The roles and duties of the President are as follows:

• To act as the agent of all medical students collectively rather than as a representative of her/his class and to consult with Society members from all medical classes to aid in her/his function when necessary.

• To watch over the general interests of the Society.

• To represent the interests and rights of the Society, in its relations with the Faculty of Medicine, the Faculty of Health Sciences, the University authorities, student organizations, and all other bodies, and to represent the Society at any meeting or conference at which the Society deems fit to be represented. The President may delegate this responsibility as she/he deems fit.

• To make any decision which she/he feels to be in the best interests of the Society, subject to ratification by Council.

• To convene and preside over Council meetings:

  • To prepare an annual schedule of regular Council meetings, to be presented to Council for approval at its first regular meeting following the changeover meeting.

  • To call, postpone, or cancel meetings as is necessary.

    • Between September and May, no period of eight weeks should expire without a Council meeting.

  • To determine the procedure of Council meetings based on Robert’s Rules of Order.

  • To grant voting privileges, at her/his discretion to regular members present at any Council meeting subject to Article 9.3.

• To be an ex-officio member of committees within the Society.

• To endorse cheques and negotiable documents with the Vice-Presidents of Finance and/or Executive Vice-President and/or Administrative Vice-President.

• To sit as a member of the Peer Review Board.

• To sit as a student member on the Faculty Council of the Faculty of Medicine.

• To sit as a student member representing the Society to the Canadian Federation of Medical Students (CFMS).

• To serve as Past President following completion of her/his term as President.

The roles and duties of the Class Co-Presidents are as follows:

• To represent the interests of her/his class at all meetings at which she/he represents her/his class.

• To report to her/his class following each Council meeting of staff-student meetings, as necessary.

• To represent her/his class in both academic and non-academic matters with the Faculty of Medicine.

• To chair her/his class executive, if so desired, whose membership the President in consultation with the class shall determine.

• To establish and/or maintain class representative positions and intra-class committees, as necessary.

  • To convene elections for class representatives to committees of Society, or the Faculty of Medicine.

  • To be an ex-officio member of all intra-class committees.

  • To ensure that such representatives and committees are functioning appropriately.

• To convene elections of a new Class President as per Article 16.0.

• First and second year co-presidents shall sit as student members of the Pre-clerkship Council Committee. Third and fourth year co-presidents shall sit as members of the Clerkship Council Committee.

• The first year Class Co-presidents shall establish a Graduation fund for said class and will act as or appoint a treasurer responsible for said fund and transfer duties to each subsequent year’s co-president.

• Second Year co-presidents will oversee, with the assistance of the Junior Vice-President of IT, the production and dissemination of the first year information package for the Faculty of Medicine.

• To attend UCC meetings as the representatives of their respective cohort and stream.

  • To convey the interests and concerns of their respective cohort and stream to the UCC

  • To report relevant updates and decisions from UCC meetings to their respective cohort and stream

The roles and duties of the Executive Vice-President are as follows:

• To act as the agent of all medical students collectively rather than as a representative of her/his class and to consult with Society members from all medical classes to aid in her/his function when necessary.

• To watch over the general interests of the Society with respect to non-academic or extra-curricular activities.

• To supervise all non-academic or extra-curricular activities of the Society, where not specified as an assigned responsibility of another Council member.

• To ensure the operation of all committees and working bodies of the Society not supervised by active Council members.

• To sit as a member of, and chair the Peer Review Board.

• To maintain and update, in collaboration with the Vice-President of Administration, all records, files, and documents belonging to, or in the name of the Society.

• To assist the President in her/his duties.

• To endorse with the President and/or the Vice-Presidents of Finance and/or Administrative Vice-President all cheques and negotiable documents.

• To represent the President in her/his absence and to chair meetings of the Council in her/his absence.

• To replace the President in the event of her/his resignation, disqualification, illness, or death, until a new election is held at the discretion of the Council.

• To sit as a student member of the Faculty Council.

The roles and duties of the Vice-President of Administration are as follows:

• To fluently speak, read, and write in both English and French, as established by means of spoken and written bilingual test available from the University of Ottawa, in order to ensure the duties as outlined below are achievable.

