What is Senate?

The Senate is one of the three governing bodies of the University, together with the Board of Trustees and the University Council, all of which are administered by the University Secretariat.

The Senate is responsible for determining all matters of academic character affecting the University as a whole. It shares responsibility with the Board of Trustees for appointing the Principal and Vice-Chancellor.

The Senate has 68 members: 12 ex-officio and 56 elected.

The Senate functions through a standing committee structure consisting of 11 committees.

 

Who can hold the position of Graduate Student Senator?

Any SGPS Member who is studying within a department under the School of Graduate Studies and Postdoctoral Affairs.

 

What does the Graduate Student Senator Do?

The following timeline will show some general Senate responsibilities before, during, and after the meetings each month.

One Week Before a Senate Meeting
The week before each Senate meeting, the approved agenda will be posted. All Senators will receive an email letting them know these materials are now available and how to access them. While most Senate agendas will be public, there are some sessions which will require you to sign in in order to access. You should take some time to familiarize yourself with the content of the meeting and note any questions or concerns you would like to raise on any of the items.

Senators may wish to set aside an hour or two in the week leading up to each Senate meting, to review meeting materials. Most items have a cover memo or executive summary, and senators often find it useful to focus on this material first and use it to decide which items to review in detail based on their own competencies and interests.

You may be asked to move a motion. The Secretariat will contact you, particularly if you are a member of a committee, and ask you if you would be willing to perform this task during the meeting. The appropriate language and guidance will be provided.

During the Senate Meeting
Please contribute actively during the meeting.

At various times the Chair will invite questions on the item under discussion. While debate cannot continue indefinitely, questions are always welcome.

You may second a motion for approval when the Chair calls for one. This does not mean that you are in favour of the item, simply that you approve the motion on the table and the beginning of the discussion on the item.

If the item is for approval, you will be asked to vote. You may vote in favour, against, or abstain on any motion. Votes are not typically recorded but, particularly when meeting in person, are not anonymous.

After the Senate Meeting
As appropriate, you may report back to SGPS Council on all business conducted in open session at Senate. You may also convey information to any standing committees you are on.

If the business was conducted in a closed session, you may not relay any of the content of discussion or outcome of any vote.

 

I have questions about the Graduate Student Senator position.

Contact the current Graduate Student Senator, Emils Matiss, at senator@sgps.ca.

Important Dates

Tuesday, February 27, 2024
12:01 a.m.
Nomination Period Opens Nomination signature collection via Qualtrics
Monday, March 4, 2024
4:00 p.m.
Nomination Period Closes
Tuesday, March 5, 2024
via email
Ballot ratification by Council TBD
Wednesday, March 6, 2024
12:00 a.m.
Campaign period begins
Friday, March 8, 2024
TBD
All Candidates Debate TBD
Monday, March 11, 2024
11:59 p.m.
Campaign period ends
Tuesday, March 12, 2024
12:01 AM
Voting Days Ballots will be sent to SGPS members via SimplyVoting
Wednesday, March 13, 2024
11:59 AM
Thursday, March 14, 2024
9:00 AM (approx.)
Announcement / Notification Via Phone and Email
Thursday, March 21, 2024
12:00 PM
Campaign Expenses Due Via email to director@sgps.ca

All of the steps listed below must be completed in full prior to the end of the nomination period.

Late nominations or signatures will not be accepted.

If you have any questions or concerns, please contact elections@sgps.ca

Step One

In order for an SGPS member to be nominated for the position of Graduate Student Senator, the prospective Candidate must submit answers to the following questions.

These answers should be submitted in Microsoft Word .docx or Adobe .pdf format to the SGPS Deputy Speaker (elections@sgps.ca) prior to proceeding to Step Two.

Please note, as is stated above, all of the steps listed below must be completed in full prior to the end of the nomination period on Monday, March 4, 2024 at 4:00 p.m..

Late nominations or signatures will not be accepted.


Part A – Candidate Information (REQUIRED)
Provide the following information:

  1. Position sought by the Candidate
  2. Candidate’s Name
  3. Candidate’s Student Number
  4. Candidate’s Address
  5. Candidate’s Telephone
  6. Candidate’s Email
  7. Candidate’s Department
  8. Candidate’s Degree Program

Part B – Campaign Manager Information (OPTIONAL)
Please note, candidates are not required to have a campaign manager. If a candidate wishes to have a campaign manager, they must provide the following information.

