1. Definitions
2. General purpose of the HGSC
3. Eligibility
4. Annual elections
5. Electoral process
6. Term of positions
7. Re-appointment of positions
8. General duties of executive members
9. Specific duties of executive members
10. Meetings
11. Quorum and voting
12. The HGSC Lecture Series
13. HGSC webpage
14. Constitutional amendments
15. Mintues archives

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1. DEFINITIONS

- "HGSC" means the University of Saskatchewan History Graduate Students Committee, consisting of the positions of President, Vice-President, Secretary Treasurer, Communications Officer, Social Directors (two positions), Faculty Liaison, GSA Representatives (three positions);
- "general membership" means all registered history graduate students currently attending the University of Saskatchewan represented by the HGSC;
- "GSA" means the University of Saskatchewan Graduate Students Association;
- "CHA" means the Canadian Historical Association;
- "Hnet" means the Humanities and Social Sciences Online email distribution list (http://www.h-net.org/).
- "Hnet Canada"> means the Humanities and Social Sciences Online email distribution list for Canadian History and Studies (http://www.h-net.org/~canada/index_en.html).

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2. GENERAL PURPOSE OF THE HGSC

The purpose of this Committee shall be to:
(1) provide for the administration of the activities of graduate students within the Department of History;
(2) represent the interests of graduate students of the Department of History;
(3) promote the unity and welfare of graduate students within the Department of History;
(4) serve and further the intellectual and social activities of graduate students within the Department of History;
(5) promote and maintain communications with the History Department, History faculty, the GSA, the CHA, and other bodies.

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3. ELIGIBILITY

To be eligible to hold an elected HGSC position the candidate must be:
(1) an incoming or continuing MA or PhD student in History, except for the position of Vice President, which must be filled by a first year graduate student, and the positions of Faculty Liaison and PhD Workshop Coordinator, each of which must be filled by a PhD student;
(2) registered and in good paid standing with the College of Graduate Studies and Research for the duration of the position term;
(3) residing in Saskatchewan for the duration of the fall and winter semesters.

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4. ANNUAL ELECTIONS

(1) Elections for all HGSC positions are to be held every year in September;
(2) All HGSC positions are filled by nomination, by either self-nomination or by a sponsoring member pending the acceptance of the nominee;
(3) The general membership will be notified by email of upcoming elections in the two weeks prior to the election;
(4) Elections are normally carried out following the graduate student orientation night, held during the first week of classes;
(5) Elections are organized and chaired by the President, with the coordinated assistance of the Secretary-Treasurer, or acting officer.

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5. ELECTORAL PROCESS

(1) Two weeks prior to the election date the outgoing president shall contact the department secretary for an updated email list of registered students and send out an email notice to all new and existing history graduate students. A template letter email has been created for this purpose and found in the HGSC print folder that includes the following information:
- (a) a call for candidate nominations;
- (b) a general description of the HGSC, its purpose and duties, and a reference to the HGSC departmental webpage for additional information;
- (c) the election eligibility requirements as stated in section 3;
- (d) a complete list of executive positions and contact info for the current executive;
- (e) a request for nominees to submit their names and positions sought;
- (f) a brief description of the election process.

(2) One or two days prior to the elections, the outgoing president shall email students a reminder notifying the general membership of the upcoming elections.

(3) On the day of elections:
- (a) elections for positions are to be completed one at a time and in the following order: President, Vice-President, Secretary Treasurer, Communications Officer, Event Coordinators(two positions), Faculty Liaison, PhD Workshop Coordinator, and GSA Representatives (three positions);
- (b) elections shall comply with the following protocols, in order:
(i) the names of submitted candidates will be declared;
(ii) a call for additional nominations will be made;
(iii) candidates for uncontested positions are automatically elected;
(iv) all candidates for contested positions will be permitted time to make brief statements to the general membership;
(v) contested positions are to be decided by secret ballot, to be completed in full one at a time;
(vi) if necessary, vacant positions may be later appointed by the executive in accordance with the provisions of section 7.
- (c) The outgoing HGSC secretary-treasurer, or acting officer, is responsible for administering the provision, collection, and counting of ballots.

(4) Elections are normally carried out following the graduate student orientation night, held during the first week of classes;

(5) Elections are organized and chaired by the President, with the coordinated assistance of the Secretary-Treasurer, or acting officer.

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6. TERMS OF POSITIONS

HGSC term positions are effective for approximately one year, terminating upon completion of elections the following year.

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7. RE-APPOINTMENT OF POSITIONS

(1) Executive positions can be appointed or reappointed as necessary by consensus decision of no less than six sitting members of the executive except for the position of president which shall be assumed by the vice president and followed by reappointment of the position of vice-president.
(2) Any executive member who resigns or does not fulfill their duties as stated in this constitution in a reasonable manner can be replaced by consensus decision of no less than six sitting members of the executive.

