James Cook University Dental Students Association (JCUDSA) Constitution As of August, 2012
Mission Statement To support members of the James Cook University Dentistry School by the organisation of social events, mediating academic matters, community involvement activities and the sponsorship of attendance to appropriate conventions. Financial Ethics JCUDSA may choose to donate funds to other non-for-profit organisations with similar purposes. The assets and income of the organisation shall be applied solely in furtherance of its abovementioned objects and no portion shall be distributed directly or indirectly to the members of the organisation except as bona fide compensation for services rendered or expenses incurred on behalf of the organisation. In the event of the organisation being dissolved, the amount that remains after such dissolution and the satisfaction of all debts and liabilities shall be transferred to another organisation with similar purposes which is not carried on for the profit or gain of its individual members. Membership Silver Class – all students in the dentistry school are to be considered Silver Members of the James Cook University Dental Students Association, at no charge. The Silver Membership grants its holders the right to attend JCUDSA general meetings and JCUDSA organised events at the determined ticket price.
Gold Class – Silver Members may upgrade to Gold Class subject to the relevant fee. Gold Members will have the right to nominate themselves for a committee position in all elections. With events and miscellaneous social activities, these membership holders will be entitled to discounts set out by the association. They will also be recipients to sponsor benefits and provided opportunities to attend miscellaneous seminars, conferences, and other relevant dentistry events both nationally and internationally.
Plantinum Members – All Gold Members in elected positions are Platinum Members for the term of their service to JCUDSA as a committee member. They have the right to vote in Position Review Meetings, contribute to Constitution Changes and make additional decisions relating to their position descriptions.
Diamond Members – This class of membership may be extended to private donors to the organisation as a token of appreciation.
Whilst membership may be upgraded at any time, membership fee will not be reduced regardless of the time of upgrade. No refunds will be provided by JCUDSA due to request to downgrade. Meetings JCUDSA Meetings will be held on a fortnightly basis during study periods only. Only the President may cancel or call additional general meetings. Private meetings between members of JCUDSA are at the members’ discretion. Voting on policies or budgets can only take place in official Meetings. For a Meeting to take place, a minimum attendance of 6 Platinum Members is required. If the attendance does not comply with this minimum, the meeting is classified as informal and no official decisions can be made. All Platinum Members are expected to attend all JCUDSA general meetings unless exceptional circumstances do not permit. In the case that a Platinum Member is not able to attend a general meeting, it is the member’s responsibility to notify the president, or secretary, at least twelve hours prior to the commencement of the meeting. More than three unjustified absences from General Meetings will lead to a Position Review Meeting. Position Review Meeting In the case that a Platinum Member is considered to have breached the duties of their position, did not meet attendance requirements, or has participated in criminal or unethical misconduct, a Position Review Meeting will be held by at least two other members. The president or secretary will announce the reason for the consideration of revoking the Platinum Membership of the individual. The individual will be given an opportunity to make a statement. A discrete majority vote will be cast on whether the position should be put for re-election. If the individual’s Platinum Membership is revoked, their membership status will return to a Gold/Silver Membership and they will not be permitted to run for any JCUDSA positions for one calendar year. A new position holder will be elected as per the procedure for uncontested positions.
JCUDSA Committee Positions President The President must be in their third or fourth year of study of a James Cook University School of Dentistry Program. They are to be responsible for the coordination of Platinum Members of JCUDSA and for the running of Meetings. It is the President’s responsibility to see that the JCU constitution is followed and respected. They also act as a second signatory on budget approvals and provide support to other Platinum Members in their area. They are to be responsible for the representation of JCUDSA at relevant events in Cairns and may apply for funding to attend such events elsewhere in Australia. They should show strong leadership skills and have the ability to motivate and encourage others. The President is a role model for the JCUDSA members and should possess the confidence to attend meetings with faculty staff, clinical stuff, sponsors and industry leaders to represent JCUDSA members and the student body as a whole.
Secretary The Secretary is to be responsible for recording formal meetings of JCUDSA and the caretaking of JCUDSA property. The Secretary is to fulfil the responsibilities of the President when the President is not available and may be expected to attend external events on the organisation’s behalf. The secretary should have good computer and time management skills and be available to assist in the running and recording of meetings. They also assist the President in ensuring all meetings run on time and that appropriate agenda topics get discussed. The secretary is responsible for communicating with the Committee with regards to group emails, meeting
minutes and making documentation available via email or the JCU Dental Students Association page on Learn JCU.
Treasurer The Treasurer is to be responsible for the finances of JCUDSA. This includes management of the JCUDSA bank account, approvals of budget requests and exploration of financial investments and/or strategies. The Treasurer must be a responsible student, who is trustworthy, reliable and ethical. They should show an interest in accounting, budgeting or finance. The Treasurer is responsible for keeping a budget, to track current funds, expenses, income and future expenses. For future budgeting and committee transparency, this budget should be kept updated and made available to JCUDSA Platinum Members via email or the JCU Dental Students Association page on Learn JCU.
