Policies and Bylaws
If you are unable to attend the conference for any reason, you must provide email notice to the conference organizer no later than one week before the conference. If your payment has been received, a reimbursement will be issued 30 to 60 days following the conference.
If you cancel less than one week before the conference, you are required to pay the registration fee IN FULL to cover the costs that the organizers must pay for catering and materials for your participation. You are required to pay the fee regardless of whether you have paid prior to cancelling.
If you have already paid, no refund will be issued. A receipt will be issued for payments received. We encourage departments to issue one cheque if they are covering the cost of their students in attendance.
If you wish, you may transfer your registration to someone else from your organization who has not previously registered. This must be done by email to the conference organizer no later than three days before the conference. The email must include both your registration information and the name and contact information of the person who will attend in your place.
Any deviations from this policy are at the discretion of the conference organizer.
Approved by Council April 2013
When you register for a conference, you will be asked to agree to the following, which outlines our intended use of your information and photos should you be an award winner and/or if your photo is taken when you are attending a Science Atlantic-sponsored event.
If you do not agree to this policy, please inform your particular conference organizer and email your abstention to email@example.com.
* * *
For photographs taken by me by or for Science Atlantic, I grant to Science Atlantic:
- Copyright and/or use of photos for promotion, marketing, and/or educational purposes.
- Permission to identify me by name, institution, program of study and other similar information.
Further, if I am an award recipient, I grant to Science Atlantic:
- Permission to release my name, institution, presentation title, contact information and photo to the award sponsor for administrative use.
- Permission to announce my receipt of the award on the Science Atlantic website and/or in materials including but not limited to newsletters, written reports, brochures, and multimedia presentations.
I acknowledge that I am releasing this information on a voluntary basis. I further acknowledge that it is my responsibility to separately negotiate the use of the disclosed information with the award sponsor.
Note: if you do not grant permission to share your photos or award-related information, please contact your conference organizer and email your abstention to firstname.lastname@example.org.
Approved by Council April 2013
Science Atlantic is committed to ensuring that the organization and its committees are doing their best to make their communications accessible to all Atlantic Canadians. The following language use guidelines have been developed so that all students can access the full benefits of participation:
- At all conferences, students are encouraged to present in the official language of their choice.
- Whenever possible, a minimum of one French speaking member is included on the judging panel for student presentations given in French.
- Committees should provide conference announcements (posters), the conference registration page and student evaluation forms (if a presentation or poster is given in French and there is an evaluation) in French of comparable quality as the English version. Other than the registration page, conference web sites need not be translated into French. Examples of materials that need not be translated include driving instructions, accommodation information, tourist information, etc. though efforts to translate this information are welcomed. Conference booklets and promotional material such as pins and T-shirts need not be translated, but are encouraged where financially possible.
Approved by Council September 2008
Revised April 2013
download pdf: Science Atlantic By-laws
A by-law relating generally to the conduct of the affairs of
BE IT ENACTED as a by-law of the Corporation as follows:
In this by-law and all other by-laws of the Corporation, unless the context otherwise requires:
“Act” means the Canada Not-For-Profit Corporations Act S.C. 2009, c.23 including the Regulations made pursuant to the Act, and any statute or regulations that may be substituted, as amended from time to time;
“articles” means the original or restated articles of incorporation or articles of amendment, amalgamation, continuance, reorganization, arrangement or revival of the Corporation;
“Board” means the board of directors of the Corporation and “director” means a member of the board. Directors are elected by the members and can include committee chairs or other persons as necessary;
“by-law” means this by-law and any other by-law of the Corporation as amended and which are, from time to time, in force and effect;
“meeting of members” includes an annual meeting of members or a special meeting of members; “special meeting of members” includes a special meeting of all members entitled to vote at an annual meeting of members;
“members” means the institutions that pay membership fees, represented by an Institutional Representative; only members can vote on membership issues;
“officers” means those directors who are elected by the members to the Executive Committee of the Board;
“ordinary resolution” means a resolution passed by a majority of not less than 50% plus 1 of the votes case on that resolution;
“proposal” means a proposal submitted by a member of the Corporation that meets the requirements of section 163 of the Act;
“Regulations” means the regulations made under the Act, as amended, restated or in effect from time to time; and
“special resolution” means a resolution passed by a majority of not less than two-thirds (2/3) of the votes cast on that resolution.
In the interpretation of this by-law, words in the singular include the plural and vice-versa, words in one gender include all genders, and “person” includes an individual, body corporate, partnership, trust and unincorporated organization.
Other than as specified above, words and expressions defined in the Act have the same meanings when used in these by-laws.
3. Execution of Documents
Deeds, transfers, assignments, contracts, obligations and other instruments in writing requiring execution by the Corporation may be signed by any two (2) of its officers or directors. In addition, the Board may from time to time direct the manner in which and the person or persons by whom a particular document or type of document shall be executed. Any person authorized to sign any document may affix the corporate seal (if any) to the document. Any signing officer may certify a copy of any instrument, resolution, by-law or other document of the Corporation to be a true copy thereof.
4. Financial Year
The financial year end of the Corporation shall be determined by resolution of members at the Annual Members’ Meeting.
5. Annual Financial Statements
The Corporation may, instead of sending copies of the annual financial statements and other documents referred to in subsection 172(1) (Annual Financial Statements) of the Act to the members, publish a notice to its members stating that the annual financial statements and documents provided in subsection 172(1) are available at the registered office of the Corporation and any member may, on request, obtain a copy free of charge at the registered office, by prepaid mail, or electronically.
6. Membership Conditions
a. Subject to the articles, there shall be one class of members in the Corporation. Membership in the Corporation shall be available on an institutional basis and includes:
i. Universities and/or Colleges in the Region that teach pure or applied science or are engaged in pure or applied scientific research;
ii. Regional, federal, or provincial government laboratories engaged in pure or applied scientific research or concerned with the application of scientific knowledge;
iii. Such other institutions that the Board may care to invite that share the goals and objectives of Science Atlantic/Science Atlantique.
b. The continued membership of any institution is contingent upon payment of fees and assessments as determined by the Board. The membership of an institution shall cease immediately if such fees and assessments are unpaid at the end of the fiscal year following that of their assessment.
c. Membership is by application to, or invitation of the Board, and is subject to approval by members (as represented by institutional representatives) at the Annual Members’ Meeting. The re-admission to membership of any institution whose membership has ceased under the provisions of 6b., above, shall be decided by the Board.