• To act as the agent of all medical students collectively rather than as a representative of her/his class and to consult with Society members from all medical classes to aid in her/his function when necessary.

• To act as Secretary for all Council meetings.

  • To keep the minutes for Council meetings.

  • To post notices of Council meetings to all members of the Society.

  • To prepare the agenda for Council meetings.

• To conduct the Society’s correspondences including mail, email, or other correspondence and to deliver said correspondence to respective council members as soon as possible as appropriate.

  • To create a weekly general bilingual newsletter for the student body.

• To maintain and update, with the Executive Vice-President, all records, files, and documents of the Society including Calendar of Operations and Governing documents.

• To maintain up-to-date directory of all committees of the Faculty of Medicine on which medical students are represented (i.e. organizational chart).

• To endorse cheques and negotiable documents with the Vice-Presidents of Finance and/or President and/or Administrative Vice-President.

• To sit as a member of, and act as secretary for, the Peer Review Board.

• To ensure that documents be made available in either official language at the request of a member of the Society.

• The VP Administration shall act as the Election Convener as provided for in Section 18.6. In the event that the VP Administration wishes to run for a position on Council for the following year, the Junior VP Information Technology shall act as the Election Convener.

• To coordinate maintenance of the Aesculapian office with respect to cleanliness, storage, supplies, and equipment.

• To inform students within 72 hours of the next Aesculapian Society General Council meeting.

• To inform students within 72 hours of the next Town Hall meeting as per Article 11.2.1.

• Every other year, starting in 2020, the Vice-President of Administration will create and chair a committee composed of an equitable number of francophone and anglophone students, with no less than four members, to review the Constitution and present relevant changes to the Constitution to the Aesculapian Society council.

• To be advised by the Sustainability and Climate Change Committee’s Aesculapian Society Team Lead on adopting sustainable practices for all Aesculapian Society meetings.

• To review the recommended Aesculapian Society’s Guidelines for Sustainable Events annually with the Sustainability and Climate Change Committee’s Aesculapian Society Team Lead.

The roles and duties of the Vice-Presidents of Finance are as follows:

• To act as the agent of all medical students collectively rather than as a representative of their class and to consult with Society members from all medical classes to aid in their function when necessary.

• The Senior VP of Finance of any given year shall be the Junior VP of Finance of the previous year unless otherwise decided upon by the Council.

• To be bondable, at the option of the Council, the value of the bond is not to exceed $10,000.

• To administer the finances of the Society, subject to the direction of the Council.

  • The Junior Vice-President of Finance shall be the primary administrator of the Society’s finances.

  • The Senior Vice-President of Finance will act as a mentor to the Junior Vice-President of Finance to be available for advising and consulting him/her regarding all financial matters.

• The Junior and Senior VP of Finance are responsible for guiding the Council through long term financial planning activities.

• The Junior and Senior Vice-Presidents of Finance shall act together and submit the semi-annual budgetary report in the month of January. They shall subsequently prepare and submit an end-of-year budgetary report in May. The Annual forecast budget will be presented, voted on and ratified at the first meeting of the following school year after interest group approval.

  • The fiscal year shall commence June 1st the year of appointment to Council and end May 31st of the subsequent year.

• To control expenditures and outlays made by committees or working bodies within the Society according to their budgets as constituted under Article 12.7.4.

• To authorize, in conjunction with the President, any expenditure and outlays made by any committee, working body, or representative of the Society in the name of the Society, which was not accounted for in the budget, and which is to be ratified by a two-thirds majority of all voting Council members present.

• The Vice Presidents of Finance will endorse with the President and/or Executive Vice-President and/or Administrative Vice-President all cheques and negotiable documents.

  • The Vice-President Junior shall retain physical control over the society’s cheque book once the handover from the Vice-President Senior is complete.

The roles and duties of the Vice-Presidents of External Affairs are as follows:

• To act as the agent of all medical students collectively, rather than as a representative of her/his class and to consult the society member of all medical classes to aid her/him in her/his function as necessary.

• The Senior Vice-President of External Affairs of any given year shall be the Junior Vice-President of External Affairs of the preceding year, unless otherwise decided upon by Council.

