QUAA Constitution & Bylaws

(Revised February 2024) 

1.0 Name

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”).

2.0 Mission

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.

3.0 History

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 Strategic Engagement,  (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.

4.0 Membership

4.1 Member

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.

5.0 Code of Conduct

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 Strategic Engagement.

6.0 Organization

6.1 Alumni Constituency Groups

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 President together reflect the broad diversity of the alumni population.

6.2 Alumni Assembly (“Assembly”)

6.2.1 Purpose

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 as liaisons of their respective communities to share ideas and support both the Association and University with their priorities.

6.2.2 Membership

Membership of the Assembly includes the following persons:

1. All members of the Queen’s University Alumni Association Board of Directors and its President.
2. The President or delegate from each branch with a signature Award (Calgary, Kingston, Montreal, Ottawa, Toronto and, Vancouver).
3. Up to six (6) additional Presidents or delegates from other branches.
4. Up to four (4) Reunion Volunteers (0-10 year Reunion Volunteer, 10-25 year Reunion Volunteer, 25-50 year Reunion Volunteer, 50+ year Reunion Volunteer).
5. Up to two (2) representatives from an official QUAA Chapter.
6. One (1) representative from an Alumni Booster Club or Team.
7. One (1) representative from a Giving Society, Committee or Campaign Cabinet.
8. When necessary, up to two (2) additional representatives from Faculties or Alumni Groups that are not otherwise represented in other positions.
9. The President or delegate of the Alma Mater Society (AMS).
10. The President or delegate of the Society of Graduate and Professional Students (SGPS).
11. The President or delegate of the Queen’s Student Alumni Association (QSAA). 
12. The Queen’s University Rector or delegate.
13. One (1) representative from the Varsity Council.
14. The Principal of Queen's University, or a delegate.
15. The University Council of Queen's University may appoint two (2) Alumni Councillors.

6.2.3 Responsibilities

The Assembly Member responsibilities are outlined in the volunteer position description.

6.2.4 Annual General Meeting (“AGM”)

1. The Annual General Meeting of the Assembly shall be held and conducted in accordance with the provisions of the Association’s Bylaws.
2. All members of the Association shall be eligible to attend, however only members of the Assembly as outlined in 6.2.2 are eligible to vote.
3. The President shall report to the members on the past year’s activities.

6.3 Board of Directors (“Board”)

6.3.1 Purpose

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.

6.3.2 Membership

The Board shall be comprised of no more than 13 members (Directors & President), including:

All members of the Board, except for the Head of the Department of Strategic Engagement (who is a director ex officio) and Alumni Officer, Volunteer Liaison will act as the Secretary and Equity Representative for the Board. The members of the Board are enumerated in the Bylaws.

6.3.3 Meetings

Meetings of the Board of Directors shall be held and conducted in accordance with the provisions of the Association’s Bylaws. 

6.4 President of the QUAA Board of Directors

6.4.1 Purpose

The President is charged with overseeing the implementation and tracking of the Association's strategic priorities and policies in collaboration with the staff of the Department of Strategic Engagement.

6.4.2 Membership

The President shall be ratified by the Board and Assembly and shall hold office for a two-year, non-renewable term. The President has authority to delegate, at the President’s discretion, the responsibilities of that office to any other director.

6.4.3 Responsibilities

The President’s responsibilities are outlined in the volunteer position description.

7.0 Procedures for Amending the Constitution and Bylaws

7.1 Constitution

7.1.1 Amendments

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 by email 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.

7.1.2 Adoption

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 7.1.1 above.

7.2 Bylaws

The Board may adopt Bylaws, which align with the Constitution, with respect to any aspect of the organization or operation of the Association.

7.2.1 Amendments

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 at least thirty (30) days to permit notice of motion to be forwarded to each member of the Assembly at least fourteen (14) days prior to the 
meeting of the Assembly at which the Bylaw is to be considered.

7.2.2 Adoption

Bylaws may be adopted or amended by majority vote of the Assembly’s serving members, provided that notice of motion has been circulated pursuant to 7.2.1 above.

8.0 Financial Matters

8.1 The financial reports for the Association shall be prepared by Departmental staff, in consultation with the appropriate University officers.

8.2 Association-related financial reports shall be subject to review and comment by the Board, and presented to the Assembly for information.

8.3 All central financial accounts of the Association and the Department shall be administered by the Department in accordance with Queen’s University financial guidelines.

(Revised February 2024)

1.0 Alumni Assembly (“Assembly”)

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 their delegate shall chair the Assembly meeting and conduct the meeting under Bourinot's Rules of Order.

2.0 Annual General Meeting (“AGM”)

2.1 The QUAA shall hold an Annual General Meeting once each year. 

2.2  50% +one Association members shall constitute a quorum for the AGM.

3.0 Board of Directors (“Board”)

3.1 The Board shall meet in person, or virtually, at least four times each year. 

The President determines when the meetings of the Board will occur; however, a meeting may be called at the request of any Board member. 

The President and Chair of the Board, or delegate, shall chair all meetings of the Board.

Within the first two (2) months of formation, the new Board will organize a Retreat and shall: 

1. Develop the Association’s program plan for the forthcoming year;
2. Determine the need for any task forces or committees, and develop a recruitment plan for its committees;
3. Develop and review terms of reference, goals and objectives with all committees and task forces;
4. Form a Board Operations Committee. This Committee will be chaired by President, and include any Board Members, as all on the Board are invited and qualified to do this work. The Equity Representative and Associate Vice -Principal of Strategic Engagement will be ex-officio members.

3.2 The members of the Board shall be:

1. The President and Chair of the QUAA
2. All Directors
3. Associate Vice Principal of Strategic Engagement (ex-officio)
4. Alumni Officer, Volunteer Liaison will act as the Secretary and Equity Representative for the Board

3.3 An individual can serve on the Board for a maximum of six (6) consecutive years (or 3 consecutive terms), unless they serve as President, which allows for an additional two-year term.

3.4 50% plus one 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.

4.0 Board Committees

4.1 Board Committees will meet at the discretion of the Committee Chair.

1. Committee Chairs shall be members of the QUAA Board of Directors
2. All Board Committees shall submit yearly action plans and progress reports at the end of the Queen’s fiscal year for inclusion in the Presidents report to Alumni Assembly.
3. Committee Chairs shall strive to have a diverse membership on committees including, but not limited to, Assembly representation, Board members and a staff member of the Department.

5.0 President Nominating Committee

5.1 The President shall be selected through a nomination process by a Nominating Committee, with input from Board and Assembly. The President Nominating Committee shall be comprised of  one (1) past QUAA President, Associate Vice-Principal (Strategic Engagement), the current Chair of Volunteer Recruitment & Recognition Committee, and the Equity Representative of the Board of Directors.

5.2 Criteria for selection is determined by the President position description prior to putting out a call for interest to those eligible as determined by the position description and policy. 

5.3 The President Nominating Committee will analyze the criteria for selection independently and use a rubric for scoring before voting to determine their recommendation to the QUAA Board for endorsement.