Pursuant to subsection 197(1) (Fundamental Change) of the Act, a special resolution of the members is required to make any amendments to this section of the by-laws if those amendments affect membership rights and/or conditions described in paragraphs 197(1)(e), (h), (l) or (m).
7. Membership Transferability
A membership may only be transferred to the Corporation. Pursuant to Section 197(1) (Fundamental Change) of the Act, a special resolution of the members is required to make any amendment to add, change or delete this section of the by-laws.
8. Notice of Members Meeting
Notice of the time and place of a meeting of members shall be given to each member entitled to vote at the meeting by telephonic, electronic or other communication facility to each member entitled to vote at the meeting, during a period of 21 to 35 days before the day on which the meeting is to be held.
Pursuant to subsection 197(1) (Fundamental Change) of the Act, a special resolution of the members is required to make any amendment to the by-laws of the Corporation to change the manner of giving notice to members entitled to vote at a meeting of members, as represented by their institutional representatives.
9. Members Calling a Members’ Meeting
The board of directors shall call a special meeting of members in accordance with Section 167 of the Act, on written requisition of members carrying not less than 5% of the voting rights. If the directors do not call a meeting within twenty-one (21) days of receiving the requisition, any member who signed the requisition may call the meeting.
10. Absentee Voting at Members’ Meetings
Pursuant to Section 171(1) of the Act, a member entitled to vote at a meeting of members may vote by proxy by appointing in writing a proxyholder, and one or more alternate proxyholders, who are not required to be members, to attend and act at the meeting in the manner and to the extent authorized by the proxy and with the authority conferred by it subject to the following requirements:
a. a proxy is valid only at the meeting in respect of which it is given or at a continuation of that meeting after an adjournment;
b. a member may revoke a proxy by depositing an instrument or act in writing executed
i. at the registered office of the corporation no later than the last business day preceding the day of the meeting, or the day of the continuation of that meeting after an adjournment of that meeting, at which the proxy is to be used, or
ii. with the chairperson of the meeting on the day of the meeting or the day of the continuation of that meeting after an adjournment of that meeting;
c. a proxyholder or an alternate proxyholder has the same rights as the member by whom they were appointed, including the right to speak at a meeting of members in respect of any matter, to vote by way of ballot at the meeting, to demand a ballot at the meeting and, except where a proxyholder or an alternate proxyholder has conflicting instructions from more than one member, to vote at the meeting by way of a show of hands;
d. if a form of proxy is created by a person other than the member, the form of proxy shall
i. indicate, in bold-face type,
A. the meeting at which it is to be used,
B. that the member may appoint a proxyholder, other than a person designated in the form of proxy, to attend and act on their behalf at the meeting, and
C. instructions on the manner in which the member may appoint the proxyholder,
ii. contain a designated blank space for the date of the signature,
iii. provide a means for the member to designate some other person as proxyholder, if the form of proxy designates a person as proxyholder,
iv. provide a means for the member to specify that the membership registered in their name is to be voted for or against each matter, or group of related matters, identified in the notice of meeting, other than the appointment of a public accountant and the election of directors,
v. provide a means for the member to specify that the membership registered in their name is to be voted or withheld from voting in respect of the appointment of a public accountant or the election of directors, and
vi. state that the membership represented by the proxy is to be voted or withheld from voting, in accordance with the instructions of the member, on any ballot that may be called for and that, if the member specifies a choice under subparagraph (iv) or (v) with respect to any matter to be acted on, the membership is to be voted accordingly;
e. a form of proxy may include a statement that, when the proxy is signed, the member confers authority with respect to matters for which a choice is not provided in accordance with subparagraph (d)(iv) only if the form of proxy states, in bold-face type, how the proxyholder is to vote the membership in respect of each matter or group of related matters;
f. if a form of proxy is sent in electronic form, the requirements that certain information be set out in bold-face type are satisfied if the information in question is set out in some other manner so as to draw the addressee’s attention to the information; and
g. a form of proxy that, if signed, has the effect of conferring a discretionary authority in respect of amendments to matters identified in the notice of meeting or other matters that may properly come before the meeting must contain a specific statement to that effect.
Pursuant to Section 197(1) of the Act, a special resolution of the members (and if Section 199 applies, a special resolution of each class of members) is required to make any amendment to the articles or by-laws of the Corporation to change this method of voting by members not in attendance at a meeting of members.
11. Membership Dues
Members shall be notified in writing of the membership dues at any time payable by them and, if any are not paid within the fiscal year the members in default shall automatically cease to be members of the Corporation.
12. Termination of Membership
A membership in the Corporation is terminated when:
a. a member institution is dissolved;
b. a member fails to maintain any qualifications for membership described in the section on membership conditions of these by-laws;
c. the member resigns by delivering a written resignation to the chair of the board of the Corporation in which case such resignation shall be effective on the date specified in the resignation;
d. the member is expelled in accordance with any discipline of members section or is otherwise terminated in accordance with the articles or by-laws;
e. the member’s term of membership expires; or
f. the Corporation is liquidated or dissolved under the Act.
13. Effect of Termination of Membership
Subject to the articles, upon any termination of membership, the rights of the member, including any rights in the property of the Corporation, automatically cease to exist.
14. Place of Members’ Meeting
Subject to compliance with section 159 (Place of Members’ Meetings) of the Act, meetings of the members may be held at any place within Atlantic Canada determined by the board or, if all of the members entitled to vote at such meeting so agree, outside Atlantic Canada.
15. Persons Entitled to be Present at Members’ Meetings
Members, directors and the public accountant of the Corporation are entitled to be present at a meeting of members, as well as other individuals invited or permitted to attend by the chair. However, only those members entitled to vote at the members’ meeting according to the provisions of the Act, articles and by-laws are entitled to cast a vote at the meeting.
16. Chair of Members’ Meetings
In the event that the chair of the board and the chair-elect or past chair of the board are absent, the members who are present and entitled to vote at the meeting shall choose one of their number to chair the meeting. In the event that the chair of the board or chair-elect or past chair of the board is not a member, s/he will have no vote at the members’ meeting, except as noted in article 20.