  1. Campaign Manager’s Name
  2. Campaign Manager’s Student Number
  3. Campaign Manager’s Address
  4. Campaign Manager’s Telephone
  5. Campaign Manager’s Email
  6. Campaign Manager’s Department
  7. Campaign Manager’s Degree Program

Part C – Candidate Description (REQUIRED)
In this space, outline yourself as a candidate, your relevant experience for the role, as well as any major or key promises you would like to deliver on should you be elected to your chosen position.
Answers will be posted on the SGPS website during the campaign period.
This part must be limited to 300 words.

Part D – Candidate Headshot (REQUIRED)
Please provide a candidate headshot as a separate email attachment, do not embed the photo within the word document, for use on the SGPS website to accompany your short candidate description.

Step Two

Nomination Form and Signatures
Candidates are required to obtain the consent of 10 SGPS members in order for their name to be placed on the ballot.

An SGPS member is defined is as any Graduate Student or Professional Student at Queen’s University who has paid the SGPS Society fee within the current academic year. If an individual is uncertain regarding their membership status they can use this fee statement tutorial from the University Registrar’s Office to confirm their status.

Members consenting to the nomination of a candidate will be authenticated with their Queen’s NetID through a secure Qualtrics form administrated by the SGPS election team.

We strongly recommend that candidates endeavour to get more than 10 individuals to complete the form linked below, in case there is an issue with an individual’s submission.

Candidates have the discretion to distribute the form as required. We strongly encourage candidates to distribute the form themselves to increase the legitimacy of the correspondence and the confidence SGPS members have in opening the link.

The following link allows individuals to complete the signature form:

https://queensu.qualtrics.com/jfe/form/SV_5iQI224f2hEMU2q

Please note, the link to collect signatures will not open until the start of the nomination period.

All of the steps listed below must be completed in full prior to the end of the nomination period.

Late referendum packages or signatures will not be accepted.

If you have any questions or concerns, please contact elections@sgps.ca

Establishing a New Mandatory or Optional Fee

For a new fee to go to referendum, the fee and its recipient shall satisfy each of the following conditions:

  1. The group must be an eligible group as designated under P.1.9.2;
  2. The group shall submit a Fee Proposal Referendum Package to the Elections Team Committee no later than the last day of the nomination period on Monday, January 22, 2024, at 4:00 p.m.

This package must contain, at the very least, the following items listed below in order to sufficiently assist in the Committee’s membership’s determination of eligibility:

  1. A written description of the group or organization seeking the fee and the specific purpose for which the fee revenue will be used.
  2. A detailed budget and financial information that clearly indicates how the fee will be spent;
    • For further clarification, registered charities and non-profit organizations shall include their most up-to-date annual report and audited financial statements.
  3. The consent of 100 SGPS Members in order for the fee to be placed on the ballot. An SGPS member is defined is as any Graduate Student or Professional Student at Queen’s University who has paid the SGPS Society fee within the current academic year. If an individual is uncertain regarding their membership status they can use this fee statement tutorial from the University Registrar’s Office to confirm their status. Members consenting to the nomination of a candidate will be authenticated with their Queen’s NetID through a secure Qualtrics form administrated by the SGPS election team. We strongly recommend that candidates endeavour to get more than 100 individuals to complete the form linked below, in case there is an issue with an individual’s submission. The link to a Qualtrics form, specific to your group will be provided by the SGPS Elections Team.
  4. A detailed report answering the following questions:
    • Why is your group seeking a fee?
    • What direct benefit will SGPS members derive from granting your group a fee?
    • How is the dollar value of the fee related to the benefit you are proposing to provide?
    • When was your group established?
    • If you have collected a fee in the past, what initiatives and/or opportunities have you provided the Queen’s Community with the collected funds?
    • Answers to any other questions as prescribed by the Committee must be included in the nomination package.
Renewing an Existing Mandatory or Optional Fee

For a pre-existing fee which will be expiring the next academic year to go to referendum, the fee and its recipient shall satisfy each of the following conditions:

  1. The group must still be an eligible group as designated under P.1.9.2;
  2. The group shall submit a Fee Proposal Referendum Package to the Elections Team no later than the last day of the nomination period Monday, January 22, 2024 at 4:00 p.m.

