QUAA Constitution & Bylaws

The Queen's University Alumni Association (QUAA) is governed by a volunteer President and Board of Directors and works closely with the Department of Alumni Relations & Annual Giving.

Membership

A member of the Queen’s University Alumni Association is an individual who has received a degree or diploma from the University, or has registered and attended classes for at least one full session (academic year or equivalent) and whose class has graduated.

Constitution

(Revised March 2022) 

1.0 Name

The name of the Association shall be the Alumni Association of Queen's University at Kingston, also known as The Queen's University Alumni Association (the “Association” or the “QUAA”).

2.0 Mission

To reach out and foster a lifelong association with Queen's, to engage our members in the life and work of the university, and to serve the alumni community in all its diversity.

3.0 History

The Association formed as a result of the merger of two organizations of former Queen’s students: the Alumnae Association - the organization of women graduates founded at the beginning of the 20th century to assist Queen's and especially women students - and the Alumni Association - the organization founded in 1926 to which all Queen's alumni belong.  In 1990, the Alumnae Association amalgamated with the Alumni Association.  

The Association works in partnership with the Department of Alumni Relations & Annual Giving (the “Department”), within the Office of Advancement at Queen’s University.  The Department also acts as a staff resource for QUAA programmes and initiatives.  Formerly, the staff of the Department was semi-autonomous from the University.  The Department is fully operated and maintained by the University.

The Association has a long history of serving its members by providing programmes and services and of supporting the University through fund-raising and volunteer involvement.

4.0 Membership

4.1 Member

A member of the Queen’s University Alumni Association is an individual who has received a degree or diploma from the University, or has registered and attended classes for at least one full session (academic year or equivalent) and whose class has graduated. 

4.2 Honorary Member

A friend of Queen’s may be made an honorary member of the Association by vote of the Queen’s Alumni Assembly.  Honorary members shall have the same rights and privileges as members.  The intent of this designation is to recognize exceptional service. A complete list of honorary members can be requested from the Department of Alumni Relations & Annual Giving.

5.0 Code of Conduct

The Association has developed a Code of Conduct to which alumni volunteers are expected to adhere while engaged in any official capacity related to the Association.  The Code of Conduct may be viewed on the Association’s website and is available from the Department of Alumni Relations & Annual Giving.

6.0 Organization

6.1 Alumni Constituency Groups

Queen's alumni living throughout the world are encouraged to come together along geographic lines by forming local alumni branches and along such lines as Faculty, graduating class, education, community service and shared interests and affiliations.

The Association draws membership for its governance bodies from these constituency groups and areas of common interest to ensure that the Association governance bodies - the Alumni Assembly (the “Assembly”) and the Board of Directors (the “Board”) including its Executive Committee of the QUAA Board of Directors (the “Executive”) - together reflect the broad diversity of the alumni population.

6.2 Alumni Assembly (“Assembly”)

6.2.1 Purpose

The Alumni Assembly is the voting body for the QUAA and is vested with constitutional amending power for the Association. The Assembly is a diverse cross-section of alumni volunteers who come together as liaisons of their respective communities to share ideas and support both the Association and University with their priorities.

6.2.2 Membership

Membership of the Assembly includes the following persons:

  1. All members of the Queen’s University Alumni Association Board of Directors and its Executive Committee.
  2. The President or delegate from each branch with a signature Award (Calgary, Kingston, Montreal, Ottawa, Toronto and, Vancouver).
  3. Up to six (6) additional Presidents or delegates from other branches.
  4. Up to four (4) Reunion Volunteers (0-10 year Reunion Volunteer, 10-25 year Reunion Volunteer, 25-50 year Reunion Volunteer, 50+ year Reunion Volunteer).
  5. Up to two (2) representatives from an official QUAA Chapter.
  6. One (1) representative from an Alumni Booster Club or Team.
  7. One (1) representative from a Giving Society or Committee.
  8. When necessary, up to two (2) additional representatives from Faculties or Alumni Groups that are not otherwise represented in other positions.
  9. The President or delegate of the Alma Mater Society (AMS).
  10. The President or delegate of the Society of Graduate and Professional Students (SGPS).
  11. The President or delegate of the Queen’s Student Alumni Association (QSAA). 
  12. The Queen’s University Rector or delegate.
  13. One (1) representative from the Varsity Council.
  14. The Principal of Queen's University, or a delegate.
  15. The University Council of Queen's University may appoint two (2) Alumni Councillors.

