative for dispatch. The Secretary may change or cause to be changed the recorded address of any member, director, officer, public accountant or member of a committee of the Board in accordance with any information believed by the Secretary to be reliable. The declaration by the Secretary that notice has been given pursuant to this bylaw shall be sufficient and conclusive evidence of the giving of such notice. The signature of any director or officer of the Corporation to any notice or other document to be given by the Corporation may be written, stamped, typewritten or printed or partly written, stamped, typewritten or printed.

XII. Omissions and Errors

A. The accidental omission to give any notice to any member, director, officer, member of a committee of the Board or public accountant, or the non­receipt of any notice by any such person where the Corporation has provided notice in accordance with the bylaws or any error in any notice not affecting its substance shall not invalidate any action taken at any meeting to which the notice pertained or otherwise founded on such notice.

XIII. Invalidity of any Provisions of this Bylaw

A. The invalidity or unenforceability of any provision of this bylaw shall not affect the validity or enforceability of the remaining provisions of this bylaw.

XIV. By laws and Effective Date

A. Subject to the articles, the Board of Directors may, by resolution, make, amend or repeal any bylaws that regulate the activities or affairs of the Corporation. Any such bylaw, amendment or repeal shall be effective from the date of the resolution of directors until the next meeting of members where it may be confirmed, rejected or amended by the members by ordinary resolution. If the bylaw, amendment or repeal is confirmed or confirmed as amended by the members it remains effective in the form in which it was confirmed. The bylaw, amendment or repeal ceases to have effect if it is not submitted to the members at the next meeting of members or if it is rejected by the members at the meeting.

B. This section does not apply to a bylaw that requires a special resolution of the members according to subsection 197(1) (fundamental change) of the Act because such bylaw amendments or repeals are only effective when confirmed by members.

Date modified: 01/18/2015 at the CUP National Plenary

Bylaws

A bylaw relating generally to the conduct of the affairs of Canadian University Press/Presse Universitaire Canadienne (the “Corporation”)

BE IT ENACTED as a bylaw of the Corporation as follows:

I. Definition

A. In this bylaw and all other bylaws of the Corporation, unless the context otherwise requires:

1. “Act” means the Canada Not For Profit Corporations Act S.C. 2009, c.23 including the Regulations made pursuant to the Act, and any statute or regulations that may be substituted, as amended from time to time;

2. “articles” means the original or restated articles of incorporation or articles of amendment, amalgamation, continuance, reorganization, arrangement or revival of the Corporation;

3. “Board” means the Board of Directors of the Corporation and “director” means a member of the Board;

4. “bylaw” or “constitution” means this bylaw and any other bylaw of the Corporation as amended and which are, from time to time, in force and effect;

5. “the Corporation” means Canadian University Press/Presse Universitaire Canadienne, which may be abbreviated as CUP or PUC;

6. “meeting of members” or “plenary” includes an annual meeting of members or a special meeting of members; “special meeting of members” includes a meeting of any class or classes of members and a special meeting of all members entitled to vote at an annual meeting of members;

7. “member” means a member of the Corporation. Members may be campus publications within Canada including but not limited to newspapers, magazines or other periodicals, and/or online publications.

8. “National Office” means the National Executive

9. “National Plenary” means members convened for a the annual general meeting of the Corporation and is the supreme decision making body of the Corporation;

10. “ordinary resolution” means a resolution passed by a majority of not less than 50% plus 1 of the votes cast on that resolution;

11. “procedural motion” means motions that act upon the processes or procedures being followed in the meeting

12. “proposal” means a proposal submitted by a member of the Corporation that meets the requirements of section 163 (Shareholder Proposals) of the Act;

13. “region” refer to a subclassification of membership based on geography, language, and/or special interest;

14. “regional plenary” or “regional members meeting” means a meeting of members in one region;

15. “Regulations” means the regulations made under the Act, as amended, restated or in effect from time to time;

16. “simple majority” means not less than 50% plus 1;

17. “special resolution” means a resolution passed by a majority of not less than two thirds (2/3) of the votes cast on that resolution; and

18. “statutes” mean the Letters Patent or Supplementary Letters Patent of the Corporation.

II. Interpretation

A. In the interpretation of this bylaw, words in the singular include the plural and vice versa, words in one gender include all genders, and “person” includes an individual, body corporate, partnership, trust and unincorporated organization. “Shall” means an absolute obligation. “May” means a discretionary power, permission but not obligation. This power is to be exercised in the best interests of the Corporation and not in an arbitrary fashion. Other than as specified above, words and expressions defined in the Act have the same meanings when used in these bylaws.

III. Legal and Financial

A. The Corporation may have a corporate seal in the form approved from time to time by the Board. If a corporate seal is approved by the Board, the Secretary of the Corporation shall be the custodian of the corporate seal.

B. Deeds, transfers, assignments, contracts, obligations and other instruments in writing requiring execution by the Corporation may be signed by any two (2) of its officers. In addition, the Board may from time to time direct the manner in which and the person or persons by whom a particular document or type of document shall be executed. Any person authorized to sign any document may affix the corporate seal (if any) to the document. Any signing officer may certify a copy of any instrument, resolution, bylaw or other document of the Corporation to be a true copy thereof.

C. The financial year end of the Corporation shall be April 30 in each year.

D. The banking business of the Corporation shall be transacted at such bank, trust company or other firm or corporation carrying on a banking business in Canada or elsewhere as the Board of Directors may designate, appoint or authorize from time to time by resolution. The banking business or any part of it shall be transacted by an officer or officers of the Corporation and/or other persons as the Board of Directors may by resolution from time to time designate, direct or authorize.

E. The directors of the Corporation may, with a two thirds majority vote of the board of directors, borrow money on the credit of the corporation; issue, reissue, sell, pledge or hypothecate debt obligations of the corporation; give a guarantee on behalf and mortgage, hypothecate, pledge or otherwise create a security interest in all or any property of the corporation, owned or subsequently acquired, to secure any debt obligation of the corporation.

F. The Corporation shall send to the members a copy of the annual financial statements and other documents referred to in subsection 172(1) (Annual Financial Statements) of the Act or a copy of a publication of the Corporation reproducing the information contained in the documents. Instead of sending the documents, the Corporation may send a summary to each member along with a notice informing the member of the procedure for obtaining a copy of the documents themselves free of charge. The Corporation is not required to send the documents or a summary to a member who, in writing, declines to receive such documents.

IV. Membership

A. Membership Conditions

1. Subject to the articles, there shall be one (1) class of members in the Corporation.

2. Each member shall be entitled to receive notice of, attend and vote at all meetings of the members of the Corporation

3. Pursuant to subsection 197(1) (Fundamental Change) of the Act, a special resolution of the members is required to make any amendments to this section of the bylaws if those amendments affect membership rights and/or conditions described in paragraphs 197(1)(e), (h), (l) or (m).

B. Application and Eligibility for Membership

1. The Board of Directors shall establish rules and procedures for application and eligibility criteria for membership

C. Membership Transferability

1. A membership may only be transferred with the approval of the Board of Directors or its designate.

D. Membership Dues

1. Members shall be notified in writing of the membership dues at any time payable by them and, if any are not paid within one (1) calendar months of the invoice date, the members in default shall automatically cease to be members of the Corporation.

2. Members experiencing periods of financial difficulty may request in writing to the Board of Directors a review of membership dues or payment schedule. The Board of Directors shall establish rules and procedures for the submission and consideration of such requests.

3. The formula by which CUP determines membership fees may only be altered by a resolution of the National Plenary.

E. Termination of Membership

1. A membership in the Corporation is terminated when:
a) The member dies, or, in the case of a member that is a corporation, the corporation is dissolved;
b) A member fails to maintain any qualifications for membership described in the section on membership conditions of these bylaws;
c) The member resigns by delivering a written resignation to the President or National Executive in which case such resignation shall be effective 30 days upon receipt of notice;
d) The member is expelled in accordance with any Discipline of Members section or is otherwise terminated in accordance with the articles or bylaws;
e) The member’s term of membership expires; or
f) The Corporation is liquidated or dissolved under the Act.

2. Any member whose membership has been terminated must follow the normal application process for membership as defined in these ByLaws in order to apply for membership.

F. Effect of Termination of Membership

1. Subject to the articles, upon any termination of membership, the rights of the member, including any rights in the property of the Corporation, automatically cease to exist.

2. No membership dues shall be refunded in part or in whole as a result of termination of membership.

G. Discipline of Members

1. The Board shall have authority to suspend or expel any member from the Corporation for any one or more of the following grounds: violating any provision of the articles, bylaws, or written policies of the Corporation; carrying out any conduct which may be detrimental to the Corporation as determined by the Board in its sole discretion; for any other reason that the Board in its sole and absolute discretion considers to be reasonable, having regard to the purpose of the Corporation

2. In the event that the Board determines that a member should be expelled or suspended from membership in the Corporation, the President, or such other officer as may be designated by the Board, shall provide twenty (20) days notice of suspension or expulsion to the member and shall provide reasons for the proposed suspension or expulsion. The member may make written submissions to the President, or such other officer as may be designated by the Board, in response to the notice received within such twenty (20) day period. In the event that no written submissions are received by the President, the President, or such other officer as may be designated by the Board, may proceed to notify the member that the member is suspended or expelled from membership in the Corporation. If written submissions are received in accordance with this section, the Board will consider such submissions in arriving at a final decision and shall notify the member concerning such final decision within a further twenty (20) days from the date of receipt of the submissions. The Board’s decision shall be final and binding on the member, without any further right of appeal.

V. Regions

A. Regions of the Corporation

1. The regions of the corporation shall be:
a) Western region (WRCUP), including all members within British Columbia and Yukon Territory;
b) Prairies and Northern region (PNCUP), including all members within Alberta, Saskatchewan, Manitoba, Northwest Territories and Nunavut;
c) Ontario region (ORCUP), including all members within Ontario;
d) Quebec region (CUPbeq), including all members within Quebec;
e) Atlantic region (ARCUP), including all members within Nova Scotia, New Brunswick, Prince Edward Island and Newfoundland and Labrador

2. Regional Rights and Responsibilities
a) Regions of the corporation may:
(1) Administer such funds as may be granted to the region by CUP or collected from member papers by voluntary contributions.
(2) Undertake special projects for the benefit of the region.
(3) Be mandated by a members meeting, the execution of which shall be the responsibility of the regional staff working with the region’s members.

3. Regional Subsidies and Events
a) Every region shall be allocated a regional subsidy, for the purpose of holding conferences, speakers, or relevant events.
b) The subsidy will be a total of 2.45% of the annual budget of the Corporation.
c) Regional subsidies shall be allocated in the following ratio:
(1) Regions with one (1) Board representative — 1 share of the 2.45%
(2) Regions with two (2) Board representatives — 1.5 shares of the 2.45%
d) 50% of each regional subsidy will go towards the funding of events in the fall semester and 50% will go towards the funding of events in the spring semester.
e) Members may vote to allocate up to 100% of the subsidy towards any event by resolution at a regional members meeting
f) The Corporation shall act only as the subsidy granting body for any event and shall not be held responsible for any budget shortfall resulting from the event.
g) Any member who wishes to make use of regional subsidy funding must:
(1) Prepare a proposal outlining the event or project including a budget specifying how much money will be spent on the event or project, how much of the regional subsidy is being requested, and delegate fees (if applicable).
(2) Inform and invite all members of the region.
h) Proposals will be presented and voted on at a regional members meeting
i) If no proposal for subsidy allocation has been approved in a given region by July 31 (for the fall semester) or November 30 (for the spring semester), the following procedure will be followed:
(1) The regional Board representative or President will send out a call for proposals no later than August 1 (for the fall semester) or December 1 (for the spring semester) encouraging member papers to bid to host events and setting a deadline for applications of no later than September 1 (for the fall semester) or January 1 (for the spring semester).
(2) If only one proposal is received by the deadline, the Board may automatically approve the request, but must send notice to members in the region.
(3) If more than one proposal for funding is received by the given deadline and the total of requested funding of all proposals is more than the amount set aside for that semester, the proposals will be sent out to membership and members will vote on their preference at a regional members meeting
(4) Should no proposals be received by the deadline, the regional Board representative or President will send out another request for proposals with no deadline and proposals will be approved or denied by the Board on a first­come first­served basis for the remainder of the semester.
j) Only staff at member papers, regional directors, and the President are eligible to submit proposals to make use of regional subsidies.