• Both Junior and Senior Vice-Presidents or their appointees are to oversee all External Affairs activities related to the Society.

  • To communicate to Society members all relevant information from the Ontario Medical Students’ Association (OMSA), and the Canadian Federation of Medical Students (CFMS).

• To sit as a student member representing the Faculty of Medicine of the University of Ottawa on the Ontario Medical Students’ Association (OMSA).

• To sit as a student member representing the Faculty of Medicine of the University of Ottawa on the Canadian Federation of Medical Students (CFMS).

• May sit as a student member representing the Faculty of Medicine of the University of Ottawa on the Professional Association of Residents of Ontario (PARO).

• To appoint, by interview process in accordance with Society policies, as many as two official delegates to assist in the responsibilities outlined in Articles 8.9.2 through 8.9.7. At least one delegate should be selected from Year 1. Said delegates would not have voting privileges and would act as honorary members of the Council.

• To provide liaison between the students and the Assistant Dean of Postgraduate Education.

• To promote the attendance of medical students at the University of Ottawa at the Ontario Medical Students’ Weekend (OMSW).

The roles and duties of the Vice-Presidents of Academic Affairs are as follows:

• To act as the agent of all medical students collectively rather than as a representative of her/his class and to consult with Society members from all medical classes to aid in her/his function when necessary.

• The Senior Vice-President of Academic Affairs of any given year shall be the Junior Vice-President of Academic Affairs of the preceding year, unless otherwise decided upon by Council.

• To watch over the interests of the Society with regard to academic affairs, and supervise all academic activities of the Society.

• To sit as a member of the Undergraduate Curriculum Committee of the Faculty of Medicine.

  • To coordinate membership on each of the subcommittees within the structure of the UCC including: Pre-clerkship, Clerkship, and CCRC (if applicable).

• To provide liaison between the students and the Assistant Dean of Medical Education.

• The Assistant Vice-President of Academic Affairs will act as a liaison between the Aesculapian Society and the Professionalism Committee.

• To communicate to Society members all relevant information from the UCC and its subcommittees.

• To appoint, at their discretion, one official delegate to assist in the responsibilities outlined in Articles 8.3.2 through 8.3.7. This delegate should be selected from Year 1. Said delegate does not have voting privileges and will act as an honorary member of the Council.

The roles and duties of the Vice-President of Information Technology are as follows:

• To act as the agent of all medical students collectively, rather than as a representative of her/his class and to consult the society member of all medical classes to aid her/him in her/his function as necessary.

• To assist the Second Year co-presidents with the production and dissemination of the first year information package for the Faculty of Medicine.

• To oversee the administrative activities of the Society website.

• To appoint, at her/his discretion one official delegate to assist in the responsibilities outlined in Articles 8.10.3 and 8.10.5. This delegate should be selected from Year 1 or 2. Said delegate would not have voting privileges in the Council and would act as an honorary member of the Council.

• To sit on the Health Sciences Campus Organization, representing the interests of the society, or to delegate the position as she/he sees fit.

• To make decisions and initiate actions under the auspices of the Health Sciences Campus Organization, and to keep the Council informed of the Health Sciences Campus Organization’s activities.

• In the event of dissolution of the Health Sciences Campus Organization, ensure that the functions of the Health Sciences Campus Organization are carried out.

• To appoint a first-year medical student to sit on HSCO as medicine co-representative.

• To serve as Election Convener in the event that the VP Administration wishes to run for a position on Council for the following year.

• To participate in student user acceptance testing of applications and technological solutions.

The roles and duties of the Vice-President of Community Health are as follows:

• To act as the agent of all medical students collectively, rather than as a representative of her/his class and to consult the society member of all medical classes to aid her/him in her/his function as necessary.

• To actively advance and facilitate all aspects of health promotion within the Faculty of Medicine.

• To act as a resource person and liaison for organized community health groups and events within the Faculty of Medicine.

• To act as a liaison between the Student Affairs Office (SAO) and the Medical Students in planning events promoting physical, mental, and emotional health.

• To act as the student representative for the University of Ottawa Wellness Committee that promotes all aspects of student physical, mental, and emotional health.

