Section 1: Recording
Agendas and Minutes
The Secretary is responsible for typing and recording all Assembly meeting agendas and minutes. Agendas or minutes from other meetings (i.e. committee meetings, special meetings), when available, should be given to the Webmaster to record on the website.
Legislation
The author of any legislation must make it available to the Secretary at least twenty four (24) hours prior to the Assembly meeting in which it will be discussed. All legislation will be recorded on the website. Once voted upon, the Secretary is responsible for recording any amendments and the floor action taken (passed, failed, postponed) on the final legislation.
Budgets and Financial Reports
The Treasurer must provide the Secretary with final Budget and Financial Reports at least twenty-four (24) hours prior to their submission to the Assembly. All Budgets and Financial Reports will be recorded on the website, and a paper copy filed in the UWSG office. The Secretary is responsible for recording any amendments to the final budgets or reports once passed via their associated legislation.
Other Reports
The author(s) of any other reports (i.e. forum reports, year end reports, special reports) must provide the Secretary with the final reports at least twenty-four (24) hours prior to their submission to the Assembly. All reports will be recorded on the website, a paper copy filed in the UWSG office, and an electronic copy emailed to the University administration for their information. The Secretary is responsible for recording any amendments to the reports once passed via their associated legislation.
Applications
Club and grant applications will be kept on file in the UWSG office for a minimum of five (5) years.
Work Orders and Purchase Requests
Copies of work orders and purchase requests with supporting documents will be kept on file in the UWSG office for a minimum of five (5) years.
The Secretary is responsible for typing and recording all Assembly meeting agendas and minutes. Agendas or minutes from other meetings (i.e. committee meetings, special meetings), when available, should be given to the Webmaster to record on the website.
Legislation
The author of any legislation must make it available to the Secretary at least twenty four (24) hours prior to the Assembly meeting in which it will be discussed. All legislation will be recorded on the website. Once voted upon, the Secretary is responsible for recording any amendments and the floor action taken (passed, failed, postponed) on the final legislation.
Budgets and Financial Reports
The Treasurer must provide the Secretary with final Budget and Financial Reports at least twenty-four (24) hours prior to their submission to the Assembly. All Budgets and Financial Reports will be recorded on the website, and a paper copy filed in the UWSG office. The Secretary is responsible for recording any amendments to the final budgets or reports once passed via their associated legislation.
Other Reports
The author(s) of any other reports (i.e. forum reports, year end reports, special reports) must provide the Secretary with the final reports at least twenty-four (24) hours prior to their submission to the Assembly. All reports will be recorded on the website, a paper copy filed in the UWSG office, and an electronic copy emailed to the University administration for their information. The Secretary is responsible for recording any amendments to the reports once passed via their associated legislation.
Applications
Club and grant applications will be kept on file in the UWSG office for a minimum of five (5) years.
Work Orders and Purchase Requests
Copies of work orders and purchase requests with supporting documents will be kept on file in the UWSG office for a minimum of five (5) years.
Section 2: Public Availability
Website
The following documents will be available on the UWSG website for public access: Agendas, Assembly meeting minutes, legislation, budgets, financial reports, and other reports, as deemed necessary by the Secretary. Documents should remain easily accessible for at least two (2) years after which they may be moved to an archive.
Paper Files
The following documents will be held as paper files in the UWSG office and available upon request within two weeks: physical copies of budgets, financial reports, other reports, applications, work orders, and purchase requests with supporting documentation. When a file is requested that contains personal contact information or identification numbers, that information should be removed from the final copy provided to the recipient. For requests more than ten (10) pages, the requester pays the copy fees. Paper documents should be kept for a minimum of five (5) years after which they may be destroyed.
Closed Meetings
When a UWSG or Assembly meeting is closed to the public (via a two-thirds (2/3) majority vote) minutes will still be kept, but those minutes will not be made available on the website or via paper copies for a minimum of three years, after which they may be requested.
The following documents will be available on the UWSG website for public access: Agendas, Assembly meeting minutes, legislation, budgets, financial reports, and other reports, as deemed necessary by the Secretary. Documents should remain easily accessible for at least two (2) years after which they may be moved to an archive.
Paper Files
The following documents will be held as paper files in the UWSG office and available upon request within two weeks: physical copies of budgets, financial reports, other reports, applications, work orders, and purchase requests with supporting documentation. When a file is requested that contains personal contact information or identification numbers, that information should be removed from the final copy provided to the recipient. For requests more than ten (10) pages, the requester pays the copy fees. Paper documents should be kept for a minimum of five (5) years after which they may be destroyed.
Closed Meetings
When a UWSG or Assembly meeting is closed to the public (via a two-thirds (2/3) majority vote) minutes will still be kept, but those minutes will not be made available on the website or via paper copies for a minimum of three years, after which they may be requested.
