Peter Gzowski College Cabinet

Policy Handbook
2017/2018
 TABLE OF CONTENTS
SECTION 1: POLICIES 3
POLICY 1: ELECTION RULES AND REGULATIONS 3
POLICY 2: FINANCIAL POLICIES AND PROCEDURES 5
POLICY 3: CLUBS AND GROUPS FUNDING 7
POLICY 4: AWARDS AND BURSARIES 7
POLICY 5: EXTERNAL COMMITTEE APPOINTMENTS 8
POLICY 6: ORIENTATION WEEK 8
POLICY 7: RESPONSIBILITIES OF VOTING CABINET MEMBERS 8
POLICY 8: RESPONSIBILITIES OF NON-VOTING CABINET MEMBERS & EX-OFFICIO MEMBERS 16
POLICY 9: PROCEDURES AND RESPONSIBILITIES OF OFFICIAL GUESTS 17
POLICY 10: CABINET MEETINGS 18
POLICY 11: ONLINE VOTING 19
POLICY 12: BORROWING PROCEDURES 19
POLICY 13: PERSONAL SOCIAL MEDIA 21
POLICY 14: CHANGING MINUTES 21
SECTION 2: APPENDICES 22
APPENDIX 1: CONFIDENTIALITY/PRIVACY AGREEMENT 22
APPENDIX 2: ACKNOWLEDGEMENT WAIVER 23
APPENDIX 3: COMMITTEE MEETING MINUTES TEMPLATE 24
APPENDIX 4: EXPENSE CLAIM FORM TEMPLATE 25
 SECTION 1: POLICIES

POLICY 1: ELECTION RULES AND REGULATIONS

1.1 Election Principles

i. Elections of Cabinet Members shall be carried out in accordance with this Policy.
ii. The Cabinet shall hold two elections per Academic Year. The election held in the Fall Academic Semester shall be
known as the Bi-Election, and the election held in the Winter Academic Semester shall be known as the General
Election.
iii. The Chair shall act as Head Trustee in both elections.
iv. The Head Trustee can ask for help from a member who is not running in the election to assist in the election process.
The Trustee shall, in particular, be responsible for receiving nominations, relaying information to the nominees
preparing nominee information for the Colleges Assistant and declaring the results.
v. The position of Senator, Treasurer, and Social Representative may be held for a maximum of two years; the first year
as Junior and the second year as Senior. However, in the case of exceptional circumstances, such as a vacancy in the
position, a decision would be made by The Cabinet to appoint the role’s duties.
vi. All positions excluding that of the First Year-On Campus Representatives, Annex Representatives, and Senior-titled
positions shall be run in the General Election. The Bi-Election shall run the First Year On-Campus Representatives,
and Annex Representatives along with any vacant positions.
vii. Only On-Campus Students in their first year at Trent University shall be eligible to run for a First Year On-Campus
Representative position.
viii. Only Annex Students in their first year at Trent University shall be eligible to run for the Annex Representative
position.
ix. Only Members who do not live in a Gzowski Residence shall be eligible to run for an Off-Campus Representative
position.
x. In the event that a position is not filled after the Bi-Election, Cabinet can appoint a person from the Gzowski Student
Body.
xi. The newly elected Cabinet shall take office within two weeks of the General Election. Those elected in the
Bi-Election shall take office immediately. The Terms of Office for all out-going Cabinet Members will end at
Turnover.
 xii. No person running in an election may handle any election documentation during the election.
xiii. For any position that The Cabinet deems necessary to be filled in order to effectively function for the Academic Year,
an emergency election may take place to fill the vacancy.
xiv. All Cabinet Members must present proof of the completion of Accessibility for Ontarians with Disabilities Act
(AODA) training to the Vice President within one (1) month of ratification or appointment. If AODA training is not
completed, it constitutes as dereliction of duty.
1.2 Election Procedures
i. Nominations will open for a period of at least two weeks during which the advertising of the positions available will
occur, which shall be determined by the Chair.
ii. At the beginning of the nomination period, an email shall be sent out to all Gzowski Students, listing the positions
available, and requirements as outlined in the position breakdown, and the responsibilities of each position as
outlined in POLICY 6.
iii. No campaigning will be permitted during the nomination period.
iv. Nominations for any position must be made in writing and must bear the signatures of three (3) Gzowski affiliated
Student Members who are not current Cabinet Members. Nomination forms shall include:
i. The date;
ii. Name of the nominee;
iii. Signature of the nominee;
iv. Signature and Student numbers of three (3) nominators;
v. Position being run for;
vi. Email of the nominee, and;
vii. A brief letter regarding the interest of said position.
v. At the end of the nomination period, the Head Trustee will inform the candidates of the rules regarding campaigning
via email.
vi. The Head Trustee will communicate with the Colleges Assistant regarding the nominees no later than the beginning
of the campaigning period.
vii. The campaign period shall commence at the end of the nomination period and shall last no more than ten (10) days.
viii. All candidates are limited to expenditures with a value of one hundred (100) dollars’ worth of material to conduct
their campaign at the candidate’s expense. The Head Trustee will enforce this limit and determine if this rule has been
violated. Whether the money is actually spent is not the issue, but rather the value of the materials used in the
campaign.
 ix. Any candidate found to be in violation of these rules may receive a verbal warning, then a written warning, and lastly
they may have their name removed from the ballot with the approval of Cabinet.
x. At the end of the campaign period, voting shall commence. Voting will be done through an online voting poll.
xi. Candidates must take down all campaign materials twenty-four (24) hours prior to the voting poll opening.
xii. For each position being run for, there will be one question on the ballot. A fair, precise, clear and neutral wording of
the question shall be found on the ballot. If there is only one person running for the position, it will be a simple
‘yes/no’ confidence vote. If there are multiple persons running for one position, the question will be to pick one (1) of
the candidates or to abstain. In the case of the two (2) First Year On-Campus Representative, Off-Campus
Representative, and Equality Commissioner positions, Students will be allowed to choose one option. If only two (2)
people run for these positions, a “both” option shall be presented.
xiii. Voting must be held for a minimum of two (2) business days. A voting poll will be emailed to all Gzowski Students,
and the poll closing time will be included in the body of the email.
xiv. In the event of a tie, the Executive Committee will decide who wins the vote based on an interview.
xv. Candidates must submit a candidate profile to the Head Trustee for display on The Cabinet website and voting poll.
xvi. The candidate that receives the most votes shall be declared the winner. In a ‘yes/no’ confidence vote, the candidate
who receives a majority ‘yes’ vote shall be declared the winner.
xvii. Candidates shall be informed of the results of the election within twenty-four (24) hours of the closing of the ballot.
Once the candidates have been informed, the winners of the election shall be posted.
xviii. The voting results will be kept for a month by the Head Trustee.
xix. Election results are not final until ratified by the Head Trustee, and accepted by the Executive Committee.
Ratification of results is an acknowledgment of candidates adhering the policy herein.
1.3 Referenda
i. A referendum can be called by a two-thirds (2/3) majority vote of Cabinet or by a petition from ten (10) percent of
The College Student Body. A petition may state the reason and suggest wording of the question.
ii. Any Gzowski College Student or alumnus may sponsor any referendum, but only signatures of Gzowski Students
with current, valid Student cards shall count towards the ten (10) percent. Those who sponsor the referendum must
take reasonable measures that those who sign are informed and of good mind to make a reasonable decision.
iii. Before a referendum, there shall be an open and advertised meeting of The Cabinet where the following shall be
debated and ratified:
i. The validity and number of signatures fall in line with i. and ii.
ii. The issue being raised is valid.
iv. A simple majority shall be required to pass, with at least a ten (10) percent Student Body voter turnout.
 v. From the presentation of the petition to Cabinet, the vote shall happen in less than four weeks.
vi. A referendum cannot be started if the current Cabinet’s term shall expire before a conclusion can be reached.
1.4 Petitions
i. A petition may be made to Cabinet with the signatures of five (5) percent of The College Student Body.
ii. Petitions must be made to call for a motion or resolution to be made by Cabinet.
iii. Petitions must be submitted at a Cabinet meeting.

