[WIP] Add constitution to pages

content/pages/constitution.md

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+Author: Fatema Boxwala
+Title: Constitution
+hidden: true
+
+# Structure of Organization #
+
+The “Women in Computer Science Undergraduate Committee” is a
+subcommittee of Women in Computer Science, a standing committee of the
+Cheriton School of Computer Science. For the remainder of this document,
+this standing committee will be referred to as the "WiCS Committee". All
+references to: “the undergraduate committee”, “the committee”, and
+“committee members” refer to the Undergraduate Committee unless
+otherwise specified.
+
+## Purpose and Vision ##
+
+The undergraduate committee aims to foster a safe environment for cis
+and trans women and non-binary individuals in computer science,
+and to advocate for the inclusion of these underrepresented groups in the
+computer science community at large.
+
+## Representation ##
+
+The Women in Computer Science Undergraduate Committee aims to
+represent and support undergraduate cis and trans women, and non-binary
+individuals enrolled in computer science and related undergraduate programs 
+at the University of Waterloo. Additionally, we seek to include and support
+members of all underrepresented groups in the fields of technology and 
+computing, with the most varied and diverse backgrounds possible.
+
+## Values ##
+
+1.  *Inclusiveness*: The undergraduate commitee is committed to fostering
+    an inclusive environment in which women of all backgrounds will
+    feel welcome, and to which they can contribute.
+
+2.  *Humility*: The committee will acknowledge and
+    respect the perspectives of those with experiences different to
+    ours, and will strive to understand and incorporate these
+    perspectives.
+
+3.  *Respect*: All members of the community will be treated with respect, regardless of
+    difference in opinions and values.
+
+4.  *Transparency*: As leaders, our actions and decision-making must be visible to
+    promote accountability, and all decision-making will be open and
+    well-documented within the committee and with the public when possible.
+
+5.  *Honesty*: The committee will foster an environment to promote honest
+    disclosure. All community members should feel free to voice their opinions and feelings. 
+    We acknowledge that everyone makes mistakes: honest disclosure and taking responsibility
+    will always be supported.
+
+6.  *Technical Excellence*: The committee acknowledges that its
+    fundamental goal is to support diversity in technical work, and
+    members will strive to achieve excellence in this work themselves.
+
+# Committee Composition #
+
+1.  Only undergraduate cis and trans women and non-binary individuals
+    enrolled in computer science or a related undergraduate program may 
+    serve on the committee. The committtee will be comprised of the following roles:
+
+    -   Chair,
+
+    -   Secretary,
+
+    -   Finance Director,
+
+    -   Office Manager,
+
+    -   Systems Administrator,
+
+    -   Big CSters Director,
+
+    -   Director of Publicity,
+
+    -   Up to three additional positions as necessary, with titles
+        chosen by the committee.
+
+2.  The duties of the Chair are:
+
+    -   To chair all meetings;
+
+    -   To publicly represent the committee as the primary contact for
+        external groups;
+
+    -   To represent the undergraduate committee at meetings of the WiCS
+        Committee;
+
+    -   To represent the undergraduate committee at meetings of any
+        other external organization to which the committee is
+        accountable, when appropriate, such as the Mathematics Society;
+
+    -   To secure funding for the committee's endeavours in
+        collaboration with the Finance Director.
+
+3.  The duties of the Secretary are:
+
+    -   To take minutes at all meetings;
+
+    -   To call meetings;
+
+    -   To represent the undergraduate committee at meetings of the WiCS
+        Committee;
+
+    -   To track the completion of all duties assigned to members of the committee;
+
+    -   To maintain the non-financial records of the committee.
+
+4.  The duties of the Finance Director are:
+
+    -   To process financial paperwork;
+
+    -   To maintain accurate budgets and financial records;
+
+    -   To secure funding for the endeavours of the committee, in
+        collaboration with the Chair;
+
+    -   To represent the organization in a financial capacity, in all
+        relevant meetings.
+
+5.  The duties of the Office Manager are:
+
+    -   To maintain and uphold the Office Policy;
+
+    -   To train and manage office staff;
+
+    -   To ensure the office is a clean, orderly, and respectful space;
+
+    -   To create and manage the schedule of office hours;
+
+    -   To ensure the office is equipped with adequate supplies.
+
+6.  The duties of the System Administrator are:
+
+    -   To chair the Systems Committee (“wics-sys”);
+
+    -   To be the authority on matters regarding usage of systems;
+
+    -   To maintain access control lists for the committee's computing resources, 
+        including office terminals and servers;
+
+    -   To maintain and enforce the Machine Usage Agreement, dictating acceptable use
+        of the committee's computing resources.
+
+7.  The duties of the Big CSters Director are:
+
+    -   To maintain the Big CSters community through supportive and
+        inclusive programming, such as workshops and discussion circles;
+
+    -   To lead the Big CSters mentoring program, running no fewer than
+        two events per term;
+
+    -   To administer the CSters mailing list.
+
+8.  The duties of the Diretor of Publicity are:
+
+    -   To publicize events and other committee activities through physical and 
+        electronic means;
+
+    -   To design all media circulated by the committee including:
+        posters, social media profiles and the official website.
+
+All committee memebers are free to delegate their responsibilities to others as 
+as they see fit, but are ultimately responsible for the completion of their 
+assigned duties.