6.2.3 Responsibilities

  1. The Assembly has the following responsibilities:
  2. To ratify all members of the Board, except for the Head of the Department of Alumni Relations & Annual Giving (who is a director ex officio), on the advice of the Leadership Development Committee.
  3. To endorse the annual report from the President of the Queen’s University Alumni Association.
  4. To provide input on major issues and essential priorities of the Association.
  5. To attend the Annual General Meeting of the Alumni Assembly.
  6. To provide a forum for the development and training of alumni volunteers, to share ideas and best practices, gather and disseminate information, ideas, spirit and enthusiasm among Assembly members.
  7. Serve as a formal link between the Association and its constituency groups.
  8. To participate in the President Nomination Committee as an Assembly representative, if selected by the Leadership Development Committee (see s.7.0 of the QUAA Bylaws).

6.2.4 Annual General Meeting (“AGM”)

  1. The Annual General Meeting of the Assembly shall be held and conducted in accordance with the provisions of the Association’s Bylaws.
  2. All members of the Association shall be eligible to attend, however only members of the Assembly as outlined in 6.2.2 are eligible to vote.
  3. The President shall report to the members on the past year’s activities.

6.3 Board of Directors (“Board”)

6.3.1 Purpose

The Board is the senior governing body of the Association.  The Board establishes priorities and policies that further the mission of the Association and advances the strategic priorities of the Association.

6.3.2 Membership

The Board shall be composed of not more than twenty (20) members, including:

  1. All members of the Board, except for the Head of the Department of Alumni Relations & Annual Giving (who is a director ex officio). The members of the Board are enumerated in the Bylaws.
  2. The Executive Committee is part of the Board of Directors during their terms of office.

6.3.3 Responsibilities

The Board of Directors has the following responsibilities:

  1. To endorse the priorities and policies for the Association as established by the Executive Committee that furthers the mission of the Association. 
  2. To receive reports and to review and comment on the activities of the Association.
  3. To review the Association's governance structure on a periodic basis to ensure that it is aligned with the organization's goals and priorities.
  4.  To appoint Committees to address strategic and operational needs and issues.  The Committees of the Board are enumerated in the Bylaws.
  5. To adopt bylaws governing the procedures of the Association.
  6.  To propose new policies and programs, and to propose amendments to the Constitution, as deemed necessary, to meet the objectives of the QUAA.
  7. To receive reports and recommendations from its Committees.
  8. To report to the Assembly on its activities and on the state of the Association.
  9. To consider all applications for the formation of new Alumni branches, and any other constituency groups, and to endorse such applications on behalf of the Association.  

6.3.4 Meetings

  1. Meetings of the Board of Directors shall be held and conducted in accordance with the provisions of the Association’s Bylaws.

6.4 Executive Committee of the QUAA Board of Directors (“Executive”)

6.4.1 Purpose

The Executive is charged with overseeing the implementation of the Association's strategic priorities and policies.

6.4.2 Membership

  1. The President shall be ratified by Assembly and shall hold office for a two year, non-renewable term. 
  2. The President has authority to delegate, at the President’s discretion, the responsibilities of that office to any other director.
  3. The President-Elect shall be ratified by Assembly at the beginning of the second year of the President’s term and shall hold office for a one year, non-renewable term.
  4. The Head of the Department of Alumni Relations & Annual Giving is a member ex officio.
  5. In cases where vacancies occur within the Executive between meetings of Assembly the vacancies shall be filled by the Board upon the recommendation of the Leadership Selection Committee.
  6. The remaining members of the Executive Committee of the Board are enumerated in the Bylaws.

6.4.3 Responsibilities

The Executive Committee has the following responsibilities:

  1. To manage the affairs of the Association and to act on behalf of the Board between its meetings.
  2. To represent the Association to the University's Officers and governance bodies and to external organizations.
  3. To establish priorities and policies for the Association that furthers the mission of the Association. The Executive seeks endorsement from the QUAA Board of Directors.

