The Secretariat facilitates the operation of the rules and policies of the AMS as they guide the direction of the society as a whole. The Secretariat oversees all matters concerning AMS Assembly, elections and referenda.
Assembly is the highest legislative body of the AMS and includes representatives from all constituent faculty societies and AMS Council.
The Assembly Scribe collaborates with the Commissioner 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.
Assembly volunteers assist in fostering a friendly and welcoming environment at AMS Assembly through the accommodation of guests and in various procedural tasks during all meetings. Volunteers report to the Speaker and the Commissioner of Internal Affairs and also help with marketing initiatives for Assembly, in particular the Annual General Meeting.
The Human Resources Coordinator works with the Clubs Manager and Assistant Clubs Manager to promote a positive environment in which clubs and club members can achieve personal and collective growth. This includes, but is not limited to, developing the human resources available to clubs through promotion of resources on campus, mediating intra and inter-club conflicts, and acting as a resource for clubs to submit complaints.
The Marketing Coordinator of the Clubs Office works with the Clubs Manager and Assistant Clubs Manager to develop and promote the visual identity of the Clubs Office. This includes, but is not limited to, the public representation of the Clubs Office as expressed through its logo, social media presence, and advertising campaigns for Tricolour Open House and workshops throughout the year.
The Chief Electoral Officer (CEO) primarily oversees and handles any and all matters relating to election campaigning, expenses, and disputes. They work with others in the Commission of Internal Affairs to organize the AMS elections and referenda, and help to enforce policy that ensures an equal playing field for all candidates.
The Chief Returning Officer (CRO) is responsible for advertising all elections and referenda validation dates, campaign period and voting dates, and conducts a marketing campaign to do so. They work to prepare the nomination packages for various electoral processes, and facilitate the online ballot voting system. The CRO also announces all election and referendum results, and compiles the appropriate documents to keep on file.
The Deputy Returning Officer – Logistics organizes, formats and publicizes moderated forums between candidates during the Winter Elections. They also create and administer the online ballot, allowing students to cast their vote. They are responsible for preparing the Nomination Package for the Fall Referendum and Winter Referendum and Elections. Additionally, they work with faculty and residence societies wishing to run their elections in conjunction with the AMS Winter Election.
The Deputy Returning Officer – Marketing advertises the Elections and Referenda nomination dates, campaign period and voting days in a manner that encourages students to vote. They work with campus media outlets to create promotional referenda and elections campaigns as well as with the Marketing & Communications Officer to develop marketing strategy and all graphics for elections and referenda periods.
The Deputy Returning Officer – Dispute Resolution enforces policy and ensures an “even playing field” for all candidates. They approve all campaign materials and monitor all teams’ online social media sites and on-campus campaigning to ensure compliance with elections and referenda rules and regulations. They further assist the CEO and CRO in making rulings on policy infractions and complaints.
The Deputy Returning Officer – Engagement works with faculty and residence societies wishing to run their elections in conjunction with AMS elections and referenda. They assist the faculty societies with setting up their online ballots if they are using the AMS system, and act as the point-person for any other external elections including Rector or Student Trustee elections.
Judicial Affairs Office
The Judicial Affairs Deputy investigates cases as delegated by the Judicial Affairs Director and meets with complainants, respondents, and witnesses to gain a holistic understanding of the alleged violation. They keep up to date physical and electronic records of all case files and attend all open and closed Judicial Committee hearings associated with delegated cases. They also attend a non-academic discipline training session in the spring and a one-week non-academic discipline training session in September.
The Judicial Clerk initiates Judicial Committee Proceedings and serves as the main point of contact between respondents of the non-academic discipline system following a Judicial Committee hearing. They inform respondents of sanctions, and track the completion of said sanctions.
The Judicial Committee is a component of the non-academic discipline system and is the ultimate decision making body with respect to AMS non-academic discipline. The Judicial Committee acts as a non-adversarial system, and is an independent entity removed from the Commission of Internal Affairs.