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Kwantlen University College
documents of the KSA



The Richmond Campus Council
Procedure Manual

Posted: April 1, 2006
Updated: April 3, 2006

In 2004, Richmond Campus Council developed a procedure manual to help guide its operations as related to four main operational areas:
Specifically, the manual was:
  • drafted by Steve Lee with input from Richmond Campus Council members both past and present;

  • designed in response to that common question that every member of a KSA Campus Council asks when they get elected - what do we do now? and how do we do it?;

  • designed to address problems that were common to the operations of the Richmond Campus in the past;

  • designed to help foster a democratic decision making process in Richmond, involving as many people as possible; and

  • designed to be easily adaptable by other Campus Councils, should they wish to do so.
Here it is, broken down into its core sections for your reading pleasure. The manual never expires, and is technically still in effect on the Richmond Campus of the KSA.

Section 1: Meeting Procedures and Protocols...
Procedure NumberProcedure Title
1.01Procedures Numbering System
1.02Meeting Schedule
1.03Meeting Locations
1.04Meeting Attendance
1.05Recognition at Meetings
1.06Conflict of Interest
1.07Agendas and Minutes
1.08Rules of Order
1.09Submissions to Council
1.10Representation and Proxies at Council
1.11Representation on Executive Committees and Liaison Commissions


Table of Contents...

Section 2: Office and Lounge Procedures and Protocols...
Procedure NumberProcedure Title
2.01Orientation and Goal Setting Session
2.02Office and Asset Security
2.03Appropriate Use of Office Facilities
2.04Distribution and Use of Keys
2.05Office / Lounge Cleanliness and Organization
2.06Redistribution of Office Hours & Hiring of Extra Staff
2.07Notification of Office Hours
2.08Campus Council Log Book
2.09Campus Council Notice Binder
2.10Office Code of Conduct for Staff
2.11Phone, E-mail and Distribution of Snail Mail
2.12Computer Usage and Printing
2.13Repair and Servicing of KSA Assets
2.14Budget Planning
2.15Volunteer Recognition


Table of Contents...

Section 3: Event Procedures & Protocols...
Procedure NumberProcedure Title
3.01Event Planning and Resource Allocation
3.02Notification of Facilities
3.03Notification of Cafeteria
3.04Staff and Volunteer Coordination
3.05Event Take-Down and Cleanup
3.06Multi-Campus Events
3.07Recognizing Holidays
3.08Politicizing Events
3.09Events with Other Organizations
3.10Cancellation of Events


Table of Contents...

Section 4: Advertising and Communication Procedures and Protocols ...
Procedure NumberProcedure Title
4.01Designation of KSA Information Boards
4.02Club Days
4.03KSA Information Tables & Volunteer Drives
4.04Municipal, Provincial & Federal Elections
4.05Lounge Walls and Windows
4.06Art in Lounges
4.07Brochure Displays
4.08Society Website and Other Publications
4.09Media Inquiries
4.10Communicating with On-Campus Groups

Table of Contents...

Forms...
Form NumberForm TitleRelated to Procedure...
Form 1Log Book Data Sheet2.08: Campus Council Log Book
Form 2Tasks to be Completed Data Sheet2.08: Campus Council Log Book
Form 3Notice Book Cover Sheet2.09: Campus Council Notice Binder


Table of Contents...



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