The AMS Assembly also presides over the Society policy documents and has full power, within the confines of the AMS Constitution, to create, alter and/or terminate any policy documents; and to deal with any reports, recommendations and/or conclusions of any groups, committees and organizations which fall within its purview. Every modification to policies or the AMS Constitution requires two majority votes at two successive AMS Assemblies. In effect, the Assembly acts as the legislative branch of the Queen’s undergraduate student government. The AMS Assembly has authority over the following Society governance documents:
AMS Constitution | The AMS Constitution is the primary governing document of the Society. It contains both the AMS mission and operating statements and broadly delineates the fundamental principles by which the Society is governed. Any part, section, subsection or paragraph of the constitution may only be amended following two readings held at two separate regular meetings of the Assembly.
Assembly Policy | Assembly Policy governs the rules, procedures and makeup of AMS Assembly. Along with outlining the roles of the speaker, scribe, and Secretary of Internal Affairs.
Clubs Policy | Clubs policy is the governing document for all AMS ratified Clubs. It outlines procedures for grants, new clubs, awards, and more.
Elections and Referenda Policy | Elections and Referenda Policy governs all AMS elections and is used to ensure a fair and transparent elections process. This policy supersedes faculty society elections policies in cases where Faculty Societies have no policy.
Rector Elections Policy | Rector Elections Policy governs the election of the Rector. This purpose of this policy is to provide additional clarity and rules, as the Rector is elected by both the AMS and SGPS.
NAM Policy and Procedures | Outlines the scope, processes, and sanctioning that is used in AMS Non-Academic Misconduct. The AMS uses this policy to operate the Judicial Affairs Office and handles level 1 Student Code of Conduct Violations.
PIP Policy and Procedures | Outlines the scope, processes, and sanctioning that is used in AMS Policy Infringement Protocol. The AMS uses this policy to operate the Judicial Affairs Office and handles violations of AMS, and Faculty Society policy.
Principles and Positions | AMS principals & positions outlines the stances held by the AMS on different student facing topics.
Procedures Policy | Procedures policy governs the different awards that the AMS offers and the procedures surrounding new conferences.
The affairs of the Alma Mater Society of Queen’s University Inc., incorporated under the Corporations Act of Ontario, are governed by the By-Laws of the Alma Mater Society of Queen’s University. The By-Laws may be amended at any single meeting of the Board of Directors and any such amendment shall take effect immediately. However, all such amendments shall cease to take effect unless confirmed at the next Corporation Special General meeting (usually in late October or early November) or Corporation Annual meeting (usually held in mid-March). The By-Laws may also be amended at either of these meetings. The voting members of Assembly are also defined as the voting members of the corporation, and thus act as voting “shareholders” of the corporation at the two annual corporate meetings.
The Board of Directors also administers its own policy manual. Included in this document are Board operating procedures, AMS corporate service-specific policies, accounting and finance policies, and basic corporate philosophy. The Board may amend this document at any one of its meetings.
The Board of Directors has authority over the following governance documents:
The Secretariat facilitates the governance operation, rules and policies of the AMS as they guide the direction of the society. The Secretariat oversees all matters concerning AMS Assembly, elections and referenda. The Secretariat Office is managed by the Secretary of Internal Affairs.
The Secretary of Internal Affairs is the manager of the Secretariat and the coordinator of Internal Affairs. They are responsible for overseeing Assembly, the AMS Board of Directors, Elections, and Judicial Affairs. Additionally they are in charge of keeping policy updated and clear. They are a member of senior management and work with the AMS president to ensure that the AMS is practicing good governance.
Assembly is the highest legislative body of the AMS and includes representatives from all constituent faculty societies and AMS Senior Management.
The Assembly Scribe collaborates with the Secretary of Internal Affairs and the Assembly Speaker to produce a set of comprehensive minutes of each Assembly meeting, keeping in mind the deadline to publish the minutes is 5 business days following each meeting. This position is paid per hour.
The Assembly Speaker is the chair of assembly meetings who works with the Secretary of Internal affairs to ensure that assembly is following rules of order. This is a volunteer position.
The AMS Speaker chairs AMS Assembly. The Speaker is responsible for facilitating and mediating discussion and debate.
The AMS Secretariat plans Assembly and ensures that processes are in accordance with policy. The Secretariat creates biweekly Assembly agendas and releases the minutes within five business days of each meeting.
