ELECTROCHEMICAL SOCIETY STUDENT CHAPTER OF MONTRÉAL CONSTITUTION

Table of Contents

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1. Executive Committee of 2025

Faculty Advisor: Prof. Steen Schougaard, UQAM

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2. Executive Roles

2.1 President

Oversee and represent the Chapter. Lead meetings of the executive committee, maintain and amend the constitution of the Chapter and serve as primary signatory.

2.2 Vice-President

Aid the president in fulfilling their duties and to acts in their place when the president is absent. Plan for and direct Student Chapter events.

2.3 Treasurer

Responsible for the maintenance of the Chapter’s funds and offers recommendations for policies relating to the budget. Act as the point of contact for fundraising through academic and industrial partners.

2.4 Secretary

Orient and maintain records of meeting proceedings. Direct elections, update membership lists and archive other relevant publications.

2.5 Internal Affairs

Orient new members to ensure that they know the advantages and the responsibilities of their membership.

2.6 External Affairs

Communicate with members of industry and academia as a representative of the Chapter. Relaying news and information from the Electrochemical Society to the Chapter. Collaborate with other Chapters to facilitate sharing of knowledge.

2.7 Media

Manage social media accounts of the Chapter and media coverage of events. Coordinate with executive members to raise awareness of Chapter events and member publications. This includes submitting material to the ECS magazine, Interface.

2.8 Social

Book locations for events and arrange registration for events. Coordinate with the media affairs executive to produce and publicize promotional materials for events, including posters, flyers, and merchandise.

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2.9 Educational

Organize events throughout the year for members as means to develop their professional competence in electrochemistry. This can include seminars, workshops, and industry tours.

2.10 Supporting

Help executive members in their respective tasks as needed. Participate in the organization of special events (gathering, symposium, etc.) according to needs and availabilities. There is no vote to elect supporting executive members. The position can be filled by as many as needed. Any candidate who was not elected, or any ECS Student Chapter member willing to contribute to the executive committee can request to participate as a supporting executive member.

Golden Books

For each position, a Golden Book will be available, which describes in detail the tasks, the responsibilities and some tips related to the position. The Golden Books will be held electronically on any shared server the Chapter is using (currently Google Drive/_Official Documents/Golden Books). It is the responsibility of each executive member to take note of their Golden Book when in position, as well as to maintain and update it as necessary.

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3. Organizational Structure

3.1 Meetings

The executive committee will meet once a month or as deemed necessary to ensure proper functions of the Chapter. Smaller teams (subgroups) should be made to treat precise matters faster and more efficiently. Practical subgroups instances are:

Publicity (Media and Social)
Finance (Treasurer and External)
Education (Educational, External and Internal)

It is suggested for the president or vice-president to attend the subgroups meetings.

3.2 Suggestions for supporting executive members

It is suggested for supportive executive members to work in one or more of the following ways:

Being responsible for a specific task of an executive role (ex.: website management)
Being a free agent who can be called for help if any other executive member needs it
Working on a specific project (ex.: symposium organization)

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4. Elections

4.1 Election Periods

Elections will be held annually in December, thus giving time to conclude well before the due date of the Student Chapter Annual Status Report and the Student Chapter Officer Transition Report which must be submitted February 1st of each year. The election will be initiated by the President who will contact all Chapter members present on the mailing list. To ensure the privacy of votes and to prevent multiple votes, ECS IDs will be a required field when voting. This requirement has the added benefit of promoting an ECS membership.

Election Timeline Example:

The results of the election will be certified by the President, Vice-President, and the Secretary. The winners will be announced to all Chapter members on the mailing list. Anonymized results (% of votes for each candidate) will be made available to members on request.

4.2 Qualifications and Suggestions for Executive roles

4.2.1 Qualifications

The role of President will require the candidate to meet at least one of the following three criteria: 1) previous experience in an executive role at another ECS Student Chapter, 2) have previously held an executive role within this Student Chapter, or 3) held a role of equivalent responsibility in another organisation. These criteria are intended to ensure that the candidate has sufficient experience in running a student organisation to properly manage the division and maintain its active status.

4.2.2 Suggestions

To promote the exchange of ideas and for greater cooperation, it is suggested that the executive roles of President and Vice-President be held by members from different institutions. We wish that decisions are made in a way that includes consideration of all members and that the results of such decisions are communicated more effectively. By distributing the responsibility of executive roles amongst all participating institutions, we hope to have a greater presence at each institution and to facilitate recruitment.

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5. Membership

5.1 Becoming an ECS Member

Anyone who does not have an account with the ECS must register and receive a 6-digit ID prior applying for membership. Only then, they may complete the application for the FREE ECS Student Chapter membership. Here is the procedure to register as an ECS Student Chapter member.

Membership does expire and must be renewed annually to receive the benefits of being a member.

5.2 Maintaining List of Members

The list of members will be maintained by the Internal Affairs Executive on a semesterly basis using the provided Student Chapter Member Status Report. A list of members should be made available (with names only) on the website.

To help keep count of new registrations, anyone can register by completing a form like this one.

5.3 Membership Benefits

The benefits to being an ECS member include:

Access to numerous student awards.
Discounts on registration to ECS events.
Access to travel grants.

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6. Important Documents from the ECS

6.1 Maintaining Active Status

The ECS provides many helpful documents to guide the Student Chapter Executive Committee in its tasks, including the Guidelines for ECS Student Chapters.

The documents necessary for maintaining the active Chapter status are all due by February 1st of every year. The documents in question are (1) Student Chapter Annual Status Report, (2) Student Chapter Officer Transition Report, (3) Student Chapter Member Status Report.

Additionally, to maintain active status, the Student Chapter must:

Have a minimum of six (6) members.
Submit activity information and photos to Interface for publication.
Coordinate a minimum of two (2) activities that promote electrochemistry/solid-state sciences.

6.2 ECS Contact Information

General questions
ecs@electrochem.org

Awards
awards@electrochem.org

Development
development@electrochem.org

Meetings
meetings@electrochem.org

Membership
customerservice@electrochem.org

Publications
publications@electrochem.org

Sponsorships
sponsorship@electrochem.org

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7. Previous Executive Teams

2024 Executive Team