VI. Members’ Meetings

A. Notice of Members Meeting

1. Notice of the time and place of a meeting of members shall be given to each member entitled to vote at the meeting by telephonic, electronic or other communication facility to each member entitled to vote at the meeting, during a period of 21 to 35 days before the day on which the meeting is to be held. If a member requests that the notice be given by nonelectronic means, the notice will be sent by mail, courier or personal delivery.

2. Pursuant to subsection 197(1) (Fundamental Change) of the Act, a special resolution of the members is required to make any amendment to the bylaws of the Corporation to change the manner of giving notice to members entitled to vote at a meeting of members.

B. Members Calling a Members’ Meeting

1. The Board of Directors shall call a special meeting of members in accordance with Section 167 of the Act, on written requisition of members carrying not less than 5% of the voting rights. If the directors do not call a meeting within twenty one (21) days of receiving the requisition, any member who signed the requisition may call the meeting.

C. Absentee Voting at Members’ Meetings

1. Voting by proxy shall be permitted, except on procedural motions. A member’s proxy may only be taken up by another member and no member may hold more than two proxies. Notice of proxy must be given to the Plenary Chair in writing at by the member giving over its vote. Either a form of proxy or a reminder of right to use a proxy shall be attached to the notice of meeting given to all voting members before the Plenary is convened.

2. Pursuant to subsection 197(1) (Fundamental Change) of the Act, a special resolution of the members is required to make any amendment to the bylaws of the Corporation to change this method of voting by members not in attendance at a meeting of members.

D. Place of Members’ meetings

1. Subject to compliance with section 159 (Place of Members’ Meetings) of the Act, meetings of the members may be held at any place within Canada determined by the Board or, if all of the members entitled to vote at such meeting so agree, outside Canada.

E. Persons Entitled to be Present at Members’ Meetings

1. The only persons entitled to be present at a meeting of members shall be those entitled to vote at the meeting, the directors, the National Office and the public accountant of the Corporation and such other persons who are entitled or required under any provision of the Act, articles or bylaws of the Corporation to be present at the meeting. Any other person may be admitted only on the invitation of the Chair of the meeting or by resolution of the members.

F. Chair of Members’ meetings

1. Members of the corporation may choose a non­voting individual as Chair for members’ meetings by a two thirds approval of the membership. Failing the appointment and approval of a Chair the National Executive or their designate shall Chair the meeting.

G. Chair of Regional Members’ meetings

1. Regional directors will Chair regional members’ meetings for their respective region. Failing the presence of the regional director, the National Executive or their designate shall Chair regional members’ meetings.

H. Quorum at Members’ Meetings

1. A quorum at any meeting of the members (unless a greater number of members are required to be present by the Act) shall be a simple majority of the members entitled to vote at the meeting. If a quorum is present at the opening of a meeting of members, the members present may proceed with the business of the meeting even if a quorum is not present throughout the meeting.

I. Votes to Govern at Members’ Meetings

1. At any meeting of members every question shall, unless otherwise provided by the articles or bylaws or by the Act, be determined by a simple majority of the votes cast on the questions.

J. Participation by Electronic Means at Members’ Meetings

1. If the Corporation chooses to make available a telephonic, electronic or other communication facility that permits all participants to communicate adequately with each other during a meeting of members, any person entitled to attend such meeting may participate in the meeting by means of such telephonic, electronic or other communication facility in the manner provided by the Act.

2. A person participating in a meeting by such means is deemed to be present at the meeting. Notwithstanding any other provision of this bylaw, any person participating in a meeting of members pursuant to this section who is entitled to vote at that meeting may vote, in accordance with the Act, by means of any telephonic, electronic or other communication facility that the Corporation has made available for that purpose.

K. Members’ Meeting Held Entirely by Electronic Means

1. Meetings of members may be held entirely by telephonic, an electronic or other communication facility provided communication between all participants can be facilitated in accordance with the Act.

L. Regional Members’ meetings

1. Regional meetings of the membership can be held from time to time to discuss regionally specific issues and allocate funds specified for regionally specific use by the Board of Directors.

2. Regional members’ meetings can take place if any of the following criteria are met:
a) A majority of members in any given region are present at regional conference or event approved by membership in that region as an official regional conference.
b) A regional meeting is called by the regional director or President for which members of the region have been given one week advance notice of the time and place and that quorum is met.
c) At any time in which all members are present and unanimously consent to the holding of a meeting.

3. Quorum for regional members’ meetings shall be a simple majority of the members of the region.

M. Cost of publishing proposals for Annual Members’ Meetings

1. The member who submitted the proposal shall pay the cost of including the proposal and any statement in the notice of meeting at which the proposal is to be presented unless otherwise provided by ordinary resolution of the members present at the meeting.

VII. Board Of Directors

A. Mandate

1. The Board of Directors shall uphold the Corporation’s ByLaws, Standing Resolutions, and other policy as set by membership

2. The Board of Directors shall manage the property and business of the Corporation.

3. The Board of Directors shall oversee National Office, make interim and short term policies and ensure member input into the operations of the Corporation between members’ meetings.

4. The Board of Directors shall make budgetary revisions as necessary.

5. The Board of Directors must authorize all unbudgeted expenditures over $1,000. The Board may not authorize any single unbudgeted expenditure over $10,000.

6. Board decisions may be overturned by a simple majority decision at a members’ meeting.

7. Each Director and the Board as a whole shall abide by all of the Corporation’s motions of policy, and provincial and federal regulations and laws.

8. All meetings of the Board shall be conducted in accordance with Robert’s Rules of Order, except when unanimous consent of voting members has been given to do otherwise.

B. Eligibility to hold office as a Director

1. Individuals must meet the following qualifications in order to hold office as a director of the corporation.
a) May not hold other paid positions within the Corporation.
b) Must be eighteen years of age or older
c) Must be legally eligible to hold office as a director according to the Act.

C. Eligibility of representatives

1. Regional representatives: Be an active member of a CUP paper for the duration of the director’s first year on the board, the following year it is not required to be an active member of a CUP paper.

2. Industry representatives: Be involved in a not­for­profit, media, or other relevant industry. 3. Continuity representative: Have been an officer of the corporation in the previous year as outlined in VII Officers B.

D. Composition of Directors

1. The Board shall be composed of the following:
a) One (1) president.
b) One (1) representative elected from each region by the membership of that region for any region consisting of 20 or less members.
c) Two (2) representatives elected from the region by the membership of that region for any region consisting of 21 or more members as recognized at National Plenary.
d) Three (3) representatives from the not­for­profit, media and/or other relevant industry.
e) One (1) representative from the previous year’s president, National Executive, chair of the board, vice chair, treasurer, or human resources officer.

E. Board Elections

1. The President, Industry representatives, and the continuity representative shall be elected by ordinary resolution at the National Plenary.

2. If an election is unable to occur at the National Plenary,industry and continuity representatives shall be elected by ordinary resolution at a members’ meeting.

3. Regional directors shall be elected by ordinary resolution at a regional members meeting.

F. Duties of Board members

1. Board members shall have read the bylaws and policy manual of the Corporation before their term commences.

2. Each Board member is responsible for attending all Board meetings, as they are called by the Chair.

3. Duties of directors shall also include
a) Regular communication with members in their region.
b) Providing a written or verbal report at each Board meeting to inform the Board of any concerns or issues in the region.

4. Duties of the National Office shall also include
a) Providing a written report to each regularly scheduled Board meeting to be given to the Chair one (1) week before the meeting is convened.

G. Persons Entitled to Be Present

1. The only persons entitled to attend a meeting of the Board of Directors shall be the Directors, and the public accountant of the Corporation.

2. Other persons may be admitted only on the invitation of the Chair with the consent of the voting members of the Board.

H. Term of Office of Board Members

1. The term of office for the Continuity Representative shall be one year, from May 1 (or upon being appointed after May 1) until April 30.

2. The term of office for the regional and industry representatives shall be two years, from May 1 (or upon being appointed after May 1) until April 30 until two (2) years following.

3. Any vacancy filled within that period will serve until the next meeting of members.

I. Vacancy of Board Members

1. The office of a Board member shall be automatically vacated:
a) If the Board member shall resign the office by delivering a written resignation to the Chair or Vice Chair
b) If the Board member becomes ineligible to serve as a Board member in accordance with section 126 of the Act;
c) By ordinary resolution of the Members in accordance with section 130 of the Act; or
d) On death of the Board Member

2. To fill a vacancy of a Board member:
a) A vacancy on the board may be filled by appointment of the board of directors until the next members meeting, or regional members meeting for regional representatives.

J. Calling of Meetings of Board of Directors

1. Meetings of the Board may be called by the Chair of the Board, the vice chair of the Board or any two (2) directors at any time.

K. Notice of Meeting of Board of Directors

1. Notice of the time and place for the holding of a meeting of the Board shall be given in the manner provided in the section on giving notice of meeting of directors of this bylaw to every director of the Corporation not less than seven (7) days before the time when the meeting is to be held. Notice of a meeting shall not be necessary if all of the directors are present, and none objects to the holding of the meeting, or if those absent have waived notice of or have otherwise signified their consent to the holding of such meeting. Notice of an adjourned meeting is not required if the time and place of the adjourned meeting is announced at the original meeting. Unless the bylaw otherwise provides, no notice of meeting need specify the purpose or the business to be transacted at the meeting except that a notice of meeting of directors shall specify any matter referred to in subsection 138(2) (Limits on Authority) of the Act that is to be dealt with at the meeting.

L. Regular Meetings of the Board of Directors

1. The Board may appoint a day or days in any month or months for regular meetings of the Board at a place and hour to be named. A copy of any resolution of the Board fixing the place and time of such regular meetings of the Board shall be sent to each director forthwith after being passed, but no other notice shall be required for any such regular meeting except if subsection 136(3) (Notice of Meeting) of the Act requires the purpose thereof or the business to be transacted to be specified in the notice.

M. The Board shall meet at least four (4) times per fiscal year

N. Emergency Meetings of the Board of Directors

1. Emergency meetings of the Board may be called by the Chair for urgent matters as determined by the Chair. The Chair must give at least 48 hours notice to the Directors before an emergency meeting of the Board can begin.

O. Votes to Govern at Meetings of the Board of Directors

1. At all meetings of the Board, every question, except certain procedural motions as governed by Robert’s Rules, shall be decided by a simple majority of the votes cast on the question.

P. Committees of the Board of Directors

1. The Board may from time to time appoint any committee or other advisory body, as it deems necessary or appropriate for such purposes and, subject to the Act, with such powers as the Board shall see fit. Any such committee may formulate its own rules of procedure, subject to such regulations or directions as the Board may from time to time make. Any committee member may be removed by resolution of the Board of Directors.

Q. Conflict of Interest

1. Directors are expected to recognize situations where their personal interests are, or may appear to be, in conflict with the best interests of the Corporation, and to excuse themselves from discussion and decisions in which they have a fiduciary or complimentary interest.

2. Other Directors may also request a Director’s absence if they can identify a potential conflict of interest.

R. Minutes

1. Minutes shall be compiled by the corporate Secretary within one month of each Board meeting. All minutes, excluding those deemed by the Board to be “incamera”, shall be made available to the membership within fourteen (14) days of them having been approved by the Board of Directors.

VIII. Officers

A. Appointment of Officers

1. The Board may designate the offices of the Corporation, appoint officers on an annual or more frequent basis, specify their duties and, subject to the Act, delegate to such officers the power to manage the affairs of the Corporation. An officer may, but need not be, a director unless these bylaws otherwise provide. Two (2) or more offices may be held by the same person.

2. A Director may be appointed to any office of the Corporation except the office of President by ordinary resolution of the Board of Directors.