17. Quorum at Members’ Meetings
A quorum at any meeting of the members (unless a greater number of members are required to be present by the Act) shall be 50 percent of the members entitled to vote at the meeting. If a quorum is present at the opening of a meeting of members, the members present may proceed with the business of the meeting even if a quorum is not present throughout the meeting.
18. Votes to Govern at Members’ Meetings
At any meeting of members every question shall, unless otherwise provided by the articles or by-laws or by the Act, be determined by a majority of the votes cast on the questions. In case of an equality of votes either on a show of hands or on a ballot or on the results of electronic voting, the chair of the meeting shall have a casting vote. If the chair of the meeting is also the institutional representative of a member, this will be a second vote.
19. Participation by Electronic Means at Members’ Meetings
If the Corporation chooses to make available a telephonic, electronic or other communication facility that permits all participants to communicate adequately with each other during a meeting of members, any person entitled to attend such meeting may participate in the meeting by means of such telephonic, electronic or other communication facility in the manner provided by the Act. A person participating in a meeting by such means is deemed to be present at the meeting. Notwithstanding any other provision of this by-law, any person participating in a meeting of members pursuant to this section who is entitled to vote at that meeting may vote, in accordance with the Act, by means of any telephonic, electronic or other communication facility that the Corporation has made available for that purpose.
20. Members’ Meeting Held Entirely by Electronic Means
If the directors or members of the Corporation call a meeting of members pursuant to the Act, those directors or members, as the case may be, may determine that the meeting shall be held, in accordance with the Act and the Regulations, entirely by means of a telephonic, electronic or other communication facility that permits all participants to communicate adequately with each other during the meeting.
21. Makeup of Board and Number of Directors
Subject to the Regulations under the Act, directors may be nominated for election to the Board as follows:
i. one Chair;
ii. one Chair Elect or Past Chair;
iii. one Treasurer;
iv. up to three directors from the institutional representatives;
v. three directors from the standing committees, with at least two of these deriving from the discipline committees; and
vi. up to two other directors.
The board shall consist of a minimum of nine, and up to eleven, voting directors.
22. Term of Office of Directors
The chair of the Board of Directors shall be elected for a two year term, renewable once only. The chair-elect position shall be a period of one year. The past chair position shall extend from the completion of term as chair until the election of a chair-elect. The treasurer position shall be a term of three years, renewable.
All remaining positions on the Board shall commence with the first election of directors following the approval of this by-law, one-third (1/3) directors shall be elected for a three-year term, one-third (1/3) directors shall be elected for a two-year term and one-third (1/3) directors shall be elected for a one-year term. Thereafter, except where an election is held to fill the unexpired portion of a term, newly elected directors shall be elected for three-year (3) terms.
A committee chair who is elected as a director may continue as director for up to one year after the end of the term as committee chair.
23. Calling of Meetings of Board of Directors
Meetings of the board may be called by the chair of the board, the chair-elect or past chair of the board or any two (2) directors at any time; provided that for the first organization meeting following incorporation, such meeting may be called by any director or incorporator. If the Corporation has only one director, that director may call and constitute a meeting.
24. Notice of Meeting of Board of Directors
Notice of the time and place for the holding of a meeting of the board shall be given in the manner provided in the section on giving notice of meeting of directors of this by-law to every director of the Corporation not less than 10 days before the time when the meeting is to be held. Notice of a meeting shall not be necessary if all of the directors are present, and none objects to the holding of the meeting, or if those absent have waived notice of or have otherwise signified their consent to the holding of such meeting. Notice of an adjourned meeting is not required if the time and place of the adjourned meeting is announced at the original meeting. Unless the by-law otherwise provides, no notice of meeting need specify the purpose or the business to be transacted at the meeting except that a notice of meeting of directors shall specify any matter referred to in subsection 138(2) (Limits on Authority) of the Act that is to be dealt with at the meeting.
25. Regular Meetings Section
The board may appoint a day or days in any month or months for regular meetings of the board at a place and hour to be named. A copy of any resolution of the board fixing the place and time of such regular meetings of the board shall be sent to each director forthwith after being passed, but no other notice shall be required for any such regular meeting except if subsection 136(3) (Notice of Meeting) of the Act requires the purpose thereof or the business to be transacted to be specified in the notice.
26. Votes to Govern at Meetings of the Board of Directors
At all meetings of the board, every question shall be decided by a majority of the votes cast on the question. In case of an equality of votes, the chair of the meeting in addition to an original vote shall have a second or casting vote.
27. Committees of the Board of Directors
The board may from time to time appoint any committee or other advisory body, as it deems necessary or appropriate for such purposes and, subject to the Act, with such powers as the board shall see fit. Any such committee may formulate its own rules of procedure, subject to such regulations or directions as the board may from time to time make. Any committee member may be removed by resolution of the board of directors.
28. Appointment of Additional Officers
The board may designate the offices of the Corporation, appoint officers on an annual or more frequent basis, specify their duties and, subject to the Act, delegate to such officers the power to manage the affairs of the Corporation. A director may be appointed to any office of the Corporation. An officer may, but need not be, a director.
29. Description of Offices
Unless otherwise specified by the board (which may, subject to the Act modify, restrict or supplement such duties and powers), the offices of the Corporation, if designated and if officers are appointed, shall have the following duties and powers associated with their positions:
Chair of the Board – The chair of the board shall be a director. The chair of the board shall, when present, preside at all meetings of the board of directors and of the members. The chair shall have such other duties and powers as the board may specify.
Chair-Elect of the Board – The chair-elect of the board, if one is to be appointed, shall be a director. If the chair of the board is absent or is unable or refuses to act, the chair-elect of the board, if any, shall, when present, preside at all meetings of the board of directors and of the members. The chair-elect shall have such other duties and powers as the board may specify. The chair-elect will succeed the chair of the board when that term concludes.
Past-Chair – If appointed, the past-chair shall be a director and shall have such powers and duties as the board may specify.
Treasurer – If appointed, the treasurer shall have such powers and duties as the board may specify.