6.4.4 Meetings

  1. Meetings of the Executive shall be held and conducted in accordance with the provisions of the Association’s Bylaws.

6.5 Leadership Development Committee (“LDC”)

6.5.1 Purpose

The Leadership Development Committee is a committee of the QUAA Board whose purpose is to solicit input from alumni and the staff of the Department of Alumni Relations & Annual Giving as it relates to recruiting alumni volunteers.

6.5.2 Membership

The members of the Leadership Development Committee are enumerated in the Bylaws.

6.5.3 Responsibilities

The Leadership Development Committee has the following responsibilities:

  1. In developing the slate of nominees, the Leadership Development Committee shall receive input from the Assembly, the Board, Board Committees, and the staff of the Department.
  2. To present to the Assembly a slate of nominees for ratification as members of the Executive Committee, and the Board of Directors.
  3. To make nomination recommendations to the Board in cases where vacancies occur within the Executive and the Board. between meetings of the Assembly.
  4. To seek out appropriate alumni volunteers to represent the Association in serving on boards, councils and committees of various “on campus” organizations.
  5. Ensure geographic, faculty, class and overall diversity in recruiting alumni volunteers, especially the QUAA Board of Directors.

6.5.4 Procedures

The Leadership Development Committee shall observe the following procedures:

  1. A call for expressions of interest for all open positions on the Board will be made each year in a manner approved by the Board of Directors.
  2. All interested applicants will be reviewed by the Leadership Development Committee and the successful candidates will be presented to the Board of Directors for endorsement. A slate of nominees will be then be presented to and ratified by Assembly in a manner approved by the Board.

6.5.5 Meetings

  1. Meetings of the Leadership Development Committee shall be held and conducted in accordance with the provisions of the Association’s Bylaws.

7.0 Alumni Volunteer Summit (“AVS”)

Alumni Volunteer Summit provides a forum for volunteer orientation and enrichment, as well as sharing contemporary practice and networking among attendees.  In this way, the AVS will serve as a formal link between the Association and its constituency groups.

8.0 Procedures for Amending the Constitution and Bylaws

8.1 Constitution

8.1.1 Amendments

Amendments may be proposed in writing by at least four (4) members of the Queen’s University Alumni Association.  Proposers of an amendment are responsible for communicating with the Board Executive Committee by email at least thirty (30) days to permit notice of motion, along with a summary of reasons for the amendment, to be forwarded to the Assembly at least fourteen (14) days prior to any vote on the amendment.

8.1.2 Adoption

For adoption, amendments require the support of at least two-thirds of the Assembly members, provided that the notice of motion with a summary of reasons has been circulated pursuant to 8.1.1 above.

8.2 Bylaws

The Board may adopt Bylaws, which align with the Constitution, with respect to any aspect of the organization or operation of the Association.

8.2.1 Amendments

Bylaws may be proposed in writing by at least two (2) members of the Association. Proposers of a Bylaw are responsible for communicating with the Board Executive at least thirty (30) days to permit notice of motion to be forwarded to each member of the Board at least fourteen (14) days prior to the meeting of the Board at which the Bylaw is to be considered.

8.2.2 Adoption

Bylaws may be adopted or amended by majority vote of the Board’s serving members, provided that notice of motion has been circulated pursuant to 8.2.1 above.

9.0 Financial Matters

9.1 The financial reports for the Association shall be prepared by Departmental staff, in consultation with the appropriate University officers.

9.2 Association-related financial reports shall be subject to review and comment by the Board, and presented to the Assembly for information.

9.3 All central financial accounts of the Association and the Department shall be administered by the Department in accordance with Queen’s University financial guidelines.

Bylaws

(Revised March 2022)

1.0 Alumni Assembly (“Assembly”)

1.1 The Assembly shall meet at least once a year.

1.2 Notice of Business shall be forwarded to all members of the Assembly at least seven (7) days in advance of the meeting.

1.3 The President or their delegate shall chair the Assembly meeting and conduct the meeting under Bourinot's Rules of Order.

2.0 Annual General Meeting (“AGM”)

2.1 The QUAA shall hold an Annual General Meeting once each year. 

2.2  50% +one Association members shall constitute a quorum for the AGM.