3. Officers of the Corporation shall serve a term of one (1) year.

B. The officers of the corporation shall be:
1. The President,
2. The Vice President
3. The Secretary,
4. The Chair of the Board of Directors,
5. The Vice Chair of the Board of Directors,
6. The Treasurer
7. The Human Resources Representative

C. Description of Offices

1. Unless otherwise specified by the Board (which may, subject to the Act modify, restrict or supplement such duties and powers), the offices of the Corporation, if designated and if officers are appointed, shall have the following duties and powers associated with their positions:
a) Chair of the Board – The Chair of the Board shall be the President or if the office of President is vacant a director. The Chair of the Board, if any, shall, when present, preside at all meetings of the Board of Directors. The Chair shall be responsible for ensuring a budget committee is struck no later than October 31 of each year to prepare the annual budget for the following year. The Chair shall be the spokesperson of the Corporation. The Chair shall have such other duties and powers as the Board may specify.
b) Vice Chair of the Board – The Vice Chair of the Board, if one is to be appointed, shall be a director. If the Chair of the Board is absent or is unable or refuses to act, the Vice Chair of the Board, if any, shall, when present, preside at all meetings of the Board of Directors. The Vice Chair shall provide support to the Chair as needed. The Vice Chair shall have such other duties and powers as the Board may specify.
c) President – The President shall be the chair of the board of directors. The President shall, subject to the authority of the Board, have general supervision of the affairs of the Corporation.
d) Vice­President –The Vice President shall be the Vice Chair. If the President is absent or is unable or refuses to act, the Vice President, if any, shall, when present, preside at all meetings of the Board of Directors. The Vice Chair shall provide support to the President as needed and have such powers and duties as the Board may specify.
e) Secretary – The Secretary shall attend and be the Secretary of all meetings of the Board, members and committees of the Board. The Secretary shall enter or cause to be entered in the Corporation’s minute book, minutes of all proceedings at such meetings; the Secretary shall give, or cause to be given, as and when instructed, notices to members, directors, the public accountant and members of committees; the Secretary shall be the custodian of all books, papers, records, documents and other instruments belonging to the Corporation.
f) Treasurer – The Treasurer shall be a director. The Treasurer shall supervise the financial affairs of the Corporation, ensure that accurate financial records are kept and that proper care is taken in the receipt, disbursement, and deposit of funds and securities. The Treasurer shall, make recommendations to the Board and membership in matters regarding the financial position of the Corporation, and have such powers and duties as the Board may specify.
g) Human Resources Representative — The human resources representative shall be a director. The human resources representative may partake in the hiring of any employee and ensure that all hiring policies are in accordance with the law. The human resources representative shall act as a mediator in the event of disputes between or regarding directors of the Corporation. The human resources representative shall have such powers and duties as the Board may specify.
h) National Executive — The national executive shall be the chief executive officer and chief financial officer of the Corporation and shall be responsible for implementing the strategic plans and policies of the Corporation. The National Executive shall oversee the corporation’s’ editorial content had have such powers and duties and the board may specify .

2. The powers and duties of all officers of the Corporation shall be such as the terms of their engagement call for, or the Board requires of them. The Board may from time to time and subject to the Act, vary, add to or limit the powers and duties of any officer.

D. National Office Election

1. The national office staff shall be elected by ordinary resolution at the National Plenary.

2. If an election is unable to occur at the National Plenary, the national office staff, shall be elected by ordinary resolution at a members’ meeting.

3. The term of office for the national office staff shall be one (1) year.

E. Vacancy in Office

1. In the absence of a written agreement to the contrary, the Board may remove, whether for cause or without cause, any officer of the Corporation. Unless so removed, an officer shall hold office until the earlier of:
a) The officer’s successor being appointed,
b) The officer’s resignation,
c) Such officer ceasing to be a director (if a necessary qualification of appointment) or
d) The officer’s death.

2. If the office of any officer of the Corporation, except President, shall be or become vacant, the directors may, by resolution, appoint a person to fill such vacancy.

F. Removal of Officers

1. An officer may, by resolution of the Board of Directors, be removed before the expiration of term.

IX. Indemnification and Insurance

A. The Corporation shall indemnify its present and former Directors and officers to the full extent permitted by the Act.

B. The Corporation may purchase and maintain insurance for the benefit of any present or past Director or officer or any other person acting on CUP’s behalf against any liability incurred by such person

C. In their capacity as a Director, officer or agent of the Corporation, except where the liability relates to their failure to act honestly and in good faith with a view to the best interests of the Corporation or

D. In their capacity as a Director or officer of another body corporate where they acts or acted in that capacity at the Corporation’s request, except where the liability relates to their failure to act honestly and in good faith with a view to the best interests of the body corporate.

X. National Plenary Commissions

A. Prior to convening National Plenary, the Board of Directors shall cause commissions to be struck from representatives of the members; these commissions shall review membership, and finances, and the structure of the Corporation.

B. Commission facilitator positions shall be filled by members of the Board of Directors and coordinated by the Chair of the Board of Directors.

C. For the purpose of National Plenary commissions, all members of the Corporation shall be ordered by size of operating budget and divided into the three following membership categories, which will be roughly equally represented on the commissions:
1. Category 1: Members with annual revenue in the lowest third.
2. Category 2: Members with annual revenue in the middle third.
3. Category 3: Members with annual revenue in the highest third.

XI. Notice

A. Any notice (which term includes any communication or document), other than notice of a meeting of members or a meeting of the Board of Directors, to be given (which term includes sent, delivered or served) pursuant to the Act, the articles, the bylaws or otherwise to a member, director, officer or member of a committee of the Board or to the public accountant shall be sufficiently given:

B. If delivered personally to the person to whom it is to be given or if delivered to such person’s address as shown in the records of the Corporation or in the case of notice to a director to the latest address as shown in the last notice that was sent by the Corporation in accordance with section 128 (Notice of directors) or 134 (Notice of change of directors);

C. If mailed to such person at such person’s recorded address by prepaid ordinary or air mail;

D. If sent to such person by telephonic, electronic or other communication facility at such person’s recorded address for that purpose; or

E. If provided in the form of an electronic document in accordance with Part 17 of the Act.

F. A notice so delivered shall be deemed to have been given when it is delivered personally or to the recorded address as aforesaid; a notice so mailed shall be deemed to have been given when deposited in a post office or public letter box; and a notice so sent by any means of transmitted or recorded communication shall be deemed to have been given when dispatched or delivered to the appropriate communication company or agency or its representative for dispatch. The Secretary may change or cause to be changed the recorded address of any member, director, officer, public accountant or member of a committee of the Board in accordance with any information believed by the Secretary to be reliable. The declaration by the Secretary that notice has been given pursuant to this bylaw shall be sufficient and conclusive evidence of the giving of such notice. The signature of any director or officer of the Corporation to any notice or other document to be given by the Corporation may be written, stamped, typewritten or printed or partly written, stamped, typewritten or printed.

XII. Omissions and Errors

A. The accidental omission to give any notice to any member, director, officer, member of a committee of the Board or public accountant, or the non­receipt of any notice by any such person where the Corporation has provided notice in accordance with the bylaws or any error in any notice not affecting its substance shall not invalidate any action taken at any meeting to which the notice pertained or otherwise founded on such notice.

XIII. Invalidity of any Provisions of this Bylaw

A. The invalidity or unenforceability of any provision of this bylaw shall not affect the validity or enforceability of the remaining provisions of this bylaw.

XIV. By laws and Effective Date

A. Subject to the articles, the Board of Directors may, by resolution, make, amend or repeal any bylaws that regulate the activities or affairs of the Corporation. Any such bylaw, amendment or repeal shall be effective from the date of the resolution of directors until the next meeting of members where it may be confirmed, rejected or amended by the members by ordinary resolution. If the bylaw, amendment or repeal is confirmed or confirmed as amended by the members it remains effective in the form in which it was confirmed. The bylaw, amendment or repeal ceases to have effect if it is not submitted to the members at the next meeting of members or if it is rejected by the members at the meeting.

B. This section does not apply to a bylaw that requires a special resolution of the members according to subsection 197(1) (fundamental change) of the Act because such bylaw amendments or repeals are only effective when confirmed by members.

Date modified: 01/18/2015 at the CUP National Plenary

Canadian University Press/ Presse Universitaire Canadienne
Human Resources Policy
Canadian University Press shall work with employees whenever possible to improve poor performance. Progressive discipline is for problems such as poor performance, late or incomplete work, poor behavior or lack of communication. CUP reserves the right, with cause, to terminate the employment of Officers of the corporation.

I. Code of Conduct

A. Scope
1. This code applies to the Canadian University Press (hitherto referred to as CUP) workplace. For the intent of the code the workplace is defined as CUP national office, the time at all CUP conferences, and board meetings , as well as the time spent traveling to and from said conferences and meetings. The CUP workplace also extends to all CUP listservs and communications from CUP email addresses as well as any other time that a CUP staff member, volunteer or member can reasonably be considered to be representing CUP.
2. This code applies to all members of CUP, meaning the staff and volunteers and all members of CUP papers, including paid staff and volunteers while in the CUP workplace. CUP encourages its member newspapers to adopt this Code.

B. Jurisdiction
1. Complaints with respect to a violation of this Code may be made by members of CUP in relation to the conduct of other members where the complainant is directly or indirectly affected by the conduct in question.

C. Rights
1. All CUP members may reasonably expect to pursue their work in a safe and civil environment. CUP therefore does not condone harassment or offenses against property. CUP does not condone harassment on the basis of race, colour, sexual orientation, disability, age, marital status, political or religious affiliation, place of origin, class or gender.

D. Harassment
1. Harassment may be verbal, physical, or psychological. It is unwelcome and unsolicited.
2. It may be one incident or a series of incidents.
3. Harassment consists of any vexatious comment or conduct that is known, or should reasonably be known, to be unwelcome.
4. Harassment may include, but is not limited to:
a) unwelcome remarks, jokes, innuendoes or taunts about a person’s body, clothing, sex, sexuality, racial background, disability, age;
b) insulting gestures and practical jokes: for example, of a sexist, racist or homophobic nature;
c) the display of pornographic and/or racist material;
d) leering;
e) refusing to talk to, or work cooperatively with a person because of her or his sex, race, colour, sexuality, age;
f) unwelcome physical contact, such as patting, touching, pinching;
g) unwelcome sexual overtures;
h) sexual assault;
i) physical assault; and,
j) creating, or threatening to create, a condition which unnecessarily endangers or threatens the health, safety or well­being of another member or group of members.

E. Behavioral Expectations
1. Members are expected to conduct themselves in a manner that is conducive to a positive environment and abstain from conduct that is detrimental to the reputation of CUP.
2. Those who hold positions at CUP must abide by the CUP code of conduct online when discussing CUP­related business, articles, or using a CUP­related social media account.
a) The general guideline is “if you wouldn’t publish it, don’t post it.”
b) If an individual includes an acknowledgement of a CUP position in their bio on a personal account, this policy also applies.

F. Offences Against Property
1. Offenses against property are defined as willfully or recklessly taking, having unauthorized possession of, and/or damaging or destroying any property belonging to:
a) CUP; or
b) Any member when such property is in the CUP workplace.
2. To threaten any of the above­mentioned offenses will be considered in the same light.

G. Conflict of Interest
1. As journalists we feel it is important to maintain accuracy, integrity and fairness in all situations. Thus we shall make every effort to avoid conflicts of interest, both real and perceived.
2. If a conflict of interest arises, the staff member in question shall inform the National Executive or human resources rep immediately, and a plan of action developed as quickly as possible.
3. To avoid conflict of interest:
a) there shall be a clear delineation between opinion pieces and reporting.
b)
2) CUP staff shall not write or edit articles concerning any organization movement or affiliation of which he or she is a volunteer, member, paid staff, or involved in any capacity.
c) CUP staff should not be working for any nonaffiliated political bodies or lobby groups.
d) CUP staff shall disclose previously existing relationships with sources or subjects.
e) CUP staff must not use privileged information obtained by their position to further personal interest.
(1) “Privileged information” can include but is not limited to confidential corporate information and story leads.
(2) Personal interest could include but is not limited to sharing or selling this information raw or in the form of a story.
(3) Any information gathered in an employee’s capacity as CUP staff be considered “privileged information.”
f) The national staff are not permitted to work for a competitive organization during their term of office, except when working for the organization as a Officer of CUP, as in a partnership. In circumstances of external work, the CUP board of directors shall make the final decision on whether it’s a conflict.

4. Recognizing our own fallibility as writers and editors, CUP staff are encouraged to ask for a second opinion or seek feedback if they are unsure if a conflict of interest exists.
5. Seeking and receiving feedback is a way to improve coverage on our newswire and in our papers.

H. Responsibilities
1. All CUP members are expected to refrain from violating this Code. Members of CUP who have supervisory authority over others bear particular responsibility to act in a timely and effective manner if they become aware of any violation of this Code.

