SLS By-laws

SLS By-laws

About The Students' Law Society - By-laws

STUDENTS' LAW SOCIETY BY-LAW I

Conflict of Interest

Preamble

1.(1) It is the policy of the SLS to conduct its affairs in compliance with the Constitution of the SLS and its By-Laws and in conformity with the highest ethical and moral standards.

Definition

2.(1) No Council Member or SLS Committee Member shall use his/her position to receive unfair advantage, academic or otherwise, or to unduly influence or prejudice the operations of the SLS.

Conflict of Interest

3.(1) Any Council Member or SLS Committee Member who believes him/herself to be in potential conflict of interest must so notify the Council or committee at the start of the meeting where the conflict arises.

3.(2) Any Council Member or SLS Committee Member who believes or is made aware that another Council Member or SLS Committee Member is in a potential conflict of interest must so notify the Council or committee as soon as reasonably possible upon learning of the potential conflict of interest.

3.(3) Any Council Member in a conflict of interest shall abstain from voting on the conflict of interest.

Sanction

4.(1) Failure to abide by the conflict of interest guidelines shall be grounds for termination of office per Article 9 of the Constitution, censure, reprimand, or other disciplinary action.

STUDENTS' LAW SOCIETY BY-LAW II

Committees and Clubs

Standing Committees

1.(1) The SLS may form Standing Committees to carry out specified activities as required.

1.(2) Standing Committees are part of the structure of the SLS and do not exist apart from it.

1.(3) Standing Committees may receive funding from the SLS and may conduct fund-raising activities to supplement their budgets.

1.(4) In order to receive funds from the SLS, Standing Committees are to follow the budget application procedure as outline in By-Law IV, s.3.

1.(5) The following Standing Committee has been established and reports to the President:

1.5.1 Access to Justice Committee

1.(6) The following Standing Committees have been established and report to the Vice President (Operations):

1.6.1 Formal;
1.6.2 Social Orientation;
1.6.3 Speakers Committee;
1.6.4 Canada Law Games;
1.6.5 Yearbook Committee;
1.6.6 Social Committee;
1.6.7 Graduation Committee;
1.6.8 Court Jesters;
1.6.9 Ambulance Chasers; and
1.6.10 Barbara Gesell-Fereira Memorial Committee.

1.(7) The following Standing Committees have been established and report to the Vice President (Academic):

1.7.1 Career Development Advisory Committee;
1.7.2 Library Committee; and
1.7.3. Zuber Moot Committee.

1.(8) The following Standing Committees have been established and reports to the Vice President (Finance):

1.8.1 Revenue Generation Committee;
1.8.2 Grant Generation Committee; and
1.8.3 Merchandise Sales Committee.

Committee Chair Responsibilities

2.(1) SLS Committee Chairs are required to report to the appropriate Executive Member responsible for the Committee, as enumerated under ss.1.(5) to 1.(8) of this By-Law.

2.(2) SLS Committee Chairs shall also be required to report to Council if placed under a separate item on the agenda at a Council meeting.

2.(3) SLS Committees shall be allowed to conduct their affairs with as much autonomy as reasonably possible.

Salary, Stipend and Profit Prohibited

3.(1) No law student, by virtue of being Chair or a member on an SLS Council Committee, shall take for himself/herself a salary or any other stipend or profit as a result of volunteering his/her time.

Faculty Council Sub-Committees

4.(1) The student representatives on the following Faculty Council Sub-Committees shall report to the Vice President (Academic):

4.1.1 Academic Planning;
4.1.2 Academic Program;
4.1.3 Academic Status;
4.1.4 Appointments;
4.1.6 Admissions;
4.1.7 Alumni Relations;
4.1.8 Academic Orientation; and
4.1.9 Any other Committees that may be established from time to time.

4.(2) Faculty Council Sub-Committee appointments should be filled by sitting Faculty Council Student Representatives where possible.

Clubs

5.(1) From time-to-time, the SLS may recognize student clubs within the Faculty of Law, which enhance student life at the Faculty of Law.

5.(2) Clubs may be eligible for financial support from the SLS and must consequently follow the budget application procedure as outlined in By-Law IV, s.10.

5.(3) The Following Clubs have been recognized by the SLS:

5.3.1 Women and the Law
5.3.2 International Law Society
5.3.3 Amnesty International Legal Network
5.3.4 Black Law Students' Association of Canada ("BLSAC")
5.3.5 Windsor Intellectual Property / Information Technology Club ("WIPIT")
5.3.6 Sports Entertainment Law Society ("SELS")
5.3.7 Asian Law Students Organization
5.3.8 Phi Delta Phi
5.3.9 Hellenic Law Students Association
5.3.10 Civil Liberties Association of Windsor
5.3.11 Canadian Lawyers Association for International Human Rights ("CLAIHR")
5.3.12 Phi Alpha Delta
5.3.13 Labour and Employment Law Society
5.3.14 Christian Legal Fellowship
5.3.15 Eastern European Students' Association
5.3.16 Safe Space
5.3.17 South Asian Law Students' Association
5.3.18 Criminal Law Students
5.3.19 Windsor Italian Law Association 5.3.20 Windsor Law Tennis Club 5.3.21 CANFAR 5.3.22 Ontario Trial Lawyers Association – Windsor Chapter 5.3.23 Cyclists of Windsor Law  (COWL) 5.3.24 Parent Law Students Club 5.3.25 Entertainment Law Society 5.3.26 Windsor Health Law Club 5.3.27 Salsa “Contigo” Dance Club

5.(4) To apply for recognition as a Club by the SLS, a group shall submit a constitution with the following information

5.4.1 Name of Club;
5.4.2 Aims and Objectives;
5.4.3 Eligibility for Membership;
5.4.4 Membership fees (if any);
5.4.5 Executive Structure;
5.4.6 Election Procedures;
5.4.7 Executives' Term in Office;
5.4.8 Provisions for Amending Constitution;
5.4.9 Regular Meetings; and
5.4.10 Quorum at Meetings.