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8. GENERAL DUTIES OF EXECUTIVE MEMBERS

All members of the HGSC executive:
(1) are obligated to understand and fulfill their general and specific duties as stated in this constitution;
(2) have full voting and motioning rights on HGSC matters;
(3) are expected to attend, partake, and assist in HGSC meetings, elections, activities, and sponsored events whenever possible;
(4) shall make themselves available to meet with the general membership as needed;
(5) shall provide information and assistance in the transition to a new HGSC every year, in the form of a written letter of instruction and, if requested, verbal assistance to new executive members.

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9. SPECIFIC DUTIES OF EXECUTIVE MEMBERS

(1) The duties of the President shall include:
- (a) calling and chairing executive meetings;
- (b) setting executive meeting agendas, in cooperation with the Secretary-Treasurer;
- (c) delegating tasks to other executive members as they arise;
- (d) sitting on the Keewatin Graduate Student History Conference Organising Committeee;
- (e) having signature authority on the HGSC bank account, located at the 8th St and Preston Ave. branch of the Saskatoon Credit Union, 2201 8th St, East;
- (f) producing and archiving an end of executive term report summarizing the activities of the previous year;
- (g) ensuring that the HGSC constitution is up to date, followed by the executive, and amended if necessary;
- (h) organizing incoming HGSC elections in accordance with section 4.

(2) The duties of the Vice-President shall include:
- (a) the assumption of the President’s duties in his/her absence;
- (b) planning, coordinating, and chairing of the colloquia series;
- (c) gaining ratification by the GSA in compliance with the GSA constitution and acting as a replacement HGSC representative at GSA meetings if necessary;
- (d) having signing authority on the said bank account;
- (e) working in conjunction with the President whenever necessary.

(3) The duties of the Secretary-Treasurer shall include:
- (a) the general possessing, maintaining, and archiving of HGSC documents and records (including the HGSC constitution, financial statements, and minutes) in the HGSC print file folder;
- (b) recording minutes of executive meetings and verifying them with the President or acting officer prior to publishing them within one-week of the meeting on the HGSC webpage in coordination with the Communications Officer or acting webmaster;
- (c) amending and re-circulating the minutes of executive meetings as necessary;
- (d) having signing authority on the said bank account;
- (e) assisting with the administration of HGSC elections;

(4) The duties of the Communications Officer shall include:
- (a) directing and administering communications between the HGSC and the general membership, and between the HGSC and other organizations including, but not limited to, the Dept of History, the GSA, the CHA, and the University of Saskatchewan;
- (b) monitoring announcements from, but not limited to, the Department of History, GSA, and Hnet and Hnet Canada email distribution lists, and conveying relevant information to the executive;
- (c) managing and distributing email and poster announcements of upcoming HGSC activities;
- (d) acting as webmaster for the HGSC webpage as described in Section 13;

(5) The duties of the Event Coordinators shall include:
- (a) working together and with the executive to plan, organize, and administer HGSC social/academic events;
- (b) working with the Communications Officer for the issuance of timely announcements of upcoming HGSC social/academic events to the general membership;
- (c) arranging a suitable host venue and necessary volunteers to throw the HGSC start of term event, Christmas Party, end of term event, as well as any other applicable activities;
- (d) organizing the annual spring Book Pub fundraiser and the delegating of tasks to other executive members as necessary to execute the Book Pub;
- (e) exploring and arranging other possible social and academic events such as golfing, softball games, ultimate, bowling, skating (outdoor rinks or speed oval), cross country skiing trips, writing workshops, professional development seminars, etc.;
- (f) coordinating the circulation of information with individual HGSC members who initiate the hosting of events such as a Halloween Party or other social event not sponsored directly by the HGSC executive.

(6) The duties of the Faculty Liaison shall include:
- (a) attending Department of History faculty meetings or making alternate arrangements for an acting replacement;
- (b) raising and placing on the agenda History graduate student issues at Department meetings, as necessary;
- (c) raising History graduate student issues individually with the Department Head or Director of Graduate Studies as necessary;
- (d) taking notes from such meetings that are relevant to History graduate students and reporting them back to the executive;
- (e) the planning, co-ordinating, and chairing of the Dave De Brou Memorial Lecture;
- (f) soliciting and addressing student concerns regarding teaching/research assistantships, scholarship requirements, academic concerns, and any other work done within the department;
- (g) the delegating of tasks to other executive members as necessary to execute the Dave De Brou Memorial Lecture.