I. Assistance from CUP Board HR Officer
1. The HR Officer will be the informant and enforcer of the CUP code of conduct and the HR policy to management and directors/officers. The management will inform and enforce HR policy and CUP code of conduct to staff, membership and conference delegates.
2. This Code establishes that the CUP Board Human Resource Officer is mandated to assist CUP members in resolving incidents involving an alleged violation of this Code, in an effective and constructive manner. Such assistance is available to individuals who believe that they have been subjected to conduct that violates this Code, to those with supervisory authority who are called upon to respond to incidents of such conduct, and to those individuals who have been charged with the violation of this Code.
3. In the case where the HR Officer has violated this Code or is perceived to pose a conflict of interest to the case, the complainant may seek assistance from the Chairperson of the Board. The Chairperson thus takes on the role of the HR Officer for this purpose.

J. Complaints Subject to a Range of Responses
1. In keeping with the desire to settle conflicts in an effective and constructive manner, CUP shall endeavour to seek an appropriate response to any alleged violations of this Code, ranging from the use of alternate methods of conflict resolution to formal procedures for adjudicating complaints .If a violation has occurred, every attempt shall be made to use remedies and sanctions that restore harmony, collegiality and cooperation between members.
2. After consulting the HR Officer, the complainant shall decide upon one of the following courses of action:
a) To take no further action;
b) To proceed with informal conflict resolution, mediated by the HR Officer, or by an
c) alternate mediator, should the HR Officer feel it necessary to seek outside mediation;
d) To pursue any other course of action available at law; or
e) To file a formal complaint.

K. Formal Complaint
1. At all stages of the complaint procedure the rights to confidentiality and fairness of both the complainant(s) and the defendant(s) shall be held in the highest regard by all participants.
a) Normally, a formal complaint should be made within two months of the alleged violation. This period may be extended at the discretion of the HR Officer or alternate recipient of the complaint.
b) Any formal complaint must be made in writing and include substantive detail as to the nature and extent of the alleged code violation(s), and must specify the identity of the defendant(s).
c) Complaints should only be filed by those directly affected by the alleged violation. Complaints may not be brought on behalf of another party.
d) Formal complaints should be filed to the attention HR Officer of the CUP Board.
e) The complaint may be filed to the Chair of the CUP Board in lieu of the HR Officer should either the complainant or the HR Officer feel that the latter is not able to fairly process the complaint.
f) In either of the events that both the HR Officer and Chair prove to be either unavailable, or have recused themselves, then any other voting member of the CUP Board, or the President or National Bureau Chief may receive the complaint.
g) The recipient of the complaint will then act as chair of the grievance committee.
h) The committee chair shall hold the complaint in confidence.
i) The committee chair shall inform the complainant(s) of any delays regarding the complaint procedure, should they occur.

L. Initial Composition of the Grievance Committee
1. The grievance committee shall be composed of three (3) officers of Canadian University Press according to the following guidelines and procedure.
a) The chair of the committee shall work to immediately fill the two other positions, avoiding any persons known to be substantially in conflict with either the complainant(s) or defendant(s).
b) The first additional member of the committee shall be a voting director of the CUP Board The second additional member of the committee shall be the National Executive or, if they prove unavailable, one of the Women’s Issues, Queer Issues, Disabilities, or Anti­racism Coordinators,
c) Preference should be given to selecting committee members who can meet in person, though meeting by conference telephone call may be necessary in some situations,
d) The chair should also recognize the need to represent a diversity of backgrounds and opinions on the committee.
e) Having preliminarily established an absence of malice or conflict on the part of a prospective member of the committee, the chair shall disclose the written complaint to the prospective committee member in strict, stated confidence. The chair shall then ask the prospective committee member to declare if they feel able to deal fairly with the complaint involving the named parties. If they can not do so then they shall be replaced by another suitable member according to the criteria set out in this policy.
f) The chair shall make every reasonable effort to complete the initial selection of the grievance committee within 48 hours of receiving the complaint; sooner if practicable.
g) The chair will notify the complainant(s) of the composition of the grievance committee to ensure there are no substantial conflicts from the perspective of the complainant(s). It shall fall to the judgment of the committee as a whole to weigh any objections.

M. Notification of Defendant(s) and Right of Reply
1. The chair of the committee shall make every reasonable effort to notify the defendant(s) in writing that a complaint has been filed within 24 hours of the approval of the committee by the complainant(s); sooner if practicable.
2. The composition of the committee shall also be disclosed at this time.
3. The defendant(s) shall receive a copy of the formal complaint as well.
4. The defendant(s) shall be encouraged to submit a written statement in answer to the complaint.
5. The defendant(s) shall also be expressly notified of the opportunity to state, in writing, any objections to the composition of the committee.
6. The defendant(s) shall normally have 48 hours to compose these responses, though this may be extended at the discretion of the committee.

N. Committee Review
1. Immediately after receipt of documents from the defendant(s) the chair shall disclose to the grievance committee the defendant(s)’ reply to the allegations.
2. Any objection on the part of the defendant(s) to the composition of the board shall also be reviewed.
3. If any two members of the committee feel the third to be in a substantial conflict, and the third does not willingly recuse him/herself, then the third may be removed by the two and a new third may be sought according to guidelines in this policy.
4. If the chair is dismissed by the other two then the first committee member from the list in this policy shall become the new chair. The new chair shall select a new member of the committee from that same list to fill the vacancy.
5. In the event that the composition of the grievance committee changes by resignation or removal, both the complainant(s) and defendant(s) shall have a right of reply to the appointment of any new member of the committee.
6. Objections to these appointment shall be weighed by the committee and, if warranted, the new member may be removed and replaced by another candidate from the list in this policy.
7. Any dismissed member shall continue to maintain the confidence of all knowledge pertaining to the complaint and reply thereto.
8. The intent of this provision is to ensure that the committee is fair and impartial; these procedures should not be employed frivolously to delay the proceedings.

O. Investigation
1. The committee shall investigate the details of the alleged code violation to ascertain their veracity.
2. Any interviews conducted shall be recorded and transcribed for the investigation file.
3. Interviews shall be conducted only in the presence of all members of the committee; though meeting in person is preferred this provision may be satisfied by conference calling.
4. Both the complainant(s) and defendant(s) shall have the opportunity to suggest witnesses for interview.
5. Hearsay shall not be admissible and shall be stricken from the record. (Hearsay may be understood as second­hand evidence in which the witness is not telling what he/she knows personally, but what others have said to him/her).
6. Committee members shall not ask leading questions of the witness. (Leading questions are those which supply new information to the witness or otherwise suggest an answer or putting words in the mouth of the witness.)
7. Witnesses shall be entitled to request a copy of the transcript of their interview no less than 48 hours from giving it, and may ask for it from the investigation file at any time until the records are destroyed in accordance with provisions in this policy.
8. Witnesses may correct errors they note but may not change their testimony. If witnesses persist in desiring to significantly alter their statements then their entire testimony shall be deemed discredited and hence ignored.
9. Once the committee is satisfied with the evidence collected they shall forward it to the defendant(s) for review.
10. The defendant(s) shall be given the opportunity to respond in writing to any evidence considered by the committee.

P. Decision
1. The committee may not render a decision until it has collected sufficient facts upon which to act. Decisions must be in writing and must enumerate the rationale for their ruling.
2. The grievance committee:
a) May dismiss the complaint if found to be groundless or dilatory.
b) May recommend another form of mediation if the complaint does not fall within the purview of this code.
c) In respect of a defendant who is a representative of a member paper and not also an officer of CUP the committee may resolve any of the following individually or in combination:
(1) To request an apology from the defendant(s);
(2) To issue a confidential formal notice of reprimand of the defendant to the attention of appropriate authorities at the defendant(s)’ paper;
(3) To issue a temporary suspension of privileges of the defendant, including automatic and immediate expulsion from any CUP function and/or cessation participation in any on­line CUP community (this provision is intended to be employed to remove offenders deemed to pose a serious risk to the safety of others, with more permanent action to be taken pending the outcome of a related proceeding, e.g. a criminal case, some other arbitration or a related appeal to the CUP Board); and/or,
(4) To recommend to the CUP Board a permanent revocation of the defendant(s)’ privileges, enjoining them from ever attending conferences, participating in any on­line CUP community, or running for any CUP offices.
d) In respect of a defendant who is an officer of CUP, the committee may resolve any of the following individually or in combination:
(1) To request an apology from the defendant(s);
(2) To issue a formal reprimand for the personnel file (which may be referenced in combination with later reprimands or warnings [issued as part of other grievances adjudicated under article 11 of the constitution] as cause for termination by the CUP Board);
(3) To order an immediate short­term suspension with pay (if applicable) for up to two weeks, which shall include immediate expulsion from any CUP conferences and/or meetings (this provision is intended to be employed to remove offenders deemed to pose a serious risk to the safety of others, with more permanent action to be taken pending the outcome of a related proceeding, e.g. criminal, or pending the decision of the CUP Board on the recommendation of termination). The suspension may be extended indefinitely at the discretion of the CUP Board;
(4) To refer a recommendation of termination of employment or contract (if applicable) to the CUP Board for ratification; and/or,
(5) To recommend to the CUP Board a permanent revocation of the defendant(s)’ privileges, enjoining them from ever attending conferences, participating in any on­line CUP community, or running for any CUP offices.
3. Though the members of the committee will ideally be in consensus, a member in disagreement with the decision’s grounds and/or scope must detail their reasoning in a dissenting opinion as part of the written decision.

Q. Role of the CUP Board: Referrals for Ratification of Certain Decisions; Appeals
1. It shall fall to the CUP Board to act as the body of appeal for all matters arising from this Code’s grievance committee process. It must be stressed that aspects of the complaints and the identity of those involved shall be kept in the strictest confidence and that all discussions shall be held in camera.
a) The complainant(s) may appeal dismissal of the complaint to the CUP Board in writing within one month of the decision by the grievance committee.
b) Any member of the CUP Board in a conflict of interest or named in the complaint shall recuse themselves from any discussion of the issue at the Board. A two­thirds majority of other voting members of the board may force this recusal.
c) The extension of any suspension must be ratified by the CUP Board with full reference to the investigation files. It shall fall to the CUP Board at that time to decide whether the suspension will include pay (if applicable), and whether to replace the defendant(s) on an interim basis (if applicable).
d) Any recommendation for termination or permanent revocation of privileges must be ratified by the CUP Board with full reference to the investigation files.
e) The defendant(s) may appeal any ratification decision of the CUP Board in writing.
f) 6) The defendant(s) is/are entitled to a hearing before the CUP Board in respect of any appeal.
g) All decisions of the CUP Board must be given in writing and must include reasoning, and shall be appropriately filed with other documents from the investigation. As with decisions from the committee level, dissenting opinions shall be included if applicable.

R. Methods of Communication
1. Both complainants and defendants are entitled to the speedy resolution of these proceedings. As such, various methods may be employed to correspond provided the confidentiality of material being transmitted is assured.
a) With the permission of the recipient, email may be used to transmit documents, with the telephone used to verify receipt.
b) With the permission of the recipient, facsimile may be used to transmit documents with the telephone used to verify receipt.
c) Interviews during the investigation phase may be conducted either in person or via telephone,
d) in the latter case provided all members of the committee are participating via conference call.
e) Ideally the grievance committee will meet in person, but if necessary they may convene by telephone provided all members are in receipt of the same documents, and provided all members are accounted for via conference call.

S. Records of Decisions and Investigations
1. The written decision issued by the grievance committee or subsequently by the CUP Board will be included in the personnel file of the defendant(s) along with the investigation transcripts, as well as the original written complaint and reply.
a) Both the complainant(s) and the defendant(s) have the right to see these documents;
b) Other witnesses in the investigation do not.
2. Records from complaints deemed dilatory or groundless shall be destroyed after one month, once the window for appeal has elapsed.
3. Records of all other complaints and decisions shall be retained in the files for three (3) years, at which point they shall be destroyed under the supervision of the CUP National Executive and HR Officer.

T. Notification of Decisions
1. The right to confidentiality of complainants and defendants must be balanced firstly against Directors’ need to be aware, and secondly against need for members to be kept aware of the disposition of their officers.
2. Decisions arising out of this process, both of the committee and the CUP Board shall remain confidential except in the following cases, and even so only specified aspects will be made selectively available according to the stipulations in each case:
a) In the event of any reprimand being issued to a CUP officer, the CUP Board shall be notified in camera of the identity of those reprimanded, but not of the specifics of the complaint.
b) In the event of a reprimand of a conference delegate, the CUP Board shall be notified and the senior representative of the defendant’s paper shall also be notified. The details of the complaint and arising decision shall otherwise remain confidential.
c) In the event of any suspensions arising from this process, members will be notified of the suspension of the defendant, and further that it came about as a consequence of a Code of Conduct violation, and told what other process is (appeal to the CUP Board or appeal to the courts in answer to the decision). The details of the complaint and arising decision shall otherwise remain confidential.
d) In the event of a termination by the CUP Board, based on the recommendation of the grievance committee, members shall be notified that the defendant has been dismissed on the basis of a Code of Conduct violation. The details of the complaint and the decision shall otherwise remain confidential.
e) 5) None of the provisions laid out in this section shall be interpreted as to limit the power of the CUP Board to consider all evidence on a confidential basis in the event of an appeal.

