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PAGE 20 March 1, 1985

 

 

 

Douglas College Student Society
~ Constitutional Amendments

_Existing By-Law 28.1

The Ombudsperson shall be elected in
the Spring Elections in conjunction
with the Executive .positions. All
nominees must be students, have a

‘Grade Point Average of 2.5, and have

completed one semester at Douglas
College. Any Ombudsperson can be
removed from.office by Impeachment,
at an Annual General Meeting or

Special General Meeting, by Impeach- .

ment procedure (By-law 15.2). The
term of office will run concurrent with

that of the Student Administrative —

Council members.
Existing By-Law 28.2

The Student Ombudsoffice shall func-
tion on behalf of the student body, in
conjunction with the Student Society,
in matters of conflict between a
student or students, and any other
organization or individual, that is, on
an informal basis. He/She shall also
serve in the capacity of watchdog of
the Douglas College Student Society
Constitution.

Existing By-Law 28.3

The Ombudsoffice shall contain one
office situated where space is avail-
able. The officer shall receive a

stipend.
Existing By-Law 28.4

The office hours of the Ombudsperson
are to be set up by the Ombuds-
person, for each semester, and not to
consist of less than ten (10) hours per
week with special arrangements being
made for emergency situations. The
hours are to be published in all
student newspapers and newsletters,
with the expense being borne by the
Douglas College Student Society.

Existing By-Law 28.5

Office space shall, if available, be
provided at the chosen location by
Douglas College Student Society. Pri-
vacy must be ensured during office
hours.

Existing By-Law 28.6

A general case journal shall be kept.
No personal records to be kept after
the-closing of any case. The journal
will be presented in the form of a
report at the Annual General Meeting
each year.

Existing By-Law 28.7

The Ombudsperson must attend a
training workshop, held pursuant to
the election.

Existing By-Law 28.8

To ensure the sovereignty of the
Student Ombudsoffice: the Student

Ombudsoffice does not constitute a
subsidiary organization of the eat,

any other organization of the College.
PROPOSED CHANGES
Amendment to By-Law 28.1

This is a motion to change by-law

28.1 of the Douglas College Student
Society Constitution to read as fol-

' lows:

“The position of Ombudsperson
shall be filled by a member of the
Douglas College student commun-
ity. S/he must have attended the
College for at least one previous
semester and have a minimum
grade point average of 2.5. This is
an appointed position, with the
appointment being made by a
selection committee, as outlined in
section 28.9 of the constitution. The
period of appointment will com-
mence September 1 through to
August 31 the following year.’’

Amendment to By-Law 28.2

This is a motion to change by-law
28.2 of the Douglas College Student
ae. Constitution to read as fol-
lows:

“The student Ombudsperson
shall function on behalf of the
student body and is completely
autonomous of any organization or
individual within or outside of
Douglas College. S/he shall ensure,
to the best of her/his ability, that
the Student Society conducts their
business according to the guide-
lines set out in the Douglas College
Student Constitution.’’

Amendment to By-Law 28.3

This is a motion to change by-law
28.3 of the Douglas College Student
Society Constitution to read as fol-
lows:

“The Student Society shall pro-
vide the Ombudsperson with a
private office, telephone service,
necessary secretarial services and
supplies. Also any keys that are
required for after hour access to
these. A budget shall be prepared
by the Ombudsperson and submit-
ted to the Student Society for
approval. A stipend of one hundred
dollars ($100.00) per month will be
paid to the Ombudsperson for a
minimum of five (5) scheduled
office hours per week, or a rate of
five dollars ($5.00) per hour for all
scheduled office hours.’’

Amendment to By-Law 28.4

This is a motion to change by-law 28.4
of the Douglas College Student So-
ciety Constitution to read as follows:

“The Ombudsperson shall be
available by appointment and shall
maintain at least four (4) open

office hours per week. In addition,
the Ombudsperson shall be .avail-
able at the Maple Ridge campus for
two (2) hours every second week.
The office hours are to be published
in all Douglas College student
newspapers and newsletters, with
any expenses being borne by the
Student Society.’’

Ombudsoffice Administrative Policy

This is a motion to delete sub-
section 28.5 and put in.its place the
following sub-sections:

28.5a

In the case of actual or threatened
conflict of interest, the Ombudsperson
shall make this fact known to the
client and/or major parties concerned,
and shall ensure that the client is
aware of any other possible methods
of resolving the matter.

28.5b

The Ombudsperson may inquire into
any matter brought to his/her atten-
tion, or which s/he feels is of interest
to the College community, and may
make whatever recommendation s/he
feels is appropriate. The Ombuds-
person shall not initiate legal or other
action on behalf of the Student Society
or any client or group.

28.5c
The priority of cases in the Ombuds-
person’s caseload shall be determined
by the Ombudsperson. However, the
Ombudsperson will ensure that all
cases presented to the Office are dealt
with in the least amount of time as
possible. The Ombudsperson may
recommend, if s/he deems it appro-
priate that a prospective client pursue
other channels than the Ombuds-
office, providing a written rational for
a recommendation if requested.
The Ombudsperson shall have the
right to refuse to take up any case
where s/he feels involvement would
be inappropriate, and to withdraw
from a case for the same reason,
providing a written rationale for this
action on request.

285d

The Ombudsperson shall produce a
yearly public report, indicating the
number and type of cases, general
observations on College affairs and
any recommendations the Ombuds-
person feels are in the best interests
of the College community. A copy of
the annual report shall be distributed
to the Student Society, The Other
Press, the College Board and any
other individual or group the
Ombudsperson feels is appropriate.

28.5e

All matters submitted by an individ-
ual to the Ombudsperson must be
presented by the individual involved,
and no third party shall have the
authority to initiate an investigation
by the Ombudsperson on another’s
behalf.

28.5f

No decision or recommendation by the
Ombudsperson may be legally bind-
ing on any individual, group or
agency.

28.52

Any complaints against the Ombuds-
person shall be presented, in: person
and in written form, to the Student
Society Senate.

28.5h_

A client shall make known to the
Ombudsperson any other aid, e.g. a
lawyer, being used in an appeal or
grievance. Clients shall provide com-
plete and truthful information, as they
know it, to the Ombudsperson. Fail-
ure to provide such information shall
be ground for the Ombudsperson’s
refusal to take up or continue on a
given case.

Amendment to By-Law 28.6

This is a motion to change by-law
28.6 of the Douglas College Student
Society Constitution to read as fol-
lows:

‘‘A general case journal will be
kept. This will:only include type of
complaint and whether resolved or
not. There will be no reference to
any individual, group or agency.
Ombudsoffice case files are to be
maintained in the strictest confiden-
tiality. Only the Ombudsperson and
the individual concerned will have
access to the case files under all
circumstances. The Ombudsoffice
case files will be destroyed at the
end of each Spring Semester.’’

Amendment to By-Law 28.7

This is a motion to change by-law
28.7 of the Douglas College Student
Society Constitution to read as Fol-
lows:

‘““An opportunity shall be provid-
ed by the Student Society for the
Ombudsperson to attend an In-
doctrination Session as soon as
possible, after being appointed. All
costs involved shall be borne by the
Student Society.’’

Proposed Changes for By-Law 28.9

This is a motion to add to the
Douglas College Student Society Con-
stitution section 28 (Ombudsoffice)
the following subsection, which will
be referred to as subsection 28. 9:

The position of Ombudsperson
shall be appointed by a selection
committee consisting of the follow-
ing:

1. A member of the Senate, other

than an Executive Position.

2. President of the Student Society

Senate.

3. Secretary of the Student Society
Senate.

 

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