All CPEG executive members must be elected by CPEG members.

Transcription

1 Each graduate student in Chemical and Petroleum engineering department is eligible to be nominated for CPEG executive council positions. However, nominees for the president and VPs should be in their second year (or higher) of their graduate education. The CPEG executive council has 11 positions as of August All CPEG executive members must be elected by CPEG members. Each CPEG executive member stays at the position for a period of one academic year. (Exceptionally the executive team of 2011/2012 are in position from September 2011 to May 2012) The result of election which includes the executives names and their biography note should be announced by the leaving President in the CPEG website after each election. Executive hierarchy is as follows: CPEG President VP Students Life VP Finance VP Communication VP Academic Internal External Social event coordinator 1 Social event coordinator 2 IT Officer Communication Officer GRC Rep. Sponsorship Rep. President The President shall chair all Executive meetings, enforce due observation of the guidelines of the CPEG and undertake all presidential duties described therein. The President shall be responsible for the official correspondence of the CPEG and the coordination with the CPE Academics and CPE Department Head. President will keep CPEG connected to all the authorities in the department and university. President is the representative of all the grad student of Chemical and Petroleum Engineering Department and should make sure to receive enough credibility through his/her professionalism and leadership techniques. S/he will be the person for signing the sponsorship contracts and any external communications. CPEG president along with VP Finance are responsible for preparation and submitting the Annual CPEG report to GSA. President is also responsible for official deadlines of CPEG as one of

2 GSA s Departmental Group. S/he should take care of all the associations duties through CPEG s vice presidents. - CPEG president is preferred to be among 2 nd or 3 rd year PhD students of the department who have spent a few years in this department and are familiar with the department s dynamics. - President should have English excellent oral, communication and writing skills. Should be able to make very good communications with all graduate students and the department faculty and staff. Creativity and enthusiasm are two musts for this position. President should have leadership skills and should be able to manage a team of 11 people. - VP Finance VP Finance shall oversee the financial operations of the CPEG, which includes keeping informed and updated about the financial state of the CPEG, and is responsible for creating a budget at the start of the year and maintaining all financial records of the CPEG. Club President and VP Finance would keep the record and balance of the account. Purchases and expenditures shall be discussed and approved in the meeting prior to the intended date. This VP shall chair the executive meeting and take the responsibilities of president once s/he is absent. VP Finance should investigate the expenses of each event and should report this to president for final decision. VP Finance must take care of CPEG s banking account with BMO to be in a good standing. S/he holds all the CPEG s cheques and should prepare reimbursement cheques for the expenses. This VP is responsible to prepare a financial report and submit it to president by the third week of March which is being used in the annual report to GSA. VP Finance along with sponsorship representative is responsible for preparation of sponsorship handbook and receiving financial sponsors. This VP is also responsible to apply for receiving funding through GSA and receive GSA bursaries and prizes. - CPEG VP Finance is preferred to be among 2 nd or 3 rd year PhD students of the department who have spent a few years in this department and are familiar with the department s dynamics. - VP Finance should be familiar with financial issues and financial report preparations. S/he should have English excellent oral, communication and writing skills.

3 VP Academic - The VP Academic will act as an academic advocate of the graduate students to ensure that the interests of graduate students are uphold in all areas including; student-supervisor relationship, course selection and availability, grades, financial issues, and candidacy and thesis exams. The VP Academic should use the appropriate and existing mechanisms in the department to resolve the issues brought by the member. - The VP Academic will hold the technical talks and lectures by third parties from other universities, institutions, organizations, and industry. Also, the VP Academic is responsible to establish technical relationship and set up mutual interest groups with other technical student chapters in the department (such as SPE student chapter). - The VP Academic will prepare and conduct surveys about academic and students life seasonally. The VP Academic is responsible for preparing the reports for these surveys and presenting them to the CPEG executives meeting for further actions. The reports should be presented in the next meeting followed by the end of survey. Extra surveys may be conducted by the request of at least half of CPEG Executives and officers on concerned issues. - CPEG VP Academic is preferred to be among 2 nd or 3 rd year PhD students of the department who have spent a few years in this department and are familiar with the department s academic issues. - The VP Academic should have very good relationship with professors and staff at the department. - The VP Academic should have good knowledge of academic regulations and mechanisms. - Good communication skills will be beneficial for this position. VP Communication VP communication will take care of all the external and internal communications of CPEG. S/He will work closely with Sponsorship representative, IT officer, Communication officer and GRC representative. VP communication should publicize CPEG as professional as possible through CPEG website, two bulletin boards, CPEG newsletter, CPEG Facebook page and s. This VP holds the password of official (cpeg@ucalgary.ca) along with CPEG president. He is responsible to keep the website of CPEG and its Facebook page updated through IT officer and all the boards tidy, organized and updated through communication officer. He should keep all the CPEG s communications with GSA through GRC representative and make sure CPEG has attended all the GSA meetings and received the announcements. VP Communication is responsible for attending GSA meetings in case GRC rep. is not available. VP communications