U. Informing the Community
1. The CUP Board Human Resource Officer shall undertake to inform all members, staff and volunteers of CUP of the provisions of this Code and the services provided along with it.

V. Fairness and Consistency
1. Complaints made under this Code shall be adjudicated in a manner that is consistent with the principles of natural justice and fair for all parties to the complaint, regardless of constituency. The principles of natural justice may be defined broadly as the obligation to hear the other side and to make a decision untainted by bias.

W. Consultation With The CUP Board HR Officer
1. The CUP Board HR Officer shall be impartial in the exercise of her/his functions, and shall respect the confidentiality of all parties to any matter in which the HR Officer has been requested to assist.

X. Complaints Relating to the Operations of the HR Officer
1. If a member considers that the HR Officer has failed to follow the procedures outlined in this Code, with respect to any matter to which the member has been a party, she or he may submit a written complaint, detailing the alleged procedural failure, to the President or Chairperson of the CUP Board. The President or Chairperson shall investigate the complaint against the HR Officer and inform the member of the results of the investigation. The President or Chairperson, shall decide upon an appropriate disciplinary course of action.
2. In the case where the Chairperson is acting as HR Officer, the complainant shall file their complaint with another member of the CUP Board to carry out this function.

Y. Recourse to Law
1. This Code does not detract from the right of members to seek the recourse of law.

II. Progressive Discipline for Part­time Staff

A. A. Should any party feel that a staff member (includes all positions paid by CUP or by grants secured by CUP) is found to be in violation of the terms of his/her contract, or fails to fulfill aspects of his/her job description, the following disciplinary measures will take place.

B. This procedure is meant to apply to staff members who are not performing to CUP’s expectations and does not preclude CUP from terminating a term of employment without notice or severance with just cause such as under the circumstances of job abandonment, severe dereliction of duties, sexual assault, fraud, embezzlement, etc.
1. The first warning is verbal and given by the CUP National Executive. Both warnings must include specific examples of the behaviour that needs to be changed and suggestions for performance improvement. Each of the warnings must be documented and filed in the confidential personnel files by the National Executive. Documentation should include the date of the warning, the improvements that needed to be made and the signatures of those who gave the warning. Documentation should also include any responses by the staff member in question to the charges of poor performance. At least one week must elapse between the first and second warning.
2. The Second and Final warning is written and given to the staff member by the CUP 1. 10 National Executive. The second warning must include suggestions for performance improvement and explicitly state that if poor performance continues the staff member will be fired. A copy of the third warning must be signed and dated by the staff member in question and filed in the confidential personnel file by the National Executive. If the staff member disagrees with the content of the warning, he or she can write a letter to the National Executive outlining what he or she disagrees with. The third and final warning must be given no less than one week after the second warning.
3. The National Executive will inform the CUP Board that the staff member has received a third and final warning and that if performance does not improve the staff members’ contract will be terminated. In the case that the staff member in question has filed a formal letter of disagreement with the warning to the National Executive the CUP Board will also be informed about the content of the letter.
4. The National Executive shall send a letter to said staff member indicating the board’s acknowledgement of the warnings and advising the staff member they will face dismissal pending another infraction of their job description and/or contract.
5. Dismissal: If the staff member in question’s performance has not improved after a period of no less than one week after the second warning, the National Executive, will terminate of the staff member’s contract resulting in immediate dismissal. The National Executive must contact said staff member immediately to notify him/her and send a formal letter documenting the dismissal. The National Executive must file a copy of this letter in the confidential personnel file.
6. This procedure is meant to apply to staff members who are not performing to CUP’s expectations and does not preclude CUP from terminating a term of employment without notice or severance with just cause such as under the extreme circumstances of sexual assault, fraud, embezzlement, etc.

III. Progressive Discipline for National Executive
A. Should any party feel that the National Executive is not meeting the terms of his/her contract or is not fulfilling aspects of his/her job description, the following procedure shall be followed. This procedure is meant to apply to staff members who are not performing to CUP’s expectations and does not preclude CUP from terminating a term of employment without notice or severance with just cause such as under the circumstances of job abandonment, severe dereliction of duties, sexual assault, fraud, embezzlement, etc.
1. The complainant will send a formal grievance letter to the CUP HR Officer. The letter should outline the specific grievance and what action the complainant wishes to see.
2. Upon receipt of a formal grievance letter, the President or Board Chair and HR Officer. must meet to discuss the grievance. The President or Board Chair and HR Officer will proceed with progressive discipline at their discretion. If they decide formal discipline is necessary the Board HR officer must immediately arrange for a meeting with said staff member. The HR Officer and President or Chair will endeavour to maintain the confidentiality of the complainant at all times. The HR Officer will be responsible for filing all correspondence and documentation of the disciplinary process and for maintaining its confidentiality.
3. The first two warnings are oral and given by the President or Board Chair and HR Officer. Both warnings must include specific examples of the behaviour that needs to be changed and suggestions for performance improvement. Each of the warnings must be documented and filed in the confidential personnel files kept by the HR Officer. Documentation should include the date of the warning, the improvements that need to be made and the signatures of the HR Officer and Chair. Documentation should also include any responses by the staff member in question to the charges of poor performance. At least two weeks must elapse between the first and second warning.
4. Upon the receipt of a third grievance letter the CUP Board HR Officer and President or Chair will call an emergency meeting of the CUP Board of Directors to discuss the third and final warning.
a) The third and final warning will be given at the discretion of the CUP Board.
b) The third and final warning is written, signed and given to the staff member by the Board HR Officer and President or Chair.
c) The third warning must include suggestions for performance improvement and explicitly state that if poor performance continues the staff member will be fired.
d) A copy of the third warning must be signed and dated by the staff member in question and filed in the confidential personnel file by the HR Officer.
e) If the staff member disagrees with the content of the warning, he or she can write a letter to the HR Officer. outlining what he or she disagrees with.
f) A third warning must be given no less than two weeks after a second warning.
5. The CUP board’s Human Resources Rep. shall send a letter to said staff member indicating the board’s acknowledgement of the warnings and letting the staff member know that they will face dismissal pending another infraction of their job description and/or contract.
6. Dismissal: If a fourth grievance letter is filed after a period of no less than two weeks, the HR Officer and President or Chair must call an emergency meeting of the CUP Board to discuss the possible dismissal of the staff member in question. In the event that the CUP Board moves to dismiss the staff member the motion must have 2/3 to carry.
7. The HR Officer and at least one other member of the Board must contact said staff member immediately to notify him/her that the CUP Board has voted in favour of his/her dismissal, pending ratification by plenary. The Board must also send a formal letter documenting the dismissal to said staff member. The HR Officer must file a copy of this letter in the confidential personnel file.
8. Immediately after contacting said staff member the HR Officer will post a notice to the CUP member listserv informing all members that the progressive discipline process has been exhausted and that the termination of the staff member’s contract is up for member’s ratification.
9. A vote for impeachment of the National Executive at the next National conference (if it is within two months of this final infraction) be brought forward by the CUP Board of Directors. A referendum will otherwise be held by the CUP Board of Directors.
10. The CUP Board of Directors will elect hire an interim National Executive until one can be elected by member papers.
11. This procedure is meant to apply to staff members who are not performing to CUP’s expectations and does not preclude CUP from terminating a term of employment without notice or severance with just cause such as under the circumstances of job abandonment, failure to improve, failure to respond to pleas for adequate communication, extreme disregard for job duties as decided by the staff member’s immediate supervisor, severe dereliction of duties, sexual assault, fraud, embezzlement, etc.

IV. Emergency Removal Procedure
A. Under extreme circumstances such as sexual assault, fraud, embezzlement, etc., the CUP Board shall have the authority to terminate immediately the employment of any CUP staff member as outlined in the Progressive Discipline Policy.
B. The HR Officer and at least one other member of the Board must notify said staff member of the grievance.
C. An emergency board meeting shall be set for no more than ten days from notification. Immediately following notification, the staff member shall be suspended until the Board has made its decision
D. Member papers will be advised of the situation via the CUP listserv, and encouraged to broach their questions or concerns prior to the emergency board meeting.
E. The staff member shall be entitled to legal counsel, and encouraged to speak to the grievance.
F. The Board will release a decision to the membership within 48 hours of the meeting, barring any unforeseen legal concerns.

V. Impeachment Procedure

A. If a member has a motion for impeachment that motion must be submitted in writing to the CUP President or Board Chair and to the HR Officer. In the event of a conflict of interest with a CUP President or Board Chair or HR Officer the second copy of the motion shall be submitted to the CUP Board Vice­Chair.
B. After those who received the motion have sought legal counsel, the CUP Board will convene for an emergency session and will submit to the member in question, the mover, 1. 13 and to the seconder a statement as to the legal ramifications of the motion to impeach. 24 hours following the aforementioned parties having been sent the statement of legal ramifications either the President or Chair, the HR Officer or the Vice Chair shall distribute the motion to impeach to all members.
C. Those who receive the motion must distribute it to all members within 24 hours, after having discussed the motion with the mover and the seconder and having sought legal counsel.
D. An emergency plenary session will convene to meet and vote on the motion as soon as all papers register for the conference have at least one representative in attendance.
E. No delegate may leave or join said emergency plenary in mid­session nor may they communicate with parties outside of said session.
F. The conference coordinators are responsible for taking proper precautions to ensure the safety of the staff member in question, of the mover, and of the seconder.

VI. Bail
A. The national executive, at its discretion, may post bail for any CUP employee.

VII. Unpaid Leave(s) of Absense
A. The National Executive is eligible to take up to ten regular business days of unpaid leave during the term of employment.
B. Any leave of absence must be approved by the CUP Board of Directors.
C. Notwithstanding extenuating circumstances, all applications for leave must be made to the Board no less than fifteen regular business days before desired start date of the leave.
D. The Board must approve the leave no less than ten regular business days before the start of the leave of absence.
E. Notwithstanding extenuating circumstances, the Board shall not grant any leave during the months of September or January.
F. Upon approval of the leave, the CUP Board will:
1. Work with the National Executive to determine who will cover essential duties during the absence.
2. Communicate to membership the name of the staff member it has granted leave to, the duration of the leave, and which staff members will be accepting which duties during the absence.

VIII. Sensitivity Training
A. CUP will offer sensitivity and anti­oppression training at the Summer School training session each year.

VIII. National Conference Staff
A. National Conference Staff is defined as any CUP staff or members hired or chosen to serve as “staff” at a national conference. This includes but is not limited to:
1. The National Executive, CUP President, Conference coordinator(s), Board of Directors, Commission facilitators, safety coordinator(s), newsletter coordinator(s).
B. All conference staff, excluding the conference coordinators, shall be required to work a minimum of one safety shift and one “on call” shift during the course of the conference.
1. At least one conference coordinator shall be deemed “on duty” and available for contact at all times. The on duty coordinator will be clearly outlined in the safety shift schedule.
2. The National Executive will organize and distribute the safety shift schedule to all staff before the first day of the conference.
C. Staff scheduled to work or be on call for safety shifts are prohibited from consuming any alcohol or controlled substances for 4 hours before the first safety shift of the day and 4 hours after the last safety shift of the work day is over.
D. During the final night gala and any other event or evening designated by the board of directors, upon the recommendation of the conference and /or national staff, all National Conference Staff shall be considered on duty and shall be prohibited from consuming alcohol or other controlled substances for 4 hours before the event begins until 4 hours after the last safety shift of the work day is over.
E. Failure of National Conference staff to strictly adhere to these policies will result in enacting the procedures outlined in the CUP Progressive Discipline policy.
F. All National Conference Staff shall be required to sign a contract indicating they are aware of and intend to adhere to: these policies, the CUP Code of Conduct, Human Resources Policies (in particular the progressive disciplinary policies) and any supplementary policies outlined by the board of directors prior to the beginning of each conference.