Executive Director – The executive director shall be the chief executive officer of the Corporation and shall carry out functions delegated by the board in accordance with an employment contract.
The board may from time to time and subject to the Act, vary, add to or limit the powers and duties of any officer.
30. Vacancy in Office
In the absence of a written agreement to the contrary, the board may remove, whether for cause or without cause, any officer of the Corporation. Unless so removed, an officer shall hold office until the earlier of:
a. the officer’s successor being elected,
b. the officer’s resignation,
c. such officer ceasing to be a director (if a necessary qualification of appointment) or
d. such officer’s death.
If the office of any officer of the Corporation shall be or become vacant, the directors may, by resolution, appoint a person to fill such vacancy.
31. Method of Giving Any Notice
Any notice (which term includes any communication or document), other than notice of a meeting of members or a meeting of the board of directors, to be given (which term includes sent, delivered or served) pursuant to the Act, the articles, the by-laws or otherwise to a member, director, officer or member of a committee of the board or to the public accountant shall be sufficiently given:
a. if delivered personally to the person to whom it is to be given or if delivered to such person’s address as shown in the records of the Corporation or in the case of notice to a director to the latest address as shown in the last notice that was sent by the Corporation in accordance with section 128 (Notice of directors) or 134 (Notice of change of directors);
b. if mailed to such person at such person’s recorded address by prepaid ordinary or air mail;
c. if sent to such person by telephonic, electronic or other communication facility at such person’s recorded address for that purpose; or
d. if provided in the form of an electronic document in accordance with Part 17 of the Act.
A notice so delivered shall be deemed to have been given when it is delivered personally or to the recorded address as aforesaid; a notice so mailed shall be deemed to have been given when deposited in a post office or public letter box; and a notice so sent by any means of transmitted or recorded communication shall be deemed to have been given when dispatched or delivered to the appropriate communication company or agency or its representative for dispatch. The secretary may change or cause to be changed the recorded address of any member, director, officer, public accountant or member of a committee of the board in accordance with any information believed by the secretary to be reliable. The declaration by the secretary that notice has been given pursuant to this by-law shall be sufficient and conclusive evidence of the giving of such notice. The signature of any director or officer of the Corporation to any notice or other document to be given by the Corporation may be written, stamped, type-written or printed or partly written, stamped, type-written or printed.
32. Invalidity of any Provisions of this By-law
The invalidity or unenforceability of any provision of this by-law shall not affect the validity or enforceability of the remaining provisions of this by-law.
33. Omissions and Errors
The accidental omission to give any notice to any member, director, officer, member of a committee of the board or public accountant, or the non-receipt of any notice by any such person where the Corporation has provided notice in accordance with the by-laws or any error in any notice not affecting its substance shall not invalidate any action taken at any meeting to which the notice pertained or otherwise founded on such notice.
34. Mediation and Arbitration
Disputes or controversies among members, directors, officers, committee members, or volunteers of the Corporation are as much as possible to be resolved in accordance with mediation and/or arbitration as provided in the section on dispute resolution mechanism of this by-law.
35. By-laws and Effective Date
Subject to the articles, the board of directors may, by resolution, make, amend or repeal any by-laws that regulate the activities or affairs of the Corporation. Any such by-law, amendment or repeal shall be effective from the date of the resolution of directors until the next meeting of members where it may be confirmed, rejected or amended by the members by ordinary resolution. If the by-law, amendment or repeal is confirmed or confirmed as amended by the members it remains effective in the form in which it was confirmed. The by-law, amendment or repeal ceases to have effect if it is not submitted to the members at the next meeting of members or if it is rejected by the members at the meeting.
This section does not apply to a by-law that requires a special resolution of the members according to subsection 197(1) (fundamental change) of the Act because such by-law amendments or repeals are only effective when confirmed by members.
Approved April 25, 2015
Funding from Science Atlantic for student conferences shall not be used to promote, coordinate, or defray the costs associated with such events. The Science Atlantic name is not to be associated with such events. These events are not to be publicized via Science Atlantic websites or printed Science Atlantic conference material.
Students, of their own volition, are free to organize such events outside the aegis of Science Atlantic. Any student and/or Science Atlantic member choosing to attend such a student-organized activity is advised that he/she does so at his/her personal discretion, not under the umbrella of Science Atlantic.
Approved by Council April 2002
Revised April 2013
Science Atlantic aims to inspire students by inviting dynamic speakers to our annual conferences and other events. As part of this endeavour, we wish to ensure that the diversity of the scientific community is reflected in the selection of invited speakers. In this way, students can be provided with role models and inspirational figures of all genders and cultures.
Science Atlantic is committed to encouraging and supporting event organizers in inviting high quality speakers to present at our events. We strongly encourage event organizers to consider the diversity of invited speakers, irrespective of gender, race, ethnic origin, age, disability, nationality, sexuality, religion, or belief.
By establishing a policy of diversity for our conference speakers, we hope to inspire all young scientists to pursue STEM research and careers.
Approved by Board November 2015
What is a Science Atlantic document?
The document must be commissioned, reviewed and approved by Science Atlantic.
What is a Science Atlantic endorsed document?
- The document must be reviewed and endorsed by Science Atlantic at the request of the authors/owners of the document or at the request of a body other than the authors/owners of the document (this could include Science Atlantic deciding itself to review a document).
Review and Revisions
- The way a document is reviewed and approved will be determined by the Science Atlantic Executive.
- For a Science Atlantic document, the ad hoc reviewing committee may request that the authors make revisions to the document.
- For a Science Atlantic endorsed document, the reviewing committee may make suggestions for changes or recommend that the document not be endorsed as written.
- Reasons for requested revisions will be given as appropriate.
- A vote by Council or by Executive (if authorized by the Council) will be held to approve or endorse the final version of the document.
- The reviewing committee will provide its recommendation to the voting body regarding approval or endorsement of the document.
- The vote may be held at a Council meeting or by email or other communications medium to expedite approval.
- A vote of approval or endorsement must be three quarters of the voting body (i.e., Council or Executive; NOT three quarters of those present).
Dissemination and Communications
- When disseminating or announcing any document, the intellectual property rights of the owner(s) of the document will first be determined.