Academic President The Academic President must be in their third or fourth year of study of a James Cook University School of Dentistry Program. They represent all student levels of the dentistry program with equal interest. The Academic President is to liaise regularly with the academic representatives for each year level with regards to their respective positions. They should also arrange frequent subcommittee meetings to proactively engage in matters and encourage proactive and productive feedback among all staff and students of the Faculty of Dentistry. The Academic President is to liaise with the President and Treasurer when selecting conventions to which JCUDSA deems suitable for its sponsorship to attend. The Academic President is to be responsible for JCUDSA representation on official JCU committees and may attend committees themselves or oversee delegates. They must be a student who is motivated and happy to speak on behalf of the students of JCUDSA, to voice any opinions, appreciations or concerns.
Academic Representatives There is to be one Academic Representative for each year level. They are to be the main communication link between the students and the academic staff for their year level. When any student has an opinion, appreciation or concern they wish to voice, they communicate this to their year levels Academic Representative, who will then take it up with the appropriate faculty staff member. They must be a student who is motivated and happy to speak on behalf of the students of JCUDSA. This position is to clear the communication lines between staff and students and encourage proactive and productive feedback among all staff and students of the Faculty of Dentistry.
Social President The Social President must be at or above their second year of study of a James Cook University School of Dentistry Program. They are responsible for liaising with the Social Representatives of each year level in the planning and execution of JCUDSA events each year. They are to submit fund requests to the Treasurer and publication requests to the Publication Officer before final decisions are made. The Social President is to be responsible for the preparation, organisation and execution of JCUDSA events. They may do this themself, or oversee delegates for each event. They should be a sociable person who is motivated and have an interest in the planning and running of events. This may include events such as the O’week party bus, O’week activities, Staff Presentations Sessions, Half Way Dinner, Graduation Dinner and the JCU Dental Ball. They should be confident talking to large groups when advertising and should be happy to send emails, make phone calls and have meetings with regards to planning such events.
Social Representative There is to be one Social Representative for each year level. In liasion with the Social President, their role is to plan, budget and advertise social events for their year level. They may also undertake jobs that the Social President has assigned to them. This may include events specific to their year such as BBQ’s or bowling nights, or larger events such as the O’week party bus, O’week activities, Staff Presentations Sessions, Half Way Dinner, Graduation Dinner and the JCU Dental Ball. Each Social Representative should be a sociable person who is confident talking to their year level during lectures, when advertising events and should be happy to send emails regarding such events.
Clinical Students Representative The Clinical Students Representative must be a current clinical student at JCU Dental, in third or fourth year. They are to be the main communication link between the students, clinical supervisors and staff of the JCU Dental Clinic. When any student has an opinion, appreciation or concern they wish to voice, they communicate this to their Clinical Students Representative, who will then take it up with the appropriate staff member at JCU Dental. They must be a student who is motivated and happy to speak on behalf of the students of JCUDSA. This position is to clear the communication lines between staff, clinical supervisors and clinical students to encourage proactive and productive feedback.
Publications Officer The Publication Officer is to be responsible for the content of JCUDSA’s website and JCUDSA publications such as ‘The Grind’. The Publications Officer may create the content themselves or oversee delegates. ‘The Grind’ is to be produced by a number of students, but overseen and edited by the Publications Officer. They will determine the date of publication, approve the final product and determine how many publications are presented each year. The Publication Officer also helps with advertising of JCUDSA events on the request of the Social President or Social Representatives. They should have an interest in publishing, writing articles, editing and be motivated to promote JCUDSA and its publications.
Sponsorship Officer The Sponsorship Officer is to be responsible for approaching and negotiating sponsorship agreements with potential sponsors. The Sponsorship Officer will also be responsible for monitoring the nature of these agreements and how both JCUDSA and the Sponsor honour them. They are responsible for keeping track all communications between JCUDSA and sponsors. For example, which sponsors are approached, on what date, for how much, for which event and what their response was. They can do so themselves, or delegate roles to the Sponsorship Liaison Officer.
Sponsorship Liaison Officer/s There can be up to two Sponsorship Liaison Officer if possible. They are to assist the Sponsorship Officer in seeking and obtaining sponsorship, as well as keeping records.
IT officer The IT Officer is to be responsible for the technical establishment and maintenance of JCUDSA’s website. The IT Officer is to be responsible for educating correct use of any electronic equipment purchased by JCUDSA and be responsible for technical operation during JCUDSA events. They should show an interest in IT, especially websites, as they are responsible for updates and uploads to the JCUDSA facebook page and www.jcudsa.org.au.
International Students Representative
The International Students Representative is to be an international student studying in a James Cook University School of Dentistry Program. They are responsible for matters relating to international students that require specific attention which cannot appropriately be dealt with by the academic representatives. If an international student has an opinion, appreciation or concern which they feel are specific to their circumstances, the International Officer may be contacted for further council and direction. The International Officer will play a valuable role in committee meetings to better support and engage international students in the various events and activities of the JCUDSA.