+
+# Procedures #
+
+## Policy ##
+
+Any changes to policy must be proposed with at least one week's
+notice, and ratified at an official meeting of the undergraduate
+committee.
+
+### Code of Conduct ###
+    The Code of Conduct outlines expected behaviour for all members of
+    the community at any community venues, online and in-person, and in 
+    any communications pertaining to committee business. Any member of 
+    the committee may prpose an amendment to the CoC. The committee must
+    ratify any proposed amendments to the Code of Conduct.
+
+### Machine Usage Agreement ###
+    The Machine Usage Agreement outlines expected conduct when using any
+    machines maintained by the undergraduate committee. Any
+    proposed changes must be first ratified by the Systems Committee, 
+    followed by the entire committee.
+
+### Office Policy ###
+    Office Policy outlines expected behaviour in the WiCS Undergraduate
+    Committee office, M3 1003. Any proposed changes must be ratified by the
+    committee.
+
+## Succession Procedures ##
+
+1.  No later than the last day of classes of current term, a call for 
+    committee members for the upcoming term shall be announced on the
+    website and sent out to all affiliated mailing lists.
+
+2.  New volunteers can apply to be on the committee for the following
+    term, and the current committee will select applicants for
+    interviews. A new volunteer shall be anyone who has never served on
+    the committee before, or has not served on the committee for 4 or
+    more terms. Interviewers should be chosen by the current committee.
+    If an interviewer has a conflict of interest with the interviewee,
+    an alternate interviewer will be chosen. In any case, if no
+    interviewer is explicitly chosen, the current Chair shall conduct
+    interviews. The interviews are intended to welcome the new member to
+    the committee, give them background on the committee's activities,
+    and help them find a role for the next term. The current committee
+    will ultimately select the comoposition of the committee for next
+    term.
+
+3.  Existing committee members can nominate themselves for positions on
+    the next term's committee given the following conditions:
+
+    -   No member may serve more than three consecutive terms;
+
+    -   No member may serve as Chair for more than one term
+        consecutively;
+
+    -   No member intending to serve as Chair or Secretary may be on
+        co-op;
+
+    -   Members wishing to nominate themselves for chair should be a
+        previous WiCS committee member. If no such volunteer exists, the
+        position opens up to new members;
+
+    -   Excluding that of Chair, no positions may be chosen until the
+        first official meeting of the new term's committee;
+
+    -   Existing committee members may compose no more than 75% of the
+        new committee, if more existing members are nominated than 75%
+        can accomodate, each returning member will submit a new
+        application to be reviewed by the serving Director of the WiCS
+        Committee.
+
+4.  If there are any objections to an applicant, this procedure should
+    be followed:
+
+    1.  The objection will be presented to the committee, with
+        sufficient evidence;
+
+    2.  The person being objected to may present a defense;
+
+    3.  The current committee will then take a vote, if a majority of
+        members agree with the objection, the objected person will be
+        denied a position on the committee.
+
+    If the objection is a sensitive concern, it can be brought up to the
+    Chair or Secretary, where they will decide whether to bring the case
+    to the committee and how to proceed. Otherwise, the objected person
+    will be automatically accepted for the next term.
+
+5.  Once the committee has been chosen, the Director of the WiCS
+    Committee must ratify the new committeee.
+
+## Standing Committees ##
+
+-   The Systems Committee (wics-sys) shall:
+
+    1.  Be chaired by the systems administrator;
+
+    2. Consist solely of members appointed by the systems administrator;
+
+    3.  Operate all computing equipment in the possession of the committee;
+
+    4.  Maintain and upgrade all systems in possession of the committee, including
+        office terminals and servers;
+
+    5.  To maintain the committee's source code repositories and software;
+
+    6.  To maintain the committee's official website, wics.uwaterloo.ca.
+
+
+-   Other Committees\
+    The undergraduate committee can create and task standing committees
+    as necessary. Such standing committees can be dissolved by the
+    undergraduate committee.
+
+## Keys ##
+
+-   Keys will be allocated to the undergraduate committeee as per policy
+    set out in the Memorandum of Understanding with the Mathematics
+    Society;
+
+-   Office Manager and Systems Administrator will both receive keys.
+    Remaining keys will be allocated as the undergraduate committee sees
+    fit.
+
+## Holding Committee Meetings ##
+
+1.  The Secretary is tasked with calling meetings;
+
+2.  Meetings are suggested to be weekly and must occur biweekly;
+
+3.  Meetings must be announced with at least 48 hours of notice;
+
+4.  If the Secretary does not schedule a meeting within a two-week
+    period, any committee member may call a meeting
+
+5.  There will exist two types of meetings, open and closed.
+
+    -   Open Session Meeting - This type of meeting is open to all
+        committee members and guests, by invitation only. In order to
+        invite guests a member must give the committee notice before the
+        meeting officially starts.
+
+    -   Closed Session Meeting - These meetings are open only to
+        committee members and individuals unanimously invited by the
+        committee. Any committee member may call a closed session
+        meeting. Internal discipline, Code of Conduct violations, and
+        funding proposals must be discussed in a closed session meeting.
+
+# Procedure for Amending This Document #
+
+1.  Any committee member may propose a change;
+
+2.  Changes must be proposed with at least two weeks of notice.
+
+