POLICY 2: FINANCIAL POLICIES AND PROCEDURES

All funds distributed by Cabinet shall be subject to the following procedures:

2.1 Cabinet Expenditures

i. Expenses related to events, supplies, and operating costs for the purpose of Cabinet shall be deemed Cabinet
expenditures.
ii. Budgets must be presented to The Cabinet at least one (1) week before the event or expenditure is scheduled to take
place. If the requested budget total is one hundred (100) dollars or less, a minimally detailed budget is required. If the
requested budget total is greater than one hundred (100) dollars, then a detailed budget is required.
iii. In order to claim expenses, a Cabinet Member must submit a completed Appendix IV with attached receipts,
invoices, contracts, and documentation to the Senior Treasurer before the commencement of The Cabinet meeting.
This documentation shall be submitted within one (1) month of the completion of the event or expenditure. Approval
of the expenses will be made via a motion during the meeting.
iv. No funds will be released without the proper documentation and a passed motion.
2.2 External Expenditures
i. Expenses related to external events, operating costs, funding, and bursaries shall be deemed external expenditures.
ii. Application for funding from exterior groups must be done prior to releasing funds. Applications may be through
Clubs and Groups funding forms, presentations in a meeting, or at the discretion of Cabinet.
iii. Upon receiving an application for funding, Cabinet will discuss the application at the following meeting and approval
of the funding will be made via a motion during the meeting.
iv. No funds will be released without the proper documentation and a passed motion.
2.3 Emergency Financial Decision
 i. In the event that a financial decision must be made before a Cabinet meeting can be convened, the motion can be
issued and seconded by email, and an email vote that meets quorum will be accepted.
2.4 Sales
i. A float of one hundred (100) dollars will be maintained in The Cabinet Office to make change. Sales must be
recorded on a sheet with the name of the individual purchasing the amount of the sale, the date, and initialed by The
Cabinet Member conducting the sale. Student numbers and Student emails will be recorded at the discretion of
Cabinet.
2.5 Transportation Reimbursement

All Cabinet Members and other persons undertaking work on behalf of Gzowski College Cabinet shall be entitled to request a
reimbursement for distance traveled when using a personal vehicle to accomplish the work of The Cabinet. A personal
vehicle shall only be used if public transportation is not a viable option. The following procedures will be set for the claiming
and reimbursement of gas money:

i. Travel for the purpose of Cabinet includes: attending mandatory conferences, picking up supplies, and visiting
businesses and venues.
ii. Travel for the purpose of Cabinet shall be reimbursed if travel exceeds the Peterborough Transit System or the
quantity of items exceeds reasonable use of the Peterborough Transit System.
iii. The route taken shall be deemed by Google Maps’ shortest route, and the home location shall be Gzowski College or
the individual’s home, whichever is the shortest route.
iv. The person(s) must present careful documentation of the exact mileage they have traveled via a picture of the Google
Maps’ route and the distance traveled on said map, the locations they have traveled to and from, and their purpose in
doing so at the earliest Cabinet meeting.
v. The proposal will be analyzed based on the previous guidelines, and if approved by a majority vote, a reimbursement
of $0.40/km will be given to the applicant.
vi. If no Cabinet Member can provide transportation to a location outside of the Peterborough Transit System or if The
Cabinet Member is logistically unable to transport the purchase(s) via Peterborough Transit System, a taxi can be
refunded by Cabinet with a receipt.
vii. No reimbursement will be granted for personal use.
POLICY 3: CLUBS AND GROUPS FUNDING

Clubs and Groups Funding shall be done in accordance with this policy.

