Club Charter

Article I – Name and Mission

  1. Rotman Pride (formally known as The Letters at Rotman or The Letters) is a community of Two-Spirited, Lesbian, Gay, Bisexual, Transgender, Queer, and more (2SLGBTQ+) students and allies. We cultivate an environment where 2SLGBTQ+ students and allies will develop and grow to their full professional and personal potential. We are committed to the principles of acceptance, awareness, and engagement. We strive to foster healthy, open, and meaningful conversations with our peers, business professionals, and the greater community.
  1. The club’s objective is to:
    1. Establish a safe environment where club members can openly express themselves, gain insight into the Toronto/Canadian queer community, and develop a sense of belonging.
    2. Partner with fellow student organizations and school administration to educate and host events aimed at promoting allyship, raising awareness, and fostering a more inclusive community
    3. Collaborate with employers and career services to create career development and recruitment opportunities that prioritize 2SLGBTQ+ diversity and inclusion
  1. As a club supported by Rotman’s Graduate Business Council (GBC), the club further considers the following as part of its mandate:
    1. To represent the interests of graduate students at Rotman in cooperation with the Rotman administration and the GBC;
    2. To add value towards students’ club experiences at Rotman; and
    3. To further engagement and school spirit within the Rotman community.

Article II – Organizational Structure

*First Year Representative to report to entire exec team; responsibilities will be assigned based on need*

Club elected positions:

President – Zachary Meager

Responsibilities

  • Provides general leadership and management of Rotman Pride including planning and facilitating meetings
  • Serves as a liaison between Rotman Pride and Rotman faculty, administration, and GBC
  • Works to promote the club within Rotman and the greater Toronto community 
  • Oversees club operations and strategy, executive committee appointment, bank account access
  • Manages relationship with Rotman Pride sponsor(s)
  • Assists the GBC during audits by providing reports and other relevant information
  • Shared financial control with VP Finance (e.g. signing authorities) 
  • Devises and oversees the buddy and mentorship programming with the VP Career Development
  • Oversees club finances and ensures the club remains financially sound and solvent
  • Develops the events calendar and oversees strategy implementation
  • Handle Complaint and Resolution Procedure

Reporting Structure

  • Final decision authority of all major decisions 

VP Industry Relations – Vidhi Khetan

Responsibilities

  • Determine strategy for engagement with external 2SLGBTQ+ industry connections
  • Collaborates with internal Rotman clubs and organizations to administer industry events for students and members 
  • Develops and executes initiatives to help improve the club based on career development for members
  • Develops and maintains relationships with Toronto’s business community in order to secure mentorships/guidance/sponsorships and maintain connections to 2SLGBTQ+-friendly employers and community partners to host events for club members
  • Develops and maintains relationships with external 2SLGBTQ+ focused industry organizations for relevant networking and recruiting opportunities for students and members
  • Engages 2SLGBTQ+ identifying recruiters and ERGs to act as resources for student development

Reporting Structure

  • Reports directly to the President

VP Industry Relations – Chandra Piduri

Responsibilities

  • Determine a strategy for engagement with Rotman and UofT 2SLGBTQ+ alumni connections
  • Develops and executes initiatives to help improve the club based on career development for members
  • Committed to engage and increase participation from Rotman and Rotman Pride alumni
  • Maintains documentation of outreach and resource folder for continued alumni engagement
  • Contributes to the planning of events and leverages alumni networks to secure resources and event speakers and mentors
  • Serves as a liaison between Rotman Pride and alumni services

Reporting Structure

  • Reports directly to the President

VP Operations and Finance – Sanchia Pereira

Responsibilities

  • Develops and maintains a fiscally responsible budget for Rotman Pride
  • Manages bank accounts and related banking activities (e.g. issuing cheques)
  • Manages membership dues and fundraising activities 

Reporting Structure

  • Reports directly to the President

VP Career Development – Johan Chan

Responsibilities

  • Implements programs and helps organize events to foster the career development and professional growth of students
  • Develops and leads case competitions and collaborative competitions
  • Devises and oversees the buddy and mentorship programming with the President
  • Creates workshops and finds members to facilitate the delivery of skill-building services to improved pipeline to internships and career opportunities
  • Engage and liaise with other clubs and organizations with similar goals (ie. WIMA, SABR, etc.)
  • Finds ways to collaborate with partner 2SLGBTQ+ oriented organizations, offices and groups both within and outside the University of Toronto schools