PART II: JOB DESCRIPTIONS
I. PRESIDENT
A. Definition
1. The President is responsible for governing CUP and representing CUP to other organizations and the community at large.
2. The President is responsible for enacting the mandate of plenary and chairing the board of directors between national plenaries.
B. Goals:
1. The President will set organizational goals and direction for the duration of the term of office.
2. The President will act as a public advocate for the student press.
C. Financial duties:
1. The President will act as signing officer for CUP.
2. All expenditures by regional staff according to priorities set by regions must be authorized by the President or National Executive.
D. Member relations:
1. Respond to information requests in cooperation with the National Executive.
2. Keep track of member papers through direct communication and regional directors.
E. General
1. The President will share responsibility for attending regional conferences with the National Executive when budget permits.
2. The President will provide assistance and resources to regional conference coordinators and help coordinators to develop a budget for their event.
F. Boards
1. The President will serve as chair of the CUP board of directors.
2. The President will ensure that all members of the CUP Board of Directors receive their board packages at least five working days before each board meeting.
3. The President is responsible for composing an introduction package for the CUP board of directors by the first meeting of the year. The package should include exit reports, a vision for the upcoming year, the board policies and procedures manual, motions passed at the previous national plenary, and updated copies of the CUP bylaws and Policy Manuals.
G. National Conference:
1. The President will act as a resource at plenary and be the Joint Commission Facilitator at the National Conference.
H. Reports:
1. The President will write a report for the National Conference binder, detailing work completed, challenges faced and items of concern and celebration.
2. The President will prepare an end of year transition report for the incoming President to be presented to the CUP board at the final meeting of the year, detailing work completed, challenges faced and items of concern and celebration.
I. Term of office:
1. The President’s term begins May 1 and concludes April 30 the following year.
J. Remuneration:
1. The annual salary of the President is outlined in the CUP budget.
K. Discipline:
1.
i. If the President does not meet the expectations of this job description, he or she will be subject to CUP’s progressive discipline policy as laid out in section VII.3 of the Policy Manual.
L. Hiring:
1. The President is elected by a simple majority (50 per cent plus one) by plenary at the National Plenary

II. CUP Board Regional Representative
A. Definition
1. CUP will ensure there is one director elected in each of the following regions: Atlantic Canada, Quebec, Prairies and Northern, Western (B.C. & Yukon) and Ontario.
2. CUP regional directors will represent the member papers of their region at the CUP board level and act as a liaison between member papers and the National Office.

B. Goals
1. The CUP regional representative’s primary duty is to encourage members to fulfill their responsibilities to CUP.
2. The CUP regional representative is also required to attend all CUP board meetings.

C. Resources
1. The CUP regional representative can request access to a regional travel fund, used for travel expenses to either report on a story or conduct CUP­related business and workshops at locations outside of the regional director’s home city, from National Office.

D. Member Communication
1. Phone/email all member papers by the end of August to make contact and outline the ways in which they can use the CUP regional director as a resource. The director should also determine how to continue contact with the member on a frequent basis.
2. Respond to all member inquiries by email within 72 hours barring extreme circumstances.
3. Initiate and maintain communication with member and trial papers with the least possible cost to CUP.
4. Communicate regularly with the Bureau Chiefs for their respective regions to share information and coordinate services to papers in the region.
5. Work, in conjunction with the President and National Executive, to seek and recruit new members within the region.
6. Request (though not require) each constituent member’s constitution, budgets, staff positions and structures for archival and referral purposes by Sept. 21 of each year and make such documents available through the CUP website, with the permission of that member paper.

E. National Conference
1. i. Act as a resource for plenary and commissions at the National Conference.

F. Regional Conferences
1. Chair all plenary sessions held at regional conferences.

G. Reports
1. Write a report for the National Conference binder, detailing work completed, challenges faced and items of concern and celebration.
2. Provide a detailed transition report about his/her experiences in the position to incoming regional directors detailing work completed, challenges faced and items of concern and celebration. The report should also cover problems, or suggestions that may require special attention.

H. General
1. Directors will attend CUP regional conferences, the National Conference and Summer School as funds allow.
2. Directors will perform other duties deemed important by the region.
3. Directors are required to submit receipts and keep track of spending, so accurate budgetary reports may be provided to National Office by the end of the term of office.
4. Directors will read CUP’s constitution, standing resolutions and policy manual before the first board meeting.

I. Term of Office
1. The CUP regional director’s term will run for two (2) years from May 1 (or upon being elected or appointed after May 1) until April 30 of the final year.
2. The election of regional directors will be staggered, with half of the board of directors being hired each year, beginning with Western, Atlantic and one Ontario director. Prairies, Quebec, and the other Ontario director will be hired the following year.
3. Regional directors must be an active member of a CUP paper for the duration of the director’s first year on the board, and the following year it is not required to be an active member of a CUP paper.

J. Remuneration
1. The annual stipend for Regional Directors is outlined in the CUP budget. The stipend shall be divided by the number of in­person board meetings and an equal share will be paid out per meeting attended.
2. The Regional Directors will receive 40% of their stipend (considering two years’ stipend as a whole) in the first year of their terms, and the remaining 60% in their second year of terms. If a Regional Director abdicates his/her position after completion of the first year, s/he thereby forfeits all of the remaining 60% of his/her stipend.
3. 20 per cent of the stipend will be placed in conditional pay pending submission of an end­of­year report and fulfillment of this job description.

K. Discipline
1. Directors who do not meet the expectations of this job description will be subject to CUP’s Progressive Discipline policy.

L. Hiring
1. Regional Representatives are elected by a simple majority vote (50 per cent plus one) following CUP policies for regional elections.

III. National Executive

A. Definition
1. The National Executive is CUP’s chief administrator and is responsible for running for the organization and representing CUP to other organizations and the community at large.
2. The National Executive is also CUP’s chief editor and is responsible for running CUP’s editorial services, including but not limited to the national wire, Bureau Chiefs and Editors, maintaining resource guides, and acting as a general editorial resource for the membership.
3. The National Executive is responsible carrying out all duties assigned to in CUP’s bylaws.

B. Financial Duties
1. The National Executive will serve as chief executive officer and chief financial officer and act as signing officer for CUP.
2. All expenditures by regional staff according to priorities set by regions must be authorized by the National Executive.
3. The National Executive is responsible for calculating membership fees and mailing invoices to member papers.
4. The National Executive is responsible for dealing with problem bills.
5. The National Executive will fulfill financial requirements to supplement jobs performed by the bookkeeper including but not limited to invoicing, recording accounts receivable,tracking accounts receivable, banking, and writing cheques.
6. The National Executive will provide financial statements to the treasurer of the CUP board of directors as requested.

C. Editorial duties
1. The National Executive will be responsible for any and all editorial content that is published by CUP on cupwire.ca, ensuring that any content published are neither libellous nor in contempt of court, meet CUP’s style standards, are factual, grammatical and spelling error free and localized references are eliminated if applicable.
2. The National Executive will plan and oversee CUP’s social media strategy.

D. Member Relations
1. Outline all services provided by CUP and its staff at the beginning of September and January of each fiscal year either by mail or email.
2. Call and make contact with every member paper at least once by the end of September. Respond to information requests. Keep track of member papers through direct communication and regional representatives.
3. The National Executive will undertake recruitment efforts to grow CUP’s membership,including but not limited to maintaining regular contact with non­CUP papers, keeping an updated contact list of non­CUP paper editors, distribute recruitment packages and do appropriate follow up, and target specific papers for face­to­face recruitment by national staff in consultation with the Board of Directors.

E. General
1. The National Executive will be responsible for attending regional conferences when budget permits.
2. The National Executive will do general office work such as answering the phone, filing and general office upkeep.
3. The National Executive will oversee office equipment, contracts and new purchases.
4. The National Executive will endeavour to learn the CUP­provided CMS or server storage system and liaise with whoever is maintaining the system on a regular basis.
5. The National Executive will provide assistance and resources to regional conference coordinators and help coordinators to develop a budget for their event.
6. The National Executive will oversee the hiring and supervision of contract positions in accordance with CUP’s policy manual when necessary, including but not limited to applying for a Human Resource Development Canada summer student grant when the budget permits.
7. The National Executive will determine ways to acquire volunteer National Office staff as needed.
8. The National Executive will update the alumni database as necessary, including adding all new CUP staff, and maintain communication with CUP alumni.
9. The National Executive will spend two weeks training the incoming National Executive during the last two weeks of the term of office.

F. National Conference
1. The National Executive will act as a resource at plenary and for commissions at the National Conference.
2. The National Executive must ensure CUP’s editorial needs are being met throughout the duration of the National Conference, including but not limited to ensuring stories are being published to the wire and fulfilling requests from member newspapers.

G. Reports
1. The National Executive will provide a written report for every meeting of the CUP board of directors, detailing work completed, challenges faced and items of concern and celebration.
2. The National Executive will write a report for the National Conference binder, detailing work completed, challenges faced and items of concern and celebration.
3. The National Executive will prepare an end of year transition report for the incoming National Executive to be presented to the CUP board at the final meeting of the year, detailing work completed, challenges faced and items of concern and celebration.

H. Term of Office
1. The National Executive’s term begins May 1 and concludes April 30 the following year. The position is based on 52 week term of office at 10 hours per week from May 1 to August 14 and 40 hours per week from August 15 to April 30.

I. Remuneration
1. The annual salary of the National Executive is outlined in the CUP budget.

J. Discipline
1. If the National Executive does not meet the expectations of this job description, he or she will be subject to CUP’s Progressive Discipline Policy.

IV. Bureau Chief
A. A. Definition
1. Canadian University Press will staff one bureau in the following areas: Atlantic Canada, Quebec, Ontario, the Prairies, B.C. and Ottawa.
2. Regional Bureau Chiefs will also cover one section beat and produce content that can be used by all CUP papers. Beats may be: Sports, Arts & Life, Opinion, Labour, Science & Technology
3. Bureau Chiefs will report to the National Executive.

B. Goals
1. Bureau Chiefs will be responsible for covering events happening in and around their regions sections and educational institutions that are of national interest.
2. Bureau Chiefs are also responsible for covering government events, meetings, caucuses and happenings in the provincial legislature(s), with an eye for youth and educational issues that are of national interest.
3. The Ottawa Bureau Chief is responsible for covering federal government events, meetings, caucuses and happenings on Parliament Hill, as well as national interest and lobby groups and events in Ottawa.
4. The Quebec Bureau Chief is responsible for covering events outside of Montreal and maintaining a working relationship with CUP’s newspapers in Montreal to facilitate coverage of the city where appropriate.
5. The B.C. Bureau Chief is responsible for covering events and issues occurring in the North.

C. Reporting
1. Bureau Chiefs will be responsible for meeting a story quota of at least 15 each semester for CUP’s national wire.
2. Bureau Chiefs will be responsible for submitting artwork with each story filed and working with CUP’s multimedia editor to provide multimedia assets, including but not limited to infographics, audio reporting, video reporting, alternative story formats, etc., where appropriate.
3. Bureau Chiefs will also be responsible for staffing requests for coverage from member papers, including but not limited to covering stories, completing interviews, organizing multimedia, etc.

D. Resources
1. Bureau Chiefs can request access to a fieldwork fund, used for reporting­related expenses, from National Office.
2. Bureau Chiefs can request access to a regional travel fund, used for travel expenses to either report on a story or conduct CUP­related business and/or workshops at locations outside of the Bureau Chief’s home city, from National Office.
3. Bureau Chiefs located in a provincial capital can request a press pass to the provincial legislature from National Office.
4. The Ottawa Bureau Chief may be given a press pass to the Parliamentary Press Gallery by National Office.
5. Bureau Chiefs will maintain a list of contacts, on an ongoing basis, including lobby groups, student leaders and councils, experts frequently consulted, various governmental groups and departments, and any other useful contacts to be shared with CUP member papers and other CUP staff.

E. Member Resources and Training
1. Bureau Chiefs will act as a resource for member papers in their regions with the intent to give feedback on paper content, writing style and story ideas on an ongoing basis as requested.
2. Bureau Chiefs will provide story ideas and assist in increasing any member newspaper’s reporting skills upon request.
3. Bureau Chiefs should help organize technical and issues seminars for member newspapers in their region that improve journalism skills upon request and ensure, whenever possible, that these seminars keep costs low.
4. Bureau Chiefs will maintain regular contact with member newspapers and aid Regional Representatives in recruitment efforts.