3.1 At the request of the signing officers, Clubs and Groups may be required to give a presentation and to answer any questions
that may arise.
3.2 Clubs and Groups based within Gzowski College and those that have a direct effect upon Gzowski Students shall be given
priority status. Clubs and Groups will require a minimum of ten (10) percent of their members to be Gzowski Students or
have at least ten (10) members of their own who are Gzowski Students.
3.3 A maximum of fifty (50) percent of funding shall be distributed in the Fall semester.
3.4 Offers of funding shall expire if they have not been claimed by the last day of class of the Academic Semester the offer was
made.
3.5 This process shall commence by the third academic week of the semester and shall be completed prior to the commencement
of the particular semester’s reading week.
3.6 Applications will be made available for pick up outside of The Cabinet office.

POLICY 4: AWARDS AND BURSARIES

4.1 Awards
i. The outgoing Cabinet will vote for two (2) recipients of the Cabinet Appreciation Awards. The President will
distribute a ballot to the Cabinet no later than the winter semester reading week to submit their ideal candidates. Each
ballot will allow for three (3) nominations per award with the most nominated person per award submitted to The
College Head to receive awards.
4.2 Bursaries
i. Study Abroad Bursary
i. The outgoing Cabinet will vote for one (1) or two (2) recipient(s) of the Study Aboard Bursary, which will be
presented at the Gzowski College Formal. Applications will open at least one (1) month prior to and will close
at least two (2) weeks prior to the formal. All applications will be reviewed by the Vice President and approved
by the Executive Committee.
ii. Criteria for applicants will include:
i. Be a student of The College.
ii. Be studying abroad in the following Academic Year.
iii. Have the minimum average required by Trent International to study abroad.
 iv. Preference will be given to those involved with The College or groups affiliated with The College.
v. Preference will be given to those studying Business Administration, Economics, Mathematics,
Indigenous Studies, or Environmental Studies.

POLICY 5: EXTERNAL COMMITTEE APPOINTMENTS

5.1 The Vice President must approve and appoint The Colleges and Student Services Committee (CASSC) Sub-Committee
representatives.
5.2 Where a Cabinet Member is needed to sit on an additional body, a call for volunteers occurs in a Cabinet meeting, upon
which Cabinet will appoint a representative. In time-sensitive cases, a Member can be appointed to sit on an external
committee by an Executive Member and proper arrangements can be made at the next Cabinet meeting.

POLICY 6: ORIENTATION WEEK

6.1 Welcome Gifts shall be purchased for all incoming students as a way of welcoming students to the Gzowski and Trent
community, as inspired by the Indigenous model of welcoming new members to the community.
6.2 The Cabinet Office shall remain open as much as possible during Orientation Week to provide support to Orientation Week
Leaders and students throughout the week.
6.3 Members should provide support to Orientation Week, should the need arise.
6.4 The Cabinet must provider an Orientation Week Liaison as a way for Cabinet and Orientation Week to communicate and
support each other in an effective manner.
6.5 The Orientation Week Liaison shall:
i. Will sit on the Summer Committee.
ii. Will sit on Orientation Week related committees.
iii. Will attend Orientation Week and Pre-Week training sessions.
iv. Will promote Cabinet to in-coming Students.
v. Will fulfill any duties asked of them by Orientation Week Chair/Co-Chairs that do not conflict with Cabinet duties.

POLICY 7: RESPONSIBILITIES OF VOTING CABINET MEMBERS

7.1 The President

The President shall:

i. Give leadership, guidance, and direction to The Cabinet.
ii. Work to maintain good relationships between Cabinet, other Cabinets, Orientation Week Coordinators, Students,
Student organizations, faculty, and administration.
iii. Initiate and administer all policies and programs of Cabinet.
iv. Co-sign for financial affairs with the Senior Treasurer.
v. Serve as the official representative of The Cabinet on all suitable occasions.
vi. Represent The College to other student governance.
vii. Maintain regular contact with other Cabinets/Council Presidents/Prime Minister.
viii. In conjunction with the Vice President, conduct a performance review of each Cabinet Member and give written or
verbal constructive feedback in both the fall and winter semesters.
ix. In conjunction with the Vice President, facilitate a peer review process of all Cabinet Members, themselves included.
x. Have at least one calendar year of prior Cabinet experience.
xi. Highly recommended to have past or current experience within a Student organization, including but not limited to
donning, Clubs or Groups, College office, On-Campus Student employment positions, and Orientation Week staff.
xii. Report the election of Senators to the Secretary of Senate and report other Cabinet appointments to the appropriate
committees.
xiii. Organize a volunteer group of Cabinet Members to represent Cabinet during Orientation Week. No set number of
Members is required.
xiv. Sit on the following committees:
i. Cabinet Executive Committee;
ii. Clubs and Groups Funding Committee;
iii. TCSA Board of Directors, and;
iv. President’s Meeting.
xv. Ensure the President keys are submitted and redistributed within seventy-two (72) hours of the Turnover meeting.
xvi. Ensure Cabinet training occurs at the start of the fall semester once ratification of the Bi-Election has occurred.
xvii. Host a summer training session that is highly recommended for all Cabinet Members to attend. Attendance is based
on summer availability. Regrets are mandatory with a valid reason and must be sent seventy-two (72) hours in
advance.
xviii. Act on their own authority, after consulting with as many Members as possible, if the Executive Committee cannot be
called together in time for needed immediate action, provided they report to Cabinet at the next meeting on the
actions taken.
xix. Submit to the incoming President an annual report of The Cabinet’s activities at Turnover.
 xx. Attend Orientation Week.
xxi. Be tasked with performing a grade check on all Cabinet Members before the Bi-Election and at the start of the winter
semester.
xxii. Hold a one (1) year term, with the completion date of Turnover.