5.(5) SLS may waive any of the requirements of s.5.4.

STUDENTS' LAW SOCIETY BY-LAW III

Selection Procedure for Appointed Positions

Appointments

1.(1) At the end of the academic year, the incoming Executive shall select the SLS Chair, Administrator, Committee Chairs, SLS Communications Officer and SLS Events Coordinator for the upcoming year.

 

Notice

2.(1) Prior to the selection meeting, the Executive shall:

2.1.1 review the functions of each appointed position;
2.1.2 post a notice for the appointed positions open;
2.1.3 post the functions of each committee; and
2.1.4 request that candidates submit oral and/or written submissions in support of their application for an open appointed position.

Procedure for Selection

3.(1) A list will be compiled of all the candidates and the positions for which they are applying in the order of their preference.

3.(2) The Executive may appoint a Committee to recommend candidates for the positions per s.1.1 or the Executive may deliberate and decide as a Committee.

3.(3) The Committee or the Executive shall sit in-camera during their deliberations and any discussion is considered confidential between those member present.

3.(4) The Executive will present a list of recommended candidates for open appointed positions to Council. This list will be subject to a question period and deliberation.

3.(5) Approval of a candidate shall be by a simple majority vote of Council.

3.(6) SLS may appoint or refuse to appoint any person who stands acclaimed to any committee position. A refusal of any appointment must be made by a two-thirds vote of Council.

STUDENTS' LAW SOCIETY BY-LAW IV

Financial Procedures

Control

1.(1) The SLS shall maintain a bank account (s) in its own name, and shall only use co-signed and pre-numbered cheques.

1.(2) A General Ledger and a General Journal shall be used to record all the transactions of the SLS. The General Journal shall be posted to the General Ledger at least every two weeks.

1.(3) Each SLS Committee shall maintain a General Journal.

1.(4) No SLS Committee may maintain a separate bank account.

Fiscal Year

2.(1) The fiscal year of the SLS shall be April 1st to March 31st.

Committee Funding

3.(1) SLS Committees must submit a budget for the fiscal year to the Vice President (Finance) before receiving any allocation of funds from the SLS General Account.

3.(2) The Vice President (Finance) shall review the budget and propose an allocation of SLS funds to the Executive.

3.(3) The Executive shall assess each Committee budget submitted and will arrange an appropriate allocation of SLS funds.

3.(4) All monies not spent by the Committees shall be transferred back to SLS General Account at the end of the fiscal year.

3.(5) SLS Committees shall not spend or incur liability for any amount which would cause them to exceed their approved budget.

3.(6) SLS Committees shall submit any amendments to the approved budget to the Vice President (Finance), and Council shall review all such submissions.

3.(7) Each SLS Committee is required to attend the annual budget meeting where the Executive may require a brief oral presentation from Committee Chair(s) regarding the committee's proposed budget.

3.(8) Committees must provide to the Executive, by submission to the Vice President (Finance), a detailed budget proposal, which shall clearly account for all anticipated transactions, anticipated revenues and expenditures for the fiscal year.

3. (9) Committees shall not incur any expenditure or expenditures requiring reimbursements from the SLS unless such budget is approved.

3.(10) The Social Orientation Committee must provide to the Executive, by submission to the Vice President (Finance), a detailed budget proposal in the first month of the new office's term, prior to the end of exams and summer break. This budget proposal shall clearly account for all anticipated transactions, anticipated revenues and expenditures for the fiscal year. The Social Orientation Committee shall not incur any expenditure requiring reimbursements from the SLS unless the Social Orientation budget is approved.

3. (11) After each budget is submitted, the Vice President (Finance) shall present at the following Council meeting the approved budget as a means of disclosure to the Council.

3.(12) SLS Committee Chairs are required to attend all meetings called by the Vice President (Finance). Specifically, year-end meetings and any special meeting called to address ongoing concerns by Council.

Line of Credit

4.(1) In no instance shall any Committee Chair or member use the SLS's name to receive any type of credit unless first approved by the Vice President (Finance).

Club Funding

5.(1) SLS does not have an obligation to finance the activities of SLS recognized Clubs.

5.(2) SLS is not responsible for any debt or liability incurred by a Club.

Funding Criteria

6.(1) Although it is not to be restricted to the foregoing, Council may take the following factors into consideration when assessing a Committee's financial requests.

6.1.1 availability of funds;
6.1.2 requirement for funds;
6.1.3 previous use of funds, including amount an adequacy of previous funds;
6.1.4 fund-raising plans and previous fund-raising efforts;
6.1.5 nature of request, i.e. grant or loan;
6.1.6 number of law students, or otherwise, that shall benefit from the proposed expenditure; and
6.1.7 previous year's budget allocation.

Deposit And Disbursement

7.(1) All monies received by SLS Committees shall be deposited directly to the SLS General Account.

7.(2) An appropriate description of the source is to be attached to the deposit receipts and submitted to the Vice President (Finance) in order to ensure credit to the proper committee.

7.(3) All disbursements are to be made by cheque signed by the Vice President (Finance) and one other Executive Member.

7.(4) All cheques received by SLS Committees shall be made out to the Students' Law Society or the appropriate committee.

7.(5) Chairs are required to give the Vice President (Finance) adequate notice for the request of any disbursements and submit all necessary information to ensure cheques are properly distributed.