Any AMS member-at-large can attend Assembly, however voting rights are only given to members-at-large at the Annual General Meeting. All positions below that do not have voting rights are marked by an asterisk.
AMS Assembly agendas and minutes provide insight into the decision-making body that helps dictate policy and advocacy routes and decisions. These minutes help keep us accountable to the student body by providing transparency on all matters of discussion. If you are passionate about student advocacy, we urge you to get involved with AMS Assembly to have your voice heard.
AMS Assembly 2021-2022 Dates | All meetings take place at 6:30pm unless otherwise stated
Tuesday September 21st
Thursday October 21st
Thursday November 18th
Thursday December 2nd
(Corporate Special General Meeting @ 4:00pm EST)
Thursday December 2nd
Thursday January 20th
Thursday Feb 17th
Thursday March 10th
(Annual General Meeting)
Thursday March 24th
Thursday April 7th
The Board of Directors is elected annually by the members of the corporation (incoming and outgoing members of AMS Assembly) at the Corporate General Meeting in Spring. Those interested in applying to run for a position on the Board are encouraged to contact the Chair at email@example.com
The Board of Directors generally meet in the Queen’s Centre or John Deutsch University Centre. However, the meetings are closed and AMS Members cannot attend regular meetings of the Board. They can attend the Corporate Special General Meeting in the Fall semester, and Corporate General Meeting in the Winter semester. During COVID-19, the Board is continuing to meet remotely.
The Alma Mater Society of Queen’s University Inc. is a not-for-profit entity created by the Society for the purpose of ensuring its continuing financial viability by overseeing the management of its services and associated financial affairs. The Corporation is bound to its by-laws and its corporate philosophy is derivative of the Mission and Operating statements of the Society as set out in the AMS Constitution. As such, the AMS is required to have a Board of Directors to guide the strategic direction and long-term viability of the corporation.
The Annual Report is a detailed document that exists as an historical record of AMS accomplishments and developments over the course of one year. To access the most recent and previous Annual Reports, please click on the links below.
Please click on the links below to access the audited financial statements of the AMS.
Interested in running in an AMS election or having your club or community group establish a fee through referendum? Check out this page for all the information you need!
AMS members can vote and run for the positions of AMS Executive (a team of three – consisting of a candidate for President, VP Operations and VP University Affairs), the University Rector, or Undergraduate Trustee! Members also have the opportunity to vote in Faculty Society elections as well.
AMS Elections also facilitates the Referendum process with the establishment of student fees for different clubs and campus groups, as well as the Triennial Review process to extend the fees that appear on SOLUS. There are two periods during which the referendum occurs: October and January.
Elections and Referenda are a great way to get involved and guide the direction of your student government. Whether you want to run for a position or cast a vote, every AMS student has the right to participate and the ability to make a difference. You will see a ballot arrive in your mailbox first in late October, and then late January!
The elections for AMS President, VP Operations or VP University Affairs will be taking place in January 2022. Regular referendums happen in October and January.
Referenda, a process whereby the electorate (students) participate in surveys, and vote to approve or reject student fees. This is held in both the fall and winter terms along the same timeline as elections. Questions on a referendum ballot may ask the following types of questions:
Student fees must be established through one of two referenda, either in the fall or in the winter terms, where all AMS members have the ability to vote. Referenda periods are comprised of four parts – Nominations, Validation by AMS Assembly, Campaigning and Voting.
Establishing or Altering a Student Fee as a Club or Group
In order to apply to receive a student fee for the 2022-2023 year, please complete the packages provided here (validation and budget) and send them to firstname.lastname@example.org by November 30th. Referenda voting period is in October and January.
November 30th (Validation Packs Due)
Monday January 10th (Executive Information Session, nomination packages available)
Thursday January 14th – Tuesday January 18th (Nomination period opens)
Thursday January 20th (Validation at Assembly, All Candidates Meeting)
Monday January 24th – Monday January 31st (Campaign Period)
Thursday January 27th (All Candidates Debate)
Tuesday February 1st – Wednesday February 2nd (Voting days / online campaigning allowed)
The AMS Secretary is responsible for overseeing the administration of the elections team, and ensuring the process abides by AMS policies and procedures.
The CEO is responsible for organizing the logistics, marketing, facilitating the nomination and campaign periods, hearing complaints and issuing rulings and sanctions during the election period.