7.2 The Vice President

The Vice President shall:

i. Assist the President in all Cabinet business.

ii. Have a thorough knowledge of The Cabinet Constitution.
iii. Succeed to Presidency upon the resignation, removal from office, or should the President be unable to fulfill their
duties.
iv. Preside at meetings of Cabinet in the absence of the Chair.
v. If the Chair is ineligible to be Head Trustee in either election, it is the duty of the Vice President to find a suitable
replacement to act as Head Trustee for the election.
vi. Be responsible for taking minutes at Cabinet meetings in the absence of the Cabinet Assistant.
vii. Be the Gzowski College CASSC Representative.
viii. Be responsible for organizing Cabinet hours.
ix. Have at least one calendar year of prior Cabinet experience.
x. Highly recommended to have past or current experience within a Student organization, including but not limited to
donning, Clubs or Groups, College office, On-Campus Student employment positions, and Orientation Week staff.
xi. In the event that a position remains vacant, and the position normally represents Cabinet to or on another body, or, by
virtue of the position sitting on another body, the Vice President or their delegate will be appointed to sit on that body
in the interim.
xii. Sit on The Cabinet Executive Committee.
xiii. Be responsible for chairing the Constitutional Review Committee and finding members of said committee.
xiv. Be responsible for finding suitable Cabinet Members to fill all unassigned CASSC Sub-Committees.
xv. Be responsible for reviewing all applications to the Study Abroad Bursary.
xvi. Be tasked with performing a grade check on all Cabinet Members before the Bi-Election and at the start of the winter
semester.
xvii. Hold a one (1) year term, with the completion date of Turnover.
7.3 The Senior Senator

The Senior Senator shall:

i. Act as a liaison between the Senate and Cabinet. Senate representatives serve a two-year term in accordance with
Section 2: Provisions of the Bylaws of the Trent University Senate.
ii. Represent the interests of Gzowski College at the Senate Student Caucus and the Senate.
iii. Attend all regular meetings of the TCSA as Cabinet’s Gzowski Senator Representative and fulfill all requirements of
their position according to the TCSA Bylaws and Operating Policy.
iv. Represent Gzowski College on the Committee of Undergraduate Petitions (CUP) when required.
v. Sit on the Executive Committee.
vi. Act as a mentor to the Junior Senator.
vii. Hold a one (1) year term in the position of Senior Senator, with the completion date of Turnover.

7.4 The Junior Senator

The Junior Senator shall:

i. Act as a liaison between the Senate and Cabinet. Senate representatives serve a two-year term in accordance with
Section 2: Provisions of the Bylaws of the Trent University Senate.
ii. Represent the interests of Gzowski College at the Senate Student Caucus and the Senate.
iii. Succeed to the position of Senior Senator upon the resignation or removal from office, or should the Senior Senator
be unable to perform their duties.
iv. Become the Cabinet’s Gzowski Senator Representative to the TCSA if the Senior Senator is unable to perform the
duty.
v. Attend at least one (1) TCSA meeting in the spring term prior to assuming the role of Senior Senator.
vi. Hold a one (1) year term in the position of Junior Senator, succeeding to the Senior Senator position at Turnover.

7.5 The Senior Treasurer

The Senior Treasurer shall:

i. Maintain records and present financial statements.

ii. Act with the approval of Cabinet on all matters of Cabinet financials.
 iii.Allow books to be open and available to all Cabinet and College members.
iv. Present a first draft of the budget to Cabinet prior to the fall reading week.
v. Present an updated budget to Cabinet within two weeks of the commencement of the winter semester.
vi. Present a final budget to the incoming Senior Treasurer before Turnover.
vii.Co-sign for financial affairs with the President.
viii.
Sit on the Executive Committee.
ix. Chair the Clubs and Groups Funding Committee.
x. Write cheques within fourteen (14) days of the submission of the Gzowski College Cabinet Expense Claim Form,
once it has been approved by Cabinet.
xi. Keep a minimum of two thousand (2,000) dollars in the bank account as a contingency.
xii. Act as a mentor to the Junior Treasurer.
xiii. Hold a one (1) year term in the position of Senior Treasurer, with the completion date of Turnover.
7.6 The Junior Treasurer

The Junior Treasurer shall:

i. Maintain records and present financial statements.

ii.Assist the Senior Treasurer in all financial matters.
iii.
Succeed to the position of Senior Treasurer upon the resignation or removal from office, or should the Senior
Treasurer be unable to perform their duties.
iv. Sit on the Clubs and Groups Funding Committee.
v. Hold a one (1) year term in the position of Junior Treasurer, succeeding to the Senior Treasurer position at Turnover.
7.7 The Cabinet Assistant

The Cabinet Assistant shall:

i. Keep accurate minutes of all Cabinet meetings.