• To organize the annual Run for Amanda in memory of MD2016 Amanda Kelsall in collaboration with the VP Athletics and VP Philanthropy.

• To be advised by the Sustainability and Climate Change Committee’s Aesculapian Society Team Lead on adopting and enforcing sustainable practices for all organized events (e.g. interest groups, Student Wellness Committee events).

• To review the recommended Aesculapian Society’s Guidelines for Sustainable Events annually with the Sustainability and Climate Change Committee’s Aesculapian Society Team Lead.

The roles and duties of the Vice-President of Global Health are as follows:

• To act as the agent of all medical students collectively, rather than as a representative of her/his class and to consult the Society members of all classes to aid her/him in her/his function when necessary.

• To actively advance and facilitate all aspects of the promotion of Global health within the Faculty of Medicine and to act as a liaison between the students and Faculty Global Health Office, attending meetings as they arise.

• To act as a liaison between the Society and the International Health Office (Main Campus) and any other Global health organization based at RGN or main campus.

• To represent the Faculty of Medicine of the University of Ottawa in the position of Global Health Liaison on the Canadian Federation of Medical Students Global Health Program (CFMS-GHP).

• To act as the student facilitator and organizer of Global health projects as they arise.

• To be responsible for the efficient turnover of the Local Exchange Officer (LEO) who acts as a link to the CFMS-GHP within the International Federation of Medical Students Association (IFMSA). In the case where no one in all four years is willing to take on the positions, the VP Global Health has the responsibility to assure that the exchanges are carried out at our school and hence takes on the role of LEO.

• To oversee the Global Health Advocacy (GHA) program to which one new global health advocate is selected each year, to represent the University of Ottawa at the CFMS.

The roles and duties of the Vice-President of Philanthropy are as follows:

• To act as the agent of all medical students collectively, rather than as a representative of her/his class and to consult the Society members of all classes to aid her/him in her/his function when necessary.

• To be directly accountable to the Council in the performance of all her/his duties.

• To assist medical students in the organization of philanthropic events.

• To raise student and community awareness of philanthropic events.

• To collate contacts of charity organizations associated with student run philanthropic events.

• To act as a liaison between medical students and the development of office and alumni.

• To organize the nominations and election for the first year class charity, and oversee the class charity committees for each class of medicine.

• To organize the annual Run for Amanda in memory of MD2016 Amanda Kelsall in collaboration with the VP Athletics and VP Community Health.

• To organize a biannual clothing drive to assist in providing resources to those in need.

• To organize an annual uO-Serves event that allows students to give back their time for a half-day during O-Week.

The roles and duties of the Vice-President of Social Affairs are as follows:

• To act as the agent of all medical students collectively rather than as a representative of her/his class and to consult with Society members from all medical classes to aid in her/his function when necessary.

• To oversee all social events held in the name of the Society.

  • To oversee the organization of the Orientation activities for the incoming year and the Annual Medical Ball.

• To work with the Vice-Presidents of Finance and Philanthropy in the budgeting and the collection of funds for said events.

• To actively work with other councils to encourage interfaculty communication as the Society’s representative for interfaculty social events.

• To act as a liaison between the Society and the annual Medical Show organizers.

• To sit as a member of the Wellness Committee.

• To be advised by the Sustainability and Climate Change Committee’s Aesculapian Society Team Lead on adopting sustainable practices for all organized events (e.g. Orientation Week).

• To review the recommended Aesculapian Society’s Guidelines for Sustainable Events annually with the Sustainability and Climate Change Committee’s Aesculapian Society Team Lead.

• To have the authority to act as a signing authority only in regards to booking classroom or other on-campus spaces.

  • The Vice-President Social shall not act as a signing authority for any financial operations or undertakings, only for room and on-campus bookings.

The roles and duties of the Vice-President of Athletic Affairs are as follows:

• To act as the agent of all medical students collectively rather than as a representative of her/his class and to consult with Society members from all medical classes to aid in her/his function when necessary.

• To be responsible for the organization of athletic activities in the name of the Society, including but not restricted to;

  • To facilitate intramural registration of medical students for the fall and winter semesters

  • To organize Med-Law games in collaboration with the Law student representative(s).