Reporting Structure

  • Reports directly to the President

VP Outreach Strategy – Shimin Zhou

Responsibilities

  • Design and execute marketing plans to promote club events, workshops, and initiatives to both internal and external audiences
  • Develop and execute social media strategies to increase club visibility, engagement, and membership, using platforms such as LinkedIn and Instagram
  • Oversee the development of high-quality content, including blog posts, newsletters, event invitations, and promotional materials, to support marketing and communication initiatives
  • Plan and execute marketing campaigns for club events, including guest speaker sessions, workshops, conferences, and networking events, driving attendance and engagement
  • Oversee the club’s website, ensuring content is up-to-date, visually appealing, and user-friendly, while optimizing for search engine visibility
  • Build and maintain relationships with other Pride organizations at other tertiary educational institutions

Reporting Structure

  • Reports directly to the President

Shared Responsibilities

  • Develop an inclusive and welcoming environment for all members of the Rotman Pride
  • Plan and execute events, workshops, and networking opportunities for members
  • Create and manage events on the Hub
  • Serves as liaison with other Student Clubs during the planning and execution collaborated events

First-Year Representative (2 roles)

Responsibilities 

  • Acts as a liaison between Rotman Pride and individual class sections; promote club events and other opportunities among first-year students
  • Ensures first-year students’ concerns are heard and appropriately addressed 
  • Supports executives with overall club tasks, staffing events, marketing, and other operational functions
  • Support the planning and organization of the annual Day of Pink event
  • Based on club needs, First-Year Representatives may be appointed as Directors of Operations, Marketing, Community Outreach, or other function in recognition of their larger contribution

Reporting Structure

  • Reports to the President
  • If appointed as Director, reports to the appropriate VP.

Article III – Elections and Succession

In accordance with the GBC club requirements, Rotman Pride shall run elections for both second year (2YR) and third year (3YR) student positions:

  1. At least one 2YR first-year representative must be elected
  2. At least one 3YR student must be elected to an executive position

An exception may be made to these requirements if Rotman Pride has no members from the 3YR (or 2YR) program and/or no 2YR students in first year or 3YR students apply to join Rotman Pride. 

Rotman Pride’s elections shall be conducted in accordance with GBC club election by-laws.

For greater certainty, in the event that a position remains vacant after nominations have been reopened, by-elections will be held in September of the following year. An exception lies where:

  1. The position President (President) remains vacant despite an extended nomination period. The Executive shall elect a President from a member of the Executive. 
  2. Three quarters (75%) of the Executive positions remain vacant despite an extended nomination period. The Council shall, in consultation with the GBC Clubs Director, establish a continuity plan to ensure preservation of club materials, contacts, event plans, etc.

Timeline of Elections

  1. Executive Team Election: In accordance with GBC timeline (typically around March)
  2. President Election and Executive Position Allocation – Election of presidential role and allocation of other executive positions to occur within the 3 weeks after the results of the general election (typically around April)
  3. First-Year Representative Election: Elections to occur within 3 weeks after the Rotman Pride Kick-Off Meeting (typically end of September, early October)

Article IV – Impeachment and Forfeiture

An Executive member may be impeached by a three-quarters (75%) vote of voting club members, provided that three-quarters (75%) of all voting club members vote.

A Council member provides grounds for impeachment when, in the judgment of the Council, he or she fails to fulfill his/her duties as defined by the Constitution and the By-laws. As a minimum, a majority of the club executive is required to raise the motion to impeach.

If an elected member of Council is impeached or abdicates their position, then a by-election must be held no later than three weeks after the position becomes vacant. The election rules outlined in Article IV, modified as necessary, shall apply to the by-election.

If an appointed member of Council is impeached or abdicates their position, then a replacement must be appointed no later than three weeks after the position becomes vacant. The replacement shall be appointed using the same process as the original appointment.

If the position of President becomes vacant, the VP Operations and Finance will fill the role temporarily until a by-election can be held.

If the position of President and VP Operations and Finance are vacant simultaneously, or if the President or VP Operations and Finance is unable to assume their counterpart’s role, then the vacant position(s) shall be filled temporarily by one of the other Executive members.

If a Council member chooses to run for another position on Council that has become vacant, then he or she must resign their original position, which will then be filled by a by-election. For greater clarity, if the Council member fails to become elected for the new position, they cannot reclaim their forfeited position.

Article V – Club Resolutions, Approvals and Voting Members

  1. By-laws and amendments to existing by-laws and the constitution can be adopted with a three-quarters (75%) vote within the Council and only during the spring term (January-April) of every school year.  This is to ensure stability of the clubs operations year to year; this mechanism is intended to make constitutional amendments and by-laws a vehicle for implementing lessons learned through the year, and avoid a perennial overhaul of the constitution. 
  2. Each disbursement/expenditure shall be approved by the President and executed by the VP Internal/Finance.  In the absence of the President, the VP Internal/Finance may approve the expenditure. Approval may be in the form of a ratified budget.
  3. Voting members shall include: the President and all elected executives with the club. These are: VP Operations and Finance, VP Industry Relations (2 roles), VP Outreach Strategy, and VP Career Development
  4. A vote by Council is considered valid only when three-quarters (75%) of voting members are present.

