(Revised August 2013)
The name of the Association shall be the Alumni Association of Queen's University at Kingston, also known as The Queen's University Alumni Association (the “Association” or the “QUAA”).
To reach out and foster a lifelong association with Queen's, to engage our members in the life and work of the university, and to serve the alumni community in all its diversity.
The Association formed as a result of the merger of two organizations of former Queen’s students: the Alumnae Association - the organization of women graduates founded at the beginning of the 20th century to assist Queen's and especially women students - and the Alumni Association - the organization founded in 1926 to which all Queen's alumni belong. In 1990, the Alumnae Association amalgamated with the Alumni Association.
The Association works in partnership with the Department of Alumni Relations (the “Department”), within the Office of Advancement at Queen’s University. The Department also acts as a staff resource for QUAA programmes and initiatives. Formerly, the staff of the Department was semi-autonomous from the University. The Department is fully operated and maintained by the University.
The Association has a long history of serving its members by providing programmes and services and of supporting the University through fund-raising and volunteer involvement.
A member of the Queen’s University Alumni Association is an individual who has received a degree or diploma from the University, or has registered and attended classes for at least one full session (academic year or equivalent) and whose class has graduated.
A friend of Queen’s may be made an honorary member of the Association by vote of the Queen’s Alumni Assembly. Honorary members shall have the same rights and privileges as members. The intent of this designation is to recognize exceptional service. A complete list of honorary members can be requested from the Department of Alumni Relations.
The Association has developed a Code of Conduct to which alumni volunteers are expected to adhere while engaged in any official capacity related to the Association. The Code of Conduct may be viewed on the Association’s website and is available from the Department of Alumni Relations.
Queen's alumni living throughout the world are encouraged to come together along geographic lines by forming local alumni branches and along such lines as Faculty, graduating class, education, community service and shared interests and affiliations.
The Association draws membership for its governance bodies from these constituency groups and areas of common interest to ensure that the Association governance bodies - the Alumni Assembly (the “Assembly”) and the Board of Directors (the “Board”) including its Executive Committee of the QUAA Board of Directors (the “Executive”) - together reflect the broad diversity of the alumni population.
The Alumni Assembly is the voting body for the QUAA and is vested with constitutional amending power for the Association. The Assembly is a diverse cross-section of alumni volunteers who come together to share ideas and provide input on major issues and priorities of the University and the Association.
Membership of the Assembly includes the following persons:
The Assembly has the following responsibilities:
The Board is the senior governing body of the Association. The Board establishes priorities and policies that further the mission of the Association and advances the strategic priorities of the Association.
The Board shall be composed of not more than twenty (20) members to be selected as follows:
The Board of Directors has the following responsibilities:
The Executive is charged with overseeing the implementation of the Association's strategic priorities and policies.
The Executive Committee has the following responsibilities:
The Leadership Development Committee is a committee of the QUAA Board whose purpose is to solicit input from alumni and the staff of the Department of Alumni Relations as it relates to recruiting alumni volunteers.
The members of the Leadership Development Committee are enumerated in the Bylaws.
The Leadership Development Committee has the following responsibilities:
The Leadership Development Committee shall observe the following procedures:
Alumni Volunteer Summit is an event which provides a forum for volunteer orientation and enrichment, as well as sharing contemporary practice and networking among attendees. In this way, the AVS will serve as a formal link between the Association and its constituency groups.
Amendments may be proposed in writing by at least four (4) members of the Queen’s University Alumni Association. Proposers of an amendment are responsible for communicating with the Board Executive Committee by email (QUAA.Board@queensu.ca) at least thirty (30) days to permit notice of motion, along with a summary of reasons for the amendment, to be forwarded to the Assembly at least fourteen (14) days prior to any vote on the amendment.
For adoption, amendments require the support of at least two-thirds of the Assembly members, provided that the notice of motion with a summary of reasons has been circulated pursuant to 8.1.1 above.
The Board may adopt Bylaws, which align with the Constitution, with respect to any aspect of the organization or operation of the Association.
Bylaws may be proposed in writing by at least two (2) members of the Association. Proposers of a Bylaw are responsible for communicating with the Board Executive at least thirty (30) days to permit notice of motion to be forwarded to each member of the Board at least fourteen (14) days prior to the
meeting of the Board at which the Bylaw is to be considered.
Bylaws may be adopted or amended by majority vote of the Board’s serving members, provided that notice of motion has been circulated pursuant to 8.2.1 above.
9.1 The financial reports for the Association shall be prepared by Departmental staff, in consultation with the appropriate University officers.
9.2Association-related financial reports shall be subject to review and comment by the Board, and presented to the Assembly for information.
9.3All central financial accounts of the Association and the Department shall be administered by the Department in accordance with Queen’s University financial guidelines.
(Revised January 2015)
1.1 The Assembly shall meet at least once a year.
1.2 Notice of Business shall be forwarded to all members of the Assembly at least seven (7) days in advance of the meeting.
1.3 The President, or delegate, shall chair the Assembly meeting and conduct the meeting under Bourinot's Rules of Order.
2.1 The QUAA shall hold an Annual General Meeting once each year at the same time as Alumni Volunteer Summit.
2.2 Twenty-five (25) Association members shall constitute a quorum for the AGM.
3.1 The Board shall meet in person, or via teleconference, at least four times each year. The first meeting of the new Board shall:
3.2 The Directors of the Board shall comprise:
All members of the Executive Committee of the QUAA
3.3 Unless noted otherwise in the Constitution, an individual can serve on the Board for a maximum of six (6) consecutive years (or 3 consecutive terms) unless he/she is a member of the Executive Committee.
3.4 Six (6) Directors shall constitute a quorum at any Board meeting.
3.5 Notice of Business shall be forwarded to all members of the Board in advance of the meeting at which the matter is to be discussed.
3.6 The President, or delegate, shall chair all meetings of the Board.
3.7 The President determines when the meetings of the Board will occur; however, a meeting may be called at the request of any Board member.
4.1 Board Committees can be struck and will meet at the discretion of the Director.
4.2 All Board Committees shall submit yearly action plans for review by the Board.
4.3 Sub-Committee of the Board shall be:
5.1 The Executive shall comprise the following members:
5.2 The President, or delegate, shall chair all meetings of the Executive.
5.3 The President determines when the meetings of the Executive will occur; however, a meeting may be called at the request of any Executive member.
6.1 The EVP, Volunteer Recruitment and Recognition, or delegate, shall chair all meetings of the Leadership Development Committee.
6.2 On the advice of the Leadership Development Committee, members of Alumni Assembly shall ratify a slate of candidates for the Board. This ratification shall be held by a secret ballot of all members of Alumni Assembly in advance of the annual meeting of Alumni Assembly. Online voting may be used to poll the members of Alumni Assembly.
6.3 All nominees will be advised in advance of the annual meeting of Alumni Assembly of the outcome of the ratification.