  • To act as liaison between the Medgames organizing committee and the students of the Faculty of Medicine

  • To facilitate Medgames registration, organize sport registration, and arrange transportation to the event when applicable.

  • To organize the annual Run for Amanda in memory of MD2016 Amanda Kelsall in collaboration with the VP Philanthropy and VP Community Health.

• To be responsible for all athletic equipment and material owned by, or on loan to the Society, or to delegate this responsibility in the name of the Society.

The roles and duties of the Vice-President MD/PhD are as follows:

• To represent the interests of the MD/PhD students at all meetings at which she/he represents MD/PhD students.

• To report to MD/PhD students following each Council meeting of staff-student meetings, as necessary.

• To represent MD/PhD students in both academic and non-academic matters with the Faculty of Medicine.

• To serve as liaison to the Clinician Investigator Trainee Association of Canada on behalf of the University of Ottawa MD/PhD program.

• To chair the MD/PhD cohort executive, if so desired, whose membership the VP MD/PhD in consultation with the class shall determine.

• To establish and/or maintain MD/PhD representative positions and MD/PhD committees, as necessary.

  • To convene elections for class representatives to committees of Society, or the Faculty of Medicine.

  • To be an ex-officio member of all MD/PhD committees.

  • To ensure that such representatives and committees are functioning appropriately.

• VP MD/PhD will assist the Second Year Class Co-Presidents and Vice-President of IT with the production and dissemination of the first year information package for the Faculty of Medicine.

The roles and duties of the Vice-President of Equity, Diversity and Inclusivity are as follows:

• To act as the agent of all medical students collectively, rather than as a representative of their class and to consult the Society members of all classes to aid in their function pertaining to equity, diversity and inclusivity

• The Vice-President of Equity, Diversity and Inclusivity will not act or speak on behalf of equity-seeking groups, but rather work alongside them in advocating for a more equitable, diverse and inclusive environment

• To provide an equity lens pertaining to the council’s policies, procedures, and all activities undertaken or overseen by the Society.

• To act as the Chair of the Aesculapian Society’s Equity, Diversity, Inclusivity and Anti-Racism Committee

  • To recruit student representatives for this committee, all the while allowing each respective group to select the student they feel would best represent them and fulfill the role to the best of their ability. The recruitment is to be completed over the summer months, prior to the committee’s first meeting in September.

  • To organize and chair monthly meetings for this committee

• To collaborate with relevant council members on equity, diversity and inclusivity-related initiatives in the areas of, but not limited to, curriculum development, student life, mentorship opportunities, educational events, medical school admissions processes

• To coordinate and collaborate with the Vice-President Black Medical Students’ Association (BMSA) in organizing at least one event for Black History Month in February, to celebrate the many achievements within the Black community

• To coordinate and collaborate with the Vice-President of Indigenous Health in organizing at least one event to promote awareness regarding Indigenous health, culture and well-being, in alignment with the Truth and Reconciliation Commission of Canada Calls to Action

• To ensure that equity-seeking groups/communities have an appropriate platform to raise their concerns pertaining to equity, diversity, and inclusivity

  • To act on these concerns by consulting the Equity, Diversity, Inclusivity and Anti-Racism Committee and/or Council

  • To act on these concerns by collaborating with the EDI and Anti-Racism Committee Faculty Co-Advisors and/or relevant members of the Faculty of Medicine at the University of Ottawa

• To sit as a student member representing the Aesculapian Society at the Advisory Committee on Equity, Diversity, and Inclusion of the Faculty of Medicine at the University of Ottawa

• To act as a liaison between student groups at the University of Ottawa and other medical schools across Canada pertaining to equity, diversity, and inclusivity.

• To act as a liaison between the students and the Assistant Dean of Equity, Diversity, and Inclusion

• To act as a liaison with the Faculty of Medicine Office of Equity, Diversity, and Inclusion to promote their initiatives/events/mentorship programs to medical students.

• To sit as a representative for the Aesculapian Society on equity roundtables of national and provincial medical student associations.

• To coordinate a mandatory annual anti-oppression training for all members of the council.