ii. Make the minutes available to Cabinet and the Student Body within three (3) days of the meeting in which they have
been approved.
iii. Keep a binder of the minutes in the Cabinet office.
iv. Be responsible for inventory and maintenance of Cabinet supplies.
v. Have custody of all papers relating to Cabinet.
vi. Regularly report all correspondence dealing with Cabinet.
 vii.
Email the agenda and the previous meeting minutes at least forty-eight (48) hours prior to the meeting.
viii.
Assist in all Cabinet affairs.
ix.Be responsible for all room bookings that may be required for Cabinet meetings
x. Ensure attendance is taken at all events. If unable to attend, they may delegate the task to the Cabinet Member
running the event.
xi. Hold the master attendance list for events and meetings.
xii. Hold a one (1) year term, with the completion date of Turnover.
7.8 The Off-Campus Representatives:

The Off-Campus Representatives shall:

i. Work as liaisons between The College Office, Cabinet, and Off-Campus Students to provide representation and
services for the aforementioned Students.
ii. Collaborate with the Gzowski College Community Off-Campus Liaison.
iii. Work in coordination with the First Year On-Campus Representatives and the Annex Representative to organize
events for both On- and Off-Campus Students.
iv. Be responsible for two (2) events for Off-Campus Students per Academic Year.
v. Assist in the advertisement of all College Cabinet events.
vi. Be responsible for hosting one (1) event that brings On- and Off-Campus Students, including Mature and Transfer
Students, together.
vii. Be responsible for hosting one (1) event that promotes the downtown community.
viii. Hold one (1) year terms, with the completion date of Turnover.
7.9 The Equality Commissioners

The Equality Commissioners shall:

i. Work with various Clubs and Groups around campus on the organization of events.
ii. Be an advocate for equality and issues pertaining to Gzowski College including, but not limited to, race, culture,
mental health, LGBTQ+ community, accessibility, gender, and spirituality, while on Cabinet.
iii. Promote sensitivity, integration, and anti-discrimination of all individuals.
iv. Be responsible for at least two (2) events pertaining to Student issues as per ii, per Academic Year.
v. Initiate and organize Student issue projects with the approval of Cabinet.
 vi. Take responsibility for fostering strong community culture within The College via a collaborative event with a
Student Club or Group with an emphasis on Indigenous culture.
vii. Hold one (1) meeting during both the fall and winter semesters inviting members of the Gzowski Student Body to
voice concerns.
viii. Work with the TCSA Issue Commissioners on any projects that require the support of Gzowski College.
ix. Assist Students in finding the appropriate organizations to assist them with their concerns.
x. Be required to hold a seat on at least one (1) CASSC Sub-Committee each.
xi. Hold a one (1) year term, with the completion date of Turnover.
7.10 The Healthy Living Commissioner

The Healthy Living Commissioner shall:

i. Organize and encourage intramural and inter-college sports and activities.

ii. Regulate and maintain supplies of the Cabinet athletic equipment.
iii. Be responsible for organizing at least one (1) event with a focus towards athletics, which could include Trent Mudder.
iv. Be responsible for organizing at least one (1) event with a focus on how physical activity can facilitate emotional and
mental wellness.
v. Be responsible for encouraging members of The College to participate in athletic activities and attend varsity games.
vi. Be a Co-Chair for the Trent Mudder.
vii. Sit on the Athletic Sub-Committee of CASSC.
viii. Hold a one (1) year term, with the completion date of Turnover.
7.11 The First Year On-Campus Representatives

The First Year On-Campus Representatives shall:

i. Represent the interest of all Gzowski College First year On-Campus Students at all Cabinet meetings.
ii. Maintain a positive and constructive relationship with The College Dons.
iii. Collaborate with the Residence Life Council to organize on-campus events.
iv. Assist in the advertisement of all College Cabinet events.
v. Be responsible for preparation and updating of the Cabinet boards in Residence.
vi. Have a minimum of one (1) representative sitting on the Residence Life Council and act as a liaison.
vii. Work in coordination with the Off-Campus Representatives and the Annex Representative to organize events for both
On- and Off-Campus Students.
 viii. Be responsible for two (2) events for On-Campus Students per Academic Year.
ix. Schedule monthly meetings with Dons to discuss floor life and events.
x. Have one (1) representative sitting on the Food Services Sub-Committee of CASSC.
xi. Have one (1) representative sitting on the Housing Sub-Committee of CASSC.
xii. Hold one (1) year terms, with the completion date of Turnover.
7.12 The Annex Representative

The Annex Representative shall:

i. Represent the interest of all Gzowski College First Year Annex Students at all Cabinet meetings.
ii. Maintain a positive and constructive relationship with The College Dons.
iii. Collaborate with the Residence Life Council to organize on-campus events.
iv. Assist in the advertisement of all College Cabinet events.
v. Be responsible for preparation and updating of the Cabinet boards at the Annex.
vi. Work in coordination with the First Year On-Campus Representatives and Off-Campus Representatives to organize
events for both On- and Off-Campus Students.
vii. Schedule monthly meetings with the Annex Dons to discuss floor life and events.
viii. Be responsible for two (2) events for Annex Students per Academic Year.
ix. Collaborate with the Gzowski College Community Off-Campus Liaison.
x. Hold a one (1) year term, with the completion date of Turnover.
7.13 The Senior Social Representative

The Senior Social Representative shall:

i. Be responsible for the planning and organization of the fall and winter College weekends.
ii. Be responsible for aiding in the organization of Student Orientation Week activities for The College.
iii. Be responsible for establishing connections with the four other College Cabinets to keep each other informed of
activities and to create a sense of community amongst Trent University.
iv. Work with the Off-Campus Representatives, First Year On-Campus Representatives, and the Annex Representative to
organize events that bring all Gzowski Students together.
v. Be responsible for organizing The College Formal.
vi. Promote social events throughout the Trent Community.
vii. Act as a mentor to the Junior Social Representative.
 viii. Hold a one (1) year term in the position of Senior Social Representative, with the completion date of Turnover.
7.14 The Junior Social Representative

