SSSS Elections

Join the Software Systems Student Society by running for any of the elected positions. Join our Discord server to stay up to date with election dates.

All Executive Members

Share responsibility for the day-to-day operations of the SSSS and its resources.
Commit to a minimum of one (1) hour per week to the SSSS, with exact commitments varying by role.
Make every effort to attend all SSSS events, initiatives, and scheduled meetings (executive and general). If a member is unable to attend a meeting, they must notify the executive team or Co-president(s) in advance.
Have one-year term of office.
Provide a report on their recent activities at each meeting.
Initiate planning for Systems Events at least one semester in advance.
Help maintain the cleanliness and organization of the office and respect the communal space.
Complete a smooth transition of power at the end of their term by holding a transition meeting with their successor and writing a continuity report. This report must detail ongoing activities and provide an overview of the year’s responsibilities.
Strive to maintain a high standard of work; repeated failure to meet expectations may lead to removal from the executive team.
Retain the right to voice concerns and refuse extraneous tasks outside their standard duties after a consultation with the Co-Presidents.

- Share responsibility for the day-to-day operations of the SSSS and its resources.
- Commit to a minimum of one (1) hour per week to the SSSS, with exact commitments varying by role.
- Make every effort to attend all SSSS events, initiatives, and scheduled meetings (executive and general). If a member is unable to attend a meeting, they must notify the executive team or Co-president(s) in advance.
- Have one-year term of office.
- Provide a report on their recent activities at each meeting.
- Initiate planning for Systems Events at least one semester in advance.
- Help maintain the cleanliness and organization of the office and respect the communal space.
- Complete a smooth transition of power at the end of their term by holding a transition meeting with their successor and writing a continuity report. This report must detail ongoing activities and provide an overview of the year’s responsibilities.
- Strive to maintain a high standard of work; repeated failure to meet expectations may lead to removal from the executive team.
- Retain the right to voice concerns and refuse extraneous tasks outside their standard duties after a consultation with the Co-Presidents.
- Consist of at least one (1) President and at most two (2) Co-Presidents.
- Carry out the business of the SSSS as directed by decisions of the membership, and in accordance with the Constitution. This includes delegating duties to other executives to ensure the well being of the Society.
- Be responsible for calling regular and special general meetings, and serving as the chairperson(s) for all meetings.
- Be a member of all committees that the Software Systems Student Society is part of.
- Act as official spokesperson and representative for the Software Systems Student Society.
- Serve as the official spokesperson and primary liaison between the SSSS and the SFSS, School of Computing Science, and the Software Systems program staff.
- Attend all Faculty of Applied Sciences (FAS), Undergraduate Program Chair and School of Computer Science monthly meetings to represent the SSSS.
- Monitor all SSSS-funded projects, including the creation and operation of committees.
- Perform public relations tasks to promote the SSSS, expand its membership, and plan initiatives that foster a positive, inclusive environment while boosting executive morale.
- Hold ownership of SSSS Discord Server and key(s) to the SSSS office (SRYE 3006.3).
- Have the authority to temporarily appoint another executive to assume their duties (e.g. chairing meetings) in the event both Co-Presidents are briefly unable to perform them.
- Announce weekly executive meetings and send reminders to the executive council one day in advance.
- Ensure that proper notice of general and special general meetings is given, as specified by this constitution.
- Be responsible for presenting items of interest at the regular meetings as well as remind executives of meetings one day prior.
- Record meeting minutes for all meetings and manage their distribution. This includes providing the minutes to the SSSS Discord at least one day prior to the next meeting, uploading them to the SFSS portal, and publishing them on SSSS website (if available).
- Monitor the official SSSS email accounts (ssss-exec@sfu.ca and ssss.exec@gmail.com) and respond to all correspondence promptly.
- Maintain records of all correspondence between the society and other organizations.
- Compile and distribute a semesterly executive contact list to the School of Computing Science, the Software Systems program staff, and the Member Services Coordinator – Student Unions & Groups.
- Maintain and organize all SSSS records, including but not limited to the minutes archive and the Google Drive, ensuring the meeting minutes folder remains accessible to all SSSS members.
- Maintain and regularly update an SSSS Events calendar to ensure all members are aware of upcoming events and meetings.
- Aim to compile and distribute a monthly newsletter in the first week of each month to SSSS members, highlighting key initiatives, upcoming events, and important updates.
- Maintain all financial records of the SSSS, including but not limited to the Society’s trust, core, and external bank accounts, and a record of submitted, approved and rejected reimbursements both from grant proposals and trust.
- Hold official access to all SSSS bank accounts.
- Prepare, fill out, and submit all grant and reimbursement requests as approved by meeting minutes.
- Maintain a record of reimbursements using an appropriate tracking system (e.g. Trello, Taiga) and ensure that all reimbursements are processed in a timely manner.
- Coordinate external finance transactions such as sponsorships from companies or other SFU groups.
- Make regular reports to the membership regarding the current state of the SSSS finances and the status of all grant proposals and reimbursements.
- Share joint and equal responsibility to plan, organize, and execute SSSS-sponsored events and fundraisers. The Directors may delegate such responsibilities to other executive members or the events committee as necessary.
