Article 1: Name

The name of the student group shall be the University of Manitoba’s Biomedical Engineering Society, also known as UMBMES.

Article 2: Purpose of Group

UMBMES exists to bring together students at the University of Manitoba interested in the biomedical field; specifically, to source and propagate knowledge pertaining to the biomedical field, and to apply this knowledge through biomedical oriented events, research and tours.

Article 3: Membership

Any student who is registered at the University of Manitoba can become a member of UMBMES.  To comply with UMSU regulations, at least two-thirds of all members shall be undergraduate students. Membership in the group lasts for a full academic year (September to April). To maintain membership, members should contribute to furthering the purpose of the group.

Article 4: Compliance with UMSU/SGPAC Policies and Procedures

UMBMES will follow all bylaws, policies, and procedures of the University of Manitoba Students’ Union (UMSU) and the Student Group Promotion and Affairs Committee (SGPAC).

Article 5: Executive Members and Responsibilities

Listed below are the executive positions of UMBMES, along with their responsibilities. Executives may appoint officers* to assist them with their duties.

President:

  • Shapes and directs the enthusiasms of UMBMES
  • Shall attend all UMBMES meetings
  • Shall act as a signing authority for UMBMES
  • Shall be the spokesperson for UMBMES to the public
  • Shall be the contact person for UMSU, SGPAC, and UMBMES
  • Shall act as Chair for meetings if no other Chair has been appointed

Vice President Academics:

  • Shall be responsible for collecting and distributing information regarding academia pertaining to the biomedical field at the University of Manitoba. This includes, but is not limited to:
    • Course information
    • Professor information
    • Lab information
    • Graduate programs
  • Shall attend all UMBMES meetings
  • Shall be the contact person for all academic oriented inquiries

Vice President Industry:

  • Shall be responsible for collecting and distributing information regarding the biomedical industry. This includes, but is not limited to:
    • Industry contacts
    • Sponsorship
  • Shall attend all UMBMES meetings
  • Shall be the contact person for all industry oriented inquiries

Secretary:

  • Shall maintain an accurate list of all members in UMBMES
  • Shall be responsible for taking accurate meeting minutes
  • Shall be responsible for distributing meeting agendas and minutes
  • Shall be responsible for booking rooms and equipment for meetings
  • Shall attend all UMBMES meetings

Treasurer:

  • Shall keep records of UMBMES finances and in-kind donations
  • Shall prepare the UMBMES annual budget
  • Shall act as a signing authority for UMBMES
  • Shall attend all UMBMES meetings

Webmaster:

  • Shall be responsible for maintaining the web presence of UMBMES. This includes, but is not limited to:
    • Keeping the website up to date with a listing of the current executive members
    • Providing access to other executives to allow them to update specific parts of the website as necessary
  • Shall attend all UMBMES meetings

Fundraising Chair

  • Shall be responsible for procuring the necessary funds to maintain the group’s activities and events. This includes but not limited to:
    • Applying to all available SGPAC, and other UMSU Funding applications
    • Preparing the UMES Funding Application Package
    • Organizing fundraising events such as food sales, socials, etc.
  • Shall attend all UMBMES meetings

Design Chair

  • Shall be responsible for planning and leading a UMBMES team to participate in a design competition
  • Shall work with the treasurer and fundraising chair to organize the team’s budget and procure the necessary funding
  • Shall appoint team members, as necessary, outside the group’s executives.
  • Shall attend all UMBMES meetings

* In the case that an executive can no longer perform their duties during the academic year, their officer may take over the position for the remaining duration.

Article 6: Appointment of Executives

Prior to the end of the academic year, the current executives must agree upon an application and evaluation process for deciding on the appointment of next year’s executives. This must include, at minimum:

  • Establishing the criteria upon which candidates will be evaluated
  • Publically advertising the available executive positions, application process, and above-mentioned criteria
  • Notifying each applicant whether or not they were selected to be part of next year’s executive
  • Ensuring that, in the case of an insufficient number of applicants, the president and treasurer positions are filled in the following academic year
  • Executive positions for the following year should be selected no later than April 31st.

Article 7: Transition and Executive
During the period from the end of elections, until the last day of August, the new executive members will assume office. It is the responsibility of the departing executive members to orient the newly elected executive members to their jobs. This includes mentoring and preparing the incoming executive members for their new roles in UMBMES. Transitioning custodianship of group records and materials (including office and mailbox keys, locker combinations and all passwords to all student group email accounts) must occur during this period.

It is the responsibility of the departing President to ensure that all student requirements to the Students’ Union, including submission of a complete annual report and the removal of all student group records and materials from the club office and locker, have been fulfilled before the incoming executives assume office.

It is the responsibility of the departing President and Treasurer to bring all accounts up to date to the end of the fiscal year, and to prepare any required financial statements of UMBMES. In addition, the departing President and Treasurer must arrange with the respective incoming executive members for the transition of the student group bank accounts to the incoming President and Treasurer. This must be completed no later than the last day of April.

Article 8: Meetings

UMBMES allows executives to call three types of meetings: executive, executive-general and general meetings. Executive meetings shall be attended by the executives and are to be dedicated to time-critical action items. Executive-general meetings shall be attended by the executives and officers; they are to be dedicated to administrative UMBMES tasks and governance. General meetings shall be attended by all members and are open to the public; they are to be dedicated to keeping attendees up to date on UMBMES activities, and developments in the biomedical field.

Any executive member may call any type of meeting at any time, but must give the other executive members at least two days notice. Executive meetings shall be called on an as-needed basis. There shall be at least four executive-general meetings during the academic year (September to April); executive-general meetings will not occur during the months of December and April, due to exam prep and exams. General meetings shall occur at least once a term during the academic year (September to April).

Article 9: Amendments to the Constitution:

Any amendments to this constitution must be approved by a formal vote of the executive. The proposed changes must be made available to all members of the executive at least two weeks before the meeting, and require unanimous agreement of the members voting at the meeting. A copy of the amended constitution must be submitted to UMSU within two weeks of the meeting.