(7) The duties of the PhD Workshop Coordinator shall include:
- (a) the announcement and explanation of the PhD workshop series to all PhD students at the start of the academic year and throughout the year as necessary;
- (b) the solicitation of PhD students who are interested in presenting work through the PhD workshop;
- (c) the coordinating and scheduling of PhD workshops, throughout the academic year, in conjunction with the department secretary and PhD workshop presenters;
- (d) the announcement of individual workshops to all invited parties (PhD students, faculty selected by workshop presenter, and others selected by workshop presenter);

(8) The duties of the three GSA Representatives shall include:
- (a) gaining ratification by the GSA in compliance with the GSA constitution;
- (b) attending all GSA meetings or arranging for the Vice President to act as an alternate representative;
- (c) reporting back to the HGSC executive of relevant matters raised at GSA meetings.

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10. MEETINGS

(1) Meetings are to be held throughout the year as necessary to conduct HGSC matters.
(2) HGSC meetings shall be:
- (a) held regularly and, if possible on a monthly basis, but no less than twice per semester with quorum;
- (b) announced in advance by email to the Committee members and the general membership one week prior to the meeting date, and posted on the HGSC webpage in cooperation with the Communications Officer or acting webmaster;
- (c) open to attendance from the general membership unless otherwise specified;
- (d) conducted informally by the chairing President, or, if deemed necessary by the President, conducted in compliance with Robert’s Rules of Order.

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11. QUORUM AND VOTING

(1) Quorum shall be set at six members of the executive, including the President and/or Vice President.
(2) On voting matters:
- (a) each HGSC member gets one counting vote;
- (b) only HGSC members in attendance of the meeting may vote on HGSC matters;
- (c) the President or acting officer casts the deciding vote in the case of a tie.

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12. HGSC LECTURE

(1) The Faculty Liaison, with the delegated assistance of other executive members is responsible for organizing, planning, executing, and chairing the annual Dave De Brou Memorial Lecture.
(2) The Dave De Brou Memorial Lecture shall:
- (a) work to foster an open, social, and collegial environment for both students and faculty, as well as members of the general public, to engage and discuss a topic of a historical nature;
- (b) solicit a presentation from a faculty member whose recent research and contributions in any field of history would produce an appropriate public lecture;
- (c) be widely advertised prior to the scheduled lecture via email and poster announcement to students, faculty, and members of the general public, in cooperation with the Communications Officer;

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13. HGSC WEBPAGE

As stated in Section 9(5)(e) the Communications Officer is responsible for the maintenance of the HGSC website: http://www.usask.ca/groups/hgsc . This duty includes:
(1) working in conjunction with the outgoing Communications Officer, or other acting webmaster, to transfer the files and information required to manage the webpage;
(2) securing a suitable web host for the webspace every year (i.e. PAWS account);
(3) working in conjunction with the History Department webmaster to maintain an active link on the History Department website (http://artsandscience.usask.ca/history/graduates/resources.php) directing traffic to the HGSC website;
(4) maintaining current and accurate information regarding the HGSC, including its structure, duties, functions, members, and member contact information;
(5) regularly posting HGSC activities and announcements such as social events, Lecture, Colloquia, upcoming executive meetings, etc.;
(6) listing the current HGSC Constitution and meeting minutes for download;
(7) posting upcoming executive meeting times and dates.

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14. CONSTITUTIONAL AMENDMENTS

(1) This constitution may be amended as deemed necessary in accordance with the following guidelines:
(a) notice of a proposed constitutional amendment with supportive documentation shall be circulated to all executive members at least one week prior to the vote for validation;
(b) the general membership shall be notified and have at least one week to examine, consider, and discuss the proposed amended constitution, either via email attachment or via download from the HGSC webpage;
(c) amendments shall be approved at an executive meeting by no less than six members of the executive;
(d) amendments come into force immediately unless otherwise specified at the time of validation.
(2) All constitutional amendment provisions must comply with the Course Council Constitution requirements as stipulated in the GSA constitution;
(3) the amended constitution must be submitted to the GSA in compliance with Article V Section 4 (a) of the GSA Constitution.

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15. MINUTES ARCHIVES

Minutes 2012-2013:
HGSC Minutes September 2 2012
HGSC Minutes September 12 2012
HGSC Minutes October 10, 2012

Minutes 2010-2011:
HGSC Minutes September 17, 2010

Minutes 2009-2010:
HGSC Minutes April 6, 2010
HGSC Minutes February 12, 2010
HGSC Minutes January 13, 2010
HGSC Minutes November 25, 2009
HGSC Minutes October 15, 2009
HGSC Minutes September 8, 2009

Minutes 2008-2009:
HGSC Minutes March 20, 2009
HGSC Minutes January 23, 2009
HGSC Minutes November, 13, 2008
HGSC Minutes October 9, 2008
HGSC Minutes September 8, 2008

Minutes Archives (.zip files):
2004-2005
2005-2006
2006-2007
2007-2008

For minutes from previous executives contact the HGSC Secretary/Treasurer.