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oSTEM @ UWaterloo Constitution

Club Name

The name of the club will be oSTEM @ UWaterloo. We are not agent or representative of the Waterloo Undergraduate Student Association (WUSA), and our views and actions in no way represent the WUSA.


The club will uphold the values, mission, and mandate of both the University of Waterloo (UW) and WUSA through following the directives outlined in the WUSA Clubs Manual, all WUSA By-Laws, Policies, and Procedures, as well as all policies and procedures outlined by the UW Secretariat. Furthermore, the club will abide by all laws of the Region of Waterloo, Province of Ontario, and Government of Canada. All club matters will ultimately be governed by the WUSA Internal Administration Committee (IAC), by virtue of the office of the WUSA Vice President Student Life, via the Clubs Manager and Clubs Manager Delegate.


The purpose of the club is to gather University of Waterloo students, staff, faculty and members of the UW community at large to support 2SLGBTQIA+ students pursuing science, technology, engineering, and math (STEM); raise awareness surrounding queer issues and experiences in industry and academic STEM fields; provide a safe space and opportunities for 2SLGBTQIA+ STEM students to connect with peers and mentors; and connect the UW community to events and initiatives sanctioned by oSTEM Incorporated.

Club events, activities, and/or initatives will include presentations from queer experts in industry and academic STEM fields, social events, networking and mentorship sessions, conferences and other events organised by oSTEM Incorporated, and collaborative events with other UW groups and oSTEM chapters.

Membership Structure

The club will be fully inclusive and welcoming to both its current and potential membership. New membership is welcome and accepted at any time during a club’s active term. Eligible club members may be current: WUSA Members, as outlined by the WUSA By-Laws; UW graduate students; UW staff or faculty; and/or members of the UW community at large, as defined in the Clubs Manual.

Only current UW students (graduate or undergraduate) may hold voting membership within the club. UW Staff, faculty, and members of the UW community at large may hold non-voting membership within the club. (If Applicable) UW undergrad students who are eligible to obtain voting membership in the club who do not wish to pay the club membership fee at the time of joining may hold non-voting membership within the club. Voting membership can be obtained for said members by paying the membership fee.

At least two thirds of the club's membership must be current UW students (graduate or undergraduate).

Membership Fee

Club membership is free.

Executive Officers

The majority of executives will be current UW students (graduate or undergraduate). The club president will be a current UW undergraduate student. All club executives will be elected, not hired or appointed. The term of office for all executive positions is one academic term, as outlined by the UW Registrar’s Office. All club decisions will be determined by executive vote, as no executive officer (not even the President) holds decision making power for the collective.

The President ensures that:

  • The club operates according to the guidelines of its constitution and some agreed upon guidelines for running a meeting, such as Robert's Rules of Order;
  • The club works towards its objectives as agreed upon by the membership;
  • Their successor is trained;
  • The club is an inclusive environment for all members at all times; and
  • All incoming Executive Officers are trained by their respective outgoing Executive Officers.

The President is a signing authority.

The VP Administration ensures that:

  • Records of what the group has done are maintained, distributed, and are accessibile to all the members;
  • Meeting minutes/notes are recorded and made available to all voting members;
  • All club correspondence is monitored and brought to the attention of the appropriate person(s);
  • Their successor is trained; and
  • Any required forms and documents are submitted to WUSA and oSTEM Inc in a timely manner.

The VP Administration is a signing authority.

The VP Finance ensures that:

  • The club's WUSA bank account and all financial transactions for the club are monitored and verified;
  • All club revenues are collected, deposited into the club's WUSA bank account, and reconciled correctly and within a timely manner;
  • Club cheque requests are submitted correctly and in a timely manner;
  • Their successor is trained; and
  • If needed, funding from oSTEM Inc is secured and distributed.

The VP Finance is a signing authority.

The VP Marketing ensures that:

  • Marketing plans for events are created and executed;
  • Content is created for the club's social media account(s);
  • Regular outreach efforts to the UW and oSTEM communities are performed;
  • The website developers' duties are performed; and
  • Their successor is trained.

The VP Communications ensures that:

  • Communication with current and potential members is maintained;
  • Communication with other groups (within and outside UW) with which the club collaborates is maintained;
  • Communications channels (including email, website, and social media) are maintained, monitored, and updated regularly with club news and events;
  • Relevant communications from oSTEM Inc are distributed to club members;
  • oSTEM Inc receives regular updates regarding club activities; and
  • Their successor is trained.

The VP Events ensures that:

  • All club events are planned and organised in a thorough and timely manner;
  • All club events are inclusive of all members;
  • Club members who wish to participate in other oSTEM-sanctioned events are appropriately supported; and
  • Their successor is trained.