Article VI – Complaints Resolution Process

Rotman Pride is committed to fostering an inclusive, respectful, and supportive environment for all members. This complaints resolution process outlines the steps to address and resolve complaints in a fair, transparent, and timely manner. Where issues cannot be resolved independently between relevant parties Rotman Pride will address complaints through the below process.

This process applies to all complaints related to the activities, policies, and behavior of the Rotman Pride Executive Committee members, participants, and related events. Complaints may include but are not limited to, issues of discrimination, harassment, bullying, or any form of misconduct.

Principles

Confidentiality: All complaints will be handled with the utmost confidentiality to protect the privacy of all parties involved.
Impartiality: The process will be fair and unbiased, ensuring that all parties are heard and treated with respect.
Timeliness: Complaints will be addressed promptly to ensure a swift resolution.
Support: Complainants and respondents will have access to support and resources throughout the process.

Procedure

Step 1: Lodging a Complaint

(i) Submission: Complaints can be submitted in writing via email or in person to the Rotman Pride President. Anonymous complaints will be accepted but may limit the extent of the investigation.

(ii) Information Required:

    – Complainant’s name and contact information
  – Detailed description of the incident(s)
  – Date(s) and time(s) of the incident(s)
  – Names of the individual(s) involved
  – Any supporting evidence (emails, messages, witness statements, etc.)

Step 2: Acknowledgement:

  1. Acknowledgement of Receipt: Upon receiving a complaint, the President will acknowledge receipt within three business days, providing the complainant with an outline of the next steps and an estimated timeline for the investigation.

Step 3: Initial Assessment

(i) Review: The complaint will be reviewed by the President to determine the nature of the complaint and whether it falls within the scope of this process.

(ii) The President will decide whether to:

– Address the complaint directly and facilitate mediation between parties
  – Proceed with a full investigation
  – Refer the matter to another appropriate body
  – Dismiss the complaint if it is found to be outside the scope or without merit

Step 4: Investigation

(i) The President will conduct a thorough investigation collecting interview and evidence materials to determine the scope and significance of the complaint. All evidence shall be documented.

(ii) Evidence Review: The President will bring the collected evidence to review with impartial executive team members to determine next steps for resolution.

(iii) Interim Measures: If necessary, interim measures (e.g., temporary suspension from activities) may be implemented to protect all parties during the investigation.

Step 5: Resolution

(i) Findings: The President will compile a report summarizing the findings and provide recommendations for resolution.

(ii) Outcome: The executive team not related to the complaint will review the report and decide on the appropriate actions. Possible outcomes may include mediation, training, disciplinary action, or dismissal of the complaint.

(iii) Notification: Both the complainant and the respondent will be informed of the outcome and any actions to be taken. 

Note: Should the President be the subject of the complaint, the complainant may invoke any member of the executive team, with their permission, to conduct the complaint procedure and resolution process. This complaints resolution process ensures that all complaints are handled with fairness, respect, and transparency, fostering a safe and inclusive environment for the Rotman Pride club.

Article VII – Financial Reporting and Audits

  1. As a club supported by Rotman’s Graduate Business Council (GBC), Rotman Pride shall make an account of club expenditures, as a minimum, involving funds provided by the GBC.  For greater certainty, this financial reporting is a mandatory transfer of information by Rotman Pride to assist the GBC further its goals of financial compliance and accountability.  Rotman Pride retains full control of all financial activities; financial reporting does not introduce an approval process involving the GBC. In summary, Rotman Pride will conduct its bookkeeping and financial reporting in a manner consistent with the most recent requirements as set forth by the GBC.
  1. Financial reporting follows 3 phases:
    1. GBC Funding Application – A preliminary budget shall be submitted to the GBC to facilitate the allocation of GBC clubs funding.
    2. GBC Expenditure Confirmation (mid-year) – This applies largely to the base GBC club funding; confirmation of expenditures is sufficient for discretionary GBC club funding.  Mid-year reporting shall be completed by December 31, and comes in the form of an updated budget.  This facilitates the allocation of GBC clubs discretionary funding where available for the spring term (January-April).
    3. GBC Expenditure Confirmation (end-of-year) – This applies largely to the base GBC club funding; confirmation of expenditures is sufficient for discretionary GBC club funding.  End-of-year reporting shall be completed by April 30.  This facilitates the GBC’s assessment of overall clubs financial and programming performance.