GSA Attendance Policies

In May 2015, GSA Council approved GSA Policy on attendance for both GSA Standing Committee members and representatives on University governing bodies and committees, and for GSA Council members. The full Policies are found quoted below.




Section H: Performance, Conduct, Responsibilities, and Attendance, and the GSA Appeals and Complaints Board, GSA Policy, Responsibilities and Attendance of GSA Standing Committee Members, and Representatives on University Governing Bodies and Committees, Sections H.POL.4 and H.POL.5:

"H.POL.4 Responsibilities and Attendance of GSA Standing Committee Members

H.POL.4.1 All GSA Standing Committee members will perform their duties with a regard for the best interest of the GSA and its members and within the scope of GSA Bylaw, GSA Policy, and GSA Council motions.

H.POL.4.2 All GSA Standing Committee members are expected to attend all meetings. If a GSA Standing Committee member cannot attend a meeting, they will provide an advance written reason to the Chair. Lack of attendance and/or the submission of written reasons may result in the Chair declaring the position vacant.

H.POL.4.3 All GSA Standing Committee members may be requested to sign and abide by confidentiality agreements regarding the information provided or matters discussed at the committee’s meetings.

H.POL.5 Responsibilities and Attendance of Representatives on University Governing Bodies and Committees

H.POL.5.1 Representatives on University governing bodies and committees are expected to use their discretion to represent graduate students, or to represent the specific recommendation(s) of the GSA if so directed by GSA Council. They are obliged to present GSA Council’s views as the official views of the GSA, except as noted below (Section H: Performance, Conduct, Responsibilities,and Attendance, and the GSA Appeals and Complaints Board, GSA Policy, Responsibilities and Attendance of GSA Committee Members, and Representatives on University Governing Bodies and Committees, Sections H.POL.5.7 – H.POL.5.9).

H.POL.5.2 Representatives on University governing bodies and committees are expected to attend all meetings. If they cannot attend a meeting, they shall provide an advance written reason to the Chair.

H.POL.5.3 Representatives on University governing bodies and committees are expected to inform the GSA Board of important matters or matters requiring urgent consideration.

H.POL.5.4 Representatives on University governing bodies and committees uphold the wishes of their committees on all privileged or confidential information.

H.POL.5.5 Representatives on University governing bodies and committees may be asked to submit a written report to the GSA Board or GSA Council.

H.POL.5.6 Recall of appointment

H.POL.5.6.a Should a GSA representative on a University governing body or committee fail to fulfill the duties of representing the GSA on that body, miss two (2) consecutive meetings or miss more than three (3) meetings of any University governing body or committee, for any reason, the GSA representative to that body or committee may be replaced, except as noted below (Sections H.POL.5.7 – H.POL.5.9).

H.POL.5.6.b Representatives may be recalled by GSA Council on the request of the University governing body or committee to which they are appointed, except as noted below (Sections H.POL.5.7 – H.POL.5.9).

H.POL.5.7 Board of Governors

H.POL.5.7.a             GSA Policy states that the President is the statutory member on the Board of Governors (BoG) (Section D: Officers, GSA Policy, Officer Portfolios). The President represents any official position or policy of the GSA Board or GSA Council.

H.POL.5.7.b             The President also serves on up to three (3) BoG committees.

H.POL.5.7.c             The President is expected to attend all meetings and is not permitted by the BoG to send a delegate, except for the Board Safety, Health, and Environment Committee (BSHEC). If the President or delegate, in the case of BSHEC, cannot attend a meeting they shall provide an advance written reason to the Chair.

H.POL.5.8 General Faculties Council

H.POL.5.8.a General Faculties Council (GFC) has its own attendance policy which GFC representatives must observe. GFC Policy also states that no member is an “instructed delegate” (GFC Terms of Reference, Section 2, Attendance, and Section 4, Voting Procedures).

H.POL.5.8.b             GSA Policy states that the Vice-President Academic (VPA) is the statutory member and, as such, represents any official position or policy of the GSA Board or GSA Council and is expected to attend all meetings. The VPA is permitted to send a delegate if the VPA cannot attend a meeting. If the VPA or delegate cannot attend a meeting they shall provide an advance written reason to the Chair."

The above is an excerpt from GSA PolicyThe full Policy can be found in GSA Bylaw and Policy; if there are any discrepancies between the above excerpt and the most current, GSA Council-approved Policy, the Policy referred to in the above link will take precedence over that quoted here.



