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PURPOSE
This procedure sets how executive offices are filled, how a President is selected, and how an office is handed over when it changes hands.
1. FILLING AN OFFICE
1.1 This section applies whenever an office other than President falls vacant. Candidates shall be Active Members.
1.2 The President shall write a role description from POL-06 and post it to the members for at least seven days, stating that the role is unpaid.
1.3 The President and at least one other executive with no conflict of interest shall interview shortlisted candidates privately, ask each the same core questions, and record a short assessment. No candidate sits on the panel for their own office.
1.4 The President shall appoint within seven days of the last interview. All candidates shall be told the outcome within 48 hours, and unsuccessful candidates given brief reasons on request.
1.5 The role description, questions and assessments shall be kept for one year.
1.6 The President may appoint an acting holder in the meantime.
1.7 A candidate who believes the process was unfair may raise it with Internal Affairs within seven days, and it is dealt with under POL-02.
2. SELECTING A PRESIDENT
2.1 A Selection Panel shall be formed promptly under Constitution §6.2: the outgoing President, if available, and at least two executives who are not candidates. The Acting President chairs, or, where the Acting President is a candidate, the Panel elects a chair.
2.2 The Panel follows §1.2 and §1.3 and nominates one candidate. Alumni Advisors may give feedback but do not sit on the Panel.
2.3 The nominee is put to a vote of Ratify, Reject or Abstain under SOP-ADM-05. If the nominee is rejected, the Panel shall promptly nominate another.
3. HANDOVER
3.1 On any resignation, removal or vacancy, the outgoing executive shall write a handover document covering what the role does, where records are kept, accounts used, live commitments and contacts, unfinished work, and lessons learned. It is stored in the club Drive.
3.2 An outgoing executive who remains a member shall be available for questions for thirty days.
3.3 Within seven days of an office changing hands, the following shall be done: the incoming holder added to the role’s accounts; the outgoing holder removed; shared credentials rotated; the vault updated; ownership of club documents transferred; every critical account confirmed to have two administrators; and AI access updated.
3.4 In addition, the outgoing President hands over registrar access, contacts, contracts and any club funds under POL-04 §1.3; Internal Affairs the register, minutes and confidential records; Operations keys, access records, the sign-in log and the backup; Finance account authority, the ledger and sponsor agreements; Marketing social media accounts, brand assets and the website; and the Team Leads repositories, design files and subteam rules.
3.5 Club property shall be returned within fourteen days under POL-03 §12.
3.6 Internal Affairs updates the register. Operations updates the FAS access list, and the President informs FAS of any change in the Space and Facilities Student Team Lead.
3.7 An executive leaving SFU in good standing shall be offered Alumni Advisor status in writing, with a clear statement that accepting it ends their membership permanently.
3.8 The President shall confirm to the Board when handover is complete, or what is outstanding. Where the President is the outgoing executive, Internal Affairs does so.