Constitution

Western Canadian Deans of Graduate Studies (WCDGS) CONSTITUTION

NAME: Western Canadian Deans of Graduate Studies (WCDGS)

PURPOSE: The purpose of the organization shall be to promote the effective pursuit of graduate studies at Western Canadian Universities. This shall be done through:

  • regular meetings
  • exchange of information
  • cooperative initiatives
  • where possible, coordination of program, policies, procedures and standards

OFFICERS

a) The officers of the WCDGS shall be:
President
Vice-President
Secretary-Treasurer

b) Terms and Elections:
The President ,Vice-President, and Secretary-Treasurer shall serve two-year terms. Officers’ terms take effect immediately following the WCDGS meeting at which they were elected.  The term of office of the Secretary-Treasurer will normally commence with the second year of the term of the President.. The President, in consultation with the officers of WCDGS, is entitled to fill vacancies as these may arise from time to time. Officers appointed in this way would be referred to as acting and would hold the position for the term remaining for the elected officer being replaced. Any officer appointed in this way would be presented for approval to the following meeting of the WCDGS.

c) Responsibilities of Officers:

The President will be responsible for coordinating and chairing the meetings of the organization, establishing agendas and showing overall leadership with respect to activities.

The Vice-President shall assist the President as necessary and shall succeed the President when the President's term has expired.

The Secretary-Treasurer shall be responsible for collecting membership fees, keeping the financial records of the organization, recording the minutes of its meetings, preparing an annual budget and reminding the members of the organization as to the tasks and commitments which they have agreed to take on at the meetings.

MEMBERSHIP

The membership shall be open to all Deans (or the equivalent) of Graduate Faculties (or equivalent) who are responsible for the admission and/or administration of graduate students in graduate programs.

Membership is restricted to Deans or their equivalent from institutions that are located west of the Ontario/Manitoba border and that are institutional members of CAGS.  Member institutions are required to participate in the Western Deans Agreement. 

A Dean or equivalent may be an associate member of WCDGS for an indefinite period, provided their institution is west of the Ontario/Manitoba border, and provided  their institution is a corresponding member of CAGS. Associate members shall pay half of the regular dues, cannot participate in the Western Deans Agreement,, may attend meetings, but shall have no vote and may not serve as an officer. The term "Dean(s) or equivalent" would include, but not necessarily be limited to, those designated as Dean, Associate Dean and Assistant Dean. Prospective members shall apply to the Officers for membership. The officers shall assess all applications and recommend to the membership: whether the application shall be accepted; whether the application should be rejected; whether the applying Dean or equivalent should be accorded associate membership.

Membership is open only to Deans or their equivalent of institutions which offer at least one bona fide Master's or Doctorate graduate degree program.

MEETINGS

The organization will normally meet at least twice each year. One meeting will coincide with the annual meeting of CAGS. At the meetings, each institution shall have one vote, exercised by the Dean or equivalent, or his/her designated representative. Anyone present at meetings may move and second motions and participate in discussion; however, there shall only be one vote per institution.

DUES AND FINANCIAL TRANSACTIONS

Each member shall pay annual dues, currently established at $250 per institution, with payment normally due by September 30th of each year. The Secretary-Treasurer shall keep a record of all dues and report the state of the funds to the membership each year. All expenditures of the organization require approval by two of the three Officers.

OTHER AGREEMENTS

At the time of the adoption of this Constitution, the Deans or their equivalent of the member I institutions named below record themselves as having endorsed the following:

RATIFICATION

Having been duly ratified at the meeting of the WCDGS of November 3, 1994 held in Ottawa, the Constitution is implemented effective January 1, 1995.

UPDATES

  • Changes to the Constitution were approved at the meeting of the WCDGS, held in Victoria, on February 1, 2013.
  • Changes to the Consitution were approved at the meeting of the WCDGS. held in Victoria, on January 31, 2014.