- Dissemination will vary according to the audience of the report and will be managed by the Science Atlantic Office, unless delegated to another body by the Council. The Office will communicate details of the dissemination to all relevant members of Science Atlantic.
- A spokesperson will be determined for each document by the Council and/or Executive. All relevant members of Science Atlantic will be made aware of the designated spokesperson prior to the dissemination of information.
- Generally speaking, communications will come from the Chair of Council or the Executive Director, unless others are designated by Council.
Approved by Council April 2003
Revised April 2013
Science Atlantic’s fiscal year runs from April 1 to March 31. Budget allocations for committees will be determined by the Executive at the beginning of each fiscal year, the amount dependent upon Science Atlantic’s financial resources in any given year. Budget allocations will be announced at the spring Council meeting.
Eligible expenses include:
- student conferences and workshops organized under the auspices of a Science Atlantic committee;
- student prizes (a certificate and/or cash prize);
- Science Atlantic lecture tour programs within the Atlantic provinces; support is for travel of the speakers. The host institution is expected to cover all local expenses such as meals and accommodations while the speaker is visiting that location. Where necessary, accommodations en route may be covered by Science Atlantic.
- publication expenses; support is for printing and distribution costs of proceedings, directories, bulletins and the like;
- travel under specific authorization for designated members of Science Atlantic to attend a meeting as an official representative. Prior approval by the Council Executive must be obtained.
Ineligible expenses include:
- general travel expenses of faculty from member institutions with the exception of those on Science Atlantic lecture tour programs;
- travel expenses to, or support for, functions of national societies or organizations;
If in doubt, contact the Executive Director for clarification.
Guidelines for Preparing Conference Budgets
When determining projected revenues and expenses for a student conference, keep the following guidelines in mind:
- Registration fees are to be based on actual costs, on a break-even basis.
- The registration fee for faculty should be higher than the fee for students.
- Fees are to be approved by the Executive Director as part of the conference budget submitted prior to the event.
- A conference shall not willingly incur a debt. In exceptional circumstances the Council may cover a committee deficit, but the committee’s allocation will be reduced by an equivalent amount in the following fiscal year.
Procedure for Reporting/Claiming Expenses
Travel on Science Atlantic business must be approved in advance by the Executive Director and the Treasurer or, for speaker tours, by the Committee Chairs. For everyone travelling on Science Atlantic business, expenses may be claimed as follows: maximum reimbursement for meals are: breakfast – $8; lunch – $12; and dinner – $24; with a maximum total per day of $44. For private vehicle travel, reimbursement will be at the rate of $.42 per kilometer. Receipts will be required for all expenses over $5.00. For reimbursement of approved expenses, a Reimbursement Form must be submitted to the Executive Director.
- The Committee Chair will submit a Conference budget to the Executive Director no later than two months prior to the conference date.
- The budget may be submitted by electronic mail.
- Upon approval by the Executive Director, a cheque up to the value of the committee allowance will be issued to the Office of the Dean of the hosting.
Speaker Tour Program
The Science Atlantic Speaker Tour Program offers financial support to notable scientists to allow them to travel around the Atlantic region presenting lectures at various Science Atlantic institutions. Costs for the program come from the annual budget allotment of the respective committees. Recoverable costs are those incurred while the speaker is travelling between institutions on his/her itinerary.
The speaker tour program is not intended to be used as a supplement to the annual departmental budget of the host institution; rather, it is intended for the benefit of a number of Atlantic institutions. Consequently, each speaker is expected to travel to at least three institutions to present lectures on a Science Atlantic sponsored tour.
- The Committee Chair will inform the Executive Director the maximum amount allocated by the Committee prior to the lecture tour. For examples of recoverable expenses see below.
- After the lectures have taken place, speakers will be reimbursed by submitting their expenses (with original receipts) to the Lecture Tour Coordinator who will, in turn, pass the claim on to the Executive Director for processing.
Examples of recoverable expenses are:
- mileage at .42 cents per kilometer (if using a private vehicle);
- meals while travelling;
- gas and car rental expenses (if using a rental car);
- accommodations while on the road;
- other expenses incurred while travelling.
Examples of expenses which are not recoverable are:
- a reception/dinner in honour of the speaker and hosted by the host institution;
- the travel costs of one scientist to visit one university.
The Committee Chair will submit the publication budget to the Executive Director for approval two months prior to the publication date. When expenses for the document come due, invoices are sent to the Science Atlantic office for payment.
Within three months after the student conference/workshop, the final conference report and financial statement should be submitted to the Science Atlantic office by the Conference Coordinator. These forms are included in the Conference-in-a-Box planning guide.
For guidelines on how unused funds from Science Atlantic committee activities are to be handled, see the Holding Account Policy.
Approved by Council April 2002
- To clarify the practices for holding funds for committees and special activities.
- To maintain responsible stewardship of funding and provide transparency for sponsors, donors, and official review bodies (e.g., Canada Revenue Agency).
2. Types of Holding Accounts
There are two main types of holding accounts:
i) “Surplus Funds” from regular activities (e.g., conferences, lecture tours)
ii) “Special Purpose Funds” raised in accordance with these guidelines and the mandate of Science Atlantic
3. Management and Reporting for Holding Accounts
i) Management of Holding Accounts is the responsibility of the Executive Director, in keeping with Council investment and financial policies.
ii) It is the Committee Chair’s responsibility to provide clear information regarding the source and intent of funds to be held in a Holding Account.
iii) Each Holding Account will be designated with the committee’s name or the name of the purpose for which the funds are being held.
iv) Each deposit will be recorded with its source and/or purpose.
v) The current balance for a Holding Account will be available from the Executive Director on request.
vi) A financial report for a Holding Account will be available within two weeks of a request to the Executive Director.
vii) The balance of each Holding Account will be made available with the year-end financial statements.
4. Holding and Allowable Use of Surplus Funds
i) Surplus funds from Regular Activities
i) Should the annual Science Atlantic Council budget allotment not be used in full in any given year, the remainder may not be carried over to the next fiscal year.
1. Activities eligible for funding are outlined in the Members’ Handbook.
2. An activity budget must be submitted to and approved by the Executive Director prior to release of funds from the annual Council budget.