This package, created to assist in the Committee’s determination of eligibility, shall contain:

  1. A written description of the group or organization seeking the fee and specific purpose for which the fee revenue will be used.
  2. A detailed budget and financial information that clearly indicates how the fee will be spent;
    • For further clarification, registered charities and non-profit organizations shall include their most up-to-date annual report and audited financial statements.
  3. A detailed report answering the following questions:
    • Why is your group seeking a renewal of your fee?
    • What direct benefit will SGPS members derive from renewing your group’s fee?
    • How is the dollar value of the fee related to the benefit you provide
    • When was your group established?
    • What initiatives and/or opportunities have you provided the Queen’s Community with the funds you previously collected?
    • Answers to any other questions as prescribed by the Committee must be included in the nomination package.

Effective September 2023, SGPS Member signature collection is no longer required to renew a fee.

Increasing an Existing Mandatory or Optional Fee

For a currently established fee to be increased at referendum, the fee and its recipient group shall satisfy each of the following conditions:

  1. The group must still be an eligible group as designated under P.1.2.3;
  2. The group shall submit a Referendum Package to the Elections Team no later than the last day of the nomination period on Monday, January 22, 2024, at 4:00 p.m.

This package, created to assist in the Committee’s determination of eligibility, shall contain:

  1. A written description of the group or organization seeking the fee and the specific purpose for which the fee revenue will be used. This description shall not exceed five hundred (500) words.
  2. A detailed budget and financial information that clearly indicates how the fee will be spent;
  3. For further clarification, third-party organizations to the SGPS, AMS or Queen’s University shall include their most up-to-date annual report and audited financial statements.
  4. The consent of 100 SGPS Members in order for the fee to be placed on the ballot. An SGPS member is defined is as any Graduate Student or Professional Student at Queen’s University who has paid the SGPS Society fee within the current academic year. If an individual is uncertain regarding their membership status they can use <a href=”http://www.queensu.ca/registrar/printable-fee-statements”>this fee statement tutorial from the University Registrar’s Office</a> to confirm their status. Members consenting to the nomination of a candidate will be authenticated with their Queen’s NetID through a secure Qualtrics form administrated by the SGPS election team. We strongly recommend that candidates endeavour to get more than 100 individuals to complete the form linked below, in case there is an issue with an individual’s submission. The link to a Qualtrics form, specific to your group will be provided by the SGPS Elections Team.
  5. A detailed report answering the following questions:
    • Why is your group seeking a fee increase? What circumstances have changed to necessitate a change in your fee?
    • What direct benefit have SGPS members derived from your fee?
    • Is there any added benefit SGPS members will receive as a result of an increase in your fee?
    • When was your group established?
    • What initiatives and/or opportunities have you provided the Queen’s Community with the funds collected? Will these initiatives change with the increase to your fee? If so, how will they change
    • Answers to any other questions as prescribed by the Committee must be included in the nomination package.

2024 - 2025 SGPS Elections & Student Fee Referendum Results

Please rank your preferred Rector Candidates, one being first preference and two being last. Votes required to elect an option: 352 ROUND 1 Niki Boytchuk-Hale 414 votes Leo Yang 248 votes None of the above 40 votes Elected Niki Boytchuk-Hale due to: highest 1st preference ROUND 2 Niki Boytchuk-Hale Elected 414 votes Leo Yang 248 votes None of the above 40 votes Exhausted votes 0 votes

Do you agree to the acclamation of Emils Matiss to the position of President of the Society of Graduate and Professional Students at Queen’s University for the 2024 – 2025 term?

I agree 92.4%
I do not agree 7.6%

Do you agree to the acclamation of Simran Sharma to the position of Vice President Community of the Society of Graduate and Professional Students at Queen’s University for the 2024 – 2025 term?

I agree 90.7%
I do not agree 9.3%

Do you agree to the acclamation of Katie Zutautas to the position of Vice President Finance and Services of the Society of Graduate and Professional Students at Queen’s University for the 2024 – 2025 term?

I agree 94.7%
I do not agree 5.3%

Please select one of the following candidates to assume the role of Vice President Graduate of the Society of Graduate and Professional Students at Queen’s University for the 2024 – 2025 term.

Zaid Kasim 65.8%
Julia Tropak 34.2%

Do you agree to the acclamation of Maya Kawale to the position of Vice President Professional of the Society of Graduate and Professional Students at Queen’s University for the 2024 – 2025 term?

I agree 93%
I do not agree 7%

Do you agree to the renewal of an optional student fee of $4.66 for Ontario Public Interest Research Group – Kingston? This fee is subject to triennial review.

I agree 69.1%
I do not agree 30.9%

Questions? Contact elections@sgps.ca