The Junior Social Representative shall:

i. Be responsible for the planning and organization of the fall and winter College weekends.
ii. Be responsible for aiding in the organization of Student Orientation Week activities for The College.
iii. Be responsible for establishing connections with the four other College Cabinets to keep each other informed of
activities and to create a sense of community amongst Trent University.
iv. Work with the Off-Campus Representatives, First Year On-Campus Representatives, and the Annex Representative to
organize events that bring all Gzowski Students together.
v. Be responsible for organizing The College formal.
vi. Promote social events throughout the Trent Community.
vii. Assist the Senior Social Representative.
viii. Succeed to the position of Senior Social Representative upon the resignation or removal from office, or should the
Senior Social Representative be unable to perform their duties.
ix. Hold a one (1) year term in the position of Junior Social Representative, succeeding to the Senior Social
Representative position at Turnover.

7.15 The Publicity Officer

The Publicity Officer shall:

i. Be responsible for getting information presented to, and known by the Students of Gzowski College by creating
posters and banners, by maintaining all social media accounts, the website, the TCSA app, and the bulletin boards.
ii. Give assistance to other Cabinet Members in publicizing events put on or sanctioned by Cabinet.
iii. Create pamphlets for Orientation Week, informing Students what Cabinet is and available positions for the
Bi-Election.
iv. Create itineraries for the fall and winter College weekends.
v. Hold a one (1) year term, with the completion date of Turnover.

7.16 The Trent Central Student Association (TCSA) Commissioner

The TCSA Commissioner shall:

i. Act as a liaison between Cabinet and the TCSA.

ii. Be fully informed of all business pertaining to Gzowski College in relation to the TCSA.
iii. Distribute TCSA materials to the Gzowski Student Body.
iv. Fulfill all requirements of their position according to the TCSA Bylaws and Operating Policy.
v. Sit on at least one (1) standing committee of the TCSA and at least one other committee that may be of the University
or TCSA.
vi. Hold a one (1) year term, with the completion date of Turnover.

7.17 The Sustainability Ambassador

The Sustainability Ambassador shall:

i. Be responsible for informing the Gzowski College Community about various environmental initiatives, events, and
Clubs or Groups on-campus and within the Peterborough community. This includes publicizing environmental
concerns and promoting environmental preservation.
ii. Act as a liaison between Gzowski College and environmental Clubs or Groups on-campus and within the
Peterborough community.
iii. Sit on the Sustainability Sub-Committee of CASSC.
iv. Hold a one (1) year term, with the completion date of Turnover.

7.18 The Trent University Native Association (TUNA) Commissioner

The TUNA Commissioner shall:

i. Act as a liaison between Cabinet and TUNA.

ii. Work with the Equality Commissioners.
iii. Be nominated by TUNA and run in the Bi-Election in order to hold a vote.
iv. Voice Indigenous concerns on Cabinet.
v. Hold a one (1) year term, with the completion date of Turnover.
POLICY 8: RESPONSIBILITIES OF NON-VOTING CABINET MEMBERS & EX-OFFICIO MEMBERS

8.1 The Chair

The Chair shall:

i. Act as the Chair of Cabinet during meetings.

ii. Provide no public comment on any issue before the Cabinet and remain as an impartial party.
iii. Be responsible for having a copy of the current Constitution and Policy Handbook.
iv. Be appointed by Cabinet.
v. Chair the Executive Committee.
vi. Cast the deciding vote in the event of a tied vote in Cabinet meetings.
vii. Act as Head Trustee in all elections.
viii. Hold the position until the resignation or removal from office, or should they be unable to perform their duties.

8.2 The Gzowski College Don on Cabinet

The Gzowski College Don on Cabinet shall:

i. Be responsible for liaising between Cabinet and the Don Team.

ii. Be responsible for promoting Cabinet events in residence.
iii. Be responsible for providing Cabinet with a detailed list of residence related events.
iv. Be appointed to the position as per a nomination by the Don Team.
v. Be responsible for collaborating with Cabinet Members, especially the First Year On-Campus Representatives and the
Annex Representative, on their mandated events.
vi. Hold a one (1) year term, with the completion date of Turnover.

8.3 The Director of Colleges

The Director of Colleges shall:

i. Attend any Cabinet meeting they deem fit.

ii. Present any matters concerning The College system.
 8.4 The Gzowski College Head

The Gzowski College Head shall:

i. Attend any Cabinet meeting they deem fit.

ii. Present any matters concern Gzowski College.

8.5 The Gzowski Academic Advisor

The Gzowski Academic Advisor shall:

i. Attend any Cabinet meeting they deem fit.

ii. Be consulted in all matters regarding academics, including, but not limited to, grade checks.

8.6 The College Residence Life Coordinator (CRLC)

The CRLC shall:

i. Attend any Cabinet meeting they deem fit.

ii. Present any matters relating to Residence Life, Housing, or the Dons.

POLICY 9: PROCEDURES AND RESPONSIBILITIES OF OFFICIAL GUESTS

9.1 The Gzowski College Orientation Week Chair/ Co-Chairs

The Gzowski College Orientation Week Chair/Co-Chairs shall:

i. Provide written financial statements to Cabinet after the completion of Orientation Week.
ii. Be responsible for handling all expenses during Orientation Week, including, but not limited to, staff expenditures
and reimbursements.
iii. Present a preliminary record of expenses in October. A final report and budget will be given to Cabinet after all
financial matters have been settled in the winter semester.
9.2 The Trent University Native Association (TUNA) President/Co-President

The TUNA President/Co-President shall:

 i. Attend any Cabinet meeting they deem fit.
ii. Present any matters relating to TUNA and FPHL.

