Policy Manual & Constitution


These are the documents that govern the Civil Club Executive.

The Constitution

The Civil Club Constitution defines the organization as an AMS Department. It outlines our responsibility to students and our organizational structure. The Constitution of the Club may be amended by two-thirds approval at a General Meeting or through a referendum provided that written notification of such amendment is posted at least 10 business days prior to the referendum. This year’s referendum will take place during the 2018 Elections. If you have any questions or concerns, please email the Civil Club President.

Why are we changing it?

The constitution is quite outdated (the last amendment was made in 2010) and many parts referred to AMS procedures that are no longer in place. The Civil Club has also restructured the Executive roles, which need to be included in our governing document. We have also moved some sections to our newly created Policy Manual, which is aimed at providing the Civil Club with better management and accountability in the future. Both of these documents have been modelled after those of the EUS and other Department Clubs.

Key changes are proposed as follows:

  • The Vice-President role is split into VP Student Life, VP Admin, VP Finance, VP Academic, and VP External.
  • The roles of treasurer and academic coordinator have become VP roles.
  • Other volunteer roles have been added and reorganized into specific portfolios under a VP, as shown in our organizational chart.
  • All positions have been redefined for clarity.
  • The wording has clarified that both the President and VP Finance must be registered in at least 8 credits at UBC-Vancouver per Winter Session Term. This is because co-op students having either of these positions is not possible.
  • The wording has clarified that both the President and VP Finance roles can only be one person for the entire year (students cannot “co-run” for these positions. This is actually an AMS Policy that has been overlooked in previous year’s and prevents issues with signing authority and transitioning.
  • The document now reflect that the Civil Club also maintains the Design Studio.
  • Several policy changes to reflect changes within the EUS and AMS as well as current practices
  • Recognizes CSCE, ITE and the four civil student teams as “ex-officio members,” giving them a vote on council, privileges and mandates the Civil Club to support these groups in any way we can.
  • Adds policy on publications and equity.
  • Updates to the financial policy to increase the accountability of the Civil Club.
  • Updates the purpose of the Civil Club and adds a mission statement.
  • Adds policy on the Civil Student Leadership Awards
  • Adds new Civil Club initiatives under VP Portfolios, such as the Alumni-Student Night under VP External, the CE-Mentorship Program under VP Student Life, as well as Health and Wellness, and Professional Development under VP Academic.