F. Promotion
1. Bureau Chiefs will encourage all papers in their region to contribute stories of national interest to the wire.
2. Bureau Chiefs will contact all papers in the region to outline ways member papers can use the bureau as a resource.
3. Bureau Chiefs will work to maintain CUP’s social media accounts by promoting their own work, that of member newspapers and other relevant news.

G. General
1. Bureau Chiefs will attend CUP regional conferences, the National Conference and Summer School as funds allow.
2. Bureau Chiefs will communicate regularly with the National Executive and other bureaus and editors.
3. Bureau Chiefs are required to submit receipts and keep track of spending, so accurate budgetary reports may be provided to National Office by the end of the term of office.

H. Reports
1. Bureau Chiefs will write a report for the National Conference binder, detailing work completed, challenges faced and items of concern and celebration.
2. Bureau Chiefs will write a transition report for the incoming bureau to be completed by the end of the term of office detailing work completed, challenges faced and items of concern and celebration. The report should also include a list of contacts.

I. Term of Office
1. The Bureau Chief’s term will run from May 1 (or upon being hired after May 1) until April 30.
2. The editorial components of this job description are considered active beginning the week before the start of each semester.
3. Any pay mentioned in this job description will be provided from Sept. 1 to April 30.
4. Bureau Chiefs must be an active member of a CUP paper during their term of office.

J. Remuneration
1. The annual salary of the Bureau Chief is outlined in the CUP budget.
2. 20 per cent of the salary will be placed in conditional pay pending submission of an end­of­year report and fulfillment of this job description.

K. Discipline
1. Bureau Chiefs who do not meet the expectations of this job description will be subject to CUP’s Progressive Discipline Policy

L. Hiring
1. Bureau Chiefs will be hired by a committee as outlined in the Policy Manual by April 15 each year.

V. Multimedia Editor
A. Definition
i. Canadian University Press will staff one editor who will be responsible for multimedia content for the wire.
ii. The Multimedia Editor will report to the National Bureau Chief.

B. Goals
i. The Multimedia Editor will be responsible for curating and creating audio and video content and other online features for the wire.
ii. The Multimedia Editor should be available to answer questions from CUP member papers and to guide them in building a web presence and integrating multimedia content on their website.

C. Responsibilities
i. The Multimedia Editor will be responsible for submitting a minimum of eight (8) pieces of content per week to the wire. Content can be chosen from member papers for their journalistic merit and national relevance, or created specifically for the wire by the editor or other CUP contributors. Content can include but is not limited to: podcasts, audio, video, infographics, interactive features, data projects and photo galleries.
ii. The Multimedia Editor will encourage member papers to create nationally relevant multimedia content for the wire.
iii. The Multimedia Editor will edit and organize all submissions and publish them directly to the wire in consultation with the National Bureau Chief, whether alongside existing wire content or on their own in a CUP multimedia depot.
iv. The Multimedia Editor will ensure CUP has a multimedia depot that is constantly updated and accessible to members.
v. The Multimedia Editor will ensure that all content: is neither libellous nor in contempt of court; meets CUP’s style standards; are factual­, grammatical­, and spelling­error free; and that localized references are eliminated where possible.
vi. The Multimedia Editor will work with Bureaus and Editors to provide multimedia assets for existing wire stories.
vii. The Multimedia Editor will coordinate with staff working on CUP­provided CMS or server storage and provide insight into the project.

D. Resources
i. The Multimedia Editor can request access to a field work fund, used for reporting related expenses, from National Office.
ii. The Multimedia Editor can request access to a regional travel fund, used for travel expenses to either report on a story or conduct CUP­related business and workshops at locations outside of the Editor’s home city, from National Office.

E. Member Resources and Training
i. The Multimedia Editor will act as a resource for member papers with the intent to give feedback on multimedia content and ideas for content on an ongoing basis as requested.
ii. The Multimedia Editor will compose at least two resource guides per year that will encourage member papers to include more multimedia content on their websites and offer tips on how to do so.
iii. The Multimedia Editor should help organize technical and issues seminars for member newspapers in their region that improve multimedia journalism skills upon request and ensure, whenever possible, that these seminars keep costs low.
iv. The Multimedia Editor should organize and conduct technical and issues seminars for member newspapers outside their region via Skype or other appropriate teleconference.
v. The Multimedia Editor will maintain regular contact with member newspapers.

F. Promotion
i. The Multimedia Editor will encourage all papers to contribute multimedia content to the wire.
ii. The Multimedia Editor will contact all papers to outline ways member papers can use multimedia content on the wire and CUP’s multimedia­related resources. The Multimedia Editor will be responsible for maintaining a multimedia­related listserv.

G. General
i. The Multimedia Editor will attend CUP regional conferences, the National Conference and Summer School as funds allow.
ii. The Multimedia Editor will communicate regularly with the National Bureau Chief and 1. 24 other bureaus and editors.
iii. The Multimedia Editor will submit receipts and keep track of spending, so accurate budgetary reports may be provided to National Office by the end of the term of office.

H. Reports
i. The Multimedia Editor will write a report for the National Conference binder, detailing work completed, challenges faced and items of concern and celebration.
ii. The Multimedia Editor will write a transitional report for the incoming editor to be completed by the end of the term of office detailing work completed, challenges faced and items of concern and celebration. The report should also include a list of contacts.

I. Term of Office
i. The Multimedia Editor’s term will run from May 1 (or upon being hired after May 1) until April 30.
ii. The editorial components of this job description are considered active beginning the week before the start of each semester.
iii. Any pay mentioned in this job description will be provided from Sept. 1 to April 30.
iv. The Multimedia Editor must be an active member at a CUP member newspaper during his or her term of office.

J. Remuneration
i. The annual salary of the Multimedia Editor is outlined in the CUP budget.
ii. 20 per cent of the salary will be placed in conditional pay pending submission of an end­of­year report and fulfillment of this job description.

K. Discipline
i. Editors who do not meet the expectations of this job description will be subject to CUP’s Progressive Discipline Policy.

L. Hiring
i. The Multimedia Editor will be hired by a committee as outlined in the Policy Manual by April 15 each year.

6. National Conference Coordinators

A. Definition
i. There shall be two coordinators of the National Conference who shall split up the duties outlined in this job description according to their particular strengths.
ii. If for any reason only one National Conference coordinator is hired, they shall not be entitled to the salary of the second position.

B. Administrative Duties
i. Keep the National Executive informed on the National Conference.
ii. Act as a signing authority for CUP.
iii. Solicit funding, services, and sponsorship for the National Conference.
iv. Prepare and administrate the National Conference budget in consultation with National Office.

C. National Conference
i. Work to organize, arrange and supervise all aspects of the National Conference.
ii. Work in conjunction with the host paper to ensure that assistance and resources are provided for National Conference staff.
iii. Work and liaise with co­coordinator to ensure that all job responsibilities be met.
iv. Investigate hotel sites.
v. Co­sign the hotel contract with the National Executive during the summer.
vi. Arrange press releases about the National Conference.
vii. Promote conferences to local non­CUP papers in conjunction with the host paper staff.
viii. Arrange speakers for seminars.
ix. Arrange keynote speakers who are locally available and coordinate selection of keynote speakers from other parts of the country.
x. Ensure that papers receive a primer with the conference schedule at least two weeks before the National Conference.
xi. Act as a resource for plenary and commissions at the National Conference.
xii. Ensure adequate, well­located space for each of the caucuses.
xiii. Ensure that the National Conference runs smoothly.

D. Reports
i. National Conference Coordinators will write a report for the National Conference binder, detailing work completed, challenges faced and items of concern and celebration.
ii. National Conference Coordinators will write a transition report for the incoming coordinators to be completed by the end of the term of office detailing work completed, challenges faced and items of concern and celebration. The report should also include a list of contacts.

E. Term of Office
i. This position begins on May 1 (or upon being hired after May 1) and continues part­time (estimated time commitment of 15­20 hours per week) until Feb. 30 of the following year.

F. Remuneration
i. The annual salary of the National Conference Coordinator is outlined in the CUP budget.
ii. 20 per cent of the salary will be placed in conditional pay pending submission of an end­of­year report and fulfillment of the above job description.

G. Discipline
i. National Conference Coordinators who do not meet the expectations of this job description will be subject to CUP’s Progressive Discipline Policy.

H. Hiring
i. National Conference Coordinators will be hired by a committee as outlined in the Policy Manual by April 15 each year.

VI. John H. McDonald Awards Coordinator

A. Administrative Duties
i. Keep the National Executive informed on the status of the JHM awards.
ii. Provide a list of sponsors, judges, and other notable resources to the National Executive upon the end of their term.

B. Fundraising
i. Fundraise at least $500 for each category included in the awards and arrange for suitable donations for the 2nd and 3rd place prizes in each category.
ii. Fundraise additional amounts as required for the funding of the JHM gala at the national conference.

C. JHM Awards for Excellence in Student Journalism (The Johnnies)
i. Work to organize, arrange and supervise all aspects of the awards.
ii. Promote the Johnnies to all members of student press.
iii. Update award category descriptions as necessary.
iv. Work with the National Conference Coordinators to ensure the JHM Gala has an appropriate venue for presenting awards.
v. Find three judges for each awards category by the deadline for awards submissions. vi. Collect all nominations of the JHM awards.
vii. Organize, blind, and send out nominations to judges in order to allow them one full month for judging.
viii. Send a short list to all applicants no later than three weeks prior to the National Conference.
ix. Facilitate the JHM Gala, ensuring that whenever possible judges and sponsors are in attendance to present awards.
x. Ensure that prizes for all winners are distributed and received, along with a certificate outlining their accomplishment.

D. Reports
i. The Awards Coordinator will write a report for the National Conference binder, detailing work completed, challenges faced and items of concern and celebration.
ii. The Awards Coordinator will write a transition report for the incoming editor to be completed by the end of the term of office detailing work completed, challenges faced and items of concern and celebration. The report should also include a list of contacts.

E. Term of Office
i. The Awards Coordinator’s term will run from May 1 (or upon being hired after May 1) until April 30.
ii. Any pay mentioned in this job description will be provided from Sept. 1 to April 30.
iii. The Awards Coordinator must be an active member at a CUP member newspaper during his or her terms of office.

F. Remuneration
i. The annual salary of the Awards Coordinator is outlined in the CUP budget.
ii. 20 per cent of the salary will be placed in conditional pay pending submission of an end­of­year report and fulfillment of this job description.

G. Discipline
i. If the Awards Coordinator does not meet the expectations of this job description, he or she will be subject to CUP’s Progressive Discipline Policy.

H. Hiring
i. The Awards Coordinator will be hired by a committee as outlined in the Policy Manual by April 15 each year.

VII. Women’s Issues Coordinator
A. The Women’s Issues Coordinator shall be selected by and from the women’s issues caucus at National Conference and shall commit to serving a one­year term from May 1 to April 30 of the year that immediately follows.
B. The Women’s Issues Coordinator shall co­operate with the anti­racism, disability and queer issues coordinators to increase awareness and coverage of the common ground women and oppressed communities share, and of the overlap of these groups, such as in the case of lesbians, women of colour, Third World women, and women in national liberation struggles.
C. The Women’s Issues Coordinator shall encourage member newspapers and regional conference coordinators to hold women’s caucuses.
D. The Women’s Issues Coordinator shall maintain regular contact with newspaper staff and bureau chiefs of each region with the specific aim of becoming aware of the problems female staff within the region are facing.
E. The Women’s Issues Coordinator shall advise, educate, and propose solutions to the newspaper staff in order to resolve specific problems and conflicts female staffers are experiencing due to sexism on their respective papers.
F. The Women’s Issues Coordinator shall review copy, graphics, and coverage with newspaper staff to eliminate sexist graphics and copy to improve coverage of issues concerning women and sexism.
G. The Women’s Issues Coordinator shall work to increase awareness of sexist advertising and to encourage newspaper staff to refuse to print sexist advertisements and to boycott companies with sexist policies.
H. Should the Women’s Issues Coordinator vacate her position at a CUP member paper, she will forfeit the position of Women’s Issues Coordinator
I. Filling the position of Women’s Issues Coordinator on an interim basis will be the responsibility of the National Executive.
J. The Women’s Issues Coordinator shall act as a resource to and, where possible, act as chair of the women’s issues caucus.
K. The Women’s Issues Coordinator shall advise the National Executive and regional bureau chiefs on strategies to improve the involvement and representation of women within CUP.
L. The Women’s Issues Coordinator shall be responsible for organizing an online discussion about an issue(s) facing women in relation to journalism once per semester for the duration of their term.