POLICY 10: CABINET MEETINGS

10.1 Cabinet meetings will be held at least twice a month during the fall and winter semesters, excluding the exam periods.
10.2 At least forty-eight (48) hours prior to each Cabinet meeting, an agenda will be circulated to all Cabinet Members.
10.3 At least twenty-four (24) hours prior to each Cabinet meeting, all Committee Meeting Minutes will be circulated to all
Cabinet Members.
10.4 Quorum is one-half of the voting Members, rounded up to the nearest whole number.
10.5 All Cabinet Members must attend Cabinet meetings except in the case of emergency or extenuating circumstances. When
unable to attend a meeting, Members must send regrets by email at least twenty-four (24) hours in advance to the President,
Vice President, Cabinet Assistant, and the Chair, outlining the reasoning.
10.6 Each voting Member of Cabinet is allowed to delegate his or her attendance and voting power to another voting member
through a proxy vote. This shall be mentioned in the regrets email, with the proxy voter carbon copied (Cc’d).
i. No voting Member can be a proxy for more than one voting Member in a Cabinet meeting.
ii. If the number of absentees and proxies is such that less fifty percent plus one (50%+1) of the voting Members are
present in the meeting, then the Chair must declare the meeting unconstitutional and adjourn immediately.
iii. Proxies are limited to speaking and voting power.
10.7 A motion is passed when more affirmative than negative votes are cast (Abstentions being neither affirmative nor negative):
i. Motions concerning procedural matters are passed only with a two-thirds (2/3) majority vote.
ii. In the event that there are more than two options to choose from, a motion will only be passed with a majority vote
are in favor of one of the options. In the event that this is not achieved on the first vote, the Cabinet shall vote on the
amended motion. If there is a tie as to which option to eliminate, then the Chair shall cast a vote between the tied
options, and then eliminate the ones with the least votes.
10.8 The “Order of Business” of the agenda cannot be altered without a two-thirds (2/3) majority vote.
10.9 All Cabinet, Cabinet Committee, and Sub-Committee meetings shall be opened to the public unless requested for a specific
purpose and passed by a simple majority vote of the present voting Members.
10.10 The President normally calls Cabinet meetings. However, three (3) Cabinet Members may call an emergency meeting when
an email is sent to the President. At least forty-eight (48) hours’ notice of the emergency meeting must be present.
10.11 Any Cabinet meeting that exceeds two and a half (2 ½) hours must be extended by a simple majority vote of the present
voting Members. Recesses may be called by Cabinet as necessary, but will not count towards the time limit.
10.12 Cabinet meetings shall be held in Gzowski College unless otherwise noted.
 10.13 The Cabinet will begin all meetings with a land acknowledgment by the Chair, which will read as follows:
i. The Cabinet of Peter Gzowski College wishes to acknowledge the Anishinaabe, Algonquin and Mississauga peoples
and their traditional territory, including the Mississauga Ojibwe territory of Curve Lake First Nation, in which this
meeting is taking place.
10.14 Observers of Cabinet meetings are welcome to attend open meetings and contribute to open discussions of Cabinet. Seating
for observers is limited by fire code and observers are admitted on a first come, first served basis. When participating in
Cabinet discussions, your College affiliation must be disclosed and must behave with respect, not to disturb the conduct of
the meeting.
10.15 Audio-recording, videotaping and filming open sessions of Cabinet is allowed only if those wishing to do so contact the
Cabinet Assistant beforehand or should those wishing to require such as an accommodation under AODA.
10.16 Cabinet welcomes input from all members of Gzowski College and the Trent community at large. Those wishing to do so
should contact the President no less than forty-eight (48) hours in advance, or seek a motion for approval at the meeting.
10.17 Members of Gzowski College or observers may request an opportunity to address an item on the agenda of an open Cabinet
meeting. Such request should be received with the approval of Cabinet at the meeting.
10.18 In the event of a closed session, all observers will be asked to leave for the duration of the closed session and can be
welcomed back into the room once open session resumes.

POLICY 11: ONLINE VOTING

11.1 Summer and Academic Year

i. This policy is for important Cabinet matters when Cabinet cannot meet.
ii. The motion will only be sent out by the President via email with a subject line of “motion” and will ask for a
seconder.
iii. The seconder will respond by selecting “Reply All” to the email.
iv. Once the seconder has responded, the President will send out a new email with a subject line of “discussion” and an
end date of the discussion.
v. When the discussion time comes to an end, another email will be sent out by the President to start the voting process.
vi. There will be two timelines given:
i. For the discussion period; and
ii. For the voting period.
vii. The timelines will be a four (4) day period including weekends.
viii. During the discussion and voting periods, everyone is asked to “Reply All” so that everyone can take [art and see
other Cabinet Members comments and votes.
 ix. It is imperative that all emails be titled with appropriate subject lines.

POLICY 12: BORROWING PROCEDURES

Those who borrow materials from Gzowski College Cabinet are responsible for their care and return and responsible for any charges
incurred as a result of misuse or damage during usage.

