MA Executive Registration Form

Member Association Executive Registration Form
INTRO - Please Read

This form is your one-stop-shop for registering as an executive of your Member Association. It may also be used to modify an existing registration - perhaps you've taken on a new or additional role in the association such as councillor or signing officer. This form should also be used if an executive wishes to resign from their position.

Depending on which answers you select you will be given the appropriate forms to sign.

If you have any questions or comments please contact internal@asfa.ca. In particular because this form is new, let us know if you experience any technical issues or have feedback on how to improve the form for you.
Type of Registration*
Mandate Year*
NOTE: If you are registering because you were recently elected in the March 21-23 elections, then you should select "2023-24." If you are filling a role on the current year's team up until May 31 2023, then select "2022-23."
ADDITIONAL INFO - CONCORDIA STUDENT GROUP REGISTRATION FORM

Note that in adidtion to this online form for ASFA which every member of your Exec team should submit, Concordia's Dean of Students Office requires that student groups register with the university by submitting a form on their website, linked here. This form for Concordia only needs to be submitted once per association rather than per-executive. For simplicity's sake we recommend that the President of your association submit the Dean of Students form however any executive is able to do so.

Follow the instructions at this link: https://www.concordia.ca/students/life/resources/register-group.html

When you complete the Dean of Students (DoS) Form it will create a PDF that your exec members will need to sign. After that, send the signed for to internal@asfa.ca because ASFA's internal coordinator also needs to sign this form. Once that's completed it will be forwarded to the Dean of Students office to complete the registration.

Make sure that your DoS form is updated nd re-submitted whenever there are changes to your team because the names on that list determine who is able to book space on campus, access your association's office, and more.
Are you submitting your Association's Dean of Students Registration Form in addition to your own registration?

YesNo

Dean of Students - Student Organization Registration Form
Please fill out the fields below exactly as they appear in the Dean of Students (DoS) form that you already produced.

If you haven not yet done this: To fill out the DoS form for Concordia, go to https://www.concordia.ca/students/life/resources/register-group.html log in for your associaiton, fill out the form, save the PDF which will be generated on submission, then return here.

You will not need to have your MA executives sign the PDF form first - this form will take care of that for you! Upon submission each signing office and booking officer will recieve an email in which they'll be able to add their signatures. Once all MA and ASFA officers have signed the form it will be automatically sent to David Baker at the DoS office.
DoS Form PDF Upload

Cancelof
Ref:
Ref date
Name of Organization
Description of Organization
Internal Address (blank if none)
Internal Mailing address (if different)
Website
Organization e-mail
Organization Telephone
Organization Facebook
Organization Twitter
Organization Youtube
Organization Instagram
Affiliated with
Members of Governing Body
This next section is to set up e-signatures for your form.

If you only have one signing officer, list the ASFA Finance Coordinator as the second. Their email is finance@asfa.ca.
Signing Officer 1 - Name
Signing Officer 1 - Email
Use their @asfa.ca email
Signing Officer 2 - Name
Signing Officer 2 - Email
Use their @asfa.ca email
Signing Officer 3 - Name
Signing Officer 3 - Email
Use their @asfa.ca email
Booking Officer - Name
Booking Officer - Email
Use their @asfa.ca email

Notice of Resignation
Name

First NameLast Name
Email
Use your @asfa.ca email
Member Association
Position
Date of Resignation

MonthDayYear
This may be in the future if you plan to step down at a specific date but not yet.
Are you on ASFA Council?

YesNo
Reason for Resignation (optional)

Member Association Executive Registration
Name*

First NameLast Name
Personal Email*

Confirmation EmailPlease use an address that you check regularly
Address*

Street Address

Apartment # (if applicable)

CityProvince

Postal Code
Phone Number*
Please enter a valid phone number.
Concordia Student ID #*
Day of Appointment to your position*

MonthDayYear
Enter June 1 if you were elected during general elections in the spring. Otherwise, enter the date of the byelection, general assembly, etc which appointed you.
Member Association*
Position*
Select the position listed within your Member Association.
Select all that apply to you:

I am a signing officer of my associationI am a booking officer for my associationI am an ASFA Councillor for my associationI am an alternate ASFA Councillor for my associationNone of the above

Councillor Appointment Form
Council Attendance

I, the undersigned, hereby attest that the above information is accurate and complete and accept my appointment to sit and speak at ASFA Council on behalf of this Member Association, with all of the duties and responsibilities that come therewith. Furthermore, I understand that missing two (2) regularly scheduled council meetings will result in my association's budget being frozen and being penalized 5% of its total budget. I understand that missing three (3) regularly scheduled council meetings will result in my association's budget being frozen and being penalized an additional 10% of its total budget. Finally, I understand that missing more than three (3) regularly scheduled council meetings will result in my association's forfeiting its seat on Council for the remainder of the academic year and having its budget suspended indefinitely for the remainder of the year.
Council Attendance*

I acknowledge
Confidentiality

Members of ASFA Council, the ASFA Executive, and invited persons have an ethical and legal obligation to respect the privacy and privileged information of ASFA, its Council, committees, membership, and personnel. Respecting confidentiality is key to trust and confidence in good working relationships, as well as being mandated by legislation. ASFA Council members, Executives, and invited persons must at all times respect the confidentiality of non-public information such as Council documents, third party information, closed session matters, and anything else deemed by Council as sensitive and confidential. Confidentiality means that such materials and matters must not be communicated to anyone, including close family members. This fiduciary duty of confidentiality exists indefinitely after a Councillor, Executive, or invited person has left Council.