7.(6) The Vice President (Finance) shall make all requested disbursements in a timely manner.

7.(7) Chairs are required to submit directly to the Vice President (Finance) any monies collected (immediately upon collection) that must be deposited into the SLS General Account. Such submission shall be made in accordance with procedures and protocols set forth by the Vice President (Finance), including the requirement of a transaction log or ledger of the money and / or cheques to be deposited.

Mandatory Attendance Workshops

8.(1) After budget ratification by Council, all Committee Chairs are required to attend a workshop hosted by and to be set by the Vice President (Finance) to discuss protocols and financial procedures for the year.

Closing Reports

9.(1) All club / committee Chairs are required to submit to the Vice President (Finance) a closing report immediately upon the termination of that committee or club's responsibilities. The closing report shall be a full and complete account of all the transactions, contacts and activities made during the course of the committee's term.

Non-Committee Expenses

10.(1) Any expenditure exceeding $999.99, and which is not in relation to any SLS Committee, shall be first approved by Council.

10.(2) The Vice President (Finance) shall prepare and submit to Council a report fully detailing the purpose, cost, and any other information that may be necessary for such expenditures, including but not limited to the financial impact that such an expenditure will have on the SLS.

10.(3) Only after Council has approved the proposal shall the Vice President (Finance) proceed with the expenditure.

Financial Disclosure

11.(1) At the end of the fiscal year, the Vice President (Finance) shall prepare a financial report and present such report to Council.

11.(2) The financial report shall include, but not limited to, the following:

11.2.1 Total Financial Position (Retained Earnings), which shall include:

11.2.1.1 a detailed summary of bank account balances at the beginning of the SLS fiscal year

11.2.1.2 a detailed summary of bank account balances at the end of the SLS fiscal year.

11.2.2 Total Revenues Incurred, which shall include:

11.2.2.1a summary of all deposits made according to Committee and any other categorization that may be deemed necessary

11.2.3 Total Expenditures Incurred, which shall include:

11.2.3.1 a summary of all liabilities incurred according to Committee and any other categorization that may be deemed necessary.

11.(3) The financial report shall reflect the following financial formulas:

11.3.1 (Bank Account Balance at the end of the SLS Fiscal Period) = (Bank Account Balances at the beginning of the SLS Fiscal period) plus (Total Revenues) minus (Total Expenditures).

11.3.2 (Retained Earnings) = (Bank Account Balance at the end of SLS fiscal period) minus (Bank Account Balance at the beginning of SLS fiscal period).

11.(4) Upon being submitted to Council, Council shall file the Financial Report, along with the minutes of the minute, at the designated place within the Law Library.

Financial Goals

12.(1) The Executive shall create and implement a fundraising model at the beginning of the fiscal year, or as soon as possible thereafter, in order to receive enough funding for its fiscal expenditures.

12.(2) With the exclusion of Non-Committee Expenses, the Executive shall try to ensure that the for its fiscal year, the SLS does not operate at a deficit.

STUDENTS' LAW SOCIETY BY-LAW V

Special Meetings

Procedure

1.(1) The Chair shall call a Special Meeting at the request of either the President or three Members of Council.

1.(2) Notice of the Special Meeting shall be given 48 hours in advance of the meeting.

1.(3) If, at a Special Meeting, it becomes urgent in an emergency to take action for which no notice was given, that action, to become effective, must be ratified by the Council at a regular meeting (or, if ratification also cannot wait, at another Special Meeting called for that purpose.)

1.(4) The agenda for a Special Meeting will be decided by the requestor(s) of the meeting. If time permits other items can be added to the agenda pending approval of two-thirds (2/3) of Council members present at the Special Meeting.

STUDENTS' LAW SOCIETY BY-LAW VI

Elections

Officials

1.(1) For the purpose of holding any elections, by-elections, referenda or plebiscites of the Students' Law Society (hereinafter SLS) the Chair of the SLS shall act as the Chief Electoral Officer (hereinafter CEO).

1.(2) The President of the SLS shall carry out the duties of the Chair as CEO under this By-Law in the event that the Chair is unable to fulfill his/her duties.

1.(3) The CEO shall appoint Deputy Returning Officers (hereinafter DROs) who will act as his/her deputies in the general administration of the election. At no point in time shall more than 4 persons or less than 2 persons be under appointment as DRO.

1.(4) The following persons are not eligible to serve as DROs:

1.4.1 a person who intends to be nominated or is nominated to be a candidate for the election;
1.4.2 a person who is involved in the campaign of a candidate for the election; or
1.4.3 a person who has a reasonable apprehension of bias.

1.(5) Where, on the day of the poll the CEO is unable to fulfill his/her responsibilities and duties under this By-Law, s/he will appoint one of the DROs to assume the duties and responsibilities of the CEO.

1.(6) At no time are officials pursuant to this Part of this By-Law to show any preference for any candidate or any matter to be voted on.

Electors / List of Electors

2.(1) Every person who is registered in the LL.B., J.D./LL.B. or LLB/MBA programs at the Faculty of Law, University of Windsor and who is registered in a half or full course load at the Faculty is entitled to vote at an election, by-election, referendum or plebiscite, except:

2.1.1 the CEO, unless there is an equality of votes; and,
2.1.2 SLS members who are studying during the election on a Letter of Permission or Exchange.

2.(2) The CEO shall obtain from the Faculty of Law a list of all full-time and part-time students who are registered in the programs listed in s.2.1.

2.(3) Such a list is to be divided by academic year, program and status, and is to constitute the List of Electors.