VIII. Queer Issues Coordinator

A. The Queer Issues Coordinator shall be selected by and from the Queer, Trans and Allies caucus at the annual National Conference and shall commit to serving a one­year term from May 1 to April 30 of the year that immediately follows
B. The Queer Issues Coordinator shall co­operate with the racial diversity, women’s issues, and disability coordinators to increase awareness and coverage of the common ground queer/trans and oppressed communities share, and the various intersections of these groups.
C. The Queer Issues Coordinator shall encourage member newspapers and regional conference coordinators to hold Queer, Trans and Allies caucuses.
D. The Queer Issues Coordinator shall maintain regular contact with newspaper staff and bureau chiefs of each region with the specific aim of becoming aware of the problems queer and trans staff within the region are facing.
E. The Queer Issues Coordinator shall advise, educate, and propose solutions to the newspaper staff in order to resolve specific problems and conflicts queer and trans staff are experiencing due to homophobia, transphobia or other forms of discrimination on their respective papers.
F. The Queer Issues Coordinator shall review copy, graphics and coverage with newspaper staff to eliminate homophobic, transphobic and discriminatory graphics and copy to improve coverage of issues concerning queer and trans persons.
G. The Queer Issues Coordinator shall work to increase awareness of homophobic, transphobic and discriminatory advertising and to encourage newspaper staff to refuse to print homophobic, transphobic and discriminatory advertisements.
H. Should the Queer Issues Coordinator vacate his or her position at a CUP member paper, he or she will forfeit the position of Queer/Trans Coordinator
I. Filling the position of Queer Issues Coordinator on an interim basis will be the responsibility of the National Executive.
J. The Queer Issues Coordinator shall act as a resource to and, where possible, as chair of the queer, trans and allied caucus.
K. The Queer Issues Coordinator shall advise the National Executive and regional bureau chiefs on strategies to improve the involvement and representation of queer and trans journalists within CUP. L. The Queer Issues Coordinator shall be responsible for organizing an online discussion about an issue(s) facing queer and trans people in relation to journalism once per semester for the duration of their term.

IX. Anti­racism Coordinator

A. The Anti­Racism Coordinator shall be selected by and from the racial diversity caucus at the annual National Conference and shall commit to serving a one­year term from May 1 to April 30 of the year that immediately follows
B. The Anti­Racism Coordinator shall co­operate with the disability, women’s issues, and Queer Issues coordinators to increase awareness and coverage of the common ground women and oppressed communities share, and the various intersections of these groups.
C. The Anti­Racism Coordinator shall encourage member newspapers and regional conference coordinators to hold racial diversity caucuses.
D. The Anti­Racism Coordinator shall maintain regular contact with newspaper staff and bureau chiefs of each region with the specific aim of becoming aware of the problems racialised staff within the region are facing.
E. The anti­Racism Coordinator shall advise, educate, and propose solutions to the newspaper staff in order to resolve specific problems and conflicts racialised staff are experiencing due to racism or other forms of discrimination on their respective papers.
F. The Anti­Racism Coordinator shall review copy, graphics, and coverage with newspaper staff to eliminate racist and discriminatory graphics and copy to improve coverage of issues concerning racialised communities and racism.
G. The Anti­Racism Coordinator shall work to increase awareness of racist and discriminatory advertising and to encourage newspaper staff to refuse to print racist and discriminatory advertisements.
H. Should the Anti­Racism Coordinator vacate his or her position at a CUP member paper, he or she will forfeit the position of Anti­Racism Coordinator.
I. Filling the position of Anti­Racism Coordinator on an interim basis will be the responsibility of the National Executive.
J. The Anti­Racism Coordinator shall act as a resource to and, where possible, act as chair of the racial diversity caucus.
K. The Anti­Racism Coordinator shall advise the National Executive and regional bureau chiefs on strategies to improve the involvement and representation of racialised journalists within CUP.
L. The Anti­Racism Coordinator shall be responsible for organizing an online discussion about an issue(s) facing people of colour in relation to journalism once per semester for the duration of their term.

X. Disability Coordinator
A. The Disability Coordinator shall be selected by and from the disability caucus at the annual National Conference and shall commit to serving a one­year term from May 1 to April 30 of the year that immediately follows.
B. The Disability Coordinator shall co­operate with the racial diversity, women’s issues, and queer issues coordinators to increase awareness and coverage of the common ground women and oppressed communities share, and the various intersections of these groups.
C. The Disability Coordinator shall encourage member newspapers and regional conference coordinators to hold disability caucuses.
D. The Disability Coordinator shall maintain regular contact with newspaper staff and bureau chiefs of each region with the specific aim of becoming aware of the problems staff with disabilities within the region are facing
E. The Disability Coordinator shall advise, educate and propose solutions to the newspaper staff in order to resolve specific problems and conflicts staff with disabilities are experiencing due to ableism or other forms of discrimination as it pertains to visible and invisible disabilities on their respective papers.
F. The Disability Coordinator shall review copy, graphics and coverage with newspaper staff to eliminate ableist and discriminatory graphics and copy to improve coverage of issues concerning persons with disabilities.
G. The Disability Coordinator shall work to increase awareness of ableist and discriminatory advertising and to encourage newspaper staff to refuse to print ableist and discriminatory advertisements.
H. Should the Disability Coordinator vacate his or her position at a CUP member paper, he or she will forfeit the position of Disability Coordinator.
I. Filling the position of Disability Coordinator on an interim basis will be the responsibility of the National Executive.
J. The Disability Coordinator shall act as a resource to and, where possible, as chair of the disability caucus.
K. The Disability Coordinator shall advise the National Executive and regional bureau chiefs on strategies to improve the involvement and representation of journalists with disabilities 1. 31 within CUP.
L. The Disability Coordinator shall be responsible for organizing an online discussion about an issue(s) facing people with disabilities in relation to journalism once per semester for the duration of their term.

XI. National Conference Daily Communications Coordinator

A. Goals:
i. The national conference daily communications coordinator’s goal is to create a daily newsletter about the conference in accordance with CUP’s policy.
ii. The content of the communications should include a mix of previews of keynote speakers and/or workshops, and any other stories or information that he or she deems relevant to the delegates of the national conference.
iii. The communications will be made easily available to delegates in print and/or online, whichever is chosen to be appropriate by the CUP Board of Directors.

B. Member Training
i. The coordinator will organize and guide volunteers from member papers to contribute to the newsletter.

C. General
i. A second communications coordinator may be enlisted by the CUP board of directors, if deemed necessary.

D. Term of Office
i. The coordinator’s position begins once they are informed by the CUP board of directors that they’ve been chosen to volunteer at the national conference, and ends immediately after the conference.

E. Remuneration
i. As the position of communications coordinator is a volunteer position rather than a paid one, there is no remuneration. But, CUP will waive the conference fees and pay for travel to the conference.

F. Hiring
i. The communications coordinator is chosen by a committee struck by the CUP board of directors, who make their decision based on the merit and skill of the applicant.

XII. National Conference Safety Coordinators

A. Goals
i. The safety coordinators’ goals are to ensure delegates act in a safe and responsible manner while staying at the conference hotel.
ii. They must coordinate with the hotel staff to lay down ground rules and fire procedures.
iii. They must create a safety video to be played at the first meeting of delegates, outlining the ground rules for the hotel.
iv. Coordinators must ensure four people are on safety during each shift.

B. Member Training
i. Safety coordinators must train and coordinate volunteers from the conference staff.

C. General
i. Each safety coordinator may schedule two shifts off.

D. Term of Office
i. The coordinators’ positions begin once they are informed by the CUP board of directors that they’ve been chosen to volunteer at the national conference, and ends immediately after the conference.

E. Remuneration
i. As the position of safety coordinator is a volunteer position rather than a paid one, there is no remuneration, but CUP will waive the conference fees and pay for travel to the conference.

F. Hiring
i. The safety coordinators are chosen by a committee struck by the CUP board of directors, who make their decision based on the merit and skill of the applicant.

Date Modified: 2015/01/16 by the CUP Board of Directors 1. 33

CUP Social Media Guidelines

Canadian University Press, herein after referred to as CUP, recognizes the increasing
importance of social media and wants to ensure that employees and members recognize
the implications of their activities on social media sites to CUP, its brand, its reputation
and content.
1.0 Definitions
1.1 Account – A registered individualized service within any social media or social
networking site specified to one individual, group, brand, event, or product.
1.2 Bureau accounts – Any account specific to a CUP Bureau
1.3 Central accounts – CUP National office accounts
1.4 User – An account holder within a specific social media or social networking site.
1.5 Social Media (Social Network) – Media services accessible through the Internet and
to a number of sources. These can include, but are not limited to, blogs (ie. WordPress,
Blogger), micro blogs (ie.Twitter), Social Networks (ie. Facebook, LinkedIn, Myspace,
Friendster), Multimedia Sharing Services (ie. Flickr, Instagram, Youtube), and
Geolocation Services (ie. Foursquare).
1.6 Post – Publishing content on a social media site or service.
1.7 Membership – All papers who pay membership fees to CUP
2.0 Social Media Accounts
The CUP Social Media Policy applies to the following accounts:
2.1 Level A – CUP Accounts
2.1.1 Accounts associated with CUP that represent its bureaus and operations.
Select members of CUP control these accounts.
2.1.2 All CUP accounts must first be approved by the Communications Manager.
The Communications Manager will document and store all passwords and logins.
2.1.3 CUP reserves the right to retain all up-to-date passwords to these accounts
and have final say over anything posted.
2.1.4 Content of these accounts must be consistent with and uphold Canadian
media law and ethical standards.
2.1.5 CUP reserves the right to request the removal or modification of posts,
and when necessary the closure of accounts.
2.2 Level B – Personal Accounts
2.2.1 CUP respects the right of volunteers and employees to maintain personal
accounts on social networking sites
2.2.2 Personal accounts governed by this policy are accounts that belong to an
individual and state that they are a member or employee of CUP, or that
they are in some way affiliated with CUP.
2.2.3 Inclusion of a disclaimer does not preclude a personal account from being
governed by this policy.
2.2.4 CUP reserves the right to require removal of CUP affiliation from a personal
account
3.0 General post guidelines
3.1 All posts must reflect strong, current, media ethics and comply with the laws of
Canada.
3.2 All accounts will be kept relevant.
3.2.1 The Communication Manager is to communicate at least once per week
from at least one (1) central account.
3.2.2 All CUP accounts, including, but not limited to bureau and central accounts
should also be used regularly, a minimum of once daily is encouraged.
3.2.3 All accounts will be reviewed and updated with relevant information
annually by the appropriate incoming account holder.
3.3 All social media platforms and accounts by staff are considered public for all intents
and purposes.
4.0 Confidentiality
4.1 Employees and members of CUP are often privy to information before it is made
public. They are prohibited from disclosing any information on a social networking site
prior to the information being disseminated from the National Bureau Chief, President or
Communication Manager through mass email, press release or a central account.
4.2 Non-disclosure agreements signed by employees of CUP extend to social networking
sites.
5.0 Errors
5.1 Be transparent when making any corrections or modifications to posts on social
networking sites.
5.1.1 Post on the appropriate social media platforms immediately admitting to
error. 5.1.2 Depending on severity, report the error to the Communications
Manager. This includes but is not limited to cases of libel, wrongful reporting, or
offensive language.
5.1.3 Make the modification or correction as soon as possible
5.1.4 CUP recommends following social media etiquette, ie: posting a follow-up
correction instead of simply deleting a tweet/post/comment.
5.2 CUP reserves the right to make corrections and to remove posts on CUP accounts, in
CUP’s sole discretion.
5.2.1 If CUP requests something be removed or corrected and the account holder
does not comply, the account holder will be subject to the CUP progressive
discipline policy.
6.0 Photographs
6.1 CUP reserves the right to post photographs from public events on social networking
sites.
6.2 Requests to remove photographs or names of subjects of photographs on any social
networking site will be discussed and decided upon by any combination of at least two
(2) of the following individuals: the National Bureau Chief, President, Communication
Manager, account holder.
7.0 Review
7.1 This policy will be reviewed at least every two (2) years by the Board of Directors
and Communications Manager to ensure relevant social media practices are accounted
for.

Last reviewed: August 14, 2013