All data, materials, and information generated for ASFA Council, or persons and organizations associated with Council activities, including contracted agents, are to be considered privileged and confidential and not to be disclosed to any third party except by order of Council. This explicitly refers to all Council documents and any sensitive information that ASFA Councillors, Executives, and invited persons are privy to access.

Any improper disclosure, misuse, copying, or transmitting of any protected data, materials, and information, whether intentional or unintentional, will subject you to disciplinary action according to ASFA governing documents and procedures. Please note that severe infractions may be subject to prosecution under relevant legislation.

This confidentiality policy does not prevent ASFA Council, Executives, or invited persons from disclosing information to tax authorities, governmental agencies, or legal bodies having regulatory control or jurisdiction over ASFA. Furthermore, ASFA’s auditors, legal counsel, and other contracted third parties are authorized to review records when necessary for the purposes in which ASFA engages them.
Confidentiality*

I acknowledge
Conduct

ASFA Councillors, Executives, and invited persons are required to conduct themselves in a manner consistent with ASFA’s values of collective decision-making, shared objectives, and shared ownership and respect for Council discussion and decisions. This is mandated by ASFA’s commitment to its membership and the Concordia community. No further guidance will be given, rather Council is commissioned and empowered to regulate its collective conduct to maintain decorum and order in its operations. All persons signing this Oath are required to uphold and demonstrate these shared ethics of conduct.
Conduct*

I acknowledge
Conflict of Interest

ASFA Councillors and Executives should strive to act in the best interest of ASFA rather than for specific interests and constituencies outside of ASFA and its membership. Doing so means setting aside personal self-interest and insists upon performing duties implicated in the business of ASFA in a manner that promotes public, membership, and community confidence and trust in the integrity, objectivity, and impartiality of ASFA’s governance, namely its Council. ASFA Councillors and Executives must serve without expectation of salaried remuneration. Only honoraria of Executives and Council staff, as well as the reimbursement of reasonable and authorized expenses incurred in the performance of Council duties will be dispensed by ASFA. The material and monetary interests of the families, partners, and business associates are considered the material and monetary interests of ASFA Councillors and Executives. While not all potential or perceived conflicts of interest are harmful to ASFA, Councillors and Executives must disclose any such conflicts and may be required by Council to recuse themselves from relevant discussions and decision-making, including the waiver of voting rights. This description of conflict of interest does not preclude ASFA Councillors and Executives from representing the interests of Member Associations or communities of interest within ASFA and its membership.
Conflict of Interest*

I acknowledge
I have read and understand, and agree to abide by the Council Oath to the best of my ability.*

Clear

Acknowledgement Waiver - ASFA Ethical Purchasing Policy
ASFA adopted the current Arts and Science Federation of Associations’ Ethical Purchasing Policy, May 24th, 2020. This policy aims to uphold sustainability, ethical practices, and financial solvency within the ASFA community and aims to hold members of the ASFA accountable for their actions.

ASFA’s Ethical Purchasing Policy will govern the work and roles of ASFA executives,
employees, MA executives, councillors, committee members, and other individuals regularly involved with ASFA.

Therefore, in order to ensure that ASFA members are empowered with knowledge of the ASFA sustainability and ethical purchasing practices stated within ASFA’s Ethical Purchasing Policy, all individuals listed above are required to review this policy and sign the present waiver indicating their acknowledgement.

By signing the present waiver, I acknowledge that:

1) I have read and fully understand The Arts and Science Federation of Associations’ Ethical Purchasing Policy

2) I understand that engaging in any practice which conflicts with ASFA’s Ethical Purchasing Policy can result in disciplinary and financial consequences.

3) I understand that this policy will govern my work as a member of the ASFA
community.
Signature*

Clear

Acknowledgement Waiver - ASFA Policy Against Harassment, Discrimination, and Violence
ASFA adopted The Arts and Science Federation of Associations’ Policy against Discrimination, Harassment and Violence on October 11th 2018. This policy aims to eliminate all forms of discrimination, harassment and violence within the ASFA community and aims to hold members of the ASFA accountable for their actions.

ASFA’s Policy against Discrimination, Harassment and Violence will govern over the work and roles of ASFA executives, employees, MA executives, councillors, committee members, and other individuals regularly involved with ASFA.

Therefore, in order to ensure that ASFA members are empowered with knowledge of the procedure stated within ASFA’s Policy against Discrimination, Harassment and Violence, all individuals listed above are required to review this policy and sign the present waiver indicating their acknowledgement.

By signing the present waiver, I acknowledge that:

1) I have read and fully understand The Arts and Science Federation of Associations’ Policy against Discrimination, Harassment and Violence;

2) I understand that engaging in violent, discriminatory, or other modes of conduct which conflict with ASFA values can result in punishment as explained in this policy;

3) I understand that this policy will govern my work as a member of the ASFA community.
Signature*

Clear

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Member Association Executive Registration Form

Dean of Students - Student Organization Registration Form

Notice of Resignation

Member Association Executive Registration

Councillor Appointment Form

Acknowledgement Waiver - ASFA Ethical Purchasing Policy

Acknowledgement Waiver - ASFA Policy Against Harassment, Discrimination, and Violence

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