2.(4) Where the name of any qualified elector does not appear on the list of electors or the name of any person not qualified as an elector does not appear on the list the CEO shall, upon proof being furnished satisfactory to him/her correct any such error or omission by inserting or deleting the name, as the case may be.

Online Voting

3.(0) The SLS shall host all elections using electronic voting.
3.0.1 In the event that electronic voting is not possible or malfunctioning, the electoral system shall proceed under paper balloting.
3.0.2 In the event of an online system failure, for the duration of two (2) consecutive hours, or four (4) hours in total, the election results will become invalid.
3.0.3 In the event that a system failure occurs for the duration of less than two (2) consecutive hours or four (4) hours in total, an alteration of voting times shall be at the discretion of the CEO.

3.(1) The electronic voting system must be hosted on a secure server.
3.1.1 In the event of a security breach of the voting system, an emergency meeting of the
CEO and executive committee shall immediately review the issue and a unanimous vote must be obtained for the election to proceed.

3.(2) At least one day before the first day of voting an email must be sent out to the membership, outlining the electronic link to vote and voting days and times.

3.(3) The CEO shall set polling stations and advertise the location of the polling stations.
3.3.1 The polling stations shall:
3.3.1.1 be constructed to allow privacy for the voter in casting her or his vote;
3.3.1.2 be staffed by no less than 1 individuals at all times;
3.3.1.3 only be staffed by the CEO, DRO, or agents of the CEO;
3.3.1.4 include a computer with internet access; and,
3.3.1.5 be located in prominent areas in the Faculty of Law building.
3.3.2 All computers in use for voting purposes shall be deemed to be a poll.

3.(4) Each electronic ballot shall include:
3.4.1 the title of the contested position;
3.4.2 the candidate names; and,
3.4.3 two additional options: "None of the Above" and "Decline", to represent the
voter's rejection of the candidate pool or the election process respectively.

3.4.3.1 in the event that there is only a single candidate in a contest, the ballot shall only list “Yes”, “No” and “Decline”.
3.4.3.2 In the event that the successful candidate receives fewer votes than either the “None of the Above” or “Decline” options, the successful candidate shall still be deemed to have won the election.

3.4.4 The position of each name on the ballots (or each option in the case of referenda) will be randomized through the full ballot population. However, the “None of the Above” and/or “Decline” options will always be listed as the last items on a ballot.
3.4.5 In the event of multiple ballots, the voter shall not be required to complete a ballot in order to proceed to the next ballot.

3.(5) Voters will:
3.5.1 approach the poll with the purpose of voting;
3.5.2 not engage in discussions regarding the Candidates or any act of campaigning within 30 feet of the poll; and,
3.5.3 promptly leave the poll after voting.

3.(6) Candidates will:
3.6.1 approach the poll only when they are voting;
3.6.2 when not voting, remain at least 30 feet away from all polls, unless it is necessary to come within 30 feet to contact the CEO or DRO; and,
3.6.3 promptly leave the 30 feet range after contacting the CEO or DRO and before engaging in the conversation that necessitated the contact.

3.(7) Reporting of the result shall include the following:
3.7.1.1 a total number of ballots cast;
3.7.1.2 a total number of ballots cast for each candidate;
3.7.1.3 a total number of “None of the Above” and “Decline” cast for each ballot;
3.7.1.4 the official date and time of the reported results
3.7.1.5 any and all voting anomalies.
3.7.2 Reporting of the results shall be certified by the administrative technician maintaining the electronic voting server and the CEO.
3.7.3 Reporting of the results shall include an administrative log.
3.7.3.1 The administrative log shall include:
3.7.3.2 all users able to access the electronic voting system;
3.7.3.3 date, time and duration of each user’s access of the electronic system;

3.7.3.4 any creation, modification or deletion of any content or code on the electronic system; and

3.7.3.5 all system failures or modifications.

3.(8) All other proceedings shall refer to and abide by the paper balloting system.

Paper Balloting

Notice of the Poll

3.(1) At the first SLS Council meeting in the month of January the Council shall set a date, based on the recommendation of the CEO, for the Spring election where the following positions will be filled:

3.1.1 President;
3.1.2 Three Vice Presidents: Finance, Academic and Operations;
3.1.3 One Second Year LL.B. Representatives to SLS Council;
3.1.4 Two Second Year Representatives to Faculty Council;
3.1.5 One Third Year LL.B. Representative to SLS Council;
3.1.6 Two Third Year Representatives to Faculty Council;
3.1.7 One J.D./LL.B. Representative (from any year) to Faculty Council; and
3.1.8 One Part-time LL.B. SLS Representative to SLS Council.

3.(2) At the first SLS Council meeting of the academic year (within ten school days after registration) the Council shall set a date, based on the recommendation of the CEO, for the Fall election where the following positions will be filled:

3.2.1 One First Year LL.B. Representative to the SLS Council;
3.2.2 Two First Year Representatives to Faculty Council;
3.2.3 One J.D./LL.B. Representative (from any year) to the SLS Council;
3.2.4 One representative from each respective academic year to sit on Faculty Council's Student Discipline Committee; and
3.2.5 Any vacant positions on the SLS Council or student representative position on the Faculty Council.

3.(3) Any other election, by-election, referendum or plebiscite shall be held pursuant to a motion duly passed by the SLS Council or by the SLS at an Emergency Meeting.

3.(4) Notice of the time an place of holding the poll shall be conspicuously posted by the CEO in the Faculty of Law and shall be given not less than five school days prior to the time fixed for the conclusion of nomination of candidates.

3.(5) Such notice shall include:

3.5.1 Each position open for election;
3.5.2 A copy of this By-Law or the address of the internet site for this By-Law; and
3.5.3 Other information deemed appropriate by the CEO.