3. If funds disbursed from the annual Council budget are not used in full for their intended purpose, the remainder must be returned to Science Atlantic and may not be carried over to the next fiscal year or held in a Holding Account.
ii) Should there be a surplus of institutional funding for a specific activity or event, the funds must be returned to the institution or deposited in a Science Atlantic Holding Account,
iii) Should there be a surplus from sponsorship or grant funding, the funds must be returned to the funder or used in accordance with the funder’s guidelines.
If the committee retains these funds, they must be deposited in a Science Atlantic Holding Account.
iv) Surplus funds from other forms of fund raising through sales of items at events or other materials such as books must be deposited in a Science Atlantic Holding Account.
ii) Special Purpose Funds
i) Approval for all forms of fund raising for special purposes must be obtained from the Executive Director prior to the commencement of fund raising. Approval is determined according to the following:
1. The activity conforms to all applicable laws and regulations.
2. The activity is in keeping with the mandate and purpose of Science Atlantic.
3. The activity does not conflict with any other current or planned Science Atlantic fund raising activities.
4. If more than one branch of Science Atlantic wishes to seek funding from the same source, the Executive Director will inform all concerned parties and a resolution will be reached before any solicitation is made.
5. The sale of conference T-shirts, coffee mugs, water bottles, etc. should be included as part of the conference budget.
ii) Funds from fund raising must be deposited in a Science Atlantic Holding Account.
1. These funds must be used in accordance with the purpose stated to the donors when the funds were raised.
iii) Unsolicited donations from an individual donor will be held in the Holding Account that most closely corresponds to the wishes of the donor.
1. The donor should clearly designate where the funds are to be channeled (e.g., “for ABC conference”; “for XYZ committee use”).
2. If there is no designation, the funds will be included as part of the general fund raising income for Science Atlantic.
3. To be eligible for a charitable donations receipt, the donation must be made to Science Atlantic either by cheque delivered to the Science Atlantic office or online via www.CanadaHelps.org.
iv) Income from sales (e.g., of books, calendars, etc.) must be held in a Science Atlantic Holding Account.
1. Any plan to sell products must receive prior approval from the Science Atlantic Executive and must be in compliance with applicable laws and regulations.
2. If the funds generated are for general Science Atlantic use, the income will be recorded as general operating income.
5. Accumulation and Disbursement of Funds
i) Each committee may accumulate a surplus of regular funds up to $5,000.
ii) A request for funds for regular Science Atlantic activities will automatically result in first drawing from the surplus held in the relevant Holding Account if that amount is over the threshold stipulated in 5.i.
iii) Money held in a Holding Account will be released upon application to and approval of the Executive Director from the Committee Chair indicating the purpose for which the funds will be used.
iv) Should the Executive Director deem the purpose not fitting with the Science Atlantic mandate or the specifications of the donors, Science Atlantic Council Executive approval will be required for release of the funds.
i) Deviation from this Policy requires prior written approval of the Science Atlantic Council Executive.
This Policy will be reviewed by the Science Atlantic Council Executive no less than every three years.
Approved by Council April 2010
Revised April 2013
- Regular Council meetings are to be held in accordance with Article 8 of the Science Atlantic Constitution.
- Council minutes are to be taken by the Executive Director (or someone appointed by the Executive Director or Chair of Council).
- Council meeting minutes are to be distributed to all Council members within one month following the meeting, via email, the web site or in print format.
- Committee meeting minutes are to be distributed to all Committee members and to the Executive Director within one month following the meeting, via, email, the committee’s web site or in print format.
Other Internal Communication
- A periodic update will be placed on the website and notification of the update e-mailed to Council members to keep everyone up to date on events, responsibilities, and the overall progress of Science Atlantic.
- All e-mail must have a descriptive entry in the subject line.
- All faxes and email sent to or received from the Science Atlantic Office will be filed and kept in the office for a minimum of one year.
- Employees, Council members, Committee members, and volunteers are to inform the Science Atlantic Office of all Science Atlantic related matters in a timely fashion.
- The Council will be notified in a timely fashion by the Science Atlantic Office (if the Science Atlantic Office has been informed) of any information relevant to their affiliation with Science Atlantic that is of importance to the public so that all Council members (and Committee members as appropriate) are able to convey the same information.
Approved by Council April 2003
Revised April 2013
This investment policy statement has been adopted by Science Atlantic Council to provide guidelines for investment of funds held by Science Atlantic. The investment policy statement and any changes thereto are subject to approval by the Council. To manage investment risk and to optimize potential returns within acceptable risk guidelines, the funds held have been divided into two separate investment pools. The two investment pools will be called the “Operating Fund” and the “Investment Fund.” Collectively, the two pools will be referred to as the “Total Fund.”
Scope of this investment policy statement
This investment policy statement reflects the investment policy, objectives, and constraints of the Total Fund of Science Atlantic Council, along with guidelines for managing each of the two investment pools.
Purpose of this investment policy statement
This investment policy statement is set forth by the Executive of Science Atlantic Council in order to:
- Define and assign the responsibilities of all involved parties.
- Offer guidance and limitations to the Investment Manager regarding the investment of Total Fund assets.
- Establish a basis for evaluating investment results.
- Manage Total Fund assets according to prudent standards.
- Establish the relevant investment horizon for which the Total Fund and how the two separate investment pools’ assets will be managed. In general, the purpose of this statement is to outline a philosophy and attitude which will guide the investment management of the assets toward the desired results. It is intended to be sufficiently specific to be meaningful, yet flexible enough to be practical.
- “Total Fund” shall mean the aggregate of the Operating Fund and Investment Fund assets of Science Atlantic.
- “Executive” shall refer to the Executive Committee of Science Atlantic Council.
- “Investment Manager” shall mean any individual, or group of individuals, responsible for managing the investments of all or part of the Total Fund assets.
- “Securities” shall refer to the marketable investment securities which are defined as acceptable in this statement.
- “Investment Horizon” shall be the time period over which the investment objectives for each fund, as set forth in this statement, are expected to be met.
Responsibility of the Science Atlantic Executive
The Executive shall oversee the implementation of this Investment Policy. Specific responsibilities of the Executive include:
- Defining the investment objectives and guidelines as per this Investment Policy Statement.
