General Election Information
Once again, PGSS is looking for dedicated members to come forward to run for an executive position on its 2018-2019 Executive Committee. This amazing, remunerated, experience presents members with a range of benefits as well as the opportunity to help shape the PGSS & McGill at large. Also, the Chief Returning Officer is calling on members to present referendum questions via petition or council motion for this electoral season. Please see the PGSS website, elections tab, for more information. For questions or concerns please email email@example.com.
To cast your vote visit https://pgss.simplyvoting.com/vote.php between March 26-April 1, 2018
There are 6 executive positions
1. Duties of the Secretary-General
1.1.1 Oversee public relations of the PGSS.
1.2 Be a voting member of all PGSS committees except t
he Governance Committee.
1.3 Represent the PGSS to other bodies, student associations and individuals within
1.4 Be a representative of the PGSS to the McGill Senate.
1.5 Be a representative of the PGSS to the McGill Board of Governors.
1.6 Be responsible for maintaining a Policy and Positions Manual.
2. Executive Committee
2.1 Ensure communication amongst Officers.
2.2 Support the activities of other Officers where needed.
2.3 Chair Executive Committee meetings.
2.4 Prepare agendas for the Executive Committee and meetings with university representatives.
2.5 Ensure that all rules and regulations set out in PGSS governing documents are
3. Governing Documents
3.1 Oversee updates to the PGSS' governing documents.
3.2 On a monthly basis, verify that the PGSS' governing documents are
up to date.
3.3 Be responsible for forwarding any amendments to the governing documents that
have passed first reading to the Governance Committee, where applicable.
4. Other Duties
4.1 In the absence of the CRO, retain all the duties and responsibilities of that position.
4.2 Maintain a portfolio handbook for the incoming Secretary -General
.4.3 Organize an orientation in October for members of the Council.
Financial Affairs Officer
1. Duties of the Financial Affairs Officer
1.1.1 Be responsible for monitoring all financial matters of the PGSS
including fund balances, account balances, loan status and
adherence to payment schedules, and investment status.
1.1.2 Present quarterly reports to Council, including budget updates and
forecasting, and financial position of the Society.
1.2.1 Regularly check the ledgers, receipts, deposit books and other
financial records, and ensure that they conform to generally accepted
8 1.2.2 Disburse the funds of the PGSS in accordance with the duly approved
budget and the financial regulations set out in governing documents.
1.3.1 Prepare the PGSS' annual budget and budget amendments in
accordance with the procedures set out in governing documents.
1.3.2 Present to Council the portions of the PGSS budget within its purview
following procedures set out in governing documents.
1.4.1 Secure financing for duly approved PGSS initiatives.
1.4.2 Optimize the PGSS' investments and loans.
1.5 Other duties
1.5.1 Chair of the Committee on Monetary Affairs.
1.5.2 Maintain a portfolio handbook for the incoming Financial Affairs
Internal Affairs Officer
1.Duties of the Internal Affairs Officer
1.1.1 Organize social, cultural and other community
-building activities of interest to PGSS regular members.
1.1.2 Be responsible for all aspects of the PGSS orientation program.
1.1.3 Organize Councillor specific events
–networking, socializing, facilitating discussion, deliberating on relevant matters, brainstorming,
articulating concerns, workshops.
1.1.4 Organize speaker series and/or workshops.
1.1.5 Coordinate the implementation of other duly approved events required
by other Officers for the fulfillment of their office.
1.2.1 Be responsible for advertising and marketing PGSS events to the
membership, and, where applicable, to the public.
1.2.2 Consult PGSS regular members regularly for feedback and recommendations on internal affairs activities.
1.2.3 Maintain regular contact with all Post-Graduate Students' Associations (PGSAs), including holding at least one PGSA conference per year.
1.3 Recruitment to PGSS committees
1.3.1 Actively recruit representatives to PGSS committees.
1.3.2 Ensure that the names and contact information of all PGSS committee
members are recorded and kept up to date.
1.4 Other duties
1.4.1 Maintain a portfolio handbook for the incoming Internal Affairs Officer.
1.4.2 Be responsible for the process of PGSA recognition.
External Affairs Officer
1.Duties of the External Affairs Officer
1.1.1 Represent the PGSS at all meetings of student associations of which
the PGSS is a member and at all meetings with other student
1.1.2 Work with other student associations to build a coalition within the
Quebec student movement.
2.1.1 Represent the PGSS at all meetings of student associations of which
the PGSS is a member and at all meetings with other student
3.1.1 Be responsible for effectively communicating and implementing
relevant programs and research projects
that are consistent with the policies and positions of the PGSS, and that are developed in
collaboration with groups of which the PGSS is a member and
with other student associations.
4.1 Other duties
Maintain a portfolio handbook for the incoming External Affairs Officer.
Membership Affairs Officer
1. Duties of the Member Services Officer
1.1.1 Coordinate with the PGSS staff on the management of all the member
services for the Society, including administration of class offerings,
Grants Program, Member Legal Defence Fund, the Health and Dental
Insurance Plan, and PGSS annual handbook.
9 1.1.2 Be an advocate for members on matters related to University student
services, and campus-wide student organizations.
1.1.3 Be a member of the McGill Committee on Student Services.
1.1.4 Be an ex-officio member of the Committee for Member Support (CMS).
1.2.1 Consult Society members regularly for feedback and
recommendations on services offered by the PGSS.
1.3 Other duties
1.3.1Be an ex-officio voting member of the Health and Wellness
1.3.2 Maintain a portfolio handbook for the incoming Member Services Officer.
1.3.3 Be responsible for issues pertaining to sustainability.
Academic Affairs Officer
Duties of the Academic Affairs Officer
1.1.1 Ensure that the PGSS is represented at University committees and
1.1.2 In the absence of PGSS representatives on the McGill Senate
Committees, retain all the duties and responsibilities of those
1.1.3 Be a representative of the PGSS to the McGill Senate.
1.2 Recruitment to University bodies
1.2.1 Ensure full recruitment for University committees.
1.2.2 Ensure that the names and contact information of
PGSS representatives to University governing bodies are recorded and kept
1.3.1 Ensure regular communication among PGSS representatives to
University governing bodies.
1.3.2 Support PGSS representatives to University governing bodies in their
1.3.3 Ensure that representatives to University governing bodies submit
reports summarizing the work and deliberations of the body on which
they sit after each meeting, and an annual report.
1.3.4 Meet and coordinate with all of the representatives to the McGill
1.4.1Ensure that PGSS members are well informed about decisions taken
at University governing bodies.
1.4.2 Ensure that PGSS members are well informed about decisions taken
at meetings of Senate.
1.5.1Be responsible for effectively communicating and implementing relevant programs and research projects that are consistent with the policies and positions of the PGSS related to academic affairs.
1.6 Other duties
1.6.1 Maintain a portfolio handbook for the incoming Academic Affairs
1.6.2 Chair the PGSS Library Improvement Fund Committee.
For more details on the positions please see the Society Affairs Manual and the PGSS Bylaws.