3.(6) Such notice shall remain posted until the CEO has presented the election report to Council.

3.(7) The Fall election shall be held no later then the first Friday of October.

3.(8) The Spring election shall be held no later then March 17th.

3.(9) University of Windsor Students' Alliance (UWSA) Law Representatives shall be elected through the UWSA.

Nomination Of Candidates

4.(1) Notice of the time, place, and procedures fixed for nominating candidates shall be conspicuously posted by the CEO in the Faculty of Law.

4.(2) Such notice shall remain posted until nominations have closed.

4.(3) The period for nomination of candidates shall be no less than five school days and shall close not less than two full school days before the date of the poll.

4.(4) Any student who is eligible to vote on the date of the poll pursuant to Article 3.0 of the Constitution of the SLS and s.2.0 of this By-Law, is qualified to be nominated as a candidate for any position on the SLS Council pursuant to Article 4.3 of the Constitution of the SLS, and any positions on the Faculty Council's Student Discipline Committee.

4.(5) Candidates for the position of President, and any of the Vice Presidents shall be nominated by no less than twenty (20) qualified elector pursuant to s.2.1 of this By-Law.

4.(6) Candidates for the other positions including the Faculty Council's Student Discipline Committee, but not the J.D./LL.B. representatives, shall be nominated by no less than ten (10) qualified electors in the candidate's academic year and program.

4.(7) Candidates for the J.D./LL.B. positions on the SLS and the Faculty Council shall be nominated by no less than five (5) qualified electors in the J.D./LL.B. program.

4.(8) Every nomination form:

4.8.1 shall be in writing;
4.8.2 shall state the name, program, status and academic year of the person being nominated;
4.8.3 shall state the name, program, status and academic year of each nominator;
4.8.4 shall state the position for which the candidate is running;
4.8.5 shall be signed by all nominators and the candidate;
4.8.6 shall be dated; and
4.8.7 shall be delivered to the CEO personally or dropped off in a secure location during the nomination period.

4.(9) No nominee may be a candidate for more than one position at a time.

4.(10) The CEO shall, within one day after the conclusion of nomination of candidates, give notice of the names of candidates by conspicuously posting a notice in the Faculty of Law.

4.(11) Where there are only as many or fewer candidates nominated for a position the CEO shall, without a poll being taken, declare those candidates who are nominated to be duly elected at the close of nominations and shall report accordingly in a report to Council.

4.11.1 In the event that any position of the SLS executive is acclaimed as per 4.(11) a vote of confidence shall be held on the same day as the SLS election or within twenty days of the close of nominations, in the event there is no SLS election.

 

4.(12) Where more candidates are nominated for the positions than there are positions to be elected the CEO shall conduct a poll for the taking of votes.

4.(13) In the case of the poll held in the Winter semester, pursuant to s.3.1 of this By-Law, any elected position(s) remaining vacant after the poll shall remain vacant until Fall election.

4.(14) In the case of the poll held in the Fall semester, pursuant to s. 3.2 of this By-Law, if one or more elected positions remain vacant after the closing of nominations, the CEO shall reopen nominations within two school days after the original closing of nominations and the new period of nominations shall not be less than two school days.

4.(15) Should a position remain vacant after the second nomination period, it shall be filled by appointment of the President, subject to approval of the Council.

4.(16) The polls shall:
4.16.1 Not be open outside the hours of 9:00 and 19:00;
4.16.2 Run over a minimum of two school days; and
4.16.3 Be open for no less than a total of fifteen hours.

Preparation For The Poll

5.(1) The CEO shall have ready at all times at least one ballot box.

5.(2) The ballot box(es) shall be made of some durable material, and shall be provided with a seal or lock, and shall be so constructed that the ballots can be introduced therein, and cannot be withdrawn thereafter unless the box is unsealed, unlocked or the lock removed.

5.(3) Where a poll is conducted, the CEO shall forthwith cause to be printed or photocopied, at the expense of Council, such a number of ballots as will be sufficient for the purpose of the poll.

5.(4) The CEO shall print the names of the candidates on the ballots in alphabetical order.

5.(5) The name of the candidate including the candidate's surname shall be on the ballots in accordant with such reasonable directions as the candidate may give in the candidate's nomination paper as to its spelling, or as to the use of a contraction.

Proceedings At The Poll

6.(1) The CEO, just before the commencement of the poll, shall show each ballot box empty to the DROs present, agents for candidates present and any other such persons who may be present at the poll, so that they may see it is empty, and then the CEO shall:

6.1.1 lock it up and place any seal upon it in such a manner as to prevent it being opened without the lock or seal being broken, and
6.1.2 place and keep it in the view of the CEO or in the view of the DRO at the poll, locked and sealed, for the receipt of ballots.

6.(2) The voting at every election, referendum, and plebiscite shall be by secret ballot.

6.(3) No elector shall cast more then one valid ballot.

6.(4) Proxy voting is not permitted.

6.(5) Soliciting or canvassing shall not be permitted at the polling place.

6.(6) Upon being satisfied that a person is entitled to vote, the CEO or DRO at the poll shall furnish the elector with one of the ballot(s) to which the voter is entitled.

6.(7) The CEO or DRO at the poll shall cross out the name of each elector to whom a ballot(s) is supplied and shall initial beside the crossed out name.

6.(8) The CEO or DRO at the poll shall not provide a ballot to any elector unless it has been initialled on the back by the CEO or DRO.

6.(9) The elector shall vote by marking the ballot by making a cross, or any other mark in the blank space opposite the name of the candidate(s) in a way that clearly indicates their preference, but does not identify the voter.

