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GSA Operations Manual

Welcome Statement

Welcome Statement

How to use this manual

Guidelines & Instructions

About the GSA

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General Organizational Details

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Jeff Casello, Associate Vice President, GSPA

Email: jcasello@uwaterloo.ca

Ext: x43439

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Workplace Expectations

The following is an outline of shared folders and files that can be referred to when trying to find the parent folder containing shared files. As a rule of thumb, the shared project will be found in the staff’s folder in which the project was assigned to. 

Externally Shared Projects consist of files that are shared with at least one individual who is not part of GSA-UW staff. 

Internally Shared Projects consist of files that are only shared among GSA-UW staff. 

 

1 – Executive Team

  • General Manager (VP-Admin, GM, Pres,VP-Comm, GSA-Office, Accountant)
    • Coordinator Information
    • GSI Submissions – Fall 2020
  • GSA Exec Comms/Newsletter (VP-Comms, GM, Pres, VP-Admin, GSA-Office, Accountant)
    • Daily Bulletin
    • Exec Newsletter Content
      • January 2022: Canva Images
  • HousingPlan_21_22 (VP-Admin, GM, Pres, VP-Comms, GSA-Office, Accountant)
  •  
    • Applications – Research Action Group
  • Old Executive Files (GSA-Office, GM, Pres, VP-Comms, VP-Admin, Accountant)
    • Directors & Officers Liability Insurance Policy
    • Execs
  • President (VP-Admin, GM, Pres,VP-Comm, GSA-Office, Accountant)
    • GSA Council Presentation 2022
      • Council Presentation Plan – W2021, S2021
    • GSA Work Plan 2022
      • Equity
      • Labour – Graduate Student Workers
  • Shared Exec Files (GSA-Office, GM, Pres, VP-Comms, VP-Admin, Accountant)
    • 2021_Photo_Shoot
      • UW_GSA_Finals
      • Website/Comms
    • 2021.12_GSPA-GSA _Joint_Poisition
    • Hiring Coordinators
  • VP of Administration (VP-Admin, GM, Pres,VP-Comm, GSA-Office, Accountant)
    • 20_21_old
      • Externally Shared Projects
        • COVID-19 Impact Survey – Fall 2020
        • GSEF-GSI Streamline
        • VPRI Nominating Committee
        • WUSA-GSA Housing Survey
      • GSI-GSEF Streamline
      • Internally Shared Projects
        • Good Ideas Fund
        • Presentations
        • WUSA-GSA Housing Survey-Random Draw
      • Municipal Housing Ideas
        • Housing Experience Survey – Winter 2021
      • SMH Research Conference
      • TA Issues Survey to Council – Winter 2021
    • CGPSS
    • Wellness Initiatives
  • Winter 2022 Planning Retreat (Pres, GM,VP-Admin,VP-Comm, GSA-Office, Accountant)

2 – Management Team (VP-Admin, GM, Pres,VP-Comm, GSA-Office, Accountant)

  • Accounting and Auditing
  • Archived Management Files
  • Governance
  • Hospitality Management
  • Legal – confidential 
  • Office Administration

3 – Administration Team (VP-Admin, GM, Pres,VP-Comm, GSA-Office, Accountant)

  • Community Partnerships
  • Elections Coordinator
  • International Students
  • Policy Coordinator
  • Reporting & Data Visualizations
    • Internally Shared Projects
      • 2020-09 September Report
      • 2020-10 October Report
      • 2020-11 November Report
      • 2020-12 December Report
      • 2021-01 January Report
  • Resources
  • Student Engagement
  • Student Wellness

4 – Communications Team (VP-Admin, GM, Pres, VP-Comm, GSA-Office)

  • Comms Accounts
  • Coordinators/Team (VP-Comms, GM, Pres, VP-Admin, GSA-Office)
    • Comms Team Shared 2021-2022 (GSA-Comms, GSA-Events, GSA-Labour, GSA-Social, GSA-Equity)
    • Communications Coordinator (GSA-Comms)
    • Equity Coordinator (GSA-Equity)
    • Events Coordinator (GSA-Events)
    • Labour Coordinator (GSA-Labour)
    • Social Media Coordinator (GSA-Comms, GSA-Social)
    • Residence
  • GSA Master Event List

5 – Grad House Communications VP-Admin, GM, Pres,VP-Comm, GSA-Office, Accountant, Hospitality, GHSupervisor)

  • AGCO (Governance)
  • Grad House
    • Budget
    • GH Fee Refunds
    • GH Invoices
    • GH Manager
    • SCI Data
  • GSA4 Computer (Matt’s)

6 – Satellite Campuses

  • Cambridge Campus
  • Stratford Campus
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Our Employee Code of Conduct company policy outlines our expectations regarding

employees’ behavior towards their colleagues, supervisors and overall organization.

 

  • We promote freedom of expression and open communication. But we expect all employees to follow our code of conduct.
  • They should avoid offending, participating in serious disputes and disrupting our workplace. We also expect them to foster a well-organized, respectful and collaborative environment.

Scope

This policy applies to all our employees regardless of employment agreement or rank.

 

Policy elements

What are the components of an Employee Code of Conduct Policy?

Company employees are bound by their contract to follow our Employee Code of Conduct while performing their duties. We outline the components of our Code of Conduct below:

 

Compliance with law

All employees must protect our company’s legality. They should comply with all environmental, safety and fair dealing laws. We expect employees to be ethical and responsible when dealing with our company’s finances, products, partnerships and public image.

 

Respect in the workplace

All employees should respect their colleagues. We won’t allow any kind of discriminatory behavior, harassment or victimization. Employees should conform with our equal opportunity policy in all aspects of their work, from recruitment and performance evaluation to interpersonal relations.

 

Protection of Company Property

All employees should treat our company’s property, whether material or intangible, with respect and care.

Employees:

Shouldn’t misuse company equipment or use it frivolously.

Should respect all kinds of incorporeal property. This includes trademarks, copyright and other property (information, reports etc.) Employees should use them only to complete their job duties.

Employees should protect company facilities and other material property (e.g. company cars) from damage and vandalism, whenever possible.

 

Professionalism

All employees must show integrity and professionalism in the workplace:

 

Personal appearance

All employees must follow our dress code and personal appearance guidelines.

 

Corruption

We discourage employees from accepting gifts from clients or partners. We prohibit briberies for the benefit of any external or internal party.

 

Job duties and authority

All employees should fulfill their job duties with integrity and respect toward customers, stakeholders and the community. Supervisors and managers mustn’t abuse their authority. We expect them to delegate duties to their team members taking into account their competences and workload. Likewise, we expect team members to follow team leaders’ instructions and complete their duties with skill and in a timely manner.

We encourage mentoring throughout our company.

 

Absenteeism and tardiness

Employees should follow their schedules. We can make exceptions for occasions that prevent employees from following standard working hours or days. But, generally, we expect employees to be punctual when coming to and leaving from work.

 

Conflict of interest

We expect employees to avoid any personal, financial or other interests that might hinder their capability or willingness to perform their job duties.

 

Collaboration

Employees should be friendly and collaborative. They should try not to disrupt the workplace or present obstacles to their colleagues’ work.

 

Communication

All employees must be open for communication with their colleagues, supervisors or team members.

GSA Team

Email: gsa-president@uwaterloo.ca

The GSA President (add brief job description)

Click here for GSA President Job Roles & Responsibilities and Operations 

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Email: gsa-office@uwaterloo.ca

The GSA Office Coordinator (add brief job description)

Click here for Roles & Responsibilities and Operation Manual

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Last Updated: July 11, 2022

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