3.0 Board of Directors (“Board”)

3.1 The Board shall meet in person, or via teleconference, at least four times each year.  The first meeting of the new Board shall:

  1. Develop the Association’s program plan for the forthcoming year;
  2. Determine the need for any task forces or committees, and notifying the Leadership Selection Committee accordingly;
  3. Develop and review terms of reference, goals and objectives with all committees and task forces;

3.2 The Directors of the Board shall be:

  • All members of the Executive Committee of the QUAA
  • Director, Alumni Marketing and Communications
  • Director, Alumni Giving
  • Director, Global Branch Network
  • Director, Alumni Volunteer Summit
  • Director, Alumni Awards
  • Director, Reunions
  • Director, Young Alumni
  • Director, Alumni Constituency Groups 
  • Director, Special Projects
  • Director, Digital Media

3.3 Unless noted otherwise in the Constitution, an individual can serve on the Board for a maximum of six (6) consecutive years (or three consecutive terms) unless he/she is a member of the Executive Committee. Executive can serve a maximum of four years, unless they serve as President.

3.4 50% plus one Directors shall constitute a quorum at any Board meeting.

3.5 Notice of Business shall be forwarded to all members of the Board in advance of the meeting at which the matter is to be discussed.

3.6 The President, or delegate, shall chair all meetings of the Board.

3.7 The President determines when the meetings of the Board will occur; however, a meeting may be called at the request of any Board member.

4.0 Board Committees

4.1 Board Committees will meet at the discretion of the Director.

  1. All Board Committee shall submit yearly action plans for inclusion in the Presidents report to Alumni Assembly.
  2. Directors shall strive to have a diverse membership on committees including Branch representation, Board members and a staff member of the Department.
  3. Directors shall be given the opportunity to report on Committee activity at all regular meetings of the Board.

4.2 All Board Committees shall submit yearly action plans for review by the Board.

4.3 Sub-Committee of the Board shall be:

  • Alumni Award Selection Committee (chaired by the Past-President of the QUAA Board of Directors)
  • President Nominating Committee (Chaired by the most recent Past-President of the QUAA Board of Directors)

5.0 Executive Committee of the QUAA Board of Directors (“Executive”)

5.1 The Executive shall comprise the following members:

  • President QUAA and Chair, Board of Directors
  • President-Elect QUAA and Vice-Chair, Board of Directors
  • Executive Vice-President (EVP), Operations
  • EVP, Volunteer Recruitment and Recognition
  • Head of the Department of Alumni Relations & Annual Giving (ex officio)

5.2 The President, or delegate, shall chair all meetings of the Executive.

5.3 The President determines when the meetings of the Executive will occur; however, a meeting may be called at the request of any Executive member.

6.0 Leadership Development Committee (“LDC”)

6.1 The EVP, Volunteer Recruitment and Recognition, or delegate, shall chair all meetings of the Leadership Development Committee.

6.2  On the advice of the Leadership Development Committee, members of Alumni Assembly shall ratify a slate of candidates for the Board.  This ratification shall be held by a secret ballot of all members of Alumni Assembly in advance of the annual meeting of Alumni Assembly.  Online voting may be used to poll the members of Alumni Assembly.

6.3 All nominees will be advised in advance of the annual meeting of Alumni Assembly of the outcome of the ratification.

7.0 President Nominating Committee

7.1 The President shall be selected through a nomination process by a Nominating Committee, comprised of the Leadership Development Committee (with the exception of those up for consideration), up to two (2) current Board members, one (1) past QUAA President, and two (2) members of Assembly.

7.2 The Leadership Development Committee (excluding those being considered for President) will request and review expressions of interest to serve on the President Nominating Committee from members of Alumni Assembly, members of the Board, and pas QUAA Presidents. In selecting members of the committee, the Leadership Development Committee would ensure a representative cross-section of a diverse alumni body.

7.3 Criteria for selection will be determined by the President Nominating Committee prior to putting out a call for interest to Board and Executive Committee members, as well as former Board members within the last five (5) years. 

7.4 The Nominating Committee will analyze the criteria for selection independently and collectively before voting to determine their recommendation to the QUAA Board for endorsement.