6.(10) The elector shall then fold the ballot across to conceal the names of the candidates and any mark the voter may have made on the face of the ballot and having exhibited the folded ballot to the official on duty with the official's initial on the back of the ballot, shall, without exposing the front of the ballot to anyone, deposit it in the closed ballot box.

6.(11) After depositing the ballot, the elector shall then forthwith leave the polling place.

6.(12) Any elector who has inadvertently dealt with the ballot in such a manner that it cannot be used is, upon returning it to the official on duty, entitled to obtain another ballot.

6.(13) The official on duty shall write the word "Void" upon a ballot returned according to s.6.12 and shall preserve it.

6.(14) An elector is entitled to only one (1) voided ballot.

Campaigning

7.(1) The campaign period shall begin and end at a time specified by the CEO, but shall be no less then five school days.

7.(2) Campaign material may be used only with the authorization of the CEO.

7.(3) Only the CEO may remove, or authorize to be removed, any campaign material in violation of this By-Law.

7.(4) Any campaign material is to be displayed in, or in the vicinity of the Faculty of Law building only and no material shall not be posted on glass, or the SLS, Law I and Law II/III bulletin boards.

7.(5) The SLS logo on any campaign material shall not be allowed.

7.(6) Campaigns for any position or other matters are limited to no more than twenty (20) 8.5 x 11 inch or equivalent posters per candidate or question.

7.(7) No more than $30.00 in fair market value may be spent for the benefit of any candidate's campaign. At the end of the campaign period, each candidate shall have presented, or thereupon present, an account of all campaign expenditures for which they are responsible.

7.(8) The CEO shall schedule, advertise and conduct an all-candidates forum for speeches during the campaign period.

Proceedings After The Poll

8.(1) At the close of the poll, the CEO shall lock or seal the ballot box(es) so as to prevent the introduction of additional ballots.

8.(2) Only the CEO, DROs a candidate or one agent per candidate, may be in the polling place during the opening of the ballot box(es) and counting of the votes.

8.(3) Alcoholic beverages shall not be present during the counting of the ballots.

8.(4) The CEO, promptly after the close of the poll, shall open the ballot box(es) in the presence of the DROs and the agents, if any, of each candidate.

8.(5) In counting the votes, the CEO alone shall reject all ballots:

8.5.1 that can identify the elector;
8.5.2 that have given votes for more candidates than there are to be elected;
8.5.3 that are unmarked;
8.5.4 that have not been initialled by the CEO or one of the DROs, unless they can be property accounted for; and
8.5.4 all other ballots that the CEO deems to be invalid.

8.(6) A ballot shall not be rejected by reason only that it has been marked with a writing instrument other than a black lead pencil or it has a mark other than a cross, so long as the mark does no constitute identification of the elector, and so long as the mark is in the blank space opposite the name of the candidate(s) for whom the elector votes.

8.(7) A ballot shall not be rejected in its entirety only because one or more of the votes for a specific office on the ballot is rejected and in such a case the votes for the other offices shall be counted.

8.(8) The DROs shall keep an account of the number of ballots given to voters and all ballots except those 'voided' and rejected shall be counted by the CEO as valid ballots.

8.(9) Further to s. 2.1.1 of this By-Law the CEO shall not vote. However, if upon the counting of the votes two or more candidates have an equal number of votes and both or all of such candidates cannot be elected, the CEO shall vote to break the tie in a manner to be agreed upon by the candidates.

8.(10) After completion of the count the CEO shall proclaim the result of the poll and post it in a location in the Faculty of Law a statement showing the result of the poll with the name of the candidate(s) with the most votes.

8.(11) The CEO, DROs, a candidate or one agent per candidate in the polling or counting place shall not disclose the number of votes cast for each candidate. However, the CEO shall disclose the number of votes cast for a candidate to the candidate at the candidate's request.

8.(12) After the completion of the court the CEO shall proclaim the result of any poll and post in a location in the Faculty of Law a statement showing the result of any poll of a plebiscite or referendum with the number of votes cast for an against each matter at the election.

8.(13) After completion of the count all the used ballots, rejected ballots, void ballots, unused ballots, and list of electors shall be placed in the locked or sealed ballot box(es).

8.(14) The CEO shall retain all ballots and documents pursuant to s. 8.13 above until the Council meeting immediately following the poll where the CEO shall submit to Council a report proclaiming the result(s) of the poll and any appropriate recommendations.

8.(15) Unless a recount is filed pursuant to s.9.1 of this By-Law and/or an appeal is filed to Council pursuant to s.10.2 of this By-Law, at the Council meeting pursuant to s.8.14 above, the SLS. Council shall confirm the CEO's report on the poll and shall order all ballots and documents pursuant to s. 8.13 above to be destroyed.

Controverted Elections / Recount Of Ballots

9.(1) Where, on a written request of a candidate, a candidate's agent, or other credible elector, at any time within forty-eight (48) hours after the CEO's proclamation of the result of the poll that the CEO has, in counting the votes, incorrectly accepted or rejected ballot, the CEO shall, where the majority for the successful candidate or matter is under five (5) votes including the challenged ballots, appoint a time to recount the votes, if it affects the outcome.

9.(2) The time appointed for any recount shall not be more than five school days from the date of receipt of such written request pursuant to s.9.1 above.

9.(3) The CEO, the DROs and any candidates' agent shall be present at the recount.

9.(4) The CEO shall proceed as continuously as is practicable to conduct the recount of the votes in the same manner as that prescribed by s.8 of this By-Law, and shall verify or correct the ballot count.

9.(5) Where there is an equality of votes the CEO shall determine which candidates is elected as provided in s.8.9 of this By-Law.

