SIG Tiered Standing System

Introduction

This policy is designed to ensure that a standard of performance and quality is maintained across all SIGs. This system is to ensure that those SIGs who conduct themselves according to the SIG Code of Conduct are re-awarded full SIG privileges and those that do not operate within the SIG Code of Conduct are held accountable.

Evaluation

  1. All SIGs will be classified in a three-tier system to indicate their standing within the hierarchy of MedSoc, consistent with the fulfilment of their various SIG duties.
  2. The re-evaluation of a SIG’s standing or decision to move between tiers must be approved by a majority vote of the MedSoc Executive, where majority is defined as half plus one.
  3. Penalties on a particular SIG may only be imposed for breaches of the following SIG duties:
    1. Failure to organise a booked event recorded on the MedSoc Calendar due to preventable reasons, including but not limited to, breakdown in organisation or communication, failure to appropriately invite and organise speakers or special guests, change of heart on wanting to hold the event and lack of an attempt to contact speakers.
      1. If an event does not have a confirmed speaker or venue 1 week prior to the booked date, MedSoc will cancel the event and it will be considered an event that was not held due to disorganisation.
    2. Failure to immediately and prospectively notify the Group’s Director and Secretary of a change in date or venue of one of their existing events
    3. Holding an event without informing the MedSoc Secretary and/or Groups Director and/or booking the event on the MedSoc Calendar at least 2 months in advance
    4. Failure to attend a SIG meeting or Council Meeting, without providing the Groups Director or Medical Society Secretary, respectively, with an apology and a legitimate reason, as decided by the MedSoc Executive
    5. Failure to make a timely meeting with the Groups Director for the Annual
    6. Progress Review meeting at the end of each calendar year
    7. Failure to provide a timely written progress report to the biannual publication of Idioglossia
    8. Failure to ensure event promotions are in line with the Social Media Policy
    9. Loss or misuse of the MedSoc Arc banners
  4. Any additional conditions that constitute reasonable grounds to move a SIG to a lower Tier must be passed at a Council Meeting
  5. If a SIG breaches any of the above duties, they will be moved to a lower Tier, after a majority vote by the MedSoc Executive

Rights

  1. All SIGs have the right to explain all alleged breaches of SIG duties to the MedSoc Executive at the next Executive Meeting.

  2. The SIG and its governing committee will be given seven days notice prior to being called to explain any alleged breaches of SIG duties to the MedSoc Executive at the MedSoc Executive Meeting

  3. All SIGs have the right to challenge any allegations and appeal any MedSoc Executive decisions at the next Council Meeting

Assessment of Standing

  1. The revised three-tier system is as follows:
    1. Tier 1: Good Standing. Whereby the SIG has complied with their agreed SIG responsibilities and is in good standing with UNSW MedSoc
      1. All SIGs begin at Tier 1 after their AGM, regardless of prior Tier of Standing in previous years
    2. Tier 2: Under Review. Whereby the SIG has not complied with their agreed SIG responsibilities and their progress will be reviewed and assisted by the MedSoc Groups Director. The SIG will remain active and will proceed with their activities for the year under the supervision of the MedSoc Groups Director. They must submit a plan of what they will do to improve.
      1. Supervision provided by the Groups Director will involve the overseeing of SIG day to day operation, event planning, event execution, internal management of the SIG committee, finances, sponsorship and all internal and external correspondence.
      2. The SIG in Tier 2 may also, if appropriate, receive assistance from other members of the MedSoc Council.
      3. The SIG will remain in Tier 2 until the MedSoc Executive is satisfied with the SIG’s conduct and is confident that the SIG is deserving of return to Tier 1 standing, by majority vote, or until the MedSoc Executive decides that the SIG is deserving of Tier 3 standing, majority vote.
      4. Within 1 week of being informed of their Tier 2 status, the SIG must submit to the MedSoc Executive a detailed plan of how they will improve and return to Tier 1 standing, with specific details on how to ensure the same mistake is not repeated
        1. The submitted plan must be approved or amended by the MedSoc Executive in order for the SIG to remain active.
      5. If a SIG was moved to Tier 2 standing because an event was not organised, the SIG of Tier 2 standing may not return to Tier 1 standing until, at least, the completion of their next event.
      6. If a SIG was moved to Tier 2 standing because they missed a SIG meeting or Council Meeting without an apology, the SIG of Tier 2 standing may not return to Tier 1 standing until, at least, the completion of the next SIG Meeting and Council Meeting.
      7. If a SIG was moved to Tier 2 standing because an event was not organised and because they missed a SIG meeting or Council Meeting without an apology, the SIG of Tier 2 standing may not return to Tier 1 standing until, at least, the completion of their next event and the next SIG Meeting and Council Meeting.
      8. If a SIG was moved to Tier 2 standing from a Tier 3 Standing, the SIG of standing may not return to Tier 1 standing until, at least, the completion of the next Executive Meeting.
      9. SIGs in Tier 2 standing may be re-evaluated and further moved to Tier 3 status at any time of that year, by majority vote of the MedSoc Executive.
    3. Tier 3. Suspension. The SIG has repeatedly not complied with their agreed SIG responsibilities, despite review and assistance from MedSoc. The SIG must be suspended to ensure the reputation of MedSoc is not jeopardised.
      1. All SIG’s of Tier 3 standing must have, immediately prior, been of Tier 2 standing and have been moved to Tier 3 standing, as per 1.3.2.7.
      2. The performance and future of the SIG will be discussed between the MedSoc Executive and SIG executive. All SIG members must be given a chance to directly reply to any allegations of breach of SIG duties.
      3. If the SIG is decided to be deserving of a Tier 3 status, the SIG will be suspended and rendered inactive.
    4. Within 1 week of being informed of their Tier 3 status, the SIG must submit to the MedSoc Execute a plan of how they will improve and return to Tier 2.
      1. This plan must be approved or amended by the Executive in order for the SIG to remain active.
    5. The SIG will remain suspended in Tier 3 until the MedSoc Executive is satisfied with the SIG’s conduct, as outlined in their approved plan for improvement, and is confident that the SIG is deserving of return to Tier 2 standing, by majority vote, or until the MedSoc Executive, by majority vote, decides that the SIG committee must be dissolved and an immediate election for a new SIG Committee at a SIG EGM must held by the MedSoc Executive.
      1. The SIG EGM will be organised and chaired by the MedSoc Executive
      2. The outgoing Co-Chairs or President and Vice President will not be permitted to run for any SIG or MedSoc Executive positions in the next year
      3. All members of UNSW MedSoc are permitted to run for a position in the new SIG committee, unless precluded by 1.3.3.3.2 or Clause 3.3 of the Constitution
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