12.1 Borrowing Privileges

i. Borrowing privileges will be kept to those affiliated with Gzowski College and Trent University. Students
representing Clubs and Groups, University Staff, and Trent Alumni may borrow Cabinet material for Gzowski
College events with the approval from the Cabinet Assistant. Events must be held in Gzowski College and/or have to
specifically entail Gzowski Students. The Cabinet Assistant must be contacted ahead of time to arrange borrowing
protocol.
12.2 Identification
i. For borrowing protocol, borrowers must provide their Student or alumni number in the case of damage.
12.3 Borrowing Protocol
i. Jibs
i. Jibs cannot be borrowed unless approved by Cabinet.
ii. Risk assessments must be approved prior to borrowing the jibs.
ii. Loan Duration
i. In general, external borrowers may have a maximum of three (3) items out at once. However, borrowers may
borrow more material if given approval from the Cabinet Assistant. Loan periods can be extended with
approval from the Cabinet Assistant before borrowing.
ii. Loan periods are as follows:
iii. Speakers: forty-eight (48) hours maximum.
iv. Table: twenty-four (24) hours maximum.
v. Keyboard: At the discretion of Cabinet.
vi. Popcorn machine: At the discretion of Cabinet.
vii. Jibs: At the discretion of Cabinet.
viii. Any other items not specified in this policy are subject to a maximum loan period of forty-eight (48) hours.
iii. Returning Material
 i. The material is to be returned at the time agreed upon by the Cabinet Assistant. Any time after the agreed
upon time will be deemed late. Property is to be returned to the Cabinet office and must be returned in the
same condition as borrowed.
iv. Fines
i. For every day martial is not returned beyond the set time, there will be a fine of five (5) dollars, to a
maximum of twenty (20) dollars. Lending privileges can be revoked due to abuse of this policy, as well as for
lost, damaged, or unreturned items.
ii. In addition to overdue charges that have accumulated on a lost, damaged (beyond repair) or unreturned item,
borrowers are required to pay the replacement cost.
v. Outstanding Charges and Loans
i. No materials may be borrowed by a staff, alumnus, or Club or Group when they have an outstanding fine to
the Cabinet. When one member of a Club or Group has an outstanding debt for items borrowed for the Club
or Group, the entire Club or Group assumes the fine.

POLICY 13: PERSONAL SOCIAL MEDIA

Any personal social media post of a Cabinet Member must contain a disclaimer of personal opinion on posts containing contentious
content. Cabinet Members are required to state that their opinion is their own and has no reflection of Cabinet or Gzowski College,
prior to stating their opinion on a contentious issue. Tagging of institutions or affiliations should not be used unless for the purposes of
positive advertisement and promotion.

If a Cabinet Member is approached through social media about expressing an opinion, they must direct said person the Executive
Committee and will be dealt with at the discretion of the Executive.

POLICY 14: CHANGING MINUTES

Meeting minutes are to remain transparent. Cabinet Members have the opportunity to change meeting minutes in the discussion
partition of the motion when the approval of meeting minutes occurs. Once this motion has passed, meeting minutes shall be
unchanged indefinitely. All Cabinet Members must sign an acknowledgment waiver which shows they understand this policy hereof.
 SECTION 2: APPENDICES

APPENDIX 1: CONFIDENTIALITY/PRIVACY AGREEMENT

Trent University
Peter Gzowski College Cabinet

Student Volunteer
Confidentiality/Privacy Agreement

Trent University is subject to Canadian Privacy Legislation, namely the Freedom of Information and Privacy Protection Act (FIPPA),
and the Personal Information Protection and Electronic Document Act (PIPEDA). Therefore, Trent University expects all of its
volunteers, employees, and students to protect the privacy of individuals whose information is held in the custody of the University
and to adhere to the University’s privacy policies and practices.

As a condition of my engagement with Trent University, I agree to protect the confidentiality and/or privacy of any
academic/personal/operational information that I have access to while working or volunteering with Peter Gzowski College Cabinet.

I agree to limit my use of any confidential, academic, and/or personal information strictly for the purpose(s) for which I have been
granted access. I agree not to use any information gained by my engagement with Peter Gzowski College Cabinet for any special
interest or academic paper/presentation/research without the express written permission of the President of Peter Gzowski College
Cabinet and the Head of Peter Gzowski College Cabinet.

To further protect the confidentiality and/or privacy of personal information, I agree to keep confidential any user accounts and
passwords that I am assigned.

Dated this _______ day of __________________, 20______

_________________________________________

Name (print)

________________________________________

Signature

_________________________________________

Witness

APPENDIX 2: ACKNOWLEDGEMENT WAIVER

Trent University
Peter Gzowski College Cabinet

Student Volunteer
Acknowledgement Waiver

By signing this waiver, I hereby understand and accept that my full mane, my opinions, and my words expressed during the meeting
will be recorded in the meeting minutes and that these minutes will be further available for view online and by the general population.
Therefore, I understand that by granting permission to use the above information, I am contributing to a transparent representation of
the meeting for the general population and hereby revoke my rights to request the Cabinet of Peter Gzowski College make
amendments to past meeting minutes on my behalf.

I also acknowledge that I am to adhere to all policies and Bylaws outlined in both the Constitution and Policy Handbook of Peter
Gzowski College Cabinet. Should I violate any policy or Bylaw or derelict my duties, I agree the Cabinet may take actions to
terminate me from my position.
 I have read and understood the Constitution and Policy Handbook and will adhere to the policies and Bylaws hereof.

Dated this _______ day of __________________, 20______

_________________________________________

Name (print)

________________________________________

Signature

_________________________________________

Witness
APPENDIX 3: COMMITTEE MEETING MINUTES TEMPLATE

Committee Meeting Minutes

Name of Committee:

Notes:

Contentious Items:
Points to be voted on:

Next Meeting Time and Date:

APPENDIX 4: EXPENSE CLAIM FORM TEMPLATE

Gzowski College Cabinet Expense Claim Form

Name: _________________________

Date: __________________________

Request Date (DD/MM/YY) Supplier’s Name Relevant Event/Expense Amount

number
1
2
3
4
5
6
7
8
9
10

Total Expense: _______________

Signature: ______________________________________

Treasurer Use Only: Authorized Paid Date: _________________ Cheque #:_________