Post-Graduate Students Representative The Post Graduate Students Representative is to be a post-graduate student studying in a James Cook University School of Dentistry Program. They are responsible for matters relating to postgraduate students that require specific attention which cannot appropriately be dealt with by the academic president. If a post-graduate student has an opinion, appreciation or concern which they feel are specific to their circumstances, the Post Graduate Students Representative may be contacted for further council and direction. The Post Graduate Students Representative will play a valuable role in committee meetings to better support and engage post-graduate students in the various events and activities of the JCUDSA.
Australian Dental Students Association (ADSA) Liaison Officer This student is the liaison officer between the ADSA and JCUDSA. They are responsible for communication, networking and advertising. The ADSA Liaison Officer is part of a national body of students, of which all universities in Australia are a part of. ADSA Liaison Officer should be a student who is attending the ADSA Convention for that year. This position should be left open until convention dates and costs are released. Each year at the ADSA Convention a new committee is elected, at which point the new ADSA Liaison Officer for JCUDSA will take up their new role.
Additional Positions As the James Cook University Dental School develops, new positions may be added to JCUDSA in order to represents minority groups, specialty courses, year levels or any other group that JCUDSA deems is in need of representation.
Policies Budget approvals and bank access Only the Treasurer will have access to the organisation’s bank account. The President’s approval must precede all financial undertakings by the Treasurer. The system by which this occurs rests upon a consensus of the executive committee members. Any budget proposals must be signed by both the Treasurer and President. The President may seek consensus from the executive committee. Conventions JCUDSA organisation will aim to sponsor at least two Gold Members to attend conventions or education events that the committee deems appropriate. The frequency and degree of sponsorships is subject to fund availability and approval by the President and Treasurer. Sponsors agreements Sponsors agreements are to be done on an individual basis with each sponsor. In return for sponsorship, JCUDSA will provide the sponsors with the sponsorship packages that are current at the time of engagement with the sponsor.
It is imperative that any sponsorship provided to JCUDSA is targeted to JCUDSA members. Sponsors must be informed of the percentage of sponsorship money to be used on JCUDSA members alone, to which staff members of JCU School of Medicine and Dentistry may be considered inclusive. JCUDSA may extend an invitation to sponsor representatives to attend JCUDSA events. JCUDSA may choose to implement a Sponsorship Ranking System. In this system, the magnitude of advertising and exposure offered by the organisation to sponsors is correlated to the status of the sponsorship.
Elections Elections for all positions are to be held in the third week of the second semester in each study year. To be nominated for a committee position, the applicant must be a Gold or Platinum member. All applicants for election must thoroughly read and abide by the constitution. They must also submit their application for election before the set cut-off time. Applications for positions will be noted by the JCUDSA Committee and all positions that are contested during the elections should be presented to the Election Panel for selection. Decisions will be decided in private amongst the election panel and advertised only once a final decision is reached. The position will be granted to the person who gains majority vote by the election panel. In the case of a tie, the president will have final say (or the next available predecessor e.g. secretary, treasurer). If a position remains vacant after an election, an individual may be recruited at the discretion of the JCUDSA Election Panel for that year. Unelected candidates for other seats should be approached with an offer to fulfil the position before the position is offered to non-nominated members. The committee may choose to hold an election event at an appropriate time to reconcile any vacant positions. Election Panel The Election Panel should consist of at least three current JCUDSA committee members and at least one academic staff member present to listen as a witness for quality assurance. Each time the panel votes for a position, all panel members must oversee all applicants for that particular position, to ensure a fair and even vote. If a committee member is running for a position, they will not be involved in any of the panel selection process for that specific position, but may sit on the panel for other positions if it is deemed fair and ethical by the committee.
Event policy Ticket price for JCUDSA organised events is at the discretion of the organisation. However, Gold Members must always enjoy a discounted ticket price. Right of attendance to any event is only given to JCUDSA members. Members may choose to bring one non-member to each event. The nonmember ticket price will be the same as that for the membership level of their member partner. JCUDSA may choose to declare any event open to non-members. In the case of such an event, the non-member price will be announced. The committee reserves the right to hold Gold Coin donations at any event held. Alumni It is the responsibility of JCUDSA to organise an alumni ball for every graduation cohort 10 years after graduation. The first ball will occur in 2023. Thereafter, there would be a ball held every year for the next graduation class.
Annual Members’ General Meeting An annual meeting will be held towards the end of the academic year to which all members are invited. It is the executive’s responsibility to reflect in front of the member body about the year that passed, the lessons that can be taken from it and the forecast for the year to come. Policy modification procedure After the constitution is signed by the Platinum Members of the first JCUDSA (2009), any of its contents can only be modified if all Platinum Members of the serving JCUDSA vote for the change.
Amendments: 1. February 8th 2010 2. February 27th 2012 3. August 4th 2012
Approving Signatures: President
International Students’ Representative