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PURPOSE
This Annex records the binding external requirements that Racerbot must follow, and where each is implemented in Racerbot’s own instruments. Where an external requirement conflicts with an internal provision, the external requirement prevails (Constitution §9.1).
1. USE OF THIS ANNEX
1.1 An ACTIVE entry binds Racerbot now. A DORMANT entry binds from the event that triggers it.
1.2 The President shall review this Annex each semester and whenever Racerbot’s external status changes. The responsible executive shall align any conflicting instrument.
2. ACTIVE REQUIREMENTS
| Source | Requirement | Implemented in |
|---|---|---|
| Simon Fraser University | Policies on sexual violence, discrimination, harassment and controlled substances; such matters are referred to the responsible University office | POL-02 §2, §6.4; POL-04 §4.2 |
| Simon Fraser University | Anti-bullying and harassment training for club members | SOP-ADM-03, Table A.3 |
| SFU Faculty of Applied Sciences | Student Team Spaces Policy and the Student Team Space End-User Agreement, for the Student Team Lab in ASB 9819 | §3 of this Annex |
| SFU Environmental Health and Safety | SFU Safety Orientation and EHS Safety Essentials for everyone with lab access; WHMIS and SFU 3D Printer Safety for the Tech Team; and any other training listed in the Lab Safety Plan | POL-03 §4.1(c); SOP-ADM-03, Table A.3 |
| Other facility operators | Training, access, supervision and operating rules; stricter rules prevail | POL-03 §1.3, §4.8 |
| Funders | Conditions on funds, recorded against purchases; confirmed before any item is treated as unencumbered | POL-03 §10.5; POL-04 §3.3; Constitution §10.1 |
| Law of British Columbia and Canada | Human rights, privacy, dangerous goods and general law; prevails without exception | Constitution §2.4; POL-02; POL-05 §4 |
3. FAS STUDENT TEAM SPACES POLICY
3.1 Racerbot holds an annual space assignment in the FAS Student Team Lab. Its Faculty Sponsor is Dr. Cheng Li, who supervises the team’s activities for the assignment, attends at least one lab inspection each year, and is the first reviewer of the team’s safety plan and SOPs. Questions go to fas_safety@sfu.ca. The End-User Agreement names the FAS Safety Officer’s address as fasehs@sfu.ca.
3.2 The FAS requirements, and where Racerbot meets them, are:
| Requirement | Implemented in |
|---|---|
| A Space and Facilities Student Team Lead is appointed as FAS’s point of contact | POL-03 §9.1 |
| Each member completes the SFU Safety Orientation and EHS Safety Essentials, and signs the End-User Agreement before entering the space, uploading the Safety Essentials certificate with it; access requests list each member’s name, student number, email and fob number, and are sent by the Team Lead to fas_surrey_office@sfu.ca, copied to fas_safety@sfu.ca | POL-03 §4.1, §9.1(c); POL-05 §4.1; SOP-ADM-03, Table A.3 |
| Only current SFU students registered in courses or on a co-op term may use the lab | POL-03 §4.1(a) |
| Required training is listed by the Team Lead, approved by the Faculty Sponsor and recorded; FAS is told when it is complete | POL-03 §9.1(a), §9.3; SOP-ADM-03, Table A.3 |
| A Safety Plan is kept current, with a hard copy and the SOPs in the lab; every new activity has a risk assessment and SOP | POL-03 §4.7, §9.1(a) |
| The team’s main lab activities are posted in the lab | POL-03 §9.1(b) |
| New activities and new equipment are discussed with the Team Lead, Faculty Sponsor and FAS first | POL-03 §4.7; POL-04 §2.7 |
| Prohibited activities are never carried out in the lab; a non-approved activity can cost the whole team its access | POL-03 §4.7, §4.10 |
| No unauthorized person enters without FAS Safety Team approval; the door is never left unlocked; no more than 16 people in the space at once | POL-03 §4.4, §7.1 |
| Other teams’ equipment and materials are not used without consent, and other teams’ projects are not photographed, recorded or shared; materials are kept in designated storage and work surfaces cleared between uses | POL-03 §4.8 |
| The FAS Safety Officer (fasehs@sfu.ca) is contacted before chemicals or hazardous materials, such as resins, spray paints, solder and machine oils, are brought into the space | POL-03 §4.7 |
| No working alone | POL-03 §4.3 |
| No food or drink; hands are washed after work | POL-03 §4.5 |
| Damage, improper use and safety issues are reported to the Team Lead and the Faculty Sponsor; concerns may be reported anonymously to FAS | POL-03 §8.3, §8.4 |
| One member sits on the Student Team Lab Safety Committee; monthly inspections; remediation by the deadline set | POL-03 §9.1(d), §9.2 |
| Moves of large equipment are arranged with FAS in advance | Operations Coordinator, through fas_safety@sfu.ca |
| The space is reapplied for each year; a decommissioning plan is submitted two weeks before the assignment ends | POL-03 §9.1(e) and (f) |
3.3 Members admitted under Constitution §2.5 who are not registered SFU students, such as students of Fraser International College, may take part in Racerbot but shall not be given lab access.
4. DORMANT REQUIREMENTS: COMPETITIONS
4.1 Competition requirements are not yet recorded. Before committing to a competition, the President shall record here the organizer’s requirements under POL-04 §7.2.
5. STUDENT SOCIETY STATUS
5.1 Racerbot is not registered with the Simon Fraser Student Society and is not bound by its club rules. If Racerbot registers with any student society, the President shall record that society’s requirements here before registering.
REVISION HISTORY
| Version | Date | Summary |
|---|---|---|
| 4.0 | October 11, 2026 | SFSS registration entries removed. FAS Student Team Spaces Policy recorded as an active requirement (§3). |
| 3.2 | September 2026 | Previous version. |