Executive Support Structure

The Website Developer ensures that:

  • The club website is updated as requested by the VP Communications and VP Marketing;
  • All technical issues that arise with the website are rectified in a timely manner;
  • Their successor is trained; and
  • Reports to the VP Marketing.


General Meetings

The club will hold termly general meetings. Quorum for general meetings will be 15 voting members of 20% of voting membership (whichever is more).

Executive Meetings

The club will hold weekly executive meetings. Quorum for executive meetings will be 2 executives or at least 51% of the executive body (whichever is more).

The first meetings (both general and executive) of the following term will be arranged by the outgoing executive. At said meetings, subsequent meeting dates and locations will be set. Meeting dates and times will be forwarded to voting members by email and Discord.

Emergency meetings can be called by an executive via email or Discord and must be sent to the appropriate members at least 48 hours prior to the meeting time.

Election Process

Elections shall take place at the end of each term for the following academic term. Only University of Waterloo students who are members of the club can vote. Club members must be notified, by email, two weeks in advance of the meeting where executive elections will take place. The term of office shall be for one term. An executive can only hold office (any position) for a total of up to three terms.

Nominations for executives can be made from any club member. The majority of executives must be undergraduate University of Waterloo students. The successful candidate will be the one with the most votes. In the case of a tie, a re-vote will take place until the tie is broken.

Impeachment and Disciplinary Procedures

A movement to impeach an executive officer may be made by any executive officer or by petition of at least five voting members. When the motion is made the Clubs Manager will be informed. An emergency general meeting will be called as soon as is reasonably possible. No club funds will be spent until the issue is resolved.

At the impeachment meeting, the individual(s) who initiated the process will state their case. Afterwards, the officer(s) under impeachment will have an opportunity to defend their position(s) on the matter.

There will then be a question and answer period followed by the selection process for a Chief Returning Officer (CRO) who will oversee the voting process to ensure the decision is fair and democratic. Any executive officer who is neither the initiator nor subject of the impeachment may volunteer as CRO. If there is no such officer, then any voting member of the club present at the meeting may volunteer. If there are multiple volunteers, then the CRO will be selected based on a simple majority vote cast by secret ballot and tallied publically by the chairperson of the meeting. If there is no such volunteer for CRO, then the meeting will be at a standstill until either an eligible executive officer or voting member volunteers.

The vote will be by a “YES/NO” secret ballot, tallied publically by the CRO. If at least two thirds of the votes are for impeachment, then said officer will immediately be stripped of their position. The remaining executive may choose to call an immediate by-election to replace the newly vacant executive officer position.

Conflict of Interest

A claim against any executive officer or club member regarding a potential conflict of interest can be made by any executive officer or by petition of at least five voting members. If such a claim arises, then said individual(s) under suspicion have the opportunity to remove them self (or themselves) from said potential conflict without acknowledging intention of wrongdoing. In the event the claim is contested, then the Clubs Manager will be informed and an emergency executive meeting will be called to determine the validity of the claim. Executive officers who have a claim against them cannot vote to determine the validity of said claim. If executive quorum is not possible due to the removal of said vote(s), then an emergency general meeting will be called and the same proceedings described for impeachment will be used to determine the validity of the claim.

If the claim is validated and there is suspicion of intentional wrongdoing, an immediate impeachment proceeding may be called by any executive officer or by petition of at least five voting members, of whom are not named in the claim. If it is determined that a club member is involved in intentional wrongdoing, the impeachment proceeding will be called to determine said member’s club status.


Constitutional amendments may be proposed by any executive officer or by petition of at least five voting members. The amendment will then be voted on by referendum. The voting procedure will be the same as for the impeachment process. If the vote passes, the amendment and the vote will be forwarded to the Clubs Manager for final approval from IAC. If IAC approves, then the constitution will be amended and any changes will be inserted into the constitution.

A motion to officially close the club will follow the same procedure as a constitutional amendment. If such a motion passes, then the club will be purged from the clubs system.


External Affiliations

The club is affiliated with oSTEM Incorporated. The club is an official oSTEM Student Chapter and thus receives input from and reports to oSTEM Incorporated. The club itself is internally responsible for ensuring adherence to any applicable By-Laws, policies, conditions, etc. outlined by the external affiliation, which include, but are not limited to: attending monthly oSTEM Region Meetings for Region G, maintaining good communication with the oSTEM Regional Coordinator, and sharing chapter updates with oSTEM Region G. However, all policies, procedures, By-Laws, etc. of both UW and WUSA supersede any By-Laws, policies, conditions, etc. outlined by the external affiliation. IAC, not oSTEM Incorporated, is the final authority on all club business. Other than the authority to end the affiliation, the external organization has no authority over the club whatsoever. Furthermore, IAC is not responsible for ensuring the club abides by any additional stipulations between the club and the external organization. The club may choose by general vote to sever the affiliation, with notice given to the Clubs Manager.