- Approving the annual allocations to the Operating Fund and the Investment Fund to reflect the Science Atlantic budget, as approved by Science Atlantic Council and any identified investment targets of the Science Atlantic Council.
- Reviewing this Investment Policy Statement at least once every three years. As changes are made, the Executive shall notify the appropriate parties.
- Evaluating the Investment Manager’s performance based on criteria outlined later in this document.
Delegation of authority
The Executive is responsible for directing and monitoring the investment of the Total Fund assets. The Executive is authorized to delegate certain responsibilities to professional experts. These include, but are not limited to:
- Investment Manager: The Investment Manager has discretion to purchase, sell, or hold specific securities as approved by the Executive or its delegate(s) on behalf of Science Atlantic. These will be used to help meet the Total Fund’s investment objectives.
- Executive Director:
- Operating Fund: The Executive Director will manage the day to day operation of the Operating Fund within the parameters of the approved budget.
- Investment Fund: In consultation with the Investment Manager, the Executive Director will advise Executive of any changes or issues requiring decision or action.
- Additional Professionals: Specialists such as auditors, accountants, lawyers and others may be employed by the Executive to assist in meeting its responsibilities and obligations to administer Total Fund assets prudently.
The Executive will not reserve any control over investment decisions, with the exception of specific limitations described in these statements. The Investment Manager will be held responsible and accountable to achieve the objectives herein stated. While it is not believed that the limitations will hamper investment managers, each manager may request modifications which they deem appropriate. Modifications must be approved in writing by the Executive.
General investment Principles
- Investments shall be made solely in the interest of the Science Atlantic Council.
- The Total Fund shall be invested with the care, skill, prudence, and diligence under the circumstances then prevailing that a prudent person acting in like capacity and familiar with such matters would use in the investment of a fund of like character and with like aims.
- Investment of the Total Fund shall be diversified among the two distinct investment pools based on the time horizons and guidelines established later in this document.
- The criteria for allocating the Total Fund are outlined below:
- Operating Fund: those funds required for annual budgeted Science Atlantic expenditures.
- Investment Fund: the balance of funds maintained for unforeseen expenditures.
Management of investments
Responsibility of the investment manager
The Investment Manager will observe and operate within all policies, guidelines, constraints, and philosophies as outlined in this statement. Specific responsibilities of the Investment Manager include:
- Recommending which investment products to buy, sell, or hold, and altering asset allocation within the guidelines established in this statement, as approved by the Executive or its delegate(s).
- Reporting, on a timely basis, quarterly investment performance results.
- Communicating any major changes to economic outlook, investment strategy, or any other factors which affect implementation or the objective progress of the Total Fund’s management.
- Informing the Executive about any qualitative change to the investment management organization on a timely basis. Examples include changes in portfolio management personnel, ownership structure, investment philosophy, etc.
- Voting proxies, if requested by the Executive, on behalf of the Total Fund, and communicating such voting records to the Executive on a timely basis.
- Once a year, meeting face-to-face with at least one member of the Executive.
If, at any time, the Investment Manager believes that any policy guideline prevents them from meeting the performance objectives, or if they believe changing market conditions warrant consideration of revisions, it is the manager’s responsibility to communicate those concerns clearly to the Executive in a timely manner.
- Over a market cycle, each actively managed portion of the portfolio is expected to match or outperform its appropriate benchmark and each indexed portion is expected to mirror its benchmark.
- Over a three year cycle, the annual rate of return shall exceed the inflation rate.
- Three year returns will rank in the top 50% of comparable managed funds or portfolios (in total and by management style), and in no one year will they fall in the bottom quartile of a comparable sample. If the manager does not meet these expectations, the
- Executive will perform the appropriate due diligence to determine the reasons for the underperformance. At that time, the manager may be replaced, they may be monitored closely over the next one or two-quarter period, or no action may be necessary.
Performance review and evaluation
The investment performance of total portfolios, as well their components, shall be measured against commonly accepted performance benchmarks. Consideration shall be given to the extent to which the investment results are consistent with the investment objectives, goals, and guidelines as set forth in this statement. The Executive will generally evaluate the portfolio(s) over at least a three year period, but reserves the right to terminate a manager for any reason including the following:
- Investment performance which is significantly less than anticipated, given the discipline employed and the risk parameters established.
- Failure to adhere to any aspect of this statement of investment policy, including communication and reporting requirements.
- Significant qualitative changes to the management or goals of the investment Manager’s organization.
The Investment Manager shall be reviewed regularly regarding performance, strategy, research capabilities, organizational and business matters, and other qualitative factors that may impact their ability to achieve the desired investment results. The Executive shall report the results of such review to the Council no less than annually.
In the event that the principles in this investment policy statement are not met for reasons including but not limited to market price fluctuations, the Executive will instruct the Investment Manager to bring the portfolio into compliance with these guidelines as promptly and prudently as possible. In the event that the Investment Manager’s portfolio is in violation with its specific guidelines, for reasons including but not limited to market price fluctuations, the Executive expects that the Investment Manager will bring the portfolio into compliance with these guidelines as promptly and prudently as possible without instruction from the Executive.
Investment policy review
To assure continued relevance of the guidelines, objectives, financial status and expectations as established in this statement of investment policy, the Executive will review this, investment policy at least every three years. After review, if changes are needed, the Executive will bring such changes to the Science Atlantic Council for approval.
Investment Pool: Operating Fund
Time Horizon: One Year or Less
Risk Tolerance: Very Conservative
Purpose of the fund
The purpose of the Operating Fund is to provide sufficient cash to meet the financial obligations of Science Atlantic in a timely manner.
In order to meet its needs, the Science Atlantic Council Operating Fund must emphasize liquidity and preservation of capital. Specifically, the primary objective in the investment management for fund assets shall be:
Liquidity – To ensure the ability to meet all expected cash flow needs by investing in securities that can be liquidated readily and efficiently.
Definition of risk
The Executive realizes that there are many ways to define risk. The Executive defines unacceptable risk for the Operating Fund as:
The probability of not meeting Science Atlantic’s cash flow requirements, and the probability of loss of principal over any time horizon.
To meet the current financial obligations Science Atlantic requires that 100% of the Operating
Fund assets shall be maintained in allowable assets, as outlined below.