  • This mandatory anti-oppression training shall occur shortly after the new council has been elected (e.g., late May/early June or September).

• To present an annual report at the April council meeting highlighting the work that the Equity, Diversity, Inclusivity and Anti-Racism Committee has accomplished to ensure accountability.

  • This report shall also include targets that were not reached throughout the year, which will serve as guiding principles for the incoming Vice-President of Equity, Diversity and Inclusivity.

The roles and duties of the Vice-President Black Medical students’ Association are as follows:

• To act as the agent of Black medical students at the University of Ottawa collectively, rather than as a representative of their class

• The VP BMSA may appoint a designate, to be chosen from the students in the MD BMSA at the University of Ottawa, to vote on their behalf. The selection of the designate is under the discretion of the BMSA

  • The VP BMSA may not appoint a designate in the event that council must vote on a constitutional change. The same student representative shall be present for both rounds of voting for any constitutional changes

  • Any student appointed as a designate from the students in the MD BMSA at the University of Ottawa will communicate with the VP BMSA and review council meeting minutes to keep up to date on council discussions

• To act as a student representative on the Aesculapian Society’s Equity, Diversity, Inclusivity and Anti-Racism Committee

• To provide input to help guide council’s decision-making processes

• To collaborate with the Vice-President of Equity, Diversity, and Inclusivity in organizing at least one event for Black History Month in February, to celebrate the many achievements within the Black community

• To act as a liaison between the University of Ottawa chapter of the Black Medical Students’ Association and Council

The roles and duties of the Vice-President of Indigenous Health are as follows:

• To act as the agent of all Indigenous medical students collectively, rather than as a representative of their class and to consult the Indigenous medical students and Local Indigenous Officers aid in their function when necessary

• The VP of Indigenous Health may appoint a designate, to be chosen from the students in the MD Indigenous Program at the University of Ottawa, to vote on their behalf. The selection of the designate is under the discretion of the MD students in the Indigenous Program

  • The VP of Indigenous Health may not appoint a designate in the event that council must vote on a constitutional change. The same student representative shall be present for both rounds of voting for any constitutional changes

  • Any student appointed as a designate from the students in the MD Indigenous Program at the University of Ottawa will communicate with the VP of Indigenous Health and review council meeting minutes to keep up to date on council discussions

• To act as a student representative on the Aesculapian Society’s Equity, Diversity, Inclusivity and Anti-Racism Committee

• To provide input to help guide council’s decision-making processes

• To collaborate with the Vice-President of Equity, Diversity, and Inclusivity in organizing at least one event to promote awareness regarding Indigenous health, culture and well-being, in alignment with the Truth and Reconciliation Commission of Canada Calls to Action

• This event can be in collaboration with the Local Officers of Indigenous Health and/or the Indigenous Health Interest Group at the University of Ottawa

• To act as a liaison between the University of Ottawa’s MD Indigenous Program and Council

• To act as a liaison with the Faculty of Medicine’s Director of the Centre on Indigenous Health and Education at the University of Ottawa in order to identify and promote issues related to Indigenous Health

The roles and duties of the Past President are as follows:

• The President of the previous council shall sit as an ex-officio member. Her/his role is to serve as an advisor to the current council by attending meetings and being available for advice.

The roles and duties of the Honorary President are as follows:

• The Honorary President shall be a member of the teaching staff of the Faculty of Medicine of the University of Ottawa who will be able to devote a reasonable amount of time and interest to the Society.

  • Two Honorary Presidents shall be voted into the Council each year; one Anglophone and one Francophone.

• The duties of the Honorary Presidents are as follows:

  • To represent the Society as appropriate and necessary.

  • To attend as many council meetings as possible.

  • To advise the council on matters which come to her/his consideration.

The roles and duties of the Vice-President Assistants are as follows:

• Council must approve the necessity and duties of a Vice-President Assistant position for a given Vice-President on Council.

• The Vice-President Assistant position(s) be filled by a first year student.

• The application process includes a 250 word letter of intent, Curriculum Vitae, and interview conducted by the VP Executive and/or respective VP and/or another executive member of the Aesculapian Society.