4 should manage for receiving more financial sponsors through comprehensive plans and in cooperation with Sponsorship rep. and VP Finance. VP communication is also responsible for receiving students feedbacks on different issues in our department and transfers them to the other executive and department. VP communication is also in charge of preparation of Cocurricular (CCR) records for the official transcripts of each position late in March. - CPEG VP Communication is preferred to be among 2 nd or 3 rd year PhD students of the department who have spent a few years in this department and are familiar with the department s communication types. - Should have very good leadership skills and experience - Excellent English oral, communication and writing skills. - Preferably should be a tasteful and creative person - Should be able to communicate easily and professionally with students, staff and faculty members. VP Student Life The CPEG Student Life Representative will be responsible for addressing the needs and concerns of grad students (and/or new graduate students) to CPE that are not familiar with city of Calgary and the University. The CPEG Student Life Representative shall collaborate with VP Academic to conduct regular surveys on different student life such as living expenses and tuition fee increments, summer job applications and all the students life issues. This VP is also responsible for all the social events of CPEG including monthly coffee mixers, quarterly lunch parties and talks and occasional meetings and gatherings. VP student life should prepare a student welcome package for the beginning of fall, winter and spring semester for the new registrant grad students to help them with the information that they need. Voluntary temporary accommodation, airport pick up and university tour could be some services including in this package. This VP should be a skillful event organizer as CPEG receives most of its attention through its events. He would work with two other social event coordinators. - CPEG VP Student Life is preferred to be among 2 nd or 3 rd year PhD students of the department who have spent a few years in this department and are familiar with the department s dynamics and previous events. - Should have very good leadership skills and experience - Excellent English oral, communication and writing skills.

5 Other positions: IT officer S/he shall be responsible for the maintenance of the CPEG Website and for the coordination of CPEG event advertising. All other activities that involve the media will also be handled by this position. This officer should keep the website and CPEG Facebook group updated all the time and uploads all the documents, photos, presentations promptly. This officer should register for the university website management system (Durpal system) to learn how to design pages and use components of a pre-developed website. - Should be interested in IT and web based skills - Excellent English writing skills - Familiar with web graphics Communication Officer This officer will be in charge of preparing CPEG posters for the events and invitation letters or s. S/he would work directly with VP communication and would prepare most of CPEG s official s. Communication officer is also responsible for CPEG bulletin boards and all the communications for setting an event up. S/He is responsible for taking the official minutes of the CPEG meetings and submits them to VP communication for being posted on the CPEG website. - Should be very professional in treating with department s staff and authorities. - Be able to do the required graphics for the posters GRC Representative S/he serves as CPEG representative in GSA meetings. GRC Representative should attend monthly meeting of GSA to hear about all the new regulations and decision. This representative should vote in GSA on behalf of CPEG (on all decisions by vote). S/he is responsible to inquire about all the GSA funding and bursaries and whatever GSA offers for DGAs like CPEG. GRC rep. is responsible to give a short presentation of all the materials of GSA meeting to the executives in the CPEG meeting subsequent to the GSA s one. S/he is also responsible for preparation of co-curricular (CCR) activities records and executives Co-Curricular transcripts. - Should be very professional in treating with GSA members to represent CPEG in the best way

6 Sponsorship Representative Responsibilities for this representative includes applying for financial support for CPEG activities by advertising CPEG to the companies or any other sources as may be available at any particular time. S/he is responsible to prepare and update CPEG s sponsorship package and approach companies and associations to receive funding. This rep. should be able to present CPEG s activities in the most professional way to encourage more donors and sponsors. - Someone with internship or industry work experience will be preferred - Should be familiar with sponsorship packages (and its preparation) Social Events Coordinators (2) These coordinators are responsible for the organization and the conduct of social and other events offered and/or sponsored by the CPEG and public relations. They hold the CPEG regular activities, such as monthly coffee mixers, and quarterly lunch parties and talks. They would work directly with VP Student Life and should propose events and manage handling them. They should investigate the feasibilities of each event and do budget estimation in cooperation with VP Student Life and VP Finance. They should be available during the events and will do all the purchases and preparations. Event coordinators are also responsible for organizing CPEG outdoor events. - Preferably creative and tasteful about events - Having experience of organizing events