Investment guidelines – allowable assets
Daily Interest Account
High Interest Savings Account
Money Market Fund
Federally-insured Guaranteed Investment Certificate
MER: 1.0 % or less
No-load funds, or Deferred Sales Charge (DSC) of 90 days or less
Guidelines for cash and cash equivalents
Maximum maturity for any single security is 1 year. Investments will be made with the intention of holding the security to maturity. This investment policy strictly prohibits the Investment Manager from engaging in any activity that would be considered speculative or that would jeopardize the ability of the Operating Fund to meet its cash flow obligations.
Investment Pool: Investment Fund
Time Horizon: 3-5 Years
Risk Tolerance: Conservative Growth
Purpose of the fund
The purpose of the Investment Fund is to cover expenses occurring as the result of unanticipated activities, to help improve the return on funds held for use over the next three to five years, and to manage investment risk. Investments that have the potential to generate longer–term total returns that offset inflation are encouraged.
In order to meet its needs, the investment strategy of the Investment Fund is to preserve and moderately increase the real (inflation adjusted) value of its Investment Fund assets over the long term. Specifically, the primary objective in the investment management for fund assets shall be:
Conservative Growth of Capital – To minimize the probability of loss of principal over the investment horizon while aiming to outpace current rates of inflation.
Liquidity – To ensure the ability to meet expected or unexpected cash flow needs, a minimum of 20% of the Fund shall be invested in securities which can be liquidated readily and efficiently without penalty. As part of this, a minimum of 5% of fund assets shall be maintained in cash or cash equivalents, including money market funds or short term guaranteed investment certificates.
Definition of risk
The Executive realizes that there are many ways to define risk. The Executive defines acceptable risk for the Investment Fund as:
The probability of losing no more than 30% of the capital invested over any time period is negligible, under any reasonable assessment of risk.
To minimize the possibility of a loss occasioned by the sale of a security forced by the need to meet a required payment, the Executive will periodically provide the investment manager with an estimate if there is an expected cash requirement from the Investment Fund. The Executive will notify the investment manager in a timely manner, to allow sufficient time to build up necessary liquid reserves.
Investment guidelines – allowable assets
Money Market Funds
Canadian Government, Provincial or Corporate Bonds (rated A or greater)
Exchange Traded Funds
Index Funds/Mutual Funds
When possible, ethical funds will be considered
MER: 2.5% or less
No-load funds, or Deferred Sales Charge (DSC) of 90 days or less
Investment guidelines and benchmarks
Total fund return evaluation benchmark:
The Executive shall use the following measure to evaluate total return of each fund:
Total return to match or exceed the performance of a public index based upon the permissible asset allocations and investment horizons. The public index shall be selected to be consistent with the three to five year time horizons permissible in this Investment Policy. The Science Atlantic Executive shall approve the public index selected. Annual performance within these parameters is to be considered within acceptable norms.
Approved by Council November 2009
Revised April 2013
- The Science Atlantic Office is to be notified of any contact you have with the media so that we may:
- The spokesperson(s) will be designated by the Executive Director/Chair of Council. The spokesperson(s) will be identified on all news releases with full contact information, and relevant Science Atlantic members will be advised of the person to contact.
- Each event/issue/news release will be communicated to the media via a spokesperson(s).
- confirm the response to be given to the media, and
- track media presentation of Science Atlantic work and comments.
- If you are asked something you do not know the answer to, say so. Direct the reporter to contact the Science Atlantic Office so that an appropriate spokesperson can be contacted.
Unscheduled Media Inquiries
- You have the right to accept or decline a journalist’s request for an interview. Ask the journalist for time (even 15 minutes) to contact the Executive Director and discuss the topic and whether it should be redirected to a designated spokesperson.
- Anything you say to a reporter may be on the record – even in the initial call. It is better to collect your thoughts for at least a few minutes before discussing the topic to ensure you do not say anything you might regret later.
Freedom of Information/Protection of Privacy (FOIPOP) Legislation
- A request you may receive for records that cannot be provided through existing procedures becomes a formal FOIPOP access request. The request must be in writing.
- Any written formal FOIPOP access request must be directed to the Executive Director for action.
Complaints About Media Coverage or Inquiries
- Any complaints regarding the performance of the media should be made to the Science Atlantic Office rather than directly to the media. The Executive Director will work with the Council Executive to decide how the issue should be handled.
Approved by Council April 2003
Revised April 2013
Anonymous web traffic information is gathered when you visit Science Atlantic’s website including Internet Protocol (IP) addresses, pages visited, etc. Personal information is not automatically collected from you.
You may voluntarily give us personal information such as your name, email and other contact details through conference registration, blog postings, online donations (managed by www.CanadaHelps.org), and/or signing up for our electronic newsletter (managed by www.Mailchimp.com).
We will never rent, sell, share or otherwise disclose your personal information to third parties. We may contact you from time to time regarding the services you have subscribed to, such as announcing an upcoming conference, notifying you of updates to a blog you are following, etc.
When you voluntarily sign up for our electronic newsletter or make an online donation, Science Atlantic’s use of the data you provide will be consistent with the policies stated here. Please note that information collected by third party service providers is subject to their own privacy policies. Science Atlantic is not responsible for the privacy policies or practices of third party service providers.
You may opt out from receiving information from us at any time.
c/o Department of Psychology & Neuroscience
LSC Room 1376
PO BOX 15000
Halifax, NS B3H 4R2
Approved by Council April 2013
Since language quality is critical to the public image of Science Atlantic, a certified translator or one with substantiated references as to the quality of their work will be used. The Canadian Translators, Terminologists and Interpreters Council keeps a list of certified translators by province, and can be consulted at http://www.cttic.org. Committees must contact the Executive Director prior to any commitment to an individual or corporation for translation services. Science Atlantic will strive to present as much of its web site as possible in both official languages with priorities given to its mission and the services offered to students, researchers and faculty.
Each fall, the Science Atlantic office will send a reminder of the bilingualism policy to its committee chairs and include the following information:
- the translation budget allotment for the year,
- recommended translators, and,
- the process to apply for financial assistance from the annual budget.
Approved by Council September 2008
Revised April 2013