- Organize a minimum of four (4) events a semester, including in-person, collab and online events. Of these four events, at least one must be technical in nature (e.g., a workshop or seminar), and collaborative events may only count towards this quota once per semester.
- Aim to plan all events at least one month in advance to ensure sufficient time for marketing, newsletter inclusion, funding approvals, and reimbursements.
- Collaborate with the Treasurer on event budgets, grants, and reimbursements, and with the Directors of Marketing and Visual Design to create promotional content.
- Collaborate externally with other student club executives to organize and execute joint events.
- Ensure at least one photograph is taken at every event to fulfill the FAS Funding Year-End Report requirements.
- Actively seek out sponsorships throughout the year, with a particular focus on large-scale events such as SystemHacks.
- Create and manage all sponsorship documentation, including agreements, guidelines, and the official sponsorship package, coordinating with the Director of Visual Design for updates.
- Serve as the primary representative for the SSSS in all partnerships. All official correspondence with sponsors must carbon copy (CC) the official SSSS executive email.
- Represent the SSSS to external bodies within SFU, coordinating with other student societies and faculties.
- Attend meetings internal and external to the SSSS as a representative of this Society, in cases when another representative is not going.
- Collaborate with the Director(s) of Activities to support general event initiatives, leverage networking opportunities, and assist with the planning and execution of social events, workshops, and seminars.
- Assist in handling logistics for large-scale collaborative events, including but not limited to: FAS Formal, SystemsFair, and Frosh.
- Exclusively manage all social media accounts (including but not limited to Instagram, LinkedIn and Discord), maintaining a consistent online presence and responding to inquiries in a timely manner.
- Distribute appropriate posters, online notifications, and other promotional materials to build awareness of the Society. This includes coordinating with the Director(s) of Activities and the Director of Visual Design to create content for all SSSS-sponsored events.
- Announce all event promotions at least one week before the event, with regular reminders leading up to the date of the event. A final reminder must be posted the on day before, the day of, or during the event, and an event recap may be posted afterwards.
- Make every effort to attend all SSSS events with the goal of creating promotional content, including photography and videography, to document the event proceedings. If unable to attend, they must delegate this documentation responsibility to the Director(s) of Activities, another executive member, or a volunteer.
- Regularly update the SSSS linktree and utilize access to the SSSS mailing lists to distribute official announcements and advertisements.
- Sit on the executive council of the SSSS and be elected in the SSSS general election, unless otherwise filled – or previously specified to be filled – during the course of the SFSS general election.
- Follow all SFSS requirements for a Student Union Council Representative.
- Act to further the best interests of the Software Systems Student Society as directed by the membership, within the SFSS.
- Provide regular updates on the activities of the SFSS Council at all SSSS meetings when an update is available.
- Produce art and graphics for events, meetings, merchandise, promotional materials and any other materials the Society may require.
- Maintain regular communication with the Director of Marketing and Director(s) of Activities to ensure all content is accurate and up-to-date.
- Update and follow the guidelines outlined in the SSSS branding document and oversee all designs to ensure quality and consistency of SSSS branding - including, and not limited to graphical components created by SSSS committees and branding used by other external groups (e.g. sponsorships, promotional material)
- Collaborate with the Merch Lead to produce official Society merchandise.
- Be eligible for appointment to oversee all merchandise operations and assume the duties of the Merch Lead in the event that the position becomes vacant.
- Consist of two (2) First-Year Representatives, one (1) Lower Division Representative, and one (1) Upper Division Representative.
- Meet the following eligibility criteria and advocate for their respective student cohorts:
- - First-Year Representatives: Must be in their first year of studies at SFU and hold fewer than 30 credits.
- - Lower Division Representative: Must hold fewer than 60 credits.
- - Upper Division Representative: Must hold at least 60 credits.
- Ensure post-secondary education is well represented within the executive team and the society as a whole.
- Act as a flexible member of the executive council, prepared to take on miscellaneous or last-minute tasks to support other executives when additional help is required.
- Assist the Director(s) of Activities with the setup, execution, and cleanup of SSSS events and initiatives.
- First-Year Representatives Only: Aim to organize, market, and execute at least one (1) event per semester specifically dedicated to first-year students.
- Ensure the SSSS Discord server remains a safe, healthy, and welcoming environment for all members.
- Ensure all server activities align with SFU’s Student Academic Integrity Policy and Discord’s official Community Guidelines.
- Exercise Authority to moderate or delete inappropriate messages and issue formal warnings to problematic community members.
- Retain screenshots and clear evidence of all deleted messages or disciplinary actions in an appropriate secure location designated by the Co-Presidents.
- Escalate (to the SSSS executive team) any issues, disputes, or concerns that fall beyond the scope of the Moderator role directly.

General Meeting

Join us during our public general meeting in #room-3006-3 where we discuss updates and matters including the following:

Event updates and plans
Updates from committees
SFSS Council updates
Upcoming projects
Open Floor

Watch out for an announcement to find out when our next general meeting will be.

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SSSS Elections

All Executive Members

General Meeting

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