Section C: GSA Council, GSA Policy, GSA Council Attendance

"C.POL.5 Attendance

C.POL.5.1   Directly-Elected Officers

C.POL.5.1.a  Directly-Elected Officers (DEOs) are expected to attend all GSA Council meetings and do not have alternates.

C.POL.5.1.b             If a Vice-President (VP) cannot attend a meeting, they will provide an advance written reason to the President and Speaker. If a VP misses two (2) consecutive GSA Council meetings or a total of three (3) GSA Council meetings during their term, without an advance written reason acceptable to the President and Speaker, the Speaker, in consultation with the President and the Executive Director (ED), will consider what action(s) should be taken.

C.POL.5.1.c  If the President cannot attend a meeting, they will provide an advance written reason to the Speaker and Deputy Speaker. If the President misses two (2) consecutive GSA Council meetings or a total of three (3) GSA Council meetings during their term, without an advance written reason acceptable to the Speaker and Deputy Speaker, the Speaker, in consultation with the Deputy Speaker and the ED, will consider what action(s) should be taken.

C.POL.5.2   GSA Council-Elected Officers

C.POL.5.2.a  The Speaker, Chief Returning Officer (CRO), and Senator are expected to attend all GSA Council meetings.

C.POL.5.2.b  If the Speaker cannot attend a meeting, they will provide an advance written reason to the President and the Deputy Speaker. If the Speaker misses two (2) consecutive GSA Council meetings or a total of three (3) GSA Council meetings during their term, without an advance written reason acceptable to the President and the Deputy Speaker, the President, in consultation with the Deputy Speaker and the ED, will consider what action(s) should be taken.

C.POL.5.2.c  If the CRO cannot attend a meeting, they will provide an advance written reason to the Speaker and the Deputy Returning Officer (DRO). If the CRO miss two (2) consecutive GSA Council meetings or a total of three (3) GSA Council meetings during their term, without an advance written reason acceptable to the Speaker and the DRO, the Speaker, in consultation with the DRO and the ED, will consider what action(s) should be taken.

C.POL.5.2.d  If the Deputy Speaker or DRO cannot attend a meeting, they will provide an advance written reason to the Speaker and the President. If the Deputy Speaker or DRO miss two (2) consecutive GSA Council meetings or a total of three (3) GSA Council meetings during their term, without an advance written reason acceptable to the Speaker and the President, the Speaker, in consultation with the President and the ED, will consider what action(s) should be taken.

C.POL.5.2.e  If the Senator cannot attend a meeting, they will provide an advance written reason to the Speaker and the President. If the Senator miss two (2) consecutive GSA Council meetings or a total of three (3) GSA Council meetings during their term, without an advance written reason acceptable to the Speaker and the President, the Speaker, in consultation with the President and the ED, will consider what action(s) should be taken.

C.POL.5.3   Departmental Councillors

C.POL.5.3.a  It is a duty of a Departmental Councillor “To attend all meetings of GSA Council or, if they are unable to attend, to ensure their alternate can attend in their place…” (Section C: GSA Council, GSA Bylaw, GSA Council, Section C.BYL.2.2.b.ii). If both the Departmental Councillor and the alternate cannot attend a meeting, they will provide an advance written reason to the Speaker. If a Departmental Councillor or alternate misses two (2) consecutive GSA Council meetings or a total of three (3) GSA Council meetings within a year, without an advance written reason acceptable to the Speaker and the Deputy Speaker, the Speaker, in consultation with the Deputy Speaker and the ED, will declare the position vacant and seek to have the position filled (see Section C: GSA Council, GSA Bylaw, GSA Council, Section C.BYL.2.2.a).

C.POL.5.4   Councillors-at-Large

C.POL.5.4.a  Councillors-at-Large (CALs) are expected to attend all GSA Council meetings. CALs do not have alternates. If a CAL cannot attend a meeting, they will provide an advance written reason to the Speaker. If a CAL misses two (2) consecutive GSA Council meetings or a total of three (3) GSA Council meetings during their term, without an advance written reason acceptable to the Speaker and the Deputy Speaker, the Speaker, in consultation with the Deputy Speaker and the ED, will initiate discussion with GSA Council on the action(s) to be taken."


The above is an excerpt from GSA Policy. The full Policy can be found in GSA Bylaw and Policy; if there are any discrepancies between the above excerpt and the most current, GSA Council-approved Policy, the Policy referred to in the above link will take precedence over that quoted here.