Sundry Provisions

10.(1) The CEO is responsible for the general administration of a poll and the decision of the CEO, save a petition to Council, shall be final.

10.(2) On recommendation of the CEO, Council may disqualify any candidate or potential candidate if the provisions of this By-Law are not adhered to.

10.(3) If the CEO has reasonable grounds to suspect corrupt practices or undue influence by a candidate, a candidate's agent or an elector, or any fraudulent use of ballots, the CEO shall report such to Council as part of the report pursuant to s. 8.14 of this By-Law and Council shall take any action it deems appropriate and necessary.

10.(4) On written request of any candidate, candidate's agent or any elector, an appeal or petition claiming any impropriety under this By-Law may be presented to Council and Council shall take any action it deems appropriate and necessary.

10.(5) Minor irregularities or deviations from this By-Law do not necessarily invalidate the results of a poll. Council may accept the results of a poll despite any such irregularities or deviations provided the spirit of this By-Law has been complied with.

STUDENTS' LAW SOCIETY BY-LAW VII

J.W. Whiteside Awards

Purpose

1.(1) The J.W. Whiteside Awards (hereinafter the awards) are named after the former Associate Dean of the Faculty of Law, and Professor Emeritus, Mr. John W. Whiteside, Q.C.

1.(2) The awards are presented by the Students' Law Society and are awarded to certain members of the graduating class in recognition of outstanding services to the Faculty of Law, the legal community and the community of Windsor.

1.(3) Recipients of these awards are active advocates of the objectives of the Faculty of Law; that is, to serve society as a center for the humanistic education of persons in law, for legal research, and for the provision of services which enhance the quality of life and access to justice.

1.(4) The recipients of these awards must be active participants in activities above and beyond their academic studies. Such activities must include serious, effectual, and energetic participation in some or all of the following:

~ Community Legal Aid
~ Legal Assistance of Windsor
~ Students' Law Society Council
~ Students' Law Society Committees
~ Students' Law Society Clubs
~ Varsity and/or Intramural Sports
~ Faculty Council
~ Faculty Council Committees
~ Windsor Review of Legal and Social Issues
~ University of Windsor Students' Alliance (UWSA)
~ Essex Law Association
~ Community Voluntary Groups
~ Other organizations, or activities not mentioned here but that fall within the general objectives of the Faculty of Law.

Striking and Composition of the Committee

2.(1) Before the end of the first week in February of each year Council shall strike the ad hoc J.W. Whiteside Awards Selection Committee (hereinafter the Committee).

2.(2) The Committee shall be composed of seven law students. Three shall be from any Law I or Law II elected representative on Council. An additional four shall be selected from SLS members not elected to Council, with a minimum of one member from each year.

2.(3) Council shall initially appoint the three Council members to the committee and the three members shall recommend to Council the remaining four members for appointment.

2.(4) Once all of the seven positions are filled, the Committee will appoint a chair and deputy-chair from its own members.

2.(5) One faculty member will be appointed to the Committee. The faculty member will act as a non-voting observer of the selection process to ensure equity and fairness.

 

2.(5.1) The faculty member will be selected by a vote during faculty council among faculty members.

 

Independence of the Committee

3.(1) The committee is independent of Council and does not report to it.

3.(2) The committee shall adhere to the provisions of this By-Law specifically and to the SLS Constitution and By-Laws generally.

Conflict of Interest

4.(1) Any Law III student on the committee shall not be a candidate for the awards.

4.(2) Should a member of the committee chose to nominate a candidate individually and not as part of a committee decision, then that committee member may not take part in the deliberations for that candidate.

Selection Procedure

5.(1) The committee shall open nominations for the awards for a minimum of five school days.

5.(2) Candidates for the awards are to be from the graduating class (Law III students) only.

5.(3) Only Law III students can nominate a law student as a candidate for the awards.

5.(4) Nominations for the awards must be in writing, must be substantive in nature, and must outline why the nominee believes the candidate is worthy to receive one of the awards.

5.(5) The committee shall meet in-camera to peruse all nominations. The committee may nominate any Law III not nominated that it deems worthy to receive one of the awards. Should the committee chose to nominate and candidates itself, it must write up a nomination that is substantive in nature.

5.(6) The committee may set aside any nominations that it deems are not substantive in nature and do not adhere to this By-Law.

5.(7) Upon the closing of the nomination period, the chair of the Committee shall inquire whether candidates for the awards consent that their name is brought forth as a candidate for the awards.

5.(8) If the candidates agree to stand for the award, they may submit further information on their behalf to assist the committee in making its choice.

5.(9) The committee shall then elect by simple majority the recipients of the awards from the final list of nominees.

5.(10) Committee decisions are final.

5.(11) Approximately five awards will be presented each year. The Committee will decide the exact number of awards available for presentation, but the number shall not exceed a total of eight awards each year.

 

5.(12) The Committee will select the recipients  of the award no later then the first week of March.

 

Presentation of the Awards

6.(1) The awards shall be presented to the recipients during the Formal by the Chair of the Committee and, where possible, by Professor Emeritus, Mr. John W. Whiteside, Q.C.

6.(2) The committee shall decide the exact nature of the awards and Council shall defray the necessary cost for the awards and shall set a monetary limit.

STUDENTS' LAW SOCIETY BY-LAW VIII

SLS Awards

Purpose

1.(1) The SLS Awards are presented by the Students' Law Society and are awarded to certain members of the Windsor Law student body in recognition of outstanding services to the SLS within the current school year at the Faculty of Law, University of Windsor.

1.(2) Recipients of these awards are recognized for their significant contributions to the SLS above and beyond the regular duties of any elected or appointed positions they may hold.

1.(3) The recipients of these awards must be active participants in SLS committees and clubs. Such activities can include bolstering the reputation of the SLS and Windsor Law within the community and improving the workings of the SLS through innovation.

Composition of the Committee

2.(1) The committee to determine the SLS Awards shall be the Executive.

Conflict of Interest

3.(1) No Executive member shall be a candidate for the SLS Awards.

3.(2) A member of the committee should recuse themselves from a decision in which they feel they may have a conflict. Members of the committee have a duty to state any conflicts.

Selection Procedure

4.(1) The committee shall meet on a date in March prior to the Formal.

4.(2) The committee shall nominate any candidates that it feels may be worthy based on their involvement with the SLS.

4.(3) The committee shall then discuss the candidates. The committee shall elect by simple majority the recipients of the awards from the final list of nominees.

4.(4) The committee shall meet in-camera to discuss all nominations.

4.(5) Committee decisions are final.

4.(6) Approximately three awards will be presented each year. The Committee will decide the exact number of awards available for presentation.

Presentation of the Awards

5.(1) The awards shall be presented to the recipients during the Formal by a member of the committee as decided by the committee.

5.(2) The committee shall decide the exact nature of the awards and Council shall defray the necessary cost for the awards. A gift of approximately $50 may be appropriate.

STUDENTS' LAW SOCIETY BY-LAW IX

SLS Faculty and Special Lecturer Awards

Purpose

1.(1) The SLS Faculty Awards are presented to the two professors who most exemplify the attributes of an exceptional teacher for the school year in question.

1.(2) Recipients of these awards are active professors who go above and beyond in their dedication to students, and who enhance the quality of life of Windsor Law students and access to justice.

1.(3) The SLS Outstanding Special Lecturer Award is presented to the sessional instructor who most exemplifies the attributes of an exceptional teacher for the school year in question.

1.(4) The recipients of this award is an active sessional instructor who go above and beyond in their dedication to students, and who enhances the quality of life of Windsor Law students and access to justice.

Composition of the Committee

2.(1) The committee to determine the SLS Faculty Awards shall be the Executive.

Conflict of Interest

3.(1) A member of the committee should recuse themselves from a decision in which they feel they may have a conflict. Members of the committee have a duty to state any conflicts.

3.(2) Should a member of the committee chose to nominate a candidate individually and not as part of a committee decision, then that committee member may not take part in the deliberations for that candidate.

Selection Procedure

4.(1) The Vice President (Academic) shall open nominations for the awards for a minimum of ten school days.

4.(2) The Vice President (Academic) is strongly encouraged to provide a list of Faculty members and sessional instructors who are eligible to receive these awards.

4.(3) Candidates for the SLS Faculty Awards are to be faculty members from the Faculty of Law only and candidates for the SLS Outstanding Special Lecturer Award are to be sessional instructors from the Faculty of Law only.

4.(4) Any law student can nominate a faculty member or sessional instructor as a candidate for these awards.

4.(5) Nominations for the awards must be in writing, must be substantive in nature, and must outline why the nominee believes the candidate is worthy to receive one of the awards.

4.(6) The committee shall meet in-camera to peruse all nominations. The committee may nominate any faculty member or sessional instructor not nominated that it deems worthy to receive one of the awards. Should the committee choose to nominate any candidates itself, it must write up a nomination that is substantive in nature.

4.(7) The committee may set aside any nominations that it deems are not substantive in nature and do not adhere to this By-Law.

4.(8) The committee shall then elect by simple majority the recipients of the awards from the final list of nominees.

4.(9) Committee decisions are final.

4.(10) No more than 2 SLS Faculty Awards and 1 SLS Outstanding Special Lecturer Award will be presented each year.

Presentation of the Awards

5.(1) The awards shall be presented to the recipients during the Formal by the Vice President (Academic) or another member of the committee as decided by the committee.

5.(2) The committee shall decide the exact nature of the awards and Council shall defray the necessary cost for the awards. A gift of approximately $50 and an individual plaque may be appropriate.

STUDENTS' LAW SOCIETY BY-LAW X

SLS Access to Justice Award

Purpose

1.(1) The SLS Access to Justice Award is presented by the Students' Law Society and awarded to one member of the graduating class who has demonstrated an outstanding commitment to access to justice.

1.(2) The recipient of the SLS Access to Justice Award must have undertaken activities that promote access to justice within the Faculty of Law and the broader community. For the purposes of this award, activities that promote access to justice are activities that engage aspects of procedural, substantive or symbolic injustice of law, the legal system, the legal profession or legal education, on behalf of disadvantaged individuals or groups.

Selection Procedure

2.(1) Five members of Council shall be chosen at a Council meeting to form the Selection Committee for this award.

2.(2) Where possible, members of the Executive should sit on this committee.

2.(3) In selecting the recipient, the Selection Committee should be able to identify issues of access to justice and how the recipient has demonstrated a commitment to improving or ameliorating barriers to access to justice.

2.(4) The Selection Committee may call for nominations from the student body.

2.(5) The recipient of the award, if any, shall be determined no later than March 31.

2.(6) Upon the selection of the recipient, a member of the Selection Committee shall inquire whether the candidate accepts the SLS Access to Justice Award.

2.(7) No more than 1 SLS Access to Justice Award will be presented each year.

Presentation of the Awards

3.(1) The SLS Access to Justice Award shall be presented to the recipient during the Formal.

3.(2) Council shall set the budget for this award. The Selection Committee shall decide the exact nature of the SLS Access to Justice Award.

3.(3) Counsel shall maintain a plaque commemorating the recipients of the SLS Access to